How To Get Tenders In South Africa: Find, Apply, And Win

Winning tenders in South Africa isn’t just about spotting an opportunity and throwing a price at it. It’s a process: you need to be tender‑ready, know where to look, choose the right bids, and submit a compliant, competitive proposal that scores on functionality, price, and preference points. If you’re a supplier or SME, the good news is that government and corporates still spend billions annually, on everything from cleaning services and PPE to roadworks, IT, catering, and security. The gap? Many bids get disqualified for simple admin mistakes or poor strategy.

This guide walks you step‑by‑step through how to get tenders in South Africa, where to find verified opportunities, how to register correctly, what evaluators look for, and how to improve your score. You’ll also see practical examples, recent trends in procurement, and actionable tips tailored for local suppliers. Ready to bid smarter? Let’s get you set up the right way.

Understand How Tenders Work In South Africa

Tender Types, Thresholds, And Procurement Methods

Government and state-owned entities (SOEs) buy using different methods depending on the value and risk of what they’re procuring:

Request for Quotations (RFQs): Usually below the formal tender threshold (often under R1 million, but entities set specific limits). Quick turnaround: registered suppliers on the database get invited.
Open Tenders: Advertised publicly with a longer window (typically 21–30 days). Used for higher values and complex goods/services.
Panels and Framework Agreements: Pre-approved lists or long-term contracts for recurring needs (e.g., repairs, consulting, security). Getting onto a panel can mean steady work.
Sole Source/Emergency: Exceptional cases with strict justification, don’t expect this as a new supplier.

Private buyers (corporates, mining houses, retailers) run RFPs/RFQs and prefer vendor onboarding and panels too.

Public vs. Private Tenders And How They Differ

Public sector: Governed by the PFMA/MFMA, PPPFA, Treasury Regulations, and the 2022 Preferential Procurement Regulations. Rules are explicit, deadlines strict, and awards publish reasons. Non-compliance = automatic disqualification.
Private sector: More flexibility and negotiation. They’ll still evaluate on price, capability, safety, and compliance (e.g., COIDA, tax), but documentation and formats vary.

Strategy tip: Learn each buyer’s process. With municipalities, site meetings are often compulsory. With corporates, prioritize vendor registration and HSE standards.

Evaluation Basics: Functionality, Price, And Preference Points (PPPFA)

Most organs of state score in three stages:

Functionality (technical) – a minimum threshold (e.g., 70/100) must be met based on your methodology, experience, resources, and references.
Price – using the 80/20 or 90/10 system.
Preference points – “specific goals” under the 2022 Regulations (e.g., SMME, youth/women/people with disabilities ownership, township/rural participation, local production). Entities publish their specific goals and how they’ll allocate points. If you don’t provide proof, you won’t claim those points.

Bottom line: You must be compliant, technically credible, keenly priced, and aligned to the buyer’s specific goals.

Get Tender-Ready: Registrations And Compliance

Register On The Central Supplier Database (CSD) Correctly

Create your profile on the National Treasury CSD and keep it active.
Load accurate banking details (bank verification is automated), correct commodity codes, director info, and tax numbers.
Link associated entities carefully to avoid conflict-of-interest issues.
Update whenever your address, bank, directors, or tax status changes. Buyers pull your data directly from CSD.

Tax Compliance Status, B-BBEE Certificates/Affidavits, And Affiliation Proof

SARS Tax Compliance Status (TCS): Must be valid at submission and at award. Include the PIN.
B-BBEE: Use a SANAS-accredited certificate or a valid sworn affidavit (for qualifying EMEs/QSEs as allowed). Keep dates current. If claiming ownership points, ensure share registers and ID docs back it up.
Industry affiliations: Provide proof for professional bodies or OEM partnerships (e.g., IT vendor certifications, SETA accreditations). Evaluators love credible, relevant proof.

Sector Registrations: CIDB, NHBRC, PSIRA, SAHPRA, And Others

Construction: CIDB grading (e.g., 3CE/GB) for works tenders: NHBRC for home building.
Security: PSIRA registration for guarding and monitoring.
Health & pharma: SAHPRA licenses for medicines and devices: SAIOSH/Compensation requirements for OHS.
Transport & fleet: Operator cards, roadworthy, and relevant permits.
Food & catering: Health certificates, HACCP/ISO (if required by the bid).

Match your sector codes and gradings to the tender class. Bidding outside your grade usually means disqualification.

Core Documents: CIPC, Bank Letter, COIDA Letter Of Good Standing, UIF, And Municipal Rates

CIPC: Up-to-date company registration and active status.
Bank letter: Recent, stamped, matching your CSD info (or rely on CSD bank verification if allowed).
COIDA Letter of Good Standing: Many buyers require current OHS coverage.
UIF and PAYE proof: Especially for service tenders with staff.
Municipal rates: Proof you’re not in arrears (or a lease plus landlord’s municipal statement). Where you have arrears, provide a payment arrangement letter.

Pro tip: Build a “bid pack” folder with all current documents (PDFs named clearly). It cuts hours off every submission and reduces admin errors.

Where To Find Tenders

National eTender Portal And Provincial Portals

Start with the National Treasury eTender Publication Portal for open government opportunities. Then check provincial portals (Gauteng eTender, Western Cape eProcurement, KZN Treasury) because not everything cross-posts consistently.

Municipal Supply Chain Portals And Local Newspapers

Municipalities still publish in local papers and on their SCM webpages. For example, City of Johannesburg, City of Cape Town, eThekwini, Tshwane, Nelson Mandela Bay, each has its own portal and processes. Smaller municipalities sometimes rely on noticeboards and newspapers: subscribe to their newsletters when available.

State-Owned Entities: Eskom, Transnet, SANRAL, PRASA, And More

Eskom: Engineering, maintenance, coal/logistics, ICT.
Transnet: Ports, rail, freight logistics, consulting.
SANRAL: Roads, bridges, routine road maintenance.
PRASA: Rail refurbishments, security, rolling stock.
Other SOEs: Denel, ACSA, DBSA, IDC, Telkom, SABC.

Create vendor accounts where required and follow their specific submission portals.

Private Sector RFPs, Vendor Lists, And Marketplaces

Corporates and mines (Anglo, Sibanye, Shoprite, MTN, banks) issue RFPs on their supplier portals, LinkedIn, and via procurement networks. Build relationships with category managers, attend supplier open days, and complete vendor questionnaires early, before the RFP lands.

Using eTender SA Alerts, Filters, And Saved Searches

Time kills deals. Use eTender SA to:

Set keyword and industry alerts (e.g., “fencing”, “ICT support”, “catering”).
Filter by province, buyer, closing date, CIDB grade, or sector.
Save searches and get daily or instant notifications.
Track compulsory briefings and add them to your calendar.
Flag “designated sectors” and local content requirements so you don’t miss SABS declarations.

This reduces the noise and keeps you focused on verified, relevant tenders.

Analyze The Bid And Decide To Respond

Read The Bid Pack: Mandatory Requirements, Scope, And Deliverables

Don’t skim. Confirm:

Mandatory documents and forms (SBD/MBD, municipal rates, TCS PIN, CSD report, JV agreements, proof of equipment).
Scope of work/specifications and delivery locations.
Evaluation method and thresholds.
Contract period and SLAs.
Submission instructions (boxes, portals, envelopes, uploads) and closing date/time.

If even one mandatory item is missing, your bid is non-responsive.

Compulsory Briefings, Site Inspections, And Clarification Questions

If the briefing is compulsory, attendance registers are checked. Arrive early: pick up addenda and take photos of any signage or site conditions. Ask written clarification questions before the cut-off, buyers must issue the same answers to all bidders via addenda.

Bid/No-Bid Criteria: Capability, Capacity, Cash Flow, And Risk

Create a quick decision matrix:

Capability: Do you have the skills, accreditation, and track record?
Capacity: Do you have the team, equipment, and time to deliver now?
Cash flow: Can you carry costs until payment (often 30 days from invoice)?
Risk: Price volatility, imports, security, penalties, and location.

If two or more are weak, consider a joint venture or skip this one. Focus equals higher win rates.

Prepare A Compliant, Competitive Bid

Complete SBD/MBD Forms And Declarations Accurately

Use the forms included in the bid pack (e.g., SBD 1, 4, 6.1, 8, 9: municipal MBD equivalents). Sign where indicated, initial all pages if required, and ensure directors’ details match CIPC/CSD. Declare conflicts honestly. In JVs/consortiums, each party completes the required forms.

Technical Proposal: Methodology, Work Plan, Team CVs, And Past Performance

Methodology: Explain HOW you’ll deliver, step-by-step. Align to the scope, SLAs, and timeframes. Use the buyer’s language and headings.
Work plan: Provide a Gantt chart or timeline with milestones and dependencies.
Team: Include signed CVs with years of experience, qualifications, and role on the project: attach certifications.
Past performance: Provide at least 3–5 relevant references on letterheads with contactable details. Where allowed, include completion certificates, photos, or links.
Quality & risk: State your QA/QC process, safety plan, and risk mitigation (e.g., backups, spare stock, subcontractor contingencies).

