Standard Bidding Documents (SBD1–SBD9): A Complete Guide for Suppliers
Standard Bidding Documents (SBDs) are the official forms that National Treasury requires all government suppliers to complete when submitting tenders and quotations. Each SBD form covers a specific aspect of compliance, from tax clearance to conflict-of-interest disclosure. Incorrectly completed or missing SBD forms are one of the most common reasons for tender disqualification. This guide explains each SBD form in detail and provides guidance on completing them correctly.
SBD 1: Invitation to Bid
SBD 1 is the cover page of the bid document. It contains the full details of the tender: the reference number, description of what is being procured, closing date and time, and the contact details of the procuring entity. While you do not usually complete much of SBD 1 yourself, you must sign and date it to confirm you have read the bid conditions and agree to be bound by them. Failure to sign SBD 1 is a disqualifying error.
Pay careful attention to the closing date, time, and submission address on SBD 1. Government is strict about late submissions — a tender received even one minute after the closing time will typically be rejected. Ensure you know whether submission is physical (in a tender box) or electronic, and plan your submission well in advance of the deadline.
- Sign and date SBD 1 — unsigned forms are disqualified
- Note the exact closing time and submission method
- Physical submissions must be in the tender box before the closing time
- Electronic submissions must be uploaded and confirmed before deadline
SBD 3.1 to 3.3: Pricing
SBD 3 covers pricing. SBD 3.1 is used for pricing items individually or as a lump sum; SBD 3.2 is used where prices must be quoted on a list of items; SBD 3.3 is used for rates and tariffs (such as hourly rates for professional services). The specific format required will be indicated in the bid document. Use the format as specified — substituting your own quotation format for the required SBD 3 form is a common disqualification error.
Ensure all prices include VAT where applicable, or clearly state whether prices are VAT-inclusive or exclusive as required. Arithmetic errors in pricing — adding up incorrectly, for example — can lead to complications at evaluation. Some government entities will accept corrections to obvious arithmetic errors, but others will evaluate the bid as submitted. Always double-check your pricing arithmetic before submission.
- Use the exact SBD 3 format specified in the bid document
- State clearly whether prices are VAT inclusive or exclusive
- Check all arithmetic before submission
- SBD 3.3 is used for professional services hourly rates
SBD 4: Declaration of Interest
SBD 4 requires you to declare whether any government official, official's family member, or any person in the employ of the procuring entity has a direct or indirect interest in your bid. This is a critical anti-corruption measure. You must answer all questions honestly. If a government official has any interest in your business (shareholding, directorship, employment, or family relationship), this must be declared and may disqualify your bid.
The declaration must be signed by an authorised representative of the bidding company. For companies, this is typically a director. For close corporations, it is a member. Unsigned or incorrectly signed SBD 4 forms are a common disqualification issue. Also check that the name of the authorised representative matches the company resolution or CIPC records — discrepancies can raise compliance concerns.
- Declare any interest held by government officials in your business
- Sign by an authorised representative (director for companies)
- Unsigned SBD 4 is a disqualifying error
- False declarations can result in blacklisting and criminal liability
SBD 6.1: Preference Points
SBD 6.1 is where you claim preference points based on your BBBEE status. You must state your BBBEE level and attach a valid BBBEE certificate (or SEDA affidavit for EMEs and QSEs). If you do not submit an SBD 6.1 or do not attach a BBBEE certificate, you will typically be awarded zero preference points, which puts you at a significant disadvantage relative to compliant competitors. You are not disqualified for not having a BBBEE certificate, but you lose all preference points.
Ensure the BBBEE certificate you attach is current (not expired), issued by a SANAS-accredited agency, and matches the company name and registration number in the rest of your bid documents. Name discrepancies between your BBBEE certificate and your other registration documents are a common issue that can lead to your preference points being rejected.
- Attach a valid, unexpired BBBEE certificate from a SANAS agency
- EMEs and QSEs can use a SEDA affidavit instead
- No BBBEE certificate = zero preference points (not disqualification)
- Ensure company name and registration number match across all documents
SBD 8: Declaration of Bidder's Past SCM Practices
SBD 8 asks you to declare whether you or any of your company's directors have previously been convicted of fraud, corruption, or other offences under the Prevention and Combating of Corrupt Activities Act (PRECCA) or the Competition Act, or have been listed on the National Treasury database of restricted suppliers. A 'yes' answer does not automatically disqualify you, but the details must be disclosed and the procuring entity will investigate.
This form is also where you disclose whether you or any director has been debarred from participating in government procurement. The government maintains a register of blacklisted suppliers, and if any director of your company is on this list, your bid will be disqualified. Always conduct a due diligence check on any director joining your company's board to ensure they are not on the blacklist.
- Disclose any previous convictions under PRECCA or the Competition Act
- Check the National Treasury restricted suppliers list before bidding
- Blacklisted directors will result in bid disqualification
- False declarations carry criminal liability under PRECCA
Frequently Asked Questions
Where do I get the current SBD forms?
The current Standard Bidding Documents are available on the National Treasury website at treasury.gov.za under the Supply Chain Management section. Some procuring entities include the SBD forms in their bid documents. Always use the SBD forms attached to the specific bid document or the latest version from National Treasury.
Can I type my information onto the SBD forms or must they be handwritten?
Both are acceptable. Typed forms are preferred as they reduce ambiguity. What is essential is that all required fields are completed and that authorised signatures and company stamps (where required) are original (wet ink) signatures unless electronic submission is explicitly permitted.