The SBD forms explained: SBD 1, 4, 6.1 and the rest

Government tenders come with a set of standard bidding documents (SBD forms) published by National Treasury's Office of the Chief Procurement Officer. Each department adds its own specifications and conditions, but the SBD forms are the same everywhere, and a missing or unsigned one can disqualify a bid. Here is what each asks, using the forms' own wording. Municipalities use matching MBD forms.

SBD 1: Invitation to bid

Part A names the bid number, closing date and time, where to deliver the bid and who to ask. Then you give your supplier information: name, addresses, phone, email, VAT number, and your supplier compliance status, either your SARS tax compliance status (TCS) PIN or your Central Supplier Database number (MAAA…). It asks whether you are the accredited representative in South Africa for the goods or services offered (if yes, enclose proof) and whether you are a foreign-based supplier, with five extra questions if you are.

Part B sets the terms. The important ones:

• Bids must be delivered by the stipulated time to the correct address. Late bids will not be accepted.
• All bids must be on the official forms provided, not re-typed, or in the manner the bid document prescribes.
• The bid is subject to the Preferential Procurement Policy Framework Act, 2000, the Preferential Procurement Regulations, the General Conditions of Contract (GCC) and any special conditions.
• Each party in a consortium, joint venture or subcontracting arrangement must submit its own TCS certificate, PIN or CSD number.
• No bids will be considered from persons in the service of the state, or companies or close corporations with directors or members who are.

You sign it, give the capacity you sign in (for example, director) and submit proof of authority, such as a company resolution.

SBD 3.1, 3.2 and 3.3: Pricing schedules

Where a tender uses them: SBD 3.1 is for firm prices on purchases (only firm prices accepted), SBD 3.2 for non-firm prices, where adjustments are allowed at the times the bid document sets, and SBD 3.3 for professional services. Each asks how long your offer stays valid from the closing date. Many tenders use their own pricing schedule instead.

SBD 4: Bidder's disclosure

Your declaration of interests and fair dealing:

• Whether the bidder, or any director, trustee, shareholder, member or partner, is employed by an organ of state. If yes, give names, ID numbers and the organ of state.
• Whether you, or anyone connected with the bidder, has a relationship with anyone employed by the buying institution. This depends on who is buying, so check it for every tender.
• Whether the bidder or its directors have an interest in any other related enterprise, whether or not it is bidding. If so, list those companies' CSD supplier numbers and status. The form warns that failing to disclose all CSD-registered active companies linked to all directors leads to disqualification.
• A general declaration that you bid independently, without consulting competitors about prices or whether to bid, and that you weren't involved in drafting the specifications.

A person listed on the Register for Tender Defaulters or the List of Restricted Suppliers is automatically disqualified. A false disclosure disqualifies the bid, and suspected collusion can be reported to the Competition Commission.

SBD 6.1: Preference points claim form

The current SBD 6.1 follows the Preferential Procurement Regulations, 2022, which took effect on 16 January 2023. Points are awarded for price and for specific goals:

• 80/20 for a Rand value up to R50 million (all applicable taxes included): up to 80 points for price and 20 for specific goals.
• 90/10 above R50 million: up to 90 for price and 10 for specific goals.

The buyer fills in which system applies, the specific goals (for example, ownership by people historically disadvantaged by race, gender or disability) and the points for each, and the proof it wants. You fill in the points you claim, your company name, registration number and type, and sign. If you don't submit the proof the tender asks for, you are taken not to claim the points. Claiming points falsely can lead to disqualification, cancellation, damages and a ban from government business for up to 10 years.

Price points use the formula Ps = 80 × (1 − (Pt − Pmin) ÷ Pmin), or 90 for the 90/10 system, where Pt is your price and Pmin the lowest acceptable price. The tender with the highest total wins, subject to the Act; on a tie, the higher specific-goals score wins, then the drawing of lots.

SBD 7.1, 7.2 and 7.3: Contract forms

The successful bidder signs a written contract form: SBD 7.1 for the purchase of goods or works, SBD 7.2 for services, and SBD 7.3 for income-generating contracts such as leases. Part 1 confirms your offer, which remains binding during the validity period counted from the closing time, and lists the documents that form the contract. Both parties sign in duplicate.

Common mistakes

• Unsigned or undated forms, or no proof of authority to sign.
• A CSD number or TCS PIN missing, or tax status non-compliant on the day it is checked.
• Undisclosed related companies on SBD 4.
• Claiming SBD 6.1 points without the proof the tender asks for, such as a B-BBEE certificate or sworn affidavit (see our B-BBEE affidavit guide).
• Retyped forms, or an old SBD 6.1 based on the 2017 regulations.

Let Honde fill them in

On the Max plan, Honde fills in SBD 1, SBD 4 and SBD 6.1 on National Treasury's own Word forms from answers you save once, without changing their wording, and gives you an answer sheet to copy onto a tender's own forms. You sign and date them by hand. First, register on the CSD, check unfamiliar words in the tender glossary, and browse open government tenders.