It is important to
understand the adjudication process when one responds to a Tender or Request
for Proposal. If you have these 8 steps under control when responding to
tenders, chances are good that you will proceed to the next round.
Here are 8 steps in
the adjudication process that Organs of State will most often follow in
determining which bidder will win the tender:
- Opening and recording of
When tenders are
opened in public, the following features of each tender usually are announced
- The name of the bidder.
- The bid price as stated on
the form of tender.
- The number of B-BBEE points
claimed by the bidder.
- Tenders usually are endorsed
and dated with the approved tender stamp of the Organ of State or Private
- Determine whether tender
responses are complete
After the opening
of tenders, the tender officials will determine the responsiveness of each
tender by determining whether:
- The tender complies with all
the conditions of the Tender or Request for Proposal.
- The tender has been properly
completed and signed.
- The tender meets the minimum
Above are just some
of the requirements that must be met for your response to advance in the tender
process. Any tender that does not meet the stipulated requirements will
be regarded as being non-responsive. Non-responsive tenders will be
eliminated from the adjudication process at this stage. All responsive
tenders will proceed to the next stage.
- Price Review
The prices of all
responsive tenders are checked for errors. The Organ of State can interview
Bidders who have tendered an unrealistically low price to determine whether
there is a valid reason for its tender price being unrealistically low.
If the bidder cannot supply a valid reason, the tender would most probably be
eliminated from the tender adjudication process.
- Award of points for Functionality
Tenders that remain
in contention will be awarded points for functionality.
- Awarding of points for Price
At this stage, the
points for price will be awarded according to the Preferential Points
System. Prices are usually adjusted to a common base so that it can be
comparable with each bidder’s price.
- Process review
At this stage, the
legitimacy of the B-BBEE Levels claimed by the bidders will be validated and
recorded. If there are any reasons for eliminating tenders on the grounds of process
review it will be recorded here.
- Summation of points
The points awarded
for price and B-BBEE will be added for each tender and, subject to satisfactory
risk analysis; the tender which has been awarded the highest total number of
points will be recommended for acceptance.
- Risk Analysis
An Organ of State
will do a risk analysis before acceptance of any tender to ensure that it
would, if accepted, not place the Organ of State or the tenderer, at undue
As one can see
there are various elements that all contribute to the final awarding of a
To learn more about this and
many other tender conditions attend our “Become a Tender Expert” 2-Day
workshops and webinars. You can book online at https://howtotender.co.za/workshops/. Contact us at email@example.com should you
require more information.
Remember: We have various
manuals and guides to assist you in the process of completing your tender documents.