SBD Forms Explained: SBD 1 through SBD 9 Complete Guide — PFMA

What Are SBD Forms?

Standard Bidding Documents (SBDs) are standardised forms issued by National Treasury that must be included with every government tender submission. They were designed to ensure consistency across procurement and to capture the information government needs for evaluation, compliance verification, and accountability.

SBD forms are prescribed under Treasury Regulation 16A and the PFMA Supply Chain Management framework. Using the wrong version, omitting a required form, or submitting a form without the correct signatures are among the most common reasons for tender disqualification.

The current SBD forms are downloadable from National Treasury at treasury.gov.za. Always download the form from the current bid documents or the Treasury website — use the version the procuring department provides, as departments sometimes have addendums.

SBD 1: Invitation to Bid

What it is

SBD 1 is the cover form for your entire bid. It captures:

The tender reference number and description
Your company name, CSD number, and VAT registration number
A declaration that you have read and understood the bid document
Contact details for queries and correspondence

When it’s required

Every tender submission. SBD 1 is mandatory for all formal tenders regardless of value. It is the form that binds you contractually to the terms of the bid.

How to complete it

Fill in every field. Leave nothing blank — if a field is not applicable, write “N/A”. Sign and date in the designated blocks. For companies, the signature must be from an authorised person (director, member, or person with a valid Power of Attorney).

Common errors:

Using your CIPC registration number instead of your CSD supplier number
Signing but not dating
Not completing the Tax Reference Number field

SBD 2: Tax Matters Declaration

What it is

SBD 2 is a declaration that you:

Are registered with SARS for the appropriate taxes
Are not in arrears with SARS (or have a valid arrangement in place)
Understand that a false declaration may result in contract cancellation

When it’s required

All tenders above the petty cash threshold. Some departments include SBD 2 only above R500,000 — check the specific bid document.

How to complete it

Enter your full legal entity name, tax reference number, and SARS VAT registration number (if applicable). Tick the appropriate declarations. Sign and date. Note: this declaration supplements but does not replace your Tax Compliance Status (TCS) verification via the CSD — the TCS is verified electronically by the department.

SBD 3.1: Pricing Schedule (Professional Services / Goods)

What it is

SBD 3.1 is the pricing template for goods procurement and professional/consulting services. It provides a structured table for listing items, unit prices, quantities, and totals.

When it’s required

Whenever the tender is for goods or professional services. Construction contracts use SBD 3.3 instead.

How to complete it

Include VAT breakdown (price excluding VAT, VAT amount at 15%, and total inclusive)
Specify the unit of measurement (per unit, per hour, per month, per litre, etc.)
If pricing in foreign currency, state the exchange rate and basis
Sign every page — unstamped, unsigned price pages are sometimes disqualified

Tip: Do not round numbers. Enter exact amounts. Evaluation is often done to two decimal places, and rounding can affect your comparative price.

SBD 3.2: Pricing Schedule (Designated Groups)

What it is

SBD 3.2 is the pricing schedule used when a procurement is reserved for Designated Groups under the 2017 Preferential Procurement Regulations. It declares that the bidder meets the designated group criteria (women-owned, youth-owned, people with disabilities, rural enterprises).

When it’s required

Only when the bid documents specifically indicate that the procurement is set-aside or designated for specific categories. Check the bid advertisement and bid document.

SBD 3.3: Pricing Schedule (Construction Works)

What it is

SBD 3.3 is for construction tender pricing. It typically takes the form of a Bill of Quantities (BoQ) prepared by the procuring entity’s quantity surveyor, with you completing the unit rates and extending the amounts.

When it’s required

All construction works tenders subject to CIDB thresholds.

How to complete it

Price every item in the BoQ, even if you intend to sub-contract that item
Priced items with zero rates are disqualified in most cases
Include your CIDB registration number
Check whether VAT is included or excluded in the pricing basis (the bid document will specify)

SBD 4: Declaration of Interest

What it is

SBD 4 is one of the most important forms in the bid package. It requires you to declare:

Whether any government employee or official is involved in your company (as a director, shareholder, employee, partner, or member)
Whether any government official or their family member has a financial interest in your company
Whether you have been awarded any contracts in the past 12 months — and the value of those contracts

When it’s required

Every formal tender. This is non-negotiable.

