Invitation to Tender (ITT): What It Is & How to Respond in South Africa

An Invitation to Tender (ITT) is a formal request from a government department, municipality, or state-owned entity inviting businesses to submit bids for a specific contract. Understanding how ITTs work is essential for any business wanting to participate in South African government procurement.

What Is an Invitation to Tender?

An ITT is the official document published when a government buyer wants to procure goods, services, or works through a competitive bidding process. It sets out:

• What is being procured (scope of work)
• Who can bid (eligibility requirements)
• How to submit (procedures and format)
• When the deadline is (closing date and time)
• Where to submit (physical or electronic)
• How bids will be evaluated (criteria and scoring)

ITT vs RFQ vs RFP — What's the Difference?

In practice, ITT and "tender" are often used interchangeably in South African procurement. The key difference from an RFQ is that ITTs involve more formal evaluation processes beyond just price.

Anatomy of a Typical ITT

1. Tender Notice

The public advertisement containing:

• Tender reference number
• Brief description
• Closing date and time
• Where to collect/download documents
• Contact details for queries

2. Terms of Reference / Scope of Work

Detailed description of what the buyer needs:

• Background and objectives
• Deliverables and requirements
• Timelines and milestones
• Quality standards

3. Evaluation Criteria

How bids will be assessed:

• Administrative compliance (pass/fail)
• Technical/functionality evaluation (scored)
• Price evaluation (scored)
• B-BBEE preference points

4. Required Documents

What you must submit:

• CSD registration/MAAA report
• B-BBEE certificate
• Tax compliance
• Company registration
• Completed pricing schedule
• Signed declarations (SBD forms)

Step-by-Step: Responding to an ITT

Step 1: Read Everything

Read the entire ITT document before starting your response. Note all requirements, deadlines, and evaluation criteria.

Step 2: Check Eligibility

Verify you meet all mandatory requirements:

• CSD registration
• Tax compliance
• Required CIDB grade (construction)
• B-BBEE level
• Relevant experience

Step 3: Attend the Briefing Session

If a compulsory or non-compulsory briefing session is advertised, attend it. Compulsory sessions are mandatory — missing one means automatic disqualification.

Step 4: Ask Questions in Writing

Submit any clarification questions before the deadline specified in the ITT. Always put questions in writing.

Step 5: Prepare Your Response

• Complete all required forms (SBD 1, 3.1, 3.3, 4, 6.1, 8, 9)
• Write your technical proposal following the scoring criteria
• Complete the pricing schedule exactly as formatted
• Compile supporting documents

Step 6: Submit on Time

• Submit before the exact closing time
• Follow submission instructions precisely
• Use the correct format (physical, email, or portal)
• Keep proof of submission

Common ITT Mistakes That Disqualify Bidders

1. Late submission — Even one minute late means rejection
2. Missing mandatory documents — Check the checklist twice
3. Unsigned declarations — All SBD forms must be signed
4. Wrong format — Follow packaging and labelling instructions
5. Expired certificates — Tax clearance and B-BBEE must be current
6. Not attending compulsory briefing — Automatic disqualification

Where to Find Invitations to Tender

ProTenders aggregates all government ITTs, RFQs, and RFPs in one searchable platform:

• Search by keyword, category, province, or department
• Set up free email alerts for new ITTs
• Track closing dates and deadlines
• Access tender documents

Start finding tender invitations:

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