Practical example: For routine road maintenance with SANRAL, show your plant list (graders, rollers), operator certifications, traffic management plan, and asphalt supply arrangements with contingencies.

Pricing: Cost Build-Up, VAT, Escalations, And Cash-Flow Planning

Build bottom-up: Labor, materials, equipment, travel, overheads, risk, and margin. Check unit rates and formulas, math errors cost bids.
VAT: Quote as instructed (VAT inclusive or exclusive) and ensure your tax status allows invoicing.
Escalations: If it’s a multi-year contract, state escalation assumptions (CPI, exchange rates) as per the bid rules.
Cash flow: Plan for deposits, bonds, insurance, and 30-day payment cycles. Include realistic lead times (imports need customs buffer).

Price to win, not to bleed. Too cheap triggers concern about deliverability: too high buries you.

Preferential Strategy: B-BBEE, Subcontracting, And Local Participation

Under the 2022 Preferential Procurement Regulations, organs of state set “specific goals”. Typical goals include:

Supplier development and participation by SMMEs, women, youth, or people with disabilities.
Local/township/rural participation.
Job creation and skills transfer.

Actions you can take:

Structure legitimate subcontracting to qualifying local partners.
Include signed intent letters and valid compliance docs for partners.
Show how your plan achieves those stated goals with measurable outputs.

Submission Rules: Packaging, Labeling, Digital Uploads, And Deadlines

Hard copy: Use separate, clearly labeled files (Original, Copy, Price/Financials if required). Seal envelopes/boxes and mark bid number, description, and closing date.
Digital: Follow file naming, format (PDF/Excel), and upload size rules. Don’t leave it to the last hour, portals get busy.
Deadlines: Late = rejected, no matter the excuse. Submit early and get proof of receipt (stamp, portal confirmation).

Improve Your Score: Pricing, Preference Points, And Local Content

80/20 And 90/10 Systems: Balancing Price And Preference

80/20 applies to lower-value tenders (threshold published by the buyer): 90/10 to higher values.
Highest points don’t always mean the lowest price. Aim for a sharp price while maximizing specific-goal points (aligned to B-BBEE, SMME participation, locality, etc.).
Do the math: Model scenarios to see where your price and preference points land.

Functionality Scoring: Evidence, Site References, And Samples

Treat functionality like an exam. If points are allocated for 5 references, provide 5, not 3.
Where samples or site visits are required, prepare early, wrong samples = zero points.
Add appendices with labeled evidence (A, B, C) that tie to the scoring table. Make the evaluator’s job easy.

Local Content, Designated Sectors, And SABS Declarations

Some sectors are “designated” for local production (e.g., buses, rail components, steel products, cement, PPE categories, textiles). If the tender requires local content:

Complete SABS/SBD local content forms correctly (including calculation schedules).
Obtain valid supplier declarations down the chain.
Keep proof for audits. Non-compliance leads to disqualification even if your price is best.

Joint Ventures, Consortiums, And Valid Subcontracting Agreements

Put JV agreements in writing with roles, percentages, bank arrangements, and authorized signatories.
Each party must supply compliance docs (CSD, tax, B-BBEE as applicable).
If subcontracting is mandatory (common in construction), attach signed agreements or letters of intent that match the tender’s minimum percentage.

After Submission And Award: Evaluations, Appeals, And Delivery

What Happens During Evaluation, Adjudication, And Award

Bids are opened, recorded, and evaluated for administrative compliance, then functionality. Price and preference are calculated for responsive bids. An evaluation committee recommends: an adjudication committee/authority approves. Awards are published with the winner and pricing or at least the outcome notice.

Timeline reality: Expect 30–120 days, sometimes longer. Keep your pricing valid for the period specified.

Requests For Reasons, Appeals, Objections, And Remedies

Not awarded? You can request reasons within the stated window (often 14 days). Use that feedback to improve. If you detect procedural irregularities, you can lodge an objection or follow internal appeal processes, and eventually consider legal remedies if justified. Keep it factual and professional, burning bridges hurts future bids.

Mobilization: SLAs, Purchase Orders, Insurance, And Performance Guarantees

Once awarded, don’t start work without a signed contract/PO. Confirm:

Service Level Agreements (KPIs, penalties, reporting).
Required insurances (public liability, professional indemnity, contractor’s all-risk).
Performance guarantees or bonds (often 5–10% in construction). Cost this into your price next time.
Onboarding: Site access permits, inductions, safety files, security clearances.

