The West Coast College Tender Section provides you with up-to-date and relevant information on awarded and open tenders.

What is a Tender or Bid?
A tender is an offer to do work or supply goods at a fixed price. Getting goods or services is also known as “procurement”. In January 2004, government began referring to tenders as “bids”. When government “puts out a tender” or “invites bids”, this means that government asks the public for price offers to do work or supply goods.

What is the Tender Process?
Government considers who to choose based on the prices offered, and the nature of the person or company making the tender. The tender or bid process is designed to ensure that the work to be done for government is distributed in a fair way. There are a number of policies, known as “procurement policies” with special mention of the Preferential Procurement Policy Framework Act (PPPFA), that guides government on how to make decisions on which tender to accept. Although price is very important in the decision on which tender or bid to accept, it is not the only factor taken into account.
Once government accepts a tender, it is binding on both parties. This means that the person or company that won the tender has to provide the goods or services in the manner agreed to, and at the price offered, and government must pay the agreed price at the agreed time. In other words, once accepted, a tender is a binding contract.

Where Can I Find Out About Tenders or Bids
Tenders at all levels of government – national, provincial and local – must be advertised. You can find the listing of all national and provincial government tenders currently available in the Government Tender Bulletin, which is published every Friday. The bulletin is available online on the National Treasury website or the SA Government Online website.
You can also subscribe by post to the Government Tender Bulletin for R39.32 a year by contacting the Government Printer:
Government Printer
Private Bag X85, Bosman Street, Pretoria, 0001

For Verbal Quotations (R2 001 to R10 000): These can be sourced by means of telephonic enquiries from possible suppliers.
For Tradeworld (Purchasing System) (R10 001 to R500 000): The Western Cape Government (WCG) uses an independent third party called Quadrem/TradeWorld, to distribute their Request for Quotations (RFQs), under R500 000, to the WCG supplier database. These RFQs together with many others, including formal tenders nationally, are available through a subscription service called TradeWorld Leads and Tenders. Results of RFQs awarded are also available to subscribers on the TradeWorld website.
For Competitive Bids (R500 001 and above): Tenders for the Western Cape Government are published in the Government Tender Bulletin and also published on the National Government page

How Do I Complete a Tender or Bid?
Each tender or bid advert indicates where you can collect the documents you need to fill in to submit your tender, and where they should be submitted. The advert also indicates a closing date. No late tenders can be accepted. Look out for any compulsory site meetings or any other special conditions of contract, because non-compliance can disqualify you.

Tenders or bids have to be in writing. Each tender has a number of associated forms that must accompany the tender you submit.
The specific forms you require for your tender should be listed in the tender documentation.
You should consider very carefully how you fill in these forms. Get advice if you are unsure of anything.
Once you have all of the forms completed and signed, place your tender in an envelope with the tender number on it. Deliver your tender before the closing time to the place specified when the tender was advertised.

Tips for Tendering

Always provide all the information requested in the tender application. Do not forget things like your tax clearance certificate and shareholding certificates.
It is important that the calculations of tender prices is correct.
Always sign your bid document. Unsigned documents are unresponsive and will therefore be disqualified.
If you are an HDI, remember to claim your points. Points unclaimed are points lost!
Make sure that you drop the tender into the right box, before the closing time. By law, no late bids will be accepted, not even one second past the closing time.
If samples are requested, sufficient amounts must be supplied to enable the item to be evaluated under the appropriate technical or clinical conditions. Ensure that any requirements related to compliance with SABS specifications are met.

Tips From the Procurement Officials

Always read through the bid documents carefully.
Complete the document in full.
Do a proper cost analysis when calculating your bid prices. Bids calculated too high or too low are considered unresponsive.
Enquire about the bid and obtain all the relevant information before completing the tender document.
Feel free to ask why you were unsuccessful so that you may learn from mistakes made.
Make sure that you are able to meet all of the requirements within the specified time and are able to honour your offer in the event that your bid is successful.
Do not make any misrepresentations or false statements in your bid documentation. It is a legal document and therefore enforceable by law.
Quality services and products will improve your track record and good standing with the department. Poor delivery creates a negative impression not only for your business but for all small businesses in general.

Who To Contact?
If you need help, contact the provincial contacts for procurement, or contact your nearest tender advice centre for free assistance.

Please note:
West Coast College advertises its tenders in the local newspapers in their classifieds section on Fridays in the legal section. We may advertise in the Government Tender Bulletin (GTB) as well.

Would you like to register on our Supplier Database?

West Coast College hereby informs all prospective and existing suppliers that the College will ONLY do business with suppliers registered on the Central Supplier Database(CSD) .Therefore suppliers that wants to do business with West Coast College need to ensure that they are successfully registered with the CSD and in possession of a MAAA number. Suppliers already registered on CSD should update their details regularly. If a supplier is already registered on the Centralised Suppliers Database (CSD), you need to complete a one page document and SBD4 form that can be collected at West Coast College central Office 2 Loedolf Street, Malmesbury or may be downloaded from the College website: www.westcoastcollege.co.za.

1. All new prospected suppliers can register on National Treasury’s Central Supplier Database (CSD) by logging on to the website address of https://secure.csd.gov.za or by logging on to National Treasury website address of www.treasury.gov.za then click on CSD DATABASE icon.
2. The completed documents with Bank details ,SARS document of the business and Proof of Registration on the Central Supplier Database (CSD) clearly marked (Application for Registration on Database) in sealed envelope, must be submitted at the above mentioned address or can be posted to PO Box 935, Malmesbury 7300 .

For more information please contact:
Ms Chaundre De Villiers or Ms Myrna Parenzee on the following numbers:
Tel: 022 482 1143 extensions 115 or 116 and email: cberlin@westcoastcollege.co.za or mparenzee@westcoastcollege.co.za
Respectively

The database application form may be collected at West Coast College Central Office 2 Loedolf Street, Malmesbury or may be downloaded here