Standard Bidding Documents (SBD forms) are the backbone of government tender submissions in South Africa. These forms ensure consistency, transparency, and compliance with procurement regulations. Getting them right is essential – a single mistake can disqualify your bid before evaluators even look at your proposal.
What Are SBD Forms?
Standard Bidding Documents are standardized forms prescribed by National Treasury for use in government procurement. They ensure that all bidders provide the same information in the same format, making evaluation fair and transparent.
The Complete SBD Suite
| Form | Name | Purpose |
|---|---|---|
| SBD 1 | Invitation to Bid | Cover page with bidder details and bid amount |
| SBD 2 | Tax Clearance Certificate | Declaration of tax status (superseded by TCS verification) |
| SBD 3.1 | Pricing Schedule - Firm Prices | Fixed price quotation |
| SBD 3.2 | Pricing Schedule - Non-Firm Prices | Price with adjustment provisions |
| SBD 3.3 | Pricing Schedule - Professional Services | Hourly/daily rates for consultants |
| SBD 4 | Declaration of Interest | Disclosure of conflicts and relationships |
| SBD 5 | National Industrial Participation | For contracts over R10 million with imports |
| SBD 6.1 | Preference Points Claim | B-BBEE status level declaration |
| SBD 6.2 | Local Content Declaration | For designated sectors requiring local production |
| SBD 7.1 | Contract Form - Goods | Contract template for supply contracts |
| SBD 7.2 | Contract Form - Services | Contract template for service contracts |
| SBD 8 | Declaration of Past SCM Practices | Disclosure of past procurement violations |
| SBD 9 | Certificate of Independent Bid | Declaration of no collusion |
SBD 1: Invitation to Bid
The SBD 1 is essentially the cover page of your bid. It captures key information about your company and the amount you're bidding.
What to Complete
Usually pre-printed. Verify it matches the tender you're responding to.
Full legal name as registered with CIPC, physical address, postal address, telephone, fax (if applicable), and email.
Your SARS VAT number if registered. Write “N/A” if not VAT registered.
Your unique CSD registration number.
The total amount you're bidding, usually including VAT.
How long your bid price remains valid (usually 90-120 days).
Authorized signatory must sign and date the form.
SBD 2: Tax Clearance Certificate
SBD 2 has largely been replaced by the Tax Compliance Status (TCS) verification through the CSD. However, you may still see this form in some tenders.
Current Practice
- CSD verification: For national and provincial tenders, your tax status is verified automatically through CSD
- TCS PIN: Your SARS Tax Compliance Status PIN must be linked to your CSD profile
- Some entities still require: Municipal and SOE tenders may still request a physical tax clearance or TCS letter
SBD 3: Pricing Schedule
The pricing schedule is where you specify what you're charging. Different versions exist for different types of contracts.
SBD 3.1: Firm Prices
Used when prices are fixed for the contract duration. Most common for once-off supplies or short-term contracts.
- Prices remain constant regardless of market changes
- Include all costs in your quoted price
- Factor in potential cost increases when quoting
SBD 3.2: Non-Firm Prices
Used for longer contracts where prices may need adjustment. Requires you to specify the adjustment formula.
- Linked to specific indices (CPI, steel prices, fuel, etc.)
- Base prices established at contract start
- Adjustments calculated using the specified formula
SBD 3.3: Professional Services
Used for consulting and professional service contracts where payment is based on time and expertise.
- Hourly, daily, or monthly rates
- Different rates for different expertise levels
- Reimbursable expenses listed separately
Key Completion Tips
Don't leave lines blank. Use “N/A” or “0.00” if not applicable.
Most forms require subtotal, VAT (15%), and total including VAT.
Calculation errors can disqualify your bid or create disputes later.
Delivery, installation, training, warranties – whatever the tender requires.
SBD 4: Declaration of Interest
This form requires you to declare any relationships or interests that could create a conflict of interest in the procurement process.
What to Declare
- State employees: Any director, member, or employee who is also a state employee or has been in the past 12 months
- Relationships with officials: Any family relationship with officials in the procuring department
- Previous business dealings: Past contracts with the procuring entity
- Shareholding: Any interest held by officials in your company
SBD 5: National Industrial Participation
The NIP Programme applies to contracts over R10 million that involve imports or where a foreign-owned company is the successful bidder.
When It Applies
- Contract value exceeds R10 million
- Contract involves imported content OR
- Successful bidder is foreign-owned
NIP Obligation
If applicable, the bidder must commit to investing 30% of the imported content value into the South African economy through:
- Local supplier development
- Technology transfer
- Job creation
- Skills development
- Export promotion
SBD 6.1: Preference Points Claim
This is where you claim your B-BBEE preference points. It's one of the most important forms for your competitive position.
