Step 2: Find Suitable Tender Opportunities

The next step is identifying tenders that match the products or services your business provides.

While you can search through numerous government websites and newspapers, many businesses prefer using a tender notification service such as SA-Tenders.co.za. Instead of spending hours searching multiple sources every day, relevant tender opportunities are delivered directly to your inbox, making the process much quicker and more efficient.

Once you find a suitable opportunity, download the tender documents and read them carefully before deciding whether to bid.

Step 3: How to Decide Whether a Tender Is Worth Bidding For

Not every tender is worth pursuing. Preparing a quality tender takes time and resources, so it’s important to assess each opportunity before deciding to bid.

Ask yourself the following questions:

• Does the tender match the products or services your business provides?
• Do you meet all the mandatory eligibility requirements?
• Do you have the experience and capacity to complete the project successfully?
• Can you meet the delivery deadlines?
• Can you price the work competitively while still making a reasonable profit?
• Do you have all the required compliance documents?
• Are there any mandatory professional registrations you don’t currently have?

If the answer to several of these questions is “No”, it may be better to focus your efforts on opportunities that are a better fit for your business.

Successful businesses don’t bid for every tender—they bid for the right tenders.

Step 4: Attend the Briefing Session (If Required)

Many tenders include a compulsory briefing session. If attendance is compulsory and you don’t attend, your tender will normally be disqualified regardless of how good your proposal is.

The tender documents will specify the date, time and venue. Make sure you arrive on time and sign the attendance register.

Step 5: Complete the Tender Documents Correctly

This is where many businesses make costly mistakes.

Before submitting your tender, carefully review every page of the tender document. Many businesses focus only on the pricing schedule and overlook important instructions contained elsewhere in the document.

Create your own compliance checklist and mark off every required document as you complete your submission. Having a second person review your tender before submission can also help identify missing signatures, incomplete forms or calculation errors.

Remember that evaluators can only assess the information you provide. If you leave out a required document or fail to answer a question, they generally cannot assume or request the missing information.

Every tender document contains specific instructions that must be followed. Complete every required form, including all applicable Standard Bidding Documents (SBD forms), and attach every supporting document requested.

Never assume that information is optional. If a document is requested, include it. Missing documents or incomplete forms remain one of the biggest reasons why tender submissions are rejected.

Step 6: Submit Your Tender Before the Closing Time

Once everything has been completed and checked, submit your tender exactly as instructed.

Pay close attention to the submission requirements. Most physical tenders must be placed in a sealed envelope displaying the correct tender number and deposited in the correct tender box before the closing date and time. If the tender requires physical submission, plan your journey well in advance and allow extra time for traffic, security procedures and locating the correct tender box.

If the tender is submitted electronically, don’t wait until the final hour. Internet problems, slow uploads or technical issues can prevent your submission from being received before the deadline.

Late submissions are generally not accepted, regardless of the reason.

Common Mistakes to Avoid During the Tender Process

Even experienced businesses make mistakes that reduce their chances of success.

Some of the most common include: