Issue Date: 
Thursday, October 31, 2019

Which documents do I need to tender?

By Werner van Rooyen, Director of HowToTender (Pty) Ltd which specializes in tender consulting and tender training.

The last week we were asked to help a lady to respond to a request for quotation to provide cleaning services to a Public Entity.  It seemed easy at first but once we got to the stage where we had to submit the required and mandatory documents the problems started.  The main reason it became a challenge was that this particular business that required our services was a start-up business and being a start-up means that this business is going to struggle to comply with all the required and mandatory documents.

The 6 required and mandatory documents are essential if you want to be successful in your response.  The Public Entity stated it very clearly on the request for quotation that if you do not attach these documents to your response you will be disqualified.  The required and mandatory documents that the Evaluation Committees look for in any tender response are:

  1. Tax Clearance Certificate
  1. If you have ever responded to any tender, you will know that you must submit a Tax Clearance certificate.  The importance of this certificate cannot be over emphasized.  Remember that your Tax Clearance certificate must be an ORIGINAL certificate.  No copies are allowed. Original Valid Tax Clearance Certificate (verification will be done with SARS);
  1. Standard Bidding Document 4 (SBD 4) - Declaration of interest
    The declaration of interest records any existing relationship and/or acquaintance with the organ of state’s employees.  This ensures that employees of the organ of state are not involved in any way in your tender response.
  2. Standard Bidding Document 6.1 (SBD 6.1) - Preference Points.
    With this document, you will be able to claim Preference Points according to your Broad-based Black Economic Empowerment (B-BBEE) Status Level.  This document must be fully completed.  That includes the section on Sub-contracting.
  3. B-BBEE Certificate
    You can obtain a B-BBEE certificate from your Registered Auditor or from a SANAS accredited Verification Agency.  The certificate must either be an original or a certified copy and it must be valid during the tender evaluation process.  B-BBEE certificates are only valid for a period of twelve months. Original or Certified copy of Valid BBBEE Certificate (from SANAS accredited Verification Agency) or from the Auditors approved by the Independent Regulatory Body of Auditors (IRBA);

Any EME (Exempt Micro Enterprise) or QSE (Qualifying Small Enterprise) is only required to obtain an affidavit on an annual basis, confirming the following;

    1. Annual Total Revenue of R10 Million or less (EME) or Revenue between R10 Million and R50 Million for QSE;
    2. Level of Black Ownership

ANY MISREPRESENTATION IN TERMS OF THE ABOVE CONSTITUTES A CRIMINAL OFFENCE as set out in the BBBEE Act as amended;

  1. Standard Bidding Document 8 (SBD 8) - Past Supply Chain Management Practices.
    This document must be completed to ensure that you have not abuse the Supply Chain System in the past and that you are not one of the seven hundred people listed on the National Treasury’s website as such.
  2. Standard Bidding Document 9 (SBD 9) - Certificate of Independent Bid Determination.
    This document serves as a certificate of declaration that all reasonable steps have been taken to prevent any form of bid rigging.  It also ensures that there is no bidding from parties who have interest in more than one tender response for that specific tender.

Remember that these six key evaluation documents only apply to tenders or request for proposal for Government tenders. 

Procuring entities regularly also require that you submit the following – make sure which documents are requested in the tender documents

  • Certified copy of Company Registration Document that reflect Company Name, Registration number, date of registration and active Directors or Members;
  • Certified copy of Shareholders’ certificates;
  • Certified copy of ID documents of the Directors or Members;
  • Last three years audited/reviewed financial statements;
  • Letter of guarantee from a registered Financial Institution or Financier covering 3 months’ operational costs as per Bidder’s proposed costs;
  • Proof of Public Indemnity Cover for minimum of R1 million;
  • Letter of Good Standing with Department of Labour for Unemployment Insurance Fund;
  • Letter of Good Standing with Department of Labour for Compensation for Occupational Injuries and Diseases.
  • Proof of compliance/registration with the Industry Regulator / Association.

Most of these documents are fairly easy to obtain and will not be a problem but when it comes to guarantees and Public Indemnity it starts to get costly.  This is the challenge – getting guarantees and insurance are expensive and belonging to associations also costs money and most start-ups simple cannot afford this.  The result is that they end up not being awarded the tender because of this and that is unfortunate because it is in fact the start-ups that need contracts like these.

In our daily endeavours responding to tenders on behalf of companies, we try and overcome these obstacles, it is sometimes difficult, but we try to get a solution around for each obstacle.

To learn more about this and many other tender conditions attend our “Become a Tender Expert” 2-Day workshops presented in Johannesburg, Pretoria, Durban, Port Elizabeth, and Cape Town.  Book and pay online at https://howtotender.co.za/tender-expert-form/

Contact us at wernervr@howtotender.co.za should you require more information.

You can also purchase a Tender Manual (Handbook) on our website https://howtotender.co.za/ which is a step by step guide how to respond to a South African Tender.  It includes examples of completed SBD forms.