How to complete it

Answer every question honestly. If you have government employees in your company structure (even minor shareholders), declare them. Failure to disclose is grounds for:

Immediate disqualification of your bid
Cancellation of any contract awarded
Criminal prosecution under the Prevention and Combating of Corrupt Activities Act (PRECCA)

Particular attention: The “government employee” definition is broad. It includes permanent and contract employees of national, provincial, and local government, as well as state-owned entities. Even a family member who works for a municipality triggers a declaration obligation.

SBD 6.1: Preference Points Claim Form (90/10 System)

What it is

SBD 6.1 is the B-BBEE preference points claim form for tenders above R50 million (where the 90/10 scoring system applies). It captures your B-BBEE status and the preference points you are claiming.

When it’s required

All tenders with a contract value above R50 million (inclusive of VAT). The 90/10 split means 90 points for price and 10 points for preference.

How to complete it

Declare your B-BBEE status level (1–8 or Non-Compliant)
Attach your current B-BBEE certificate or sworn affidavit
Sign and date the declaration
For joint ventures, complete the JV preference calculation section

SBD 6.2: Preference Points Claim Form (80/20 System)

What it is

SBD 6.2 is the B-BBEE preference points claim form for tenders between R30,000 and R50 million (where the 80/20 scoring system applies). 80 points for price, 20 for preference.

When it’s required

All competitive tenders between R30,000 and R50 million. This is the most commonly used preference form.

How to complete it

Same structure as SBD 6.1. The points allocation table within the form reflects the 80/20 split. Attach your B-BBEE document.

Note on affidavits: If you are an EME (turnover < R10 million) or QSE (turnover R10m–R50m), you may submit a Commissioner of Oaths sworn affidavit instead of a verified certificate. The affidavit must be completed on the prescribed format (available from Treasury) and commissioned within the past 12 months.

SBD 8: Declaration of Bidder’s Past Supply Chain Management Practices

What it is

SBD 8 requires you to declare whether you (or any of your principals) have:

Ever been found guilty of abusing the SCM system
Been placed on the restricted supplier database
Received any improper benefit as part of a tender process

When it’s required

All formal tenders.

How to complete it

Answer every question accurately. A “yes” answer does not automatically disqualify you, but a false “no” answer will. If you have previously been on the restricted supplier database and have been removed, you may still need to disclose — check with the procuring department.

SBD 9: Certificate of Independent Bid Determination

What it is

SBD 9 is a certification that your bid was prepared independently — without collusion, price-fixing, or market allocation with any other bidder. It is a declaration under the Competition Act 89 of 1998 and PRECCA.

When it’s required

Every formal tender.

Why it matters

Bid rigging is a criminal offence under the Competition Act. Signing SBD 9 falsely exposes you to prosecution by the Competition Commission. Ensure your pricing was arrived at independently.

Frequently Asked Questions

Q: Do I need to resubmit all SBD forms for every tender? A: Yes. SBD forms must be completed afresh for each tender. They are not transferable between tenders because the declarations reference the specific bid.

Q: Can I submit electronic copies of SBD forms? A: For tenders submitted via eTenders or departmental portals, electronic submission is accepted. For physical submissions, wet ink signatures on original forms are required unless the bid document specifies otherwise.

Q: What happens if I miss one SBD form? A: Most departments will disqualify your bid at the compliance screening stage without further evaluation. Some departments issue a Notice to Remedy for minor omissions — but this is discretionary and cannot be relied upon.

Q: Where can I download current SBD forms? A: From the specific bid documents issued by the procuring entity, or from National Treasury at treasury.gov.za. Use the version in the bid documents — departments sometimes customise the forms.

Q: How often are SBD forms updated? A: Occasionally, following amendments to procurement regulations. The PPPFA Regulations of 2022 triggered updates to SBD 6.1 and 6.2. Always check you are using the current version.