How To Apply For Tenders In South Africa: A Step-By-Step Guide For SMEs

If you’re asking, “how do I apply for tenders in South Africa?” you’re in the right place. Tendering isn’t just paperwork, it’s a growth engine for South African SMEs, from construction firms in Limpopo to catering companies in Cape Town and IT support teams in Durban. This guide breaks down the entire process in plain language: where to find legit tenders, how the points work, what to submit, and how to stand out without overspending. You’ll get examples, checklists, and recent trends shaping public and private procurement, plus a practical path to verified opportunities on eTender SA.

Understand How Tenders Work In South Africa

Types Of Solicitation: RFQ, RFP, And Formal Tenders

RFQ (Request for Quotation): Typically under a threshold (often for low-value items or once-off services). Focus on price, quick turnaround, simple forms.
RFP (Request for Proposal): Used when the buyer needs a solution or methodology (e.g., IT systems, consulting). Heavier on technical approach and team credentials.
Formal/Competitive Tenders (Open or Closed): Advertised widely, strict compliance rules, and scored on functionality plus price and preference points under the PPPFA.

Tip: Treat RFQs as practice reps. They help you refine pricing and admin without the long lead time of big tenders.

Who Issues Tenders: National, Provincial, Municipal, SOEs, And Private

National and Provincial Departments (PFMA institutions): Health, Education, Transport, etc.
Municipalities and Municipal Entities (MFMA institutions): Water, waste, roads, local services.
State-Owned Enterprises (SOEs): Eskom, Transnet, PRASA, SANRAL, Telkom, etc., often large, specialized contracts.
Private Sector: Mining houses, banks, retailers, property managers: typically use their own supply portals and due diligence.

Each buyer has its own supply chain management (SCM) rules and templates. Always read the specific instructions for that entity.

Thresholds, Functionality, And The 80/20 vs 90/10 Points System

Thresholds: Below a certain value, buyers may get three quotes (RFQ): above that, they must advertise openly. Values vary by institution and policy, check each tender pack.
Functionality: A gatekeeper. Your proposal must meet minimum technical criteria (e.g., capacity, experience, methodology) before price/preference are scored.
80/20 vs 90/10: Preference point systems under the PPPFA allocate points for price and for specific goals (which may include goals like promoting SMMEs, women- or youth-owned businesses, local content, etc.).
80/20: Used for lower-value bids (price = 80, specific goals = 20).
90/10: Higher-value bids (price = 90, specific goals = 10).

Recent trend: Organs of state are increasingly explicit about their specific goals and evidence required (e.g., share registers, CSD ownership data). Make sure your documentation aligns, or you’ll lose easy points.

Get Your Business Tender-Ready

Core Compliance: CIPC, Bank Letter, SARS Tax PIN, And Central Supplier Database (CSD)

CIPC: Your company must be registered and active. Ensure directors are up-to-date and the registered address is correct.
Bank Letter/Confirmation: A recent bank letter on official letterhead confirming account details reduces payment friction.
SARS Tax Compliance PIN: Bidders must be tax-compliant. The PIN lets buyers verify status online: make sure there are no outstanding returns.
CSD Registration (www.csd.gov.za): Mandatory for government tenders. Keep your CSD profile accurate, commodity codes, bank details, B-BBEE info, directors, and contact details must be current.

Action step: Block a morning to review your CSD profile. Many responsive bids fail later due to outdated data.

B-BBEE Affidavit/Certificate And How It Impacts Points

Turnover under thresholds (EMEs and some QSEs) may submit a sworn B-BBEE affidavit instead of a certificate: larger firms need a SANAS-accredited B-BBEE certificate.
Preference points: Your B-BBEE level can influence how many specific-goal points you secure (as defined by the tender). Ensure your document is valid, signed, and reflects current shareholding.
Ownership transparency: Align your B-BBEE info on your affidavit/certificate with what’s on CSD, discrepancies are red flags.

Sector-Specific Requirements: CIDB, COID, UIF, OHS, And Industry Registrations

Construction: CIDB grading (e.g., 3CE/GB) for works contracts: valid COID (Compensation Fund), safety plan, and often a letter of good standing.
Security: PSIRA registration for guarding, armed response, and related services.
Health: HPCSA/SANC/SAPC registrations depending on professional services: medical waste permits where relevant.
Transport/Logistics: Operating licenses, roadworthy certificates, and goods permits.
General: UIF compliance, OHS Act adherence, and sometimes ISO standards for quality or safety.

