Goods / Supplies Tender Response Template

GOODS / SUPPLIES TENDER — RESPONSE
[Your Company Name]

Tender No:     [Tender Number]
Tender Title:  [Tender Title]
Closing Date:  [Date / Time]

How to use this template:
• Replace every [bracketed] field.
• For each line item the buyer asks for, copy the Product Offer table block as needed.
• Attach manufacturer datasheets, SABS / ISO certificates and proof of authorised distributor status as annexures.

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1. SUPPLIER OVERVIEW
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Company Name:        [Insert Company Name]
Registration No:     [CIPC No]
CSD Supplier Number: [MAAA…]
VAT No:              [Number, if applicable]
B-BBEE Level:        [Level X]
Manufacturer / Distributor / Reseller: [State role]
Authorised Distributor for: [List brands, where applicable]

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2. PRODUCT OFFER (repeat per line item)
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Line Item No:       [As per pricing schedule]
Description:        [Buyer's specification — short]
Product Offered:    [Make, model, SKU]
Manufacturer:       [Name + country of origin]
Country of Manufacture: [Country]
Local Content %:    [If declared / required]
Unit of Measure:    [Each / Box / Pack / m / kg]
Unit Price (excl VAT): R [Amount]   (See pricing schedule for binding pricing)

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3. COMPLIANCE TO SPECIFICATION
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[Use a Compliance Matrix. Add a row per spec line. Mark Compliant / Equivalent / Not Compliant.]

Spec Ref | Buyer Requirement | Our Offer | Status (C / E / NC) | Comment
---------|-------------------|-----------|---------------------|--------
[1]      | [Buyer text]      | [Yours]   | C                   | [Note]
[2]      | [Buyer text]      | [Yours]   | E                   | [Equivalent reason]
[3]      | [Buyer text]      | [Yours]   | NC                  | [Why & alternative]

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4. STOCK AVAILABILITY
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Stock on hand at submission:      [Qty]
Local stock holding policy:        [e.g. 4 weeks rolling]
Manufacturer stock visibility:     [Yes / No — system]
Minimum order quantity:            [If applicable]
Maximum order quantity supportable: [Per period]

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5. LEAD TIME & DELIVERY
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Delivery from order to site:       [X working days]
Delivery basis:                    [INCO term — DDP, FCA, etc., or 'Delivered to site']
Provinces serviced:                [List or 'Nationwide']
Delivery vehicles & cold-chain (if required): [Description]
Proof of Delivery (POD):           [Signed POD on site visit]

Delivery plan:
• Order acknowledgement:           [Within X hours]
• Picking & packing:               [Within X working days]
• Dispatch to site:                [Within X working days]
• Installation / commissioning (if applicable): [Plan]

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6. WARRANTY
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Manufacturer warranty:        [Period — e.g. 12 months / 24 months]
Supplier-backed warranty:     [Any extended warranty offered]
Warranty starts from:         [Date of delivery / commissioning]
Warranty exclusions:          [Brief list]
Warranty claim turnaround:    [Working days]

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7. AFTER-SALES SUPPORT
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Local support presence:       [Provinces / branches]
Support hours:                [Mon–Fri 08:00–17:00 / 24x7]
Technical helpdesk:           [Contact + SLA]
Returns policy:               [Timeframe + condition]
Firmware / spare parts policy: [Years of supportability]

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8. QUALITY ASSURANCE
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QMS / Standards:              [ISO 9001 / SABS / industry-specific]
Inbound inspection:           [Process]
Batch / serial traceability:  [Yes / No — system]
Non-conformance procedure:    [Brief outline]
Product recall procedure:     [Brief outline]

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9. PRODUCT DATA SHEETS
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[Attach a datasheet for every product offered. List below.]
• Annexure A: [Product 1 datasheet]
• Annexure B: [Product 2 datasheet]
• Annexure C: [Product 3 datasheet]

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10. AUTHORISED DISTRIBUTOR / MANUFACTURER LETTERS
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[Where the tender requires confirmation from the OEM, attach the original manufacturer authorisation letter as Annexure D.]

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DECLARATION
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We confirm that all information provided is accurate and that the goods offered comply with the tender specification, save for any deviations clearly marked above.

Authorised Signatory: _____________________________
Name:                _____________________________
Designation:         _____________________________
Date:                _____________________________

— Generated from a BidBetter template. Always cross-check the buyer's specification line-by-line and use their pricing schedule for binding pricing.