Submitting a government tender without checking compliance is a gamble. One missing document or one incomplete form can get your entire bid thrown out before it's even scored.
Here's a practical tender compliance checklist for South African businesses—use it before you hit submit.
Step 1: List every mandatory requirement
Go through the tender document and write down everything that is stated as compulsory, mandatory, or "must".
Where to look in the tender document
- The invitation or cover letter
- Eligibility or minimum requirements sections
- Instructions to bidders
- Each SBD form (they often state that incomplete forms will result in disqualification)
Don't assume. If it says "must be submitted" or "failure to comply will result in disqualification", it goes on your list.
Step 2: Check mandatory documents for government tenders
For each document the tender requires, confirm you have it and that it's valid.
Typical mandatory documents
- Tax clearance / Tax Compliance Status—current and valid at submission (and sometimes at award)
- B-BBEE certificate or EME/QSE affidavit—valid, correct level if specified
- Company registration (CIPC)—certified if required
- ID of signatory—certified, usually not older than three months
- Any sector-specific registration (e.g. CIDB, FSCA)
If you need a refresher on what's usually required, see our guide: Documents required for government tenders in South Africa.
Step 3: SBD forms—complete and sign every one
Check every Standard Bidding Document in the pack. Each must be completed in full, signed where required, and dated.
Wrong company name, wrong registration number, or a blank mandatory section can make your bid non-responsive. If you're unsure what "responsive" means, read What is a responsive tender?—it explains it in plain language.
Step 4: Compulsory briefing session
If the tender says attendance at the briefing is compulsory, you must attend. Or send an authorised representative with a letter of authority.
Note the date, time, and venue. If proof of attendance must be submitted, include it in your pack. Missing the briefing is one of the common tender mistakes that get bids disqualified.
Step 5: Closing date and time
Confirm the exact closing date and time. Late submissions are not accepted.
Plan to submit well before the deadline—whether you're dropping off a physical submission or using the National Treasury eTender Portal. Allow time for last-minute problems.
Step 6: Final tick-off before you submit
Before you seal the envelope or click submit, go through your list again.
Every document present and valid? Every SBD completed and signed? Briefing attended if required? Submitted on time? If anything is missing, fix it. Only then submit.
Why this tender compliance checklist matters
Most South African tenders are lost at the compliance gate, not at price. Why most South African tenders fail explains that in more detail.
A simple compliance check before submission dramatically reduces the chance of disqualification for something you could have fixed.
Bottom line
Checking tender compliance before you submit means: list every mandatory requirement, gather and validate every document, complete and sign every SBD, attend the compulsory briefing if required, and submit before the closing time.
Use a checklist. Tick every box. Then submit with confidence.
