Tenders are becoming increasingly popular as a method of gathering information from prospective service providers. With the implementation of the Public Procurement Act, 2004it has also become a significant part of the Tanzanian attempt to curb and control corruption.

What exactly is a tender?
A tender is really nothing more than a proposal or a submission of information for a prospective purchaser. A purchaser has a need for a specific product, e.g. a fleet of new company cars. This purchaser may request the submission of tender documents from prospective providers.

A tender is sometimes also referred to as a Request for Information (RFI), Request for Bid (RFB) or a Request for Proposal (RFP).

There are a number of reasons why a tender is an effective way for the prospective purchaser to gather information:

  • All information is submitted in a standardized format.

  • All potential providers have the same scope against which to quote.

  • It still allows for creativity on the part of the provider.

There are a number of steps to be followed to obtain, prepare and submit the tender documents, i.e.

Step 1: Find and Review the Tender Advertisement Organizations will publish tenders on the internet, newspapers, and in magazines.

Step 2: Obtain a Copy of the Tender You need to respond to the advert to receive copies of all tender documents.

Step 3: Decide Whether or Not You are Suitable for the Project
Read the tender document very carefully and familiarize yourself with the conditions of tendering, the conditions of contract and all specifications (or the requirements), especially the clauses dealing with delivery and price variations, before deciding whether you are suitable or not.

Step 4: Attend the Briefing Session
Sometimes briefing sessions will be held to provide information and documents to prospective Tenderer.

Step 5: Complete your Tender Forms
Once you have prepared your proposal, filled out all the necessary areas in the document, answered each of the criteria and supplied the required number of copies of your submission, you are ready for lodgment of the tender.

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