What's in the pack
One answer sheet, your tender's forms, sixteen checks
One PDF: the Field Answer Sheet first, then each form filled and flattened so the values are fixed on the page, then an envelope label for a bid box or an upload checklist for e-mail and portal bids. Sign and date by hand.
The Field Answer Sheet
The part of the pack that works on your department’s own forms. Most bid packs ship their own copies of the SBD forms, often in an older layout, and SBD 1 asks for bids on the official forms provided, not retyped. The answer sheet does not depend on any layout: it tells you what to write in each clause, so completing the department’s copy by hand is copying, not looking things up.
- Every value in the pack, listed by form and by the clause it belongs to, with notes where departmental copies number clauses differently.
- Every signature, date and capacity you must complete by hand, and the proof of authority to attach.
- Values no form here prints but departments ask for: tax reference, B-BBEE evidence and expiry, CIDB grade, bank details, and every director’s ID and tax reference.
- Closing, submission method, briefing and validity, and a list of documents to attach.
Will my department accept the filled forms?
It may not. If the bid pack contains its own version of a form, that is the one to submit, completed from your answer sheet. The filled forms here are the standard layouts: use them where the tender asks for the standard SBD forms or leaves them out of its pack, and as a reference to copy from where it does not.
For a municipal tender the pack is the MBD set instead. Municipalities often issue their own MBD 4, and that is the one to submