6 Basic Tips to assist you with the Tendering Process.
1. Obtain the actual tender document as quickly as possible
Once you have identified a tender that you would like to try and win, obtain the tender documents (these are usually downloadable from the relevant website) as quickly as possible and ascertain if and when there is a compulsory briefing meeting. Some tenders have a compulsory briefing meeting; if you miss this meeting you can be disqualified from competing for the tender.
2. Read the terms and conditions of the tender carefully
Read the entire tender document carefully. If there is a compulsory meeting, make sure you attend the meeting and sign the meeting register, and make sure that you have read the Terms of Reference for the tender before attending the meeting. This is your opportunity to raise any issues with the relevant people.
If the meeting is not compulsory, we suggest you attend the meeting nevertheless, as you will gain insight into what is expected of the successful bidder and you can then make an informed decision as to whether to apply for the tender and what to highlight in your application in order to increase your chances of success.
Identify the process of responding; be it by hard copy to be delivered at a tender box or an electronic submission. Most tenders require a hard copy to be physically delivered to a tender box before a specified closing date and time.
Read the tender document from beginning to end, then, complete the tender documents carefully and attach all required supporting documents.
If your tender documents are not filled in properly, of if any of the accompanying documents such as your BEE certificate or Tax Clearance Certificate are not supplied, you will be disqualified from the adjudication process.
3. Submit before closing date
Failure to submit a tender on time is grounds for disqualification. Tender officials will not even open your tender if it is not received on time. Make sure you allow sufficient time for your tender to be delivered to the relevant tender box; this may be in a different city to where you live. If you intend to use a courier service to deliver your tender allow a minimum of 48 hours for them to deliver.
4. Price Competitively – Demonstrate you competency
Generally speaking, price is the number one consideration in the awarding of tenders. There are of course other factors that need to be focused on to increase the chances of success these are; demonstrating innovativeness, capacity to deliver by submitting a picture gallery of your previous work, or testimonials of satisfied customers.
Make sure that you show proof of your ability to deliver on the work you have tendered for.
5. Confirm that your tender documents have been received
There have been numerous instances where tender boxes have been tampered with. Our recommendation is to call and ensure that the person, for whom the tender was intended, has in fact received it, then follow your call up with a confirmatory email.
6. Keep a copy of your submitted tender document with all its attachments
This is necessary for your own records and knowledge base for future tenders. It is also a vital back-up should the documents you submitted go missing.