On this page
Suppliers can find guidance on preparing and submitting a quote or tender on this page, including timeframes, tips for writing a strong offer and details about the process.
All suppliers must comply with our Supplier Code of Conduct.
Before you start
Make sure you're familiar with how we procure goods and services. You may need to be on a panel of approved providers to be invited to quote or tender. Find out more on becoming a supplier to the department.
Find current tender opportunities on SA Tenders and Contracts.
Review timeframes and deadlines
How long a procurement process takes depends on many factors, including how complex the procurement is.
Look for the indicative timeframes in the tender documents, such as the:
- timeframe to ask for clarifications
- submission deadline.
If there are any delays to the process we’ll let participating suppliers know.
Don't leave your submission to the last minute. Plan ahead to allow enough time to prepare and upload your electronic submission.
Get clarification on quote or tender documents
You can submit questions about the tender documents:
- to the nominated contact person
- during the set time period.
Questions and answers will be made available to all tenderers unless questions include commercially sensitive information.
Prepare your submission
Use the correct templates and format for your submission
Use the correct templates and format to provide the requested information.
Standard templates include:
- request for quote (Word 141KB)
- invitation to supply (Word 161KB)
- standard goods and services agreement (Word 83KB)
Gather supporting documentation
Make sure you can provide the requested documentation. This may include current and up-to-date insurance or accreditation certificates.
Your submission must be compliant and complete to be considered.
Tips for writing your submission
- Your proposal should be competitive – but remember that value for money is more than just price. It includes factors like quality, timeliness and experience providing the goods or services. Emphasise your strong points.
- Review the evaluation criteria and their weightings (if disclosed) in the tender documents and address them in your submission.
- Where relevant include industry participation information as part of your submission – refer to the:
Review the business engagement information and support for suppliers – this may help you better understand our needs and prepare a strong proposal.
Submit your offer
Follow the instructions in the request for quote or tender documents to submit your offer.
Be aware of the due date and time. Late submissions are not accepted unless there are exceptional circumstances.
What happens next – evaluation of offers and outcomes of the tender process
The established evaluation team will review all submissions against the evaluation criteria.
The evaluation process is confidential. However, all suppliers will be notified of the outcome and be offered the opportunity of a debrief.
Making a complaint about the procurement process
If you have a complaint regarding the procurement process, you can email the Procurement and Contracting Unit on the details below.
