Applying for a tender is easy. Winning one is a different skill entirely. Most businesses that submit tenders lose — not because their price was too high, but because they scored poorly on functionality, lost preference points, or got disqualified on a technicality. This guide shows you how to win tenders in South Africa: how the scoring actually works, and the practical moves that push your bid to the top of the pile.
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📋 Table of Contents
New to tendering? Start with our step-by-step guide on how to tender in South Africa first, then come back here to sharpen your win rate.
Why Most Tenders Are Lost, Not Won
Here’s the uncomfortable truth: the majority of bids never even reach the scoring stage. Evaluators throw them out during the administrative check for missing documents, expired certificates, or unsigned forms. Therefore, before you worry about strategy, understand that winning starts with not being disqualified. Once your bid survives the compliance gate, the real competition begins — and that’s where the tactics below make the difference.
How Tenders Are Scored (80/20 & 90/10)
To win, you first need to know exactly how points are awarded. Under the Preferential Procurement Regulations 2022, government uses one of two systems, based on the value of the contract.
Both systems add your price points and preference points to a total out of 100, and the highest total wins. Crucially, price carries the most weight — a strong B-BBEE level helps, but it never wins a tender on its own. Note too that many tenders first apply a functionality threshold: if your technical proposal doesn’t meet the minimum score (often 60–70%), you’re eliminated before price is even opened.
Win the Functionality Score
Functionality is where most winnable tenders are quietly lost. Because it’s a threshold, a weak proposal knocks you out no matter how sharp your price is. So treat the functionality section as your first priority.
- Answer the criteria directly. If the tender allocates points to “methodology,” “experience,” and “capacity,” write a clearly labelled section for each. Evaluators score only what they can see.
- Provide evidence, not claims. Back up experience with reference letters, completed-project lists, and CVs of key staff.
- Match their language. Mirror the wording of the scope of work so evaluators can tick off each requirement easily.
- Never leave a criterion blank. A missing response usually scores zero and can drop you below the threshold.
Price to Win Without Losing Money
Since price carries 80 or 90 of the 100 points, your pricing decides most tenders. However, the lowest price doesn’t automatically win, and underpricing to win a contract you then can’t deliver profitably is a fast route to failure.
- Cost accurately first. Add up direct costs, overheads, and a realistic margin before you look at what you think competitors will bid.
- Understand the price formula. The lowest acceptable bid gets the full price points; every other bid is scored proportionally lower. So being 5% cheaper matters, but being unsustainably cheap does not.
- Let your preference points do work. A strong B-BBEE level can offset a slightly higher price, so you don’t always need to be the cheapest to win.
- Price it exactly as required. Use the tender’s pricing schedule format precisely — an incorrectly completed schedule can void your bid.
Maximise Your Preference Points
Preference points are the easiest edge to secure in advance. In the 80/20 system, your B-BBEE level converts to points as follows:
The 90/10 system awards roughly half these points. Either way, the message is the same: a Level 1 contributor starts every tender with a meaningful head start. Many small businesses (EMEs with turnover under R10 million) automatically qualify for a high level via a sworn affidavit. As a result, getting your BEE certificate sorted is one of the cheapest, fastest ways to lift your score.
✅ Quick win: If you’re not yet registered on the Central Supplier Database, you can’t be awarded a government tender at all. Sort your CSD registration and BEE affidavit before your next bid.
Build a Winning Proposal
Two bidders can meet the same requirements, yet one wins because their submission is clearer, more professional, and easier to score. To stand out:
- Tailor every profile. A generic company profile scores poorly. Rewrite it to mirror this specific tender’s scope and evaluation criteria.
- Structure for the evaluator. Use headings, an index, and clear numbering so scorers find each section instantly.
- Show delivery capacity. Demonstrate that you have the staff, equipment, and cash flow to actually perform the contract.
- Present it professionally. A neat, complete, well-packaged bid signals reliability — and reliability wins repeat contracts.
Play the Numbers Game
Even a strong bidder rarely wins their first few tenders. Winning is partly a volume game, so consistency compounds your odds.
- Start small. Target RFQs under R500,000 to build a track record and reference letters before chasing large tenders.
- Bid regularly. Aim for several submissions a month; every bid sharpens your process and your win rate.
- Request feedback on losses. You’re entitled to ask why you lost. Use it to fix weak spots next time.
- Consider joint ventures. Partnering with an established business can unlock larger tenders you couldn’t win alone.
Common Reasons You Lose a Tender
Let Bekin Consulting Help You Win
Winning tenders consistently takes time, skill, and attention to detail most business owners can’t spare. As a result, many hand it to us. We prepare compliant, competitive submissions — compliance documents, a tailored company profile, technical proposal, pricing schedule, and every SBD form — built to maximise your functionality and preference scores.
Win your next tender with us
Send us the tender and we’ll prepare a submission built to score.
📞 Call us: 021 525 9615 · 💬 WhatsApp: 076 289 0153 · ✉️ sales@bekinconsulting.co.za
Frequently Asked Questions
To win a government tender, first avoid disqualification by submitting every required document and signature. Then meet the functionality threshold with a proposal that answers each criterion with evidence, price competitively using the tender’s pricing schedule, and maximise your preference points with a strong B-BBEE level. The bid with the highest total score out of 100 wins.
No. Price carries the most weight — 80 points under the 80/20 system or 90 under 90/10 — but it is combined with preference points for B-BBEE. A bidder with a strong B-BBEE level can beat a slightly cheaper competitor. Bids must also first pass compliance and any functionality threshold before price is scored.
B-BBEE is important but not decisive on its own. Under the 80/20 system a Level 1 contributor earns the full 20 preference points, dropping to 12 for Level 4 and 0 for non-compliant. These points can offset a slightly higher price, but price still dominates the score. Getting a BEE affidavit or certificate is a fast, low-cost way to lift your total.
A functionality threshold is a minimum technical score — often 60 to 70 percent — that your proposal must reach before your price is even considered. If your submission scores below the threshold on criteria like methodology, experience, and capacity, you are eliminated regardless of your price. This is why a strong, evidence-based proposal is essential.
The most common reasons are disqualification for missing or expired documents, failing the functionality threshold with a generic proposal, pricing too high, or having no B-BBEE points. Request feedback after each loss, fix the weak area, and bid consistently. Many businesses also improve their win rate by having a professional prepare the submission.
