AFG Blog

How the Tender process works in South Africa

Before considering taking on the tendering process, it’s important to familiarize yourself with the tender process followed in South Africa. Being prepared will increase your chances of winning the Purchase Order Tender from competitors.
The following information has been found on the SA-Tenders website, written by Werner van Rooyen, Director of HowToTender (Pty) Ltd which specializes in tender consulting and tender training.
Some procedures need to be followed by Government Entities when they issue a request for a quotation or competitive bid. These procedures are governed by different Acts such as the Preferential Procurement Policy Framework Act (Act no 5 of 2000) and the Public Finance Management Act (Act 1 of 1999 as amended by Act 296 of 1999) to name but two.
Most of the Government Entities that issue tenders follow these procedures to the letter, but there are some Government Entities that do not follow all the procedures. The reasons for this can be many but the main reason is that not all the procedures listed in the Acts apply to the specific request for a quotation or competitive bid that has been issued. It is therefore especially important that you as potential bidder ensure that:
  • You attend the briefing session.
  • You read the whole tender document because all requests for quotations and competitive bids are different.
  • You make sure you take note of the closing date and closing time of the tender.
  • You have completed all the documents in the original bid document; and
  • You have attached all the compulsory documents.
It must be stressed that the tender environment is incredibly competitive and if you produce non-compliant tender documents or if your tender is incomplete your tender will be viewed as non-responsive and will not be evaluated. Thus, make sure you understand exactly what is expected from you as a bidder in terms of goods supplied or services rendered to a Government Entity.
If you understand the tender process and you specify your supply correctly and you make sure your tender is delivered on time, then you will have a good chance that your tender will reach the evaluation process.

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