How to get construction tenders: finding, preparing and submitting

Where construction tenders are published

Employers choose their own channels, so a contractor who wants a steady flow of opportunities usually monitors several.

Get ready before you bid

Most tender documents assume you are already set up. Having the following in place before a tender is issued gives you time to read, price and submit properly.

CIDB registration

Public-sector construction tenders commonly require a registered grading designation for the class of works. See the CIDB grading guide and registration documents.

Supplier and tax compliance

Public-sector buyers commonly check supplier registration and tax compliance. The tender document checklist lists the usual items.

Company and workplace compliance

Company registration documents, B-BBEE evidence where preference points apply, and workplace compensation good standing are commonly requested.

Financial standing

Recent financial statements and a bank letter are commonly asked for, and bid security may be required.

Track record

Evidence of similar projects, references and key personnel experience supports the functionality and capacity assessment.

Choose tenders you can realistically win and deliver

A tender you cannot deliver costs time and, if won, can cost much more. Before you commit to preparing a bid, check the following.

• The required grade and class of works match your registration.
• The contract value is within your financial and delivery capacity, including cash flow while waiting for payment.
• The location, programme and resources are realistic for your current work.
• You understand the evaluation method, for example how price, preference points and functionality are weighed.
• You can meet any compulsory briefing or site meeting requirement.
• You know what bid security, performance security and insurance will be required, and what each will cost.

Preparing a compliant bid

1. 1

   Read the whole tender

   Read the invitation, conditions of tender, contract data and returnable schedule before you start pricing. Note every document you must return.

2. 2

   Attend any compulsory briefing

   If a briefing or site inspection is compulsory, missing it can disqualify you.

3. 3

   Raise queries in time

   Submit clarification questions by the deadline and keep the written answers, which usually form part of the tender.

4. 4

   Price and plan

   Price from your own costs, supplier and subcontractor quotes, and a programme and method statement you can deliver.

5. 5

   Plan insurance and security early

   Ask what insurance and guarantees will be required if you win, and get indications of cost and timing. Start with insurance after winning a tender and the guarantee pages if bid security is needed.

6. 6

   Assemble the returnable documents

   Complete every form, sign where required, and check that certificates and letters are current and in the required form.

7. 7

   Submit early

   Allow time for delivery problems. Late tenders are normally rejected.

After you submit

Evaluation, clarification and negotiation follow, and if you are the preferred bidder the employer will issue an award. At that point the insurance and security requirements stop being theoretical. You may have to provide a performance guarantee and evidence of insurance before you can start, so it is worth discussing them with us while the bid is still being evaluated.

Common tender pitfalls

• Missing a mandatory document or form.
• Out-of-date certificates, letters or declarations.
• Pricing before reading the contract data and special conditions.
• Leaving bid security until the last few days.
• Underestimating the cost and time of insurance and guarantees if the tender is awarded.
• Submitting late or to the wrong place.