The technical proposal — sometimes called the functionality response — is the section of your bid where you demonstrate that your company has the expertise, methodology, team, and organisational capacity to deliver the contract successfully. In the PPPFA evaluation framework, the technical or functionality score is a threshold gate: bids that fail to reach the minimum functionality score (typically 70 out of 100) are eliminated before price and B-BBEE preference are even considered. Getting the technical right is therefore not merely a competitive advantage — it is a prerequisite for advancing in the evaluation.
The first principle of technical proposal writing is to mirror the evaluation criteria structure exactly. Every government bid specification that includes a functionality evaluation must state the criteria, their sub-criteria, and the marks available for each. This structure is not a suggestion; it is the scoring template that evaluators will use. Your technical proposal should be organised into sections that correspond precisely to the stated criteria, using headings and subheadings that reflect the language of the specification. Evaluators should be able to find your response to each sub-criterion without searching — if they have to hunt for an answer, they may score it as unanswered.
Understanding what earns marks within each sub-criterion is the second principle. Evaluators award marks based on verifiable evidence, not assertions. A statement such as 'Our company has extensive experience in this sector' earns zero marks. The same claim supported by three project references — each naming the client, stating the contract value, describing the scope, and providing the client's contact details — may earn full marks. For every capability you claim, ask yourself: What evidence am I attaching to prove this? Project reference sheets, certified CVs, registration certificates, organograms, and methodology diagrams are all types of evidence that evaluators can credit.
The methodology section is typically the highest-weighted sub-criterion and the area of greatest differentiation between competitive bidders. A strong methodology section demonstrates three things: understanding of the specific challenges of this contract (not just the sector generally), a structured approach to managing those challenges in phases, and credible resource allocation. Begin with a brief situational analysis that demonstrates you have read and understood the terms of reference — reference specific elements of the ToR and connect them to your proposed approach. Structure your methodology in phases aligned to the project timeline, with deliverables and resource allocation clearly indicated for each phase. Use a Gantt chart or phased implementation plan to make the timeline tangible.
The SBD forms are the administrative backbone of a government bid and must be completed with the same care as the technical proposal. SBD1 is the invitation to bid — it must be signed by an authorised representative. SBD4 is the declaration of interest, requiring disclosure of relationships between the bidder's directors or shareholders and government employees. SBD6.1 and SBD6.2 must be completed to claim B-BBEE preference points — the B-BBEE status level must match the certificate attached. SBD8 covers past SCM practices and requires disclosure of previous irregular conduct. SBD9 is the certificate of independent bid determination, confirming that the bid was prepared without collusion. All forms must be signed, dated, and stamped where required.
CVs of key personnel are evaluated against specific criteria — minimum qualifications, years of experience, professional registrations, and relevant project track record. Each CV should be formatted to directly address the evaluation criteria for that role. Include the professional registration number and expiry date prominently, list experience in years broken down by category, and describe each relevant project with the client name, scope, contract value, and the individual's specific role. Vague CVs with long lists of generic skills score poorly. A targeted CV of three to four pages that precisely addresses the evaluation criteria for a specific role scores far better than a comprehensive ten-page career biography.