Government tenders in South Africa almost always ask for a set of standard documents. If you're new to bidding or just want a clear checklist, this guide lists what you'll need for most invitations—and why each one matters.
Documents you'll need for most government tenders
Tax clearance (or tax compliance status)
National Treasury requires proof that your business is tax compliant. You get this from SARS: a Tax Clearance Certificate or, more commonly now, a Tax Compliance Status (TCS) pin via SARS eFiling.
The tender will say which one they accept. Without it, your bid is non-responsive. Make sure the certificate or pin is valid at the time of submission and, if the tender says so, at the time of award.
B-BBEE certificate or affidavit
Most public sector invitations require a valid B-BBEE certificate (from a verification agency) or an EME/QSE affidavit if you're an Exempted Micro Enterprise or Qualifying Small Enterprise.
The tender document will specify the minimum level (e.g. Level 4) or that EME/QSE is acceptable. The document must be current—usually not older than 12 months. Wrong or expired B-BBEE proof is a common reason for disqualification.
Company registration (CIPC)
Proof that your company is registered with the Companies and Intellectual Property Commission (CIPC). Usually a certified copy of the registration certificate or a printout from the CIPC website.
Some tenders ask for a CK2 or similar. Check the invitation for the exact wording.
ID of director or person signing
Often required: a certified copy of the ID of the person who signs the bid. Certification must be recent (typically not older than three months) and done by a commissioner of oaths.
SBD forms explained
Standard Bidding Documents (SBDs) are National Treasury forms that appear in many tenders. Common ones include SBD 1 (invitation to bid), SBD 2 (tax clearance), SBD 4 (declaration of interest), SBD 6.1 (preference points), SBD 8 (undertaking by supplier).
You don't "bring" these—they're in the tender pack. You must complete and sign them as instructed. Incomplete or incorrect SBDs are a major cause of disqualification.
If you're unsure what a responsive tender means in practice, read What is a responsive tender? Explained for South African SMEs.
What else might be required?
Depending on the sector and the organ of state, you may also need:
- Industry registration (e.g. CIDB for construction, FSCA for financial services)
- Proof of insurance
- Audited financial statements or management accounts
- VAT registration (if applicable)
- Letter of authority if someone other than a director is signing
Always read the "mandatory requirements" or "eligibility" section of the tender. If it says "must", you must provide it.
Don't guess—check the tender
Every tender is different. Some departments add extra documents; some waive certain requirements for small contracts. Use the document as your source of truth.
For a step-by-step way to make sure you've got everything before you submit, see How to check tender compliance before you submit. And if you want to understand why so many bids are thrown out before price is even looked at, read Why most South African tenders fail.
Bottom line
Tax clearance, B-BBEE, company registration, ID, and completed SBD forms are the backbone of most government tender submissions in South Africa.
Get these in order first, then add whatever else the specific tender requires. A simple checklist saves time and reduces the risk of disqualification.
