How to Submit eTenders in South Africa: Complete Guide 2025

Submitting eTenders in South Africa can be confusing for first-time bidders. Between portal registration, document preparation, and submission procedures, there are many steps where mistakes can disqualify your bid. This comprehensive guide walks you through the entire eTender submission process, from start to finish.

What Are eTenders?

Understanding eTenders in South Africa

eTenders (electronic tenders) are government procurement opportunities published and managed electronically through the National Treasury eTender portal (etenders.gov.za). eTenders represent the modernization of South Africa's tender system, moving from paper-based to digital submission.

Types of eTenders

1. RFQ (Request for Quotation)

• Simple price quotes for defined products/services
• Shorter preparation time
• Price-focused evaluation

2. RFP (Request for Proposal)

• Complex projects requiring detailed proposals
• Methodology and capability evaluation
• Longer preparation time

3. EOI (Expression of Interest)

• Pre-qualification before formal tender
• Assesses capability and interest
• Not binding

4. RFI (Request for Information)

• Market research by government
• Information gathering only
• May lead to formal tender later

Before You Start: Essential Requirements

1. Company Registration Documents

CIPC Registration You must have a registered company or close corporation:

• CIPC registration certificate
• Company profile (CK1/CK2)
• CIPC registration number
• Valid and in good standing

Sole Proprietors Can also bid for tenders but need:

• ID document
• Proof of business registration
• Tax number

2. Tax Compliance

SARS Tax Clearance Certificate Absolutely mandatory for ALL government tenders:

• Valid tax clearance certificate from SARS
• Obtain through SARS eFiling
• Must be current (check expiry date)
• Both company and personal tax compliance required

How to Get Tax Clearance:

1. Register on SARS eFiling (www.sarsefiling.co.za)
2. Submit all outstanding tax returns
3. Request tax clearance certificate
4. Download PDF certificate
5. Processing time: 21 days (if compliant)

3. Central Supplier Database (CSD) Registration

CSD is MANDATORY for all government suppliers:

What is CSD? The Central Supplier Database (csd.gov.za) is the National Treasury's database of approved suppliers. No CSD = No tender submission.

How to Register on CSD:

Step 1: Create Account

• Visit csd.gov.za
• Click "Supplier Registration"
• Complete online form
• Create username and password

Step 2: Complete Profile

• Company details
• Directors and shareholders
• Contact information
• Banking details
• Tax information

Step 3: Upload Documents

• CIPC registration certificate
• Tax clearance certificate
• B-BBEE certificate
• ID documents of directors
• Proof of banking details

Step 4: Submit for Approval

• Review all information
• Submit application
• Wait for verification (5-10 working days)
• Receive CSD supplier number

IMPORTANT: CSD registration is FREE. Beware of scammers charging for this service.

4. B-BBEE Certification

Broad-Based Black Economic Empowerment Certificate:

Why It's Important:

• Preferential points in tender evaluation
• 10-20 points allocation based on BEE level
• Higher BEE level = more points = better chance

BEE Levels:

• Level 1: 20 points (highest preference)
• Level 2: 18 points
• Level 3: 16 points
• Level 4: 12 points
• Level 5-8: 8-4 points
• Non-compliant: 0 points

How to Get BEE Certificate:

For EMEs (Turnover <R10 million):

• Sworn Affidavit (no verification needed)
• Free to obtain from attorney/commissioner of oaths
• Valid for 12 months

For QSEs (Turnover R10-R50 million):

• Verification certificate from SANAS-accredited agency
• Cost: R5,000 - R15,000
• Valid for 12 months

For Large Enterprises (Turnover >R50 million):

• Full verification by SANAS-accredited agency
• Cost: R15,000 - R50,000+
• Valid for 12 months

5. Municipal Rates Clearance

Some tenders require proof of municipal rates payment:

• Rates and taxes clearance certificate
• From municipality where business operates
• Shows no arrears on rates and taxes

6. Sector-Specific Requirements

Construction Tenders:

• CIDB registration (mandatory)
• Appropriate CIDB grade and class
• Active registration status

Professional Services:

• Professional registration (ECSA, SACPCMP, SACAP, etc.)
• Professional indemnity insurance
• Professional certificates

Security Services:

• PSIRA registration
• Security certificates
• Insurance coverage

Step-by-Step eTender Submission Process

Step 1: Find Relevant Tenders

Option 1: Manual Search on eTenders Portal

• Visit etenders.gov.za
• Use search function
• Filter by category, department, province
• Check daily for new tenders

Option 2: Use ProTenders Platform (Recommended)

• Search all government tenders in one place
• Advanced filtering by keywords, location, value
• Set up automatic alerts for new tenders
• Never miss opportunities
• Save hours of manual searching

Step 2: Download All Tender Documents

Critical Documents to Download:

1. Bid Specification

• SBD forms (Standard Bidding Documents)
• SBD 1: Invitation to bid
• SBD 3.3: Pricing schedule
• SBD 4: Declaration of interest
• SBD 6.1: Preference points claim form
• SBD 8: Declaration of bidder's past supply chain practices
• SBD 9: Certificate of independent bid determination

2. Terms and Conditions

• General conditions of contract
• Special conditions (if any)
• Payment terms
• Delivery requirements

3. Technical Specifications

• Detailed product/service requirements
• Quality standards
• Performance criteria
• Scope of work

4. Annexures

• Additional forms
• Templates
• Checklists
• Site plans (for construction)

IMPORTANT: Download ALL documents. Missing one document can disqualify your bid.

Step 3: Attend Compulsory Briefing (If Required)

Many tenders have compulsory briefing sessions:

What Happens at Briefings:

• Tender overview and explanation
• Site inspection (for construction/works)
• Question and answer session
• Clarification of requirements
• Networking with potential partners

Critical Rules:

• Attendance is often MANDATORY
• Non-attendance = automatic disqualification
• Bring attendance register confirmation
• Ask questions for clarifications
• Take detailed notes

What to Bring:

• Notepad and pen
• Camera (for site conditions)
• Measuring tape (for construction)
• Company stamp
• Business cards

Step 4: Prepare Your Bid Documents

Administrative Compliance Section:

1. Company Documents:

• CIPC registration certificate
• Company profile (CK1/CK2)
• ID copies of directors (certified)
• Proof of banking details (cancelled cheque/bank letter)

2. Compliance Certificates:

• Valid tax clearance certificate
• CSD supplier registration confirmation
• B-BBEE certificate or sworn affidavit
• Municipal rates clearance (if required)
• CIDB certificate (construction only)
• Professional registration (if applicable)

3. Completed SBD Forms:

• ALL SBD forms fully completed
• Signed by authorized signatory
• Company stamp on each page
• No alterations without initialing

Technical Proposal Section (for RFPs):

1. Understanding of Requirements:

• Demonstrate you understand the project
• Address all evaluation criteria
• Show how you'll meet objectives

2. Methodology:

• Detailed approach and methodology
• Implementation plan
• Project schedule/timeline
• Risk management strategy
• Quality assurance processes

3. Company Capability:

• Company profile and history
• Relevant experience
• Case studies of similar projects
• Client references
• Equipment and resources

4. Project Team:

• Key personnel CVs
• Qualifications and certifications
• Organogram
• Roles and responsibilities

5. Value Additions:

• Additional services offered
• Innovations or improvements
• Local content
• Skills development

Pricing Section:

1. Detailed Pricing:

• Complete pricing schedule (SBD 3.3)
• Unit prices clearly stated
• Total prices calculated correctly
• VAT treatment specified
• Payment terms accepted

2. Price Breakdown:

• Labor costs
• Material costs
• Equipment costs
• Overheads
• Profit margin
• Contingencies

3. Price Justification (for RFPs):

• Value for money demonstration
• Cost drivers explained
• Comparison with market rates

Step 5: Review and Quality Check

Before Submission Checklist:

Administrative Compliance:

• [ ] All SBD forms completed and signed
• [ ] CIPC registration certificate attached
• [ ] Valid tax clearance attached
• [ ] CSD registration proof attached
• [ ] B-BBEE certificate attached
• [ ] ID copies of directors certified
• [ ] Banking details proof attached
• [ ] Sector-specific certificates attached

Technical Compliance:

• [ ] All evaluation criteria addressed
• [ ] Methodology clearly explained
• [ ] Project team CVs included
• [ ] Relevant case studies provided
• [ ] References contactable
• [ ] All questions in tender answered

Pricing:

• [ ] Pricing schedule fully completed
• [ ] All calculations correct
• [ ] VAT treatment correct
• [ ] No arithmetic errors
• [ ] Price validity period noted

General:

• [ ] All pages numbered
• [ ] Documents organized logically
• [ ] Tender number referenced throughout
• [ ] Closing date and time confirmed
• [ ] Submission method confirmed
• [ ] Briefing attendance confirmed (if applicable)

Step 6: Submission Methods

Option 1: Electronic Submission (eTender Portal)

For Electronic Submissions:

1. Register on eTender portal
2. Log into your account
3. Find the specific tender
4. Click "Submit Bid"
5. Upload required documents (PDF format)
6. Complete online forms
7. Review submission
8. Click "Submit"
9. Receive confirmation email
10. Save confirmation reference number

Electronic Submission Tips:

• Submit at least 24 hours before deadline
• Check file size limits (usually 10-20MB per file)
• Combine multiple documents into PDFs
• Name files clearly (e.g., "CompanyName_TaxClearance.pdf")
• Test internet connection beforehand
• Have technical support number ready

Option 2: Physical Submission

For Physical/Hardcopy Submissions:

Packaging Requirements:

• Sealed envelope or box
• Tender number clearly marked on outside
• Company name and address on outside
• "DO NOT OPEN BEFORE CLOSING DATE" marked
• Closing date and time noted

What to Include:

• Original signed bid documents
• All required certificates (originals or certified copies)
• Completed and signed SBD forms
• Technical proposal (bound and professional)
• Pricing schedule
• USB/CD with electronic copies (if requested)

Delivery:

• Hand deliver to specified address
• Tender box at specified location
• Obtain receipt with date and time stamp
• Keep copy of receipt
• Arrive well before closing time

NEVER:

• Fax submissions (unless specifically allowed)
• Email submissions (unless specifically allowed)
• Late submissions (rejected without exception)

Step 7: After Submission

Immediate Actions:

• Save submission confirmation
• Calendar the evaluation period
• Prepare for possible presentations
• Maintain availability for clarifications

Follow-Up:

• Monitor eTender portal for updates
• Respond promptly to clarification requests
• Prepare for bid presentations if called
• Attend bid opening (if public opening specified)

Common eTender Submission Mistakes (And How to Avoid Them)

Mistake 1: Late Submission

Problem: Submitting after closing date/time = automatic disqualification

Solution:

• Submit 24-48 hours early
• Set multiple calendar reminders
• Account for traffic (physical submission)
• Account for internet issues (electronic submission)
• Have backup submission plan

Mistake 2: Missing Documents

Problem: One missing certificate = disqualification

Solution:

• Use tender document checklist
• Check off each requirement
• Review multiple times
• Have colleague double-check
• Create a master compliance folder

Mistake 3: Incomplete SBD Forms

Problem: Unsigned or incomplete SBD forms = disqualification

Solution:

• Read instructions on each SBD form carefully
• Complete ALL fields (write "N/A" if not applicable)
• Sign where required
• Stamp each page
• Check signatures match registered signatories

Mistake 4: Expired Certificates

Problem: Tax clearance or BEE certificate expired = non-compliance

Solution:

• Check validity dates before submission
• Renew certificates well before tender deadlines
• Set renewal reminders in calendar
• Keep digital copies accessible

Mistake 5: Arithmetic Errors in Pricing

Problem: Calculation errors in pricing schedule

Solution:

• Use spreadsheets for calculations
• Double-check all arithmetic
• Have someone else verify totals
• Use calculator for manual forms
• Ensure units match (e.g., per item vs per month)

Mistake 6: Not Reading Full Specifications

Problem: Proposing solution that doesn't meet requirements

Solution:

• Read EVERY document thoroughly
• Highlight key requirements
• Address each requirement specifically
• Create compliance matrix
• Don't assume or guess

Mistake 7: Missing Compulsory Briefing

Problem: Non-attendance at mandatory briefing = disqualification

Solution:

• Check if briefing is compulsory
• Diarize briefing date/time immediately
• Bring attendance register
• Get sign-in confirmation
• Attach proof to bid

Mistake 8: Wrong Submission Method

Problem: Emailing bid when physical submission required

Solution:

• Read submission instructions carefully
• Confirm submission method
• Follow instructions exactly
• Confirm delivery address if physical
• Test electronic portal if digital

eTender Evaluation Process (What Happens After Submission)

Stage 1: Administrative Compliance

What is Checked:

• All required documents present
• SBD forms completed correctly
• Certificates valid and current
• Signatures and stamps present
• Tender number referenced

Outcome:

• Compliant bids proceed to next stage
• Non-compliant bids disqualified
• No second chances for missing documents

Stage 2: Technical Evaluation (for RFPs)

What is Evaluated:

• Understanding of requirements
• Proposed methodology
• Company capability and experience
• Project team qualifications
• Case studies and references
• Implementation plan
• Risk management

Scoring:

• Each criterion assigned points
• Minimum threshold (typically 60-70%)
• Must meet minimum to proceed
• Below threshold = eliminated

Stage 3: Price Evaluation

How Pricing is Scored:

For RFQs (simple quotations):

• Lowest compliant price wins
• 100 points to lowest bidder
• Others scored proportionally

For RFPs (complex proposals):

• 80/20 or 90/10 system used
• 80 points for price, 20 for BBBEE (or 90/10)
• Lowest price gets maximum points
• Formula: (Lowest price / Your price) x Points

Stage 4: B-BBEE Points

Points Awarded by BEE Level:

• Level 1: 20 points (in 80/20 system)
• Level 2: 18 points
• Level 3: 14 points
• Level 4: 12 points
• Levels 5-8: 8-4 points
• Non-compliant: 0 points

Stage 5: Final Scoring

Total Score Calculation:

• Technical score (if applicable)
• Price score
• BEE points
• Total score ranking

Award Decision:

• Highest scoring bidder recommended
• Subject to due diligence checks
• Contract negotiations
• Formal award notification

Timeline:

• Evaluation: 30-90 days typical
• Complex tenders: up to 6 months
• You'll be notified of outcome

After Award: What Happens Next

If You Win

Award Notification:

• Official award letter
• Contract value confirmed
• Contract signing arrangement
• Commencement date

Contract Signing:

• Review contract carefully
• Negotiate if needed (minor adjustments)
• Sign formal contract
• Provide required insurances
• Submit performance guarantees (if required)

Project Kickoff:

• Attend inception meeting
• Submit detailed work plan
• Provide invoicing details
• Begin work as per contract

If You Don't Win

Request Feedback:

• Written request to accounting officer
• Ask for scoring breakdown
• Understand where you lost points
• Learn for next bid

Check Award Legality:

• Verify winner meets requirements
• Check for tender irregularities
• Lodge complaint if genuine concerns
• Time limits apply for disputes

Improve for Next Time:

• Analyze your bid weaknesses
• Update company capabilities
• Improve proposal quality
• Consider partnerships

Tips for Successful eTender Submissions

1. Start Early

Don't Wait Until Last Minute:

• Download documents immediately
• Start preparing as soon as possible
• Allow time for gathering certificates
• Leave room for unexpected delays

2. Create Standard Templates

Prepare Reusable Content:

• Company profile template
• Standard CVs for key personnel
• Case study templates
• Methodology frameworks
• Reference letter template

3. Maintain a Compliance Folder

Digital Folder with Current Certificates:

• Tax clearance (renew before expiry)
• BEE certificate (annual renewal)
• CIPC documents (always current)
• Insurance certificates
• Professional registrations
• CSD confirmation

4. Read Everything Thoroughly

No Skipping or Assuming:

• Read tender 3 times minimum
• Highlight key requirements
• Make notes and questions
• Attend briefings for clarification
• Don't assume anything

5. Address All Evaluation Criteria

Create Compliance Matrix:

• List each evaluation criterion
• Note where in proposal you address it
• Ensure nothing is missed
• Cross-reference in proposal

6. Professional Presentation

Make It Easy to Read:

• Clear structure and headings
• Table of contents
• Page numbers
• Consistent formatting
• Professional binding
• Error-free content

