Guide · Tender briefings

Compulsory tender briefings: how not to get disqualified

Many South African government tenders require you to attend a briefing before you can bid. Miss it, and your bid is thrown out before anyone looks at your price. Here's what SMEs need to know.

The short version: if the tender says the briefing is compulsory, someone from your company — or authorised to act for it — must be there on time and sign the attendance register. No signature, no valid bid.

Where to find the briefing details

Every tender on the National Treasury eTenders portal lists whether a briefing is held, whether it is compulsory, and the date, time and venue. The full tender document repeats this, sometimes with extra rules — such as who may attend. Briefings are often scheduled only one to two weeks after the tender is published, so check new tenders early.

What to bring

  • Your company's CSD supplier number (MAAA…)
  • The tender number and a copy of the tender notice
  • Company stamp, if the register asks for one
  • A letter of authority if you send someone on your behalf
  • A list of questions about scope, site and pricing
  • ID document for whoever signs the register

Requirements differ per tender — the tender document always wins.

At the meeting

  1. Arrive early and sign the attendance register with your company's exact registered name.
  2. Write down every answer the department gives — it can change what you price.
  3. Ask whether minutes or clarification notes will be issued, and where.
  4. Take photos of the site if allowed; they help with quantities and pricing.

Can't make it? Send an agent.

With Tendadot you can request an agent for any briefing — from an eTenders listing or a tender you enter yourself. Your agent attends, signs your company in where the tender allows a representative, and brings back notes and answers to your questions.

Request a briefing agent

Common questions

What is a compulsory briefing session?

A meeting the buying department holds before the closing date to explain the tender, show the site and answer questions. The tender notice says whether it is compulsory or optional, with the date, time and venue. On eTenders it is often listed as a briefing session, clarification meeting or site meeting.

What happens if I miss a compulsory briefing?

Your bid is usually treated as non-responsive and is not evaluated — no matter how good your price is. Attendance is checked against the register signed at the meeting.

Can someone attend on my company's behalf?

Often yes. Many tenders accept a representative who signs the register in your company's name. Read the tender document first: some insist on a director, a registered professional, or a specific person. If it is unclear, ask the contact person listed on the tender before the meeting.

What happens if I arrive late?

Many departments close the register at the start time and refuse late arrivals. Plan to arrive early, and allow for parking and security checks at government buildings.

Never miss a briefing again: Tendadot shows every compulsory briefing next to the tenders that match your business.