Capability Building: References, Past Performance, And Smart Partnerships

References: Gather signed reference letters on client letterheads with contact details, contract values, and performance notes.
Project sheets: One-page summaries of past work with photos, scope, budget, and outcomes, gold for functionality scoring.
Partnerships/Subcontracting: Team with specialists for gaps (e.g., partner an experienced foreman for a 3GB construction tender). Formalize roles in a JV or subcontracting agreement and include CVs and resources in your bid.
Capacity signals: List equipment, leased assets, premises, and staff CVs. If you’ll hire or rent on award, state how and provide quotes or letters of intent.

Where To Find Legit Tenders

National Treasury eTender Publication Portal And Government Tender Bulletins

eTender Publication Portal (www.etenders.gov.za): Central place for many national and provincial opportunities, free and official.
Government Tender Bulletin: Weekly publication listing public tenders and awards.

Use filters by province, department, and category. Set reminders for closing dates.

Municipal And SOE SCM Portals And Supplier Databases

Municipal websites: Look for “Supply Chain” or “Tenders” pages. Examples: City of Johannesburg, City of Cape Town, eThekwini.
SOEs: Eskom, Transnet, SANRAL, PRASA, ACSA, Telkom often publish on their own portals and may require supplier registration.
Supplier databases: Some entities invite quotes from registered suppliers, keep your profiles current and commodity codes accurate.

Private Sector Portals And Verified Aggregators

Corporate portals: Banks, mines, retailers, property and facilities managers.
Verified aggregators: Platforms like eTender SA consolidate public and private opportunities, send alerts, and help you avoid fakes. This saves hours and reduces the risk of missing niche opportunities.

Red Flags And How To Avoid Tender Scams

No government body will ask you to pay a “release fee” via WhatsApp or personal bank accounts. If payment is required for documents, it’s through official channels with a receipt.
Check the domain: .gov.za for government. Look up bid numbers on official portals.
Overly urgent “48-hour award” claims or requests to pay to secure a win are fraudulent.
Verify contact details against the department’s switchboard. When in doubt, walk away.

Read The Tender Pack Like A Pro

Mandatory Requirements, Eligibility, And Disqualification Triggers

Mandatory items are non-negotiable: CSD report, tax compliance PIN, signed SBD/MBD forms, CIDB grade, compulsory briefing attendance register, etc.
Eligibility checks: Ensure your business type, experience, and registrations match the scope. If the tender requires 3 years’ experience, provide dated proof.
Disqualification triggers: Missing signatures, altered forms, wrong envelopes, late bids, or not meeting minimum functionality thresholds.

Evaluation Criteria: Functionality, Price, And Preference Points

Functionality: Typically scored out of 100 with a minimum threshold (e.g., 70). Criteria often include methodology, team CVs, equipment, and relevant experience.
Price: Calculated formula favors lowest acceptable price but quality and functionality must be met first.
Preference points: Awarded for specific goals defined in the tender (e.g., SMME development, ownership by women or youth, local production). Provide exact supporting proof.

Compulsory Briefings, Site Visits, And Due Dates

Briefings/site visits: Often compulsory. Sign the attendance register and ask smart questions. Missing a compulsory session = disqualification.
Due dates: Note closing date and time. Most public entities are strict, 1 minute late is late.
Addenda: Clarifications or corrections posted after briefing: they may alter pricing or scope. Always download and acknowledge them.

Local Content, Designated Sectors, Subcontracting, And Pre-Qualification

Local Content: Certain products (e.g., PPE items, steel products) require minimum South African content. Use the official Annexures (e.g., SBD 6.2) and supporting calculations, signed.
Designated Sectors: Where DTIC has set local production thresholds, non-compliance leads to rejection.
Pre-Qualification: Some tenders restrict participation (e.g., only EMEs/QSEs: or minimum B-BBEE level).
Subcontracting: Some bids require a percentage to be subcontracted to targeted groups. Name the subcontractor and include agreements and credentials.

Prepare A Compliant, Competitive Bid

Admin Bundle: SBD/MBD Forms, Declarations, And Supporting Documents

Prepare a clean admin pack:

SBD/MBD forms: SBD 1 (invitation), SBD 3.1/3.2 (pricing), SBD 4 (declaration of interest), SBD 6.1/6.2 (preference and local content), SBD 8 (past practices), SBD 9 (independent bid determination). Municipal MBD equivalents mirror these.
CSD summary report, SARS PIN, B-BBEE affidavit/certificate, ID copies for directors (if requested), proof of address, bank letter, COID/PSIRA/CIDB where relevant.
Addenda acknowledgments, attendance registers, JV/subcontract agreements, and reference letters.

Create a table of contents and index dividers. Small touches help evaluators find what they need fast.

