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PMG Tracker 360 User Guide

Tenders & Bids

A tender (also called a bid, RFP, or RFQ) is an opportunity where a buyer asks suppliers to submit a proposal. PMG Tracker 360 helps you record every tender you’re working on, track its closing date, and manage its documents — so nothing slips through the cracks.

1. Create a new tender

Section titled “1. Create a new tender”
  1. Click Tenders in the left menu.
  2. Click Create Tender.
  3. Fill in the details:
    • Tender title — a short description of the opportunity (for example, Supply of water meters).
    • Tender number — the buyer’s reference number, if they gave one (for example, A-WS-03-2026).
    • Client — choose the buyer from your Clients Directory.
    • Estimated value — the bid value in rand (ZAR).
    • Closing date — the deadline for submitting your bid.
    • Category — the industry (for example, Civil Works, IT Hardware, Consulting).
    • Description — a short summary of the scope.
  4. Click Save.

2. Tender statuses

Section titled “2. Tender statuses”

Every tender moves through these stages:

StatusWhat it means
OpenYou’re preparing the bid — documents and pricing are being put together.
Under EvaluationThe bid has been submitted and the buyer is reviewing it.
AwardedYou won! The tender is ready to become an active project.
Lost / DeclinedThe bid was not awarded to your company.
Closed / CancelledThe closing date passed or the opportunity was cancelled.

You can update a tender’s status at any time by opening it and choosing the new status.

3. Documents & checklists

Section titled “3. Documents & checklists”
  • Attach documents — upload the tender booklet, pricing schedules, and site-briefing notes to the tender so your whole team can find them.
  • Returnables checklist — track the compliance documents the buyer requires with your submission, such as a Tax Clearance Pin, B-BBEE affidavit, COIDA certificate, or CSD registration. Tick each one off as you gather it.
  • Reminders — set up email reminders so you get a notification 48 hours and 24 hours before the closing date.

4. Tender extensions & validity

Section titled “4. Tender extensions & validity”
  • Validity — record how long your bid prices remain valid (in days, or as a specific date).
  • Extensions — if the buyer extends the deadline, add an extension and attach the extension letter so the history is kept.