Tips on Tendering

GENERAL TENDER REQUIREMENTS (SUPPLIER)

In order to participate in a Government Tender, Bidders are expected to submit/meet the following General Conditions in terms of the the Procurement Act and Regulations

  1. Company Profile
  2. Certificate of Incorporation
  3. Registration with Revenue Authourity
  4. Certified Financial Statements
  5. At least three (3) copies of the tender documents, with original clearly marked, Bound & Sealed
  6. Personnel and Equipment capabilities
  7. Litigation history with no conviction history
  8. Performance Bond when one has won the tender and is normally 10% of the tender sum.
  9. Attend Site visits (whether compulsory/optional)
  10. Tender Security or Bid Bond – non-refundable administration fee of US$280.00 for locals and US$750.00 for foreigners plus  refundable 2.5% up to a maximum of US$5000.00 for locals and 10% for foreigners, payable to the State Procurement Board or Bid Bond of 2.5% of tender sum up to a maximum of US$5000.00 for locals and 10% for foreigners obtainable from a Bank or Insurance Company.
  11. Bid Validity Period (normally 90 days) for submission of tender

TIPS

  1. You get Government Tender Information by following up Tender Notices published in Government Gazette which is printed by Printflow (Pvt) Ltd, Local Newspapers or regularly visit Government Tender websites like SPB Website, or respective government department tender portals.
  2. Register with State Procurement Board to be included on the Government Registered Suppliers List for your product category and services.
  3. Purchase / download Tender Documents and read and analyze them carefully.
  4. Understand the Terms and Conditions – If there are any terms & conditions which you are unclear with, seek clarifications with the procuring entity.
  5. Understand the Requirements and Criteria –Tender documents contain descriptions of the goods and services to be provided and the criteria to be met. – Agencies typically have 2 sets of requirements and criteria:
    a. Mandatory Requirements – Criteria that must be met in order for the bid to be considered for award
    b. Non-Mandatory Requirements – Suppliers who do not meet these criteria will still be considered, but may be disadvantaged against another supplier that meets the       criteria
  6. Avoid Submitting Quotation/Bid Document at the Last Minute – Give yourself sufficient time to make your submissions. – Late bids, i.e. those submitted after the closing date/time will not be accepted.
  7. Attend Tender Briefings or Site Visits – These briefings are intended to give suppliers greater clarity on the agency’s requirements for the Tender. – It also provides you with the opportunity to seek clarification with the agency on the Tender documents, requirements and evaluation criteria.
  8. Apply for Required Accreditations and Qualifications – Agencies may require suppliers to have professional qualifications or accreditations to ensure that the products or services delivered conform to industry standards.
  9. Demonstrate Value-for-money and your Competitive Advantage – Address each criterion – Show how your bid will best meet each requirement – Emphasize areas where you exceed requirements
  10. Before starting a Bid Preparation have a meeting or a telephone conversation with Tendering Authority. Raise queries by phone or email or writing if tender documents are unclear. Get clarifications in writing as much as possible or through Pre-Bid Meeting minutes. Clarify Technical Specifications where they are not clear.
  11. Make sure you match the bid specification and answer all the questions.
  12. Check the address and time of bid submission. Last minute efforts are costly and usually result in late bid submission or failure to submit after having used some company resources.