Technical Proposal: Methodology, Team, Work Plan, And Quality Assurance

Methodology: Explain “how” you’ll deliver, step-by-step processes, standards, and tools. Convert requirements into a clear plan with milestones.
Team: Short bios with role relevance and years of experience. Attach concise CVs and key certifications.
Work Plan: Gantt-style schedule, resourcing, and risk buffers. If delivery depends on suppliers, attach letters of availability.
Quality Assurance: Inspection/test plans, checklists, snag lists, and escalation paths. Reference applicable SANS, OHS, or ISO standards.

Pro tip: Mirror the evaluation criteria headings in your proposal. If functionality allocates 20 points to “experience,” make that section obvious and evidence-heavy.

Pricing Strategy: Costing, Market Rates, And PPPFA Scoring

Build from the bill of quantities/scope: Materials, labor, transport, overheads, risk contingency, and profit.
Benchmark: Compare against recent awards (often listed in bulletins), supplier quotes, and industry rates. Don’t be the outlier without reason.
Sensitivity-check your margin: Underpricing risks cash flow: overpricing kills your points. Aim for competitive, not desperate.
Clarify inclusions/exclusions: Avoid assumptions: state VAT status and any escalation rules.

Risk, Delivery Schedule, And Compliance Plans

Risk Register: Identify top 5–10 risks (supply delays, load shedding, weather, key-staff availability) and mitigations.
Delivery Schedule: Align to client timelines: show buffers for approvals.
Compliance Plans: Safety file, environmental management, local content documentation, and subcontracting plans. Attach templates you’ll use on site.

Real-world example: A catering SME won a municipal canteen tender by showing a two-kitchen redundancy plan for load shedding, pre-approved supplier alternates, and a food safety audit schedule. Functionality points jumped because the plan felt executable.

Submit Correctly And On Time

Submission Formats: Hard Copy, Online Portals, And Email Rules

Hard copy: Original plus copies, ring-bound or lever-arch as requested. No USBs unless specified.
Online: Upload to the buyer’s portal: watch file size limits and required formats (often PDF). Don’t leave uploads for the last hour.
Email: Only if permitted. Use the exact subject line, split large files as instructed, and request a delivery receipt.

Sealing, Labeling, Bid Boxes, And Late Bid Policies

Envelope: Seal properly. Label with bid number, description, closing date/time, and your company name. If two-envelope system is used, separate “Admin/Technical” and “Financial” clearly.
Bid box: Find the correct physical address and room. Some entities have multiple boxes for different departments.
Late bids: Zero tolerance. Even 1 minute late equals disqualification, plan to arrive a day early if you can.

Handling Clarifications, Addenda, And Record-Keeping

Clarifications: Ask questions before the deadline: keep it professional and concise.
Addenda: Print/sign all addenda acknowledgments and include them: update pricing if scope changes.
Records: Keep a full digital copy of what you submitted, plus the courier proof or submission receipt. This helps if disputes arise.

From Evaluation To Delivery

What Happens After Opening: Responsiveness, Functionality, And Scoring

Responsiveness check: Admin compliance and mandatory requirements.
Functionality evaluation: Scored by a technical team: non-compliant bids drop here.
Price/preference points: Applied only after passing functionality.
Adjudication: A committee recommends the award: approvals follow internal delegations.

Clarifications, Presentations, Due Diligence, And Negotiations

Clarifications: You may be asked to explain parts of your bid (no new pricing).
Presentations/site visits: Be ready to demo capability and show premises/equipment.
Due diligence: They may verify references and check that your staff/equipment exists.
Negotiations: Some entities negotiate with the highest-ranked bidder for better value without changing the scope unfairly.

Award, Contracting, Guarantees, And SLAs

Award notice: Published on the portal/bulletin with the winning price.
Contracting: Sign a service level agreement (SLA) or issue acceptance of offer. Read penalties, delivery times, and variation rules carefully.
Performance guarantees/retention: Common in construction and large supply contracts, budget for it.

Mobilization, Performance Management, Invoicing, And 30-Day Payments

Mobilization: Kick-off meeting, delivery schedule, safety file approval, and access permits.
Performance management: Meet KPIs: keep daily/weekly records and submit progress reports.
Invoicing: Submit accurate invoices with purchase order (PO) numbers, delivery notes, and statements.
Payment: Public entities generally follow 30-day payment rules after receipt of a valid invoice. Chase politely with statements if overdue: keep proof of delivery tight.

Tip: Cash flow kills good projects. Arrange an overdraft or invoice finance for big supply items before mobilizing.

Practical Examples, Templates, And Checklists

30-Day Tender-Readiness Timeline Example

Days 1–3: CIPC health check: update director info: get bank letter.
Days 4–6: Resolve SARS issues: secure valid Tax Compliance PIN.
Days 7–10: Register/update CSD profile: upload B-BBEE affidavit/certificate.
Days 11–15: Compile reference letters: create two-page project sheets with photos.
Days 16–18: Gather sector documents (CIDB, COID, PSIRA, UIF, OHS plan).
Days 19–22: Build admin templates (forms index, file naming, cover letters).
Days 23–26: Draft universal technical sections (company profile, QA plan, risk register).
Days 27–30: Create a pricing model spreadsheet and a submission checklist: run a mock tender submission drill.

Document And Compliance Checklist (General And Construction)

General tenders:

Company docs: CIPC certificate, ID copies (if required), proof of address, bank letter.
Compliance: CSD report, SARS PIN, B-BBEE affidavit/certificate.
Forms: SBD/MBD suite completed and signed: addenda acknowledgments.
Evidence: References, project sheets, CVs, equipment list, insurance cover.

Construction extras:

CIDB grading letter: work capability per class (GB/CE/ME etc.).
COID letter of good standing: Safety Plan: Fall Protection Plan.
Plant/equipment ownership or rental agreements: calibration certificates if needed.
Method statements for key trades: environmental management plan.

Common Mistakes And How To Fix Them On Your Next Bid

Missing signatures/dates: Create a sign-off page and a final pre-submission audit.
Generic methodology: Rewrite using the client’s scope language: add site-specific risks.
Weak references: Call past clients for updated letters with values, dates, and outcomes.
Price-only focus: If functionality has a 70-point threshold, invest in strong technical content first.
Late or messy submissions: Pack a day early: assign a “bid controller” to enforce naming and indexing.
Ignoring addenda: Subscribe to alerts and re-check the portal 48 hours before closing.

Example: An IT SME lost on functionality because CVs lacked certifications. Next round, they added vendor certs, mapped skills to each requirement, and included a 90-day stabilization plan. They cleared the threshold, and priced within 2% of the winner.

Conclusion

Now you’ve got the full picture, from “how do I apply for tenders in South Africa” to submitting a compliant bid and delivering on time. Start by getting tender-ready (CSD, SARS, B-BBEE), track real opportunities on official portals, read the pack closely, and assemble a bid that hits functionality, price, and specific-goal points without guesswork.

Ready to find real, verified tenders without the noise? Visit eTender SA today to browse curated opportunities, set alerts, and move faster on bids that fit your business.

Frequently Asked Questions

How do I apply for tenders in South Africa?

Get tender‑ready first: register your company (CIPC), obtain a SARS Tax Compliance PIN, and complete Central Supplier Database (CSD) registration. Find opportunities on official portals, read the tender pack, attend compulsory briefings, compile SBD/MBD forms, submit a solid technical and pricing proposal, and deliver your bid before the deadline.

Where can I find legitimate tenders in South Africa?

Use the National Treasury eTender Publication Portal and the Government Tender Bulletin for public opportunities. Check municipal and SOE supply chain portals (e.g., Eskom, Transnet). For broader coverage, verified aggregators like eTender SA help you apply for tenders in South Africa faster with alerts and scam filtering.

What documents are required to apply for tenders in South Africa?

Typically: CIPC registration, bank letter, SARS Tax Compliance PIN, CSD report, and a valid B‑BBEE affidavit/certificate. Add sector items like CIDB, COID, or PSIRA where relevant, plus references, CVs, equipment lists, and signed addenda. Complete SBD/MBD forms precisely to avoid responsiveness failures.

How do the 80/20 and 90/10 points systems work under the PPPFA?

After meeting functionality thresholds, bids are scored on price and specific goals. For lower‑value tenders, 80/20 applies (80 price, 20 specific goals). Higher‑value tenders use 90/10. Provide exact evidence for goals (e.g., ownership, local content). Missing proof means lost points despite competitive pricing.

Can foreign companies bid for South African tenders?

Yes. Many tenders allow foreign bidders, but you’ll usually need CSD registration, SARS tax compliance (or an arrangement), and to meet sector regulations. Designated‑sector local content rules can be mandatory. B‑BBEE doesn’t bar entry but affects preference points. Partnering with compliant local firms can strengthen bids.

How long do tender evaluations and awards typically take?

Timelines vary by entity and complexity, but evaluations often run 30–90 days after closing. Add time for clarifications, site visits, and internal approvals. Awards are published on official portals or bulletins. Plan cash flow accordingly and maintain bid records to respond quickly if due diligence queries arise.