Gaining Insight into the Tender Process

It is crucial for prospective bidders to familiarize themselves with the tender process in South Africa, as there are specific procedures outlined by the Acts such as the Preferential Procurement Policy Framework Act and the Public Finance Management Act that govern the issuance of tenders by Organs of State. While most Organs of State adhere strictly to these procedures, some may not follow all of them due to the inapplicability of certain procedures to a particular tender or bid. Therefore, it is of utmost importance that potential bidders take the following steps:

• Attend the briefing session
• Carefully read the entire tender document, as each tender may have unique requirements
• Take note of the tender’s closing date
• Complete all the required documents in the bid document.

It should be emphasized that the tender environment is highly competitive, and any incorrect or incomplete tender documents will result in the tender being viewed as non-responsive and not evaluated. Therefore, it is crucial to thoroughly understand the expectations of the Organ of State in terms of the goods or services to be supplied. It is important to provide exactly what the Organ of State intends to procure, ensuring that the specifications of your product in your tender are clear and precise. This will enable the Supply Chain Management to make an informed decision on your supply. If you understand the tender process, accurately specify your supply, and ensure timely delivery of your tender, you stand a good chance of advancing to the evaluation process. Successful completion of the evaluation process puts you in contention, as the Adjudication Committee then awards the tender to the most qualified candidate.