Title Closing Date Tender No.
Appointment of a private security contractor to render security service at Arundel Crescent, Stirling, East London, Eastern Cape Province to the Department of Agriculture, Land Reform and Rural Development for a period of 3 years 2020-12-17 11:00 4.4.12.4/ 7/ 20
Appointment of the service provider to supply and deliver multi-functional drill rigs (core and percussion) to augment the council for geoscience drilling capacity for period of three years 2020-12-22 11:00 CGS- 2020- 03T
Appointment of the service provider to supply and deliver diamond core drilling of Molteno-Indwe Coalfield for drilling and appraisal of the economic recovery projects (base and precious metals, pegmatites) 2020-12-21 11:00 CGS- 2020- 021T
Supply and Delivery of Hypodermic Syringes, Needles and Bloodletting Devices and Related Items to the State for the period ending 31 October 2022 2020-12-18 11:00 RT284- 1- 2019
Placement / Outright Purchase of Automated Embedder Units; one (1) for Charlotte Maxeke & one (1) for Universitas including service and maintenance for a period of five (5) years 2020-12-18 11:00 RFB046/ 20/ 21
Outright Purchase of a Bench-top Semi-Automated Gel Protein Electrophoresis and Isoelectric Focusing analyser for Universitas including service and maintenance for a period of five (5) years 2020-12-18 11:00 RFB045/ 20/ 21
Outright purchase of Real Time PCR System for Tygerberg Medical School Campus, Virology Department Including Service and Maintenance for a period of five (5) years 2020-12-18 11:00 RFB 155/ 19/ 20
Placement/Outright purchase of High Volume DNA/RNA Extraction Instrument Including Service and Maintenance for a period of five (5) years for Tygerberg Medical School. 2020-12-18 11:00 RFB 063/ 20/ 21
Placement of Early Infant Diagnosis Assay (HIV Nucleic Acid Qualitative Detection) for the National Health Laboratory Service (NHLS) with Service and Maintenance for a period of three (3) years 2020-12-17 11:00 RFB016/ 20/ 21
Supply, install, test and commission one (1) x 220kva – 250 kva generator at The Playhouse Company, Mayville Complex 2020-12-29 11:00 PHC 70/ 2020
Consultancy service for: Expert Consultant Statistician to prepare “A Database on Trafficking in Persons and Smuggling of Migrants in the Horn of Africa” towards the production of “First Statistical Report on Trafficking in Persons and Smuggling of Migrants in Member States of the AU-Horn of Africa Initiative” 2020-12-15 11:00 AUC/DSA/C/010
Appointment of a Service Provider to Provide Fully Telephony Services for the KwaZulu-Natal Office of the Premier for Period of Thiry Six (36) Months. 2021-01-05 11:00 KZNB 40/ 2020/ 21
Appointment Of Service Provider To Provide Security and Guarding Services To The National Library Of South Africa Cape Town Campus In 5 And 62 Queen Victoria Street, For Period Of (36) Thirty-Six Months 2020-12-18 11:00 NLSA.SECURITY. CT16/ 2020- 2021
Appointment of a Cleaning Service Provider to Provide Cleaning Services to The National Library of South Africa Campus in Cape Town in 5 and 65 Queen Victoria Street for a period of (36) thirty-six months 2020-12-17 11:00 NLSA/ CLEANING. CT19/ 2020- 2021
Terms of Reference for the Appointment of a Service Provider to Digitise Selected Paper-Based Archival Records at the National Archives and Records Service of South Africa (NARSSA) 2020-12-21 11:00 NLSA/ NARRSA 09/ 2020- 2021
Terms of Reference for the Appointment of a Service Provider to Digitise 16mm and 35mm Films at the National Archives and Records Service of South Africa (NARSSA) from the date of appointment until the 31 march 2020. 2020-12-21 11:00 NLSA.NARSSA 05/ 2020- 2021
Provision of the Development and Maintenance of Learnership Programme within the NHFC 2021-01-08 11:00 CM01/ 11/ 2020
The appointment of a service provider to assist the National Energy Regulator with Translation Services for a period of three (3) years 2020-12-17 11:00 NERSA/ 2021/ CSM/ TS/ BID/ 005
Provision of Travel Management Services to MICT SETA for a period of five (5) years 2020-12-18 11:00 MICT- SETA/ TRAVEL/ 002/ 2020
Insurance Brokerage Services 2020-12-17 12:00 FAC/ 2020/ 037

Pages

Who is the bidder or his or her representative?

By Werner van Rooyen, Director of HowToTender (Pty) Ltd which specializes in tender consulting and tender training.

In Organ of State tenders, the Standard Bidding Document 4 – Declaration of Inters – ask in paragraph 2.1 the following: “Full name of bidder or his or her representative... Read More

Free Keyword search

Search all tender notices for FREE!

No subscription or registration required!

You can also search by the reference of the the tender.

Advanced search

Search by Issuer, Region or Sector, individually, or using any combination of the three.