SBD Forms Checklist: Your Go-To Guide for Bid Documentation
A complete checklist of standard bidding documents (SBD forms) required in South African government tenders, explaining each form's purpose.
Standard Bidding Documents (SBD) are the administrative glue of public procurement in South Africa. They are prescribed by the National Treasury to standardise the declarations, commitments, and certifications that bidders must submit. A single missing or incorrectly completed SBD form can invalidate an otherwise excellent bid. Here is a practical checklist of the core SBD forms.
SBD 1: Invitation to Bid
This is the cover page. It captures the bid number, description, closing date and time, and bidder’s details. Check that the address, contact information, and CSD supplier number are correctly filled in. The bidder must sign the declaration that all information is true and that they accept the conditions of tender.
SBD 2: Tax Matters
Requires the bidder to declare their tax compliance status. Attach the SARS-issued Tax Compliance Status PIN or the TCS certificate. The CSD report must mirror this status. Ensure the tax reference number matches SARS records exactly.
SBD 3.1: Pricing Schedule – Firm Prices
For goods or services delivered within a short period. This schedule captures the prices that will remain firm for the contract duration. Any deviation from the format, such as adding rows or omitting unit prices, can be grounds for non-responsiveness.
SBD 3.2: Pricing Schedule – Price Adjustments
Used for longer-term contracts where CPI or other index-based adjustments are allowed. Bidders must specify the basis of the escalation formula. If the tender does not permit escalation, submitting this form instead of SBD 3.1 invalidates the bid.
SBD 4: Declaration of Interest
Critical for transparency. Bidders must disclose whether any director, member, or employee is connected to a person employed by the state, including public service employees, members of parliament, or municipal councillors. Non-disclosure of a family relationship can lead to disqualification and possible criminal referral.
SBD 5: National Education, Training and Development Policy
Requires a declaration that the bidder is not listed on the National Treasury’s register of tender defaulters or restricted suppliers. It also asks questions about the bidder’s involvement in any collusive tendering practices.
SBD 6.1: Preference Points Claim Form – 80/20
Must be completed for tenders below R50 million. Bidders indicate their B-BBEE level and attach supporting proof. The form calculates the points claimed. The evaluators will verify the claim against the attached certificate or affidavit.
SBD 6.2: Preference Points Claim Form – 90/10
Equivalent for tenders of R50 million and above. The same verification rules apply.
SBD 7.2: Contract Form – Rendering of Services
Once a bid is accepted, this becomes the binding contract. At bid stage, it must be signed as an acceptance of the proposed terms.
SBD 8: Declaration of Past SCM Practices
Requires disclosure of any prior contract cancellations, liquidated damages imposed, or litigation with organs of state. This is not to penalise but to assess risk.
SBD 9: Certificate of Independent Bid Determination
Bidders certify they arrived at the bid independently, without collusion. False certification can result in criminal prosecution.
Beyond the core forms
Additional SBDs like SBD 6.3 (for functionality) and schedules for local content may appear. Always check the bid’s returnable schedule; if an SBD is listed, it is mandatory. Use the latest versions from the eTender portal or the departmental website.
Bidders should store blank, up-to-date SBD sets and ensure every field is completed. A well-maintained SBD checklist transforms panic at the deadline into quiet confidence.