How Points Are Allocated
| B-BBEE Level | 80/20 Points (≤R50m) | 90/10 Points (>R50m) |
|---|---|---|
| Level 1 | 20 | 10 |
| Level 2 | 18 | 9 |
| Level 3 | 14 | 6 |
| Level 4 | 12 | 5 |
| Level 5 | 8 | 4 |
| Level 6 | 6 | 3 |
| Level 7 | 4 | 2 |
| Level 8 | 2 | 1 |
| Non-compliant | 0 | 0 |
What to Submit With SBD 6.1
Original or certified copy, not older than 12 months.
If you're an EME (turnover under R10m), a signed affidavit is sufficient – no verification certificate needed.
SBD 6.2: Local Content Declaration
For certain “designated sectors”, government mandates minimum local content. SBD 6.2 declares how much of your offering is locally produced.
Designated Sectors Include
- Buses
- Railway rolling stock
- Clothing, textiles, leather, and footwear
- Furniture
- Office furniture
- Power pylons
- Solar water heaters
- Valves
- Steel products
- Working vessels
How to Calculate Local Content
Local content = (Bid price - Imported content) / Bid price × 100
- Must meet minimum threshold specified in tender (often 60-80%)
- False declarations are criminal fraud
- DTI may audit local content claims
SBD 7: Contract Form
The SBD 7 forms are the contract templates that will be used if you win the tender. There are different versions for goods (7.1), services (7.2), and construction works (7.3).
At Bid Stage
- Review the contract terms carefully before bidding
- These terms are generally non-negotiable
- Your bid is an acceptance of these terms
- Usually not completed at bid stage – only signed if you win
Key Terms to Understand
- Payment terms: Usually 30 days from invoice acceptance
- Penalties: For late delivery or non-performance
- Variations: How contract changes are handled
- Warranties: Your obligations after delivery
- Dispute resolution: Usually arbitration
SBD 8: Declaration of Bidder's Past SCM Practices
This form requires you to declare any past Supply Chain Management (SCM) violations that could disqualify you from government contracts.
What to Declare
- Restriction from doing business: Have you been listed on the National Treasury Database of Restricted Suppliers?
- Abuse of SCM system: Previous findings of fraud, corruption, or abuse in public procurement
- Non-performance: Contracts terminated due to poor performance
- Criminal conviction: Fraud, corruption, or other procurement-related offences
SBD 9: Certificate of Independent Bid Determination
This form is a declaration that you have prepared your bid independently, without collusion with other bidders. It's an anti-cartel measure.
What You're Declaring
- You prepared your bid independently
- You didn't discuss pricing or bid strategy with competitors
- You haven't agreed with other bidders on who should win
- You won't share information with competitors
- You will report any collusion attempts to the authorities
Common SBD Form Mistakes
These are the mistakes that most often result in bid disqualification. Avoid them at all costs:
Missing Signatures
Every SBD form requires a signature. Unsigned forms = invalid bid. Check every page.
Incomplete Fields
Leaving fields blank. If something doesn't apply, write “N/A” – never leave it empty.
Calculation Errors
Totals that don't add up, VAT calculated incorrectly, or discrepancies between forms.
Expired B-BBEE Certificate
Certificate must be current at closing date. Check validity dates before each submission.
Using Old Form Versions
Always use the forms provided with the tender document, not old copies you may have.
Alterations Without Initials
If you need to change something, strike through neatly and initial the change. Use correction fluid sparingly.
Tips for Success
Use the returnable documents list from the tender to create your own checklist. Tick off each item as you complete it.
Fill out forms in pencil or digitally first, review, then complete the final version. This reduces errors.
Fresh eyes catch mistakes you've overlooked. Have a colleague check every form before submission.
Maintain blank, signed template copies of recurring information (company details, director info) ready to go.
Number pages consecutively and create a table of contents. Makes it easy for evaluators to find everything.
Don't wait until the last hour. Technical problems, traffic, or queues can make you late.
Frequently Asked Questions
Can I use correction fluid on SBD forms?
It's discouraged. Rather strike through the error with a single line, write the correction nearby, and initial the change. Heavy use of correction fluid may cast doubt on the integrity of your bid.
Who should sign the SBD forms?
An authorized signatory who can bind the company to a contract. This is usually a director. If someone else signs, include a power of attorney or resolution authorizing them.
Do I need to submit original forms or copies?
Check the tender instructions. Some require originals, others accept copies. When in doubt, submit originals plus the required number of copies.
What if a form doesn't apply to my bid?
Still include it. Write “Not Applicable” or “N/A” across the form, sign it, and include it in your submission. Don't simply leave it out.
Can I type the forms or must they be handwritten?
Typing is preferred – it's more legible. Most SBD forms are available as fillable PDFs or Word documents. Only signatures must be original (wet ink or digital signature where accepted).
What if my company has multiple directors?
Include information for all directors on SBD 4. For signatures, one authorized director can sign on behalf of the company, provided they have signing authority.
Related Resources
National Treasury SCM Templates
Download official SBD form templates from National Treasury.
National Treasury SCMNeed Help Completing Tender Documents?
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