Goods / Supplies Tender Response Template

HOW TO USE THIS TEMPLATE
Goods bids are evaluated heavily on compliance to specification, lead time and warranty. Be specific. Vague answers like "as per spec" are often penalised.

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GOODS / SUPPLIES TECHNICAL RESPONSE
Tender No: [Tender No]   Closing: [Date]
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1. PRODUCT OFFER
Product Name:               [Brand / Model]
Manufacturer:               [Name]
Country of Origin:          [Country]
Catalogue / Part No:        [Code]
Product Datasheet:          Attached as Annexure A

2. COMPLIANCE TO SPECIFICATION
Provide a clause-by-clause compliance schedule.

| Spec Clause | Specification Required | Our Offer | Comply (Y/N) | Comment |
|-------------|------------------------|-----------|--------------|---------|
| 1.1         | [Spec]                | [Offer]   | Y            | [Note]  |
| 1.2         | [Spec]                | [Offer]   | Y            | [Note]  |

If any item is non-compliant, explain the alternative offered and the equivalence.

3. STOCK AVAILABILITY
Current local stock:         [Units]
Manufacturer stock buffer:   [Units]
Lead time for stock-out items: [Working days]

4. LEAD TIME
Order confirmation to delivery: [X] working days
Emergency order capability:   Yes / No — [details]

5. WARRANTY
Manufacturer's warranty:     [Period, e.g. 24 months]
What is covered:             [Parts / Labour / On-site replacement]
What is excluded:            [Standard exclusions]
RMA / claim process:         [Steps]

6. AFTER-SALES SUPPORT
Support hotline:             [Phone / Email]
Response time SLA:           [Hours]
On-site support footprint:   [Provinces / cities]
Spare parts holding:         [Local / imported, lead time]

7. DELIVERY PLAN
Delivery model:              [Drop-ship / Bulk / Phased]
Packaging:                   [Description, palletisation]
Cold chain / hazardous handling: [If applicable]
Proof of delivery process:   [Signature / portal upload / GRN]

8. QUALITY ASSURANCE
Factory QA processes:        [ISO 9001, batch testing, etc.]
Incoming inspection on our side: [Yes / No, method]
Defect rate (last 12 months): [%]
Non-conformance handling:    [Process]

9. PRODUCT DATA SHEETS REQUIRED
[ ] Manufacturer datasheet
[ ] Material safety data sheet (where applicable)
[ ] Certificates of origin / authenticity
[ ] SABS / ISO / SANS certificates (where applicable)
[ ] Test reports
[ ] Warranty certificate template
[ ] Authorised dealer / distributor letter

Signed: ____________________
[Authorised Signatory], [Position]
Date: ____________________