Creating and Publishing Tenders
How to create procurement opportunities — from defining scope to advertising to multiple channels.
Overview
Tendering is the core procurement process on AzaniaSCM. This guide walks you through creating a procurement opportunity from scratch — defining the scope, setting evaluation criteria, selecting the appropriate procurement method, and advertising to qualified suppliers through multiple channels.
Step-by-Step Guide
Step 1: Define Scope and Specifications
Navigate to the Tendering module and click "Create New Tender." Enter a clear, descriptive title and detailed scope of work. Include technical specifications, quantities, delivery timelines, and any special requirements. Attach supporting documents such as drawings, terms of reference, or specifications sheets.
Step 2: Set Procurement Method and Threshold
Select the appropriate procurement method based on the estimated contract value. AzaniaSCM supports formal competitive bidding for values above R30,000, informal quotations for mid-range values, and sole-source procurement for emergency or specialist requirements. The system will flag the applicable legislative thresholds (PFMA, MFMA, or organ-specific regulations) and enforce mandatory advertising periods.
Step 3: Configure Evaluation Criteria
Define your evaluation criteria and assign scoring weights. Common criteria include price, technical capability, experience, B-BBEE score, and local content. Ensure that criteria are non-discriminatory and aligned with PPPFA requirements. The system validates that weights sum to 100% before you can proceed.
Step 4: Configure Advertising Channels
Choose where to advertise your tender. Options include the AzaniaSCM supplier marketplace, theorg's website via the Transparency Portal, email notifications to registered suppliers matching your category, and external platforms such as the Government Printing Works. Select channels based on the procurement method and estimated value.
Step 5: Publish and Track Engagement
Review all tender details, confirm compliance with the built-in pre-publish checklist, and click Publish. Once live, monitor supplier engagement through the tender dashboard — track document downloads, clarification requests, and questions. Respond to supplier queries through the integrated Q&A module within the configured clarification period.
Tips & Best Practices
- Write clear, unambiguous specifications to avoid bid non-responsiveness and reduce the number of clarification requests.
- Align evaluation criteria with PPPFA and your organisation's procurement policy to ensure legal defensibility.
- Allow sufficient advertising period — minimum 21 days for formal tenders as required by most procurement frameworks.
- Use the pre-publish checklist to catch errors before going live; amending a published tender can cause delays.