10 Common Tender Application Mistakes (And How to Avoid Them)

It is estimated that over 50% of tender applications are disqualified before they are even evaluated on merit. Why? Because of simple, avoidable administrative errors. In the high-stakes world of government tendering, attention to detail is everything. Here are the top 10 mistakes we see, and how you can ensure you don't make them.

Administrative Mistakes (The "Instant Fail" Category)

1. Late Submission

<strong>The Mistake:</strong> Arriving 5 minutes after the closing time. Tenders close at a specific time (usually 11:00 AM). The tender box is locked immediately.<br><strong>The Fix:</strong> Treat the deadline as 24 hours earlier than stated. Account for traffic, parking, and finding the correct building.

2. Missing Mandatory Documents

<strong>The Mistake:</strong> Forgetting to attach a Tax Clearance Certificate, BBBEE affidavit, or CSD report.<br><strong>The Fix:</strong> Create a physical checklist based on the tender document's "Returnable Schedules." Tick off each item as you pack the envelope.

3. Unsigned Forms

<strong>The Mistake:</strong> Filling in the SBD forms but forgetting to sign the Declaration of Interest (SBD 4).<br><strong>The Fix:</strong> Double-check every signature page. Ensure witnesses sign where required.

4. Using Correction Fluid (Tipp-Ex)

<strong>The Mistake:</strong> Using Tipp-Ex to fix a pricing error. This is strictly forbidden in government tenders as it allows for tampering.<br><strong>The Fix:</strong> Draw a neat line through the error, write the correct value above it, and initial the change.

Technical & Pricing Mistakes

5. Not Addressing the Scope of Work

<strong>The Mistake:</strong> Submitting a generic company profile instead of a tailored proposal that answers the specific problem posed in the tender.<br><strong>The Fix:</strong> Read the "Scope of Work" section three times. Write your proposal to directly address each point raised.

6. Unrealistic Pricing

<strong>The Mistake:</strong> Underpricing to win the job (leading to bankruptcy) or overpricing (losing points).<br><strong>The Fix:</strong> Calculate your actual costs carefully. Don't guess. Ensure you include VAT if applicable.

7. Missing the Briefing Session

<strong>The Mistake:</strong> Skipping a "Compulsory" briefing session. If you don't sign the attendance register, your bid is invalid.<br><strong>The Fix:</strong> Check the tender advert carefully. If it says compulsory, you MUST be there.

Strategic Mistakes

8. Bidding for Everything

<strong>The Mistake:</strong> Applying for tenders outside your core expertise (the "spray and pray" approach).<br><strong>The Fix:</strong> Focus on your niche. Build a strong track record in one area before diversifying.

9. Poor Presentation

<strong>The Mistake:</strong> Submitting a messy, disorganized pile of papers.<br><strong>The Fix:</strong> Use dividers, a table of contents, and a ring binder. Make it easy for the evaluator to find the information they need.

10. Ignoring the Evaluation Criteria

<strong>The Mistake:</strong> Failing to provide evidence for specific scoring points (e.g., "Project Plan = 20 points").<br><strong>The Fix:</strong> Look at the evaluation grid. If 20 points are for a project plan, ensure your project plan is detailed and comprehensive.

Pre-Submission Checklist

• All mandatory documents attached?
• All SBD forms signed and witnessed?
• No Tipp-Ex used?
• Pricing schedule completed correctly?
• One original and one copy (if required) included?
• Envelope sealed and correctly addressed?

Frequently Asked Questions

Can I email my tender submission?

Rarely. Most government tenders still require a physical submission in a tender box. Only email if the tender document explicitly states it is allowed.

What happens if I make a mistake in the pricing schedule?

If it's an arithmetic error, the committee may correct it based on the unit price (usually the unit price rules). However, significant errors can lead to disqualification.

Can I ask for feedback if I lose?

Yes! You have the right to ask why your bid was unsuccessful. This is the best way to learn and improve for next time.

Conclusion

Winning a tender is hard enough without tripping over your own shoelaces. By eliminating these common mistakes, you ensure that your bid is evaluated on its true potential—your price and your capability. Be meticulous, be compliant, and you will see your success rate improve.