Standard Bidding Documents (SBDs) are pre-formatted forms used in almost every South African government tender. They cover everything from company details to declarations of interest and preference point claims.
Procurement officers are strict about SBDs: if they're incomplete, unsigned, or wrong, your bid is non-responsive. Here's which SBD forms you need and how to complete them correctly.
What are SBD forms?
SBD forms are standardized documents published by National Treasury to ensure consistency across government procurement. They're available on the eTender Portal and usually included in the tender pack.
Different tenders require different SBD forms, but some are almost always mandatory. Failing to submit them (or submitting them incorrectly) is one of the most common reasons bids get disqualified.
Which SBD forms do you need?
The specific SBD forms required depend on the tender, but here are the most common ones:
SBD 1 – Invitation to Bid (Part A & B)
Purpose: Confirms your company details and that you've read and understood the tender requirements.
What to include: Company name, registration number, VAT number, contact details, and signatures of authorized signatories. Both Part A (supplier details) and Part B (terms and conditions) must be completed and signed.
Common mistakes: Not signing both parts, using incorrect company names (must match your CIPC registration), or leaving fields blank.
SBD 4 – Declaration of Interest
Purpose: Declares any conflict of interest (e.g., if a director or shareholder is a government employee or related to one).
What to include: List all directors, shareholders, and their relationships (if any) to government employees or officials involved in the tender.
Common mistakes: Not disclosing conflicts of interest (this can lead to criminal charges), forgetting to sign, or submitting incomplete shareholder information.
SBD 6.1 – Preference Points Claim Form (for B-BBEE)
Purpose: Claims preference points based on your B-BBEE status.
What to include: Your B-BBEE level, EME/QSE status, and attach your B-BBEE certificate or affidavit. For more on B-BBEE requirements, see B-BBEE certificates for SA government tenders explained.
Common mistakes: Claiming a higher B-BBEE level than your certificate shows, not attaching proof, or using an expired certificate.
SBD 8 – Declaration of Bidder's Past Supply Chain Management Practices
Purpose: Declares whether you've been convicted of fraud, blacklisted, or had contracts terminated by government.
What to include: Honest answers to all questions. If you answer "yes" to any, provide details.
Common mistakes: Not being truthful (this can be checked and leads to disqualification or prosecution), or leaving questions unanswered.
SBD 9 – Certificate of Independent Bid Determination
Purpose: Certifies that your bid was prepared independently and you haven't colluded with other bidders to fix prices.
What to include: Sign and date the declaration. Every authorized signatory must sign.
Common mistakes: Not signing, or signing on behalf of someone else without proper authority.
How to complete SBD forms correctly
SBD forms must be filled in completely, accurately, and signed where required. Here's how to avoid disqualification:
1. Download the correct version
Always use the SBD forms attached to the tender or download the latest versions from National Treasury or eTender Portal. Don't use old copies from previous tenders.
2. Fill in every section
Blank fields are treated as incomplete. If a section doesn't apply, write "N/A" or "None"—don't leave it empty.
3. Use the exact company details from CIPC
Your company name, registration number, and VAT number must match your official CIPC registration. Any mismatch can cause problems.
4. Get signatures from authorized signatories only
Only directors or authorized signatories (with a resolution from your board) can sign SBD forms. Check who's authorized in your company and get their signatures before submitting.
5. Attach all supporting documents
Some SBD forms require supporting documents (e.g., B-BBEE certificate for SBD 6.1, certified IDs for SBD 4). Make sure they're included and current. For a full list of required documents, see documents required for government tenders in South Africa.
What happens if you get SBD forms wrong?
SBD forms are mandatory. If they're incomplete, unsigned, or incorrect, your bid is non-responsive and will be disqualified at the compliance stage—before price is even opened.
This is why checking compliance before you submit is so important. One missing signature or blank field can cost you the entire tender.
Checklist before you submit SBD forms
- ☑ Downloaded the correct SBD versions (from the tender pack or National Treasury)
- ☑ Completed every section (no blank fields; use "N/A" if not applicable)
- ☑ Used exact company details from CIPC (name, registration number, VAT number)
- ☑ Signed every form where required (authorized signatories only)
- ☑ Attached supporting documents (B-BBEE certificates, certified IDs, etc.)
- ☑ Checked for consistency (same company name, details, and signatories across all forms)
Where to get SBD forms
- eTender Portal – Download tender packs with SBD forms included
- National Treasury – Official SBD form templates
- Tender-specific documents – Always use the SBDs provided in the tender pack (they may have been updated)
Bottom line
SBD forms are mandatory for most South African government tenders, and they must be completed correctly. Incomplete, unsigned, or incorrect SBD forms are one of the main causes of disqualification.
Before you submit, check every SBD form against a compliance checklist. Make sure every section is filled in, every signature is in place, and all supporting documents are attached. It's the easiest way to avoid being disqualified before your price is even opened.