Project Execution: Quality Control, Invoicing, And Payment Terms

Deliver to spec, on time. Keep a variation log and submit change requests formally.
Invoicing: Include purchase order numbers, delivery notes, and sign-off sheets to avoid payment delays. Government targets 30-day payment from valid invoice, follow up politely with documentation.
Close-out: Handover packs, completion certificates, lessons learned. Good performance references fuel your next win.

Avoid Mistakes, Scams, And Compliance Risks

Non-Responsive Bids: Common Admin Errors To Eliminate

Missing signatures or using the wrong year’s SBD/MBD forms.
Expired B-BBEE affidavit/certificate or TCS PIN.
Ignoring compulsory site meetings or addenda.
Wrong envelope labeling or late delivery.
Pricing mismatches between the form and your spreadsheet.

Create a pre-submission checklist and do a peer review 48 hours before closing.

Fronting, Collusion, And Anti-Corruption Laws You Must Know

Fronting is illegal. Ownership and control must match reality: misrepresentation risks blacklisting.
PRECCA, PFMA/MFMA, and Competition Act penalties are severe. Don’t share price with competitors: don’t influence officials.
Maintain an internal ethics policy and train your team. Keep a conflict-of-interest register.

Tender Scams: Verification Steps And Red Flags

Fake PO scam: You’re sent a “purchase order” with a new collection address: the buyer disappears. Verify POs directly with the entity via the switchboard.
“You’ve won, pay a facilitation fee” scam: Government does not charge award fees. Walk away.
WhatsApp/Telegram tenders: Always cross-check on official portals.
Banking detail change emails: Call the supplier on a known number to verify, not the number in the email.

Use eTender SA to validate published tenders and link back to the original buyer page when available.

Conclusion

Getting tenders in South Africa is a repeatable system: stay compliant, search smart, bid only when you can deliver, and submit a clean, competitive, and credible proposal. Lean into the points system, price sharply, prove functionality, and plan your preferential strategy with real local partners. Then execute well so today’s award becomes tomorrow’s reference.

If you’re serious about winning more, don’t waste hours hunting scattered notices. Visit eTender SA to find verified tenders, set smart alerts, and focus on opportunities that fit your business. Your next contract could be one search away.

Frequently Asked Questions

What is the step-by-step way to get tenders in South Africa?

To get tenders in South Africa, become tender‑ready: register on the CSD, ensure SARS TCS and B-BBEE are valid, and gather sector registrations. Find opportunities on official portals, decide bid/no‑bid, then submit a compliant proposal that meets functionality thresholds, prices sharply, and aligns to specific goals for preference points.

Where can I find verified tenders in South Africa quickly?

Start with the National Treasury eTender Portal, then check provincial portals, municipal SCM pages, and SOE portals (Eskom, Transnet, SANRAL, PRASA). For private RFPs, use corporate supplier portals and LinkedIn. Tools like eTender SA let you set alerts, filter by province/CIDB grade, track briefings, and avoid unverified notices.

What documents do I need to be tender‑ready?

Keep a current bid pack: CSD registration, SARS Tax Compliance Status PIN, B-BBEE certificate/affidavit, CIPC docs, bank letter or CSD bank verification, COIDA Letter of Good Standing, UIF/PAYE, and municipal rates proof. Add sector registrations like CIDB/NHBRC (construction), PSIRA (security), SAHPRA (health), and any OEM/professional affiliations.

How are government tenders evaluated on functionality, price, and preference?

Most organs of state assess in stages: administrative compliance, functionality (minimum threshold, e.g., 70/100), then price using 80/20 or 90/10, plus preference points for specific goals under the 2022 Regulations (e.g., SMMEs, youth/women ownership, locality, local production). Provide proof to claim points; missing evidence means zero.

Can a foreign or new company win tenders in South Africa?

Yes. Foreign and new companies can bid, but must register on the CSD, meet tax and sector compliance where applicable, and satisfy any local content rules for designated sectors. Partnering or subcontracting with compliant local firms can strengthen functionality and preference scoring. Provide relevant references; international projects can count if comparable.

Are there fees to apply for tenders, and how do I avoid scams?

Many government bids are free on official portals, though some entities may charge nominal document fees. Government never charges “award” or facilitation fees. Verify purchase orders via the entity’s switchboard, cross‑check WhatsApp/Telegram notices on official sites, and beware banking‑detail change emails—call known contacts to confirm before acting.