7. Price Competitively But Realistically

Balance Winning with Profitability:

• Research market rates
• Don't underprice (quality concerns)
• Don't overprice (not competitive)
• Justify your pricing
• Ensure you can deliver at quoted price

8. Use Technology to Find More Opportunities

Stop Manual Searching: ProTenders automates tender discovery:

• Search all government tenders in one place
• Set up custom alerts for relevant tenders
• Never miss submission deadlines
• Access all documents instantly
• Track multiple bids simultaneously

Start finding tenders now →

Frequently Asked Questions

Q: Is CSD registration really mandatory? A: Yes! Without a CSD supplier number, your bid will be automatically disqualified. Register at csd.gov.za (it's free).

Q: Can I submit without a BEE certificate? A: You can submit, but you'll get 0 BEE points, significantly reducing your chances. Get at least a sworn affidavit if you're an EME.

Q: What if my tax clearance expires during bid evaluation? A: Your tax clearance must be valid at submission. If it expires during evaluation, you may be asked to provide a current one.

Q: Can I submit the same bid for multiple similar tenders? A: No! Each tender is unique. Tailor your bid to each specific tender's requirements and evaluation criteria.

Q: What happens if I make a small mistake in my bid? A: Depends on the mistake. Administrative errors (missing signature) = disqualification. Minor typos in proposal = usually overlooked if intent is clear.

Q: Can I withdraw or change my bid after submission? A: Depends on tender rules. Most allow withdrawal before closing. Changes after submission usually not permitted.

Q: How long does evaluation take? A: Typically 30-90 days for standard tenders. Complex tenders can take 3-6 months. Check tender for indicative timeline.

Q: Can I bid in a joint venture? A: Yes! Joint ventures are common, especially for large or specialized projects. All JV partners must have CSD registration and be compliant.

Your eTender Submission Action Plan

Before Your First Tender

Week 1: Registration & Compliance

1. Register CIPC company (if not done)
2. Register on SARS eFiling
3. Submit tax returns (if outstanding)
4. Request tax clearance certificate

Week 2: CSD Registration

1. Register on CSD portal (csd.gov.za)
2. Complete profile fully
3. Upload all documents
4. Submit for approval
5. Wait for CSD supplier number

Week 3: BEE Certification

1. Determine if EME, QSE, or large enterprise
2. Obtain sworn affidavit (EME) or
3. Engage BEE verification agency (QSE/Large)
4. Receive BEE certificate

Week 4: Setup for Success

1. Create ProTenders account
2. Set up tender alerts for your industry
3. Create compliance document folder
4. Prepare company profile template
5. Start identifying opportunities

For Each Tender Submission

Day 1: Discovery

• Find tender (via ProTenders alerts or manual search)
• Download ALL documents
• Quick feasibility assessment
• Decision: Bid or No Bid

Days 2-7: Preparation

• Read all documents thoroughly
• Attend compulsory briefing (if any)
• Gather compliance certificates
• Prepare technical proposal
• Develop pricing

Days 8-13: Compilation

• Complete all SBD forms
• Assemble technical proposal
• Finalize pricing
• Quality check everything
• Review with fresh eyes

Day 14: Submission

• Final review
• Package bid correctly
• Submit 24 hours before deadline
• Obtain confirmation
• Save all records

Conclusion

Submitting eTenders in South Africa involves detailed preparation, compliance with regulations, and attention to detail. While the process may seem daunting initially, following this guide will help you:

✅ Understand all requirements before starting ✅ Gather necessary compliance documents ✅ Complete tender submissions correctly ✅ Avoid common disqualification mistakes ✅ Increase your tender success rate

Ready to start finding and submitting tenders?

Next Steps:

1. Get Compliant: Complete CSD registration and gather compliance certificates
2. Find Opportunities: Search government tenders matching your business
3. Set Up Alerts: Create custom alerts so you never miss relevant tenders
4. Start Bidding: Apply the steps in this guide to your first tender submission
5. Learn More: Read our complete FAQ for additional tender tips

Don't waste hours searching for tenders manually. ProTenders finds all government opportunities, sends instant alerts, and helps you submit winning bids faster.

Start using ProTenders now → | Set up alerts → | View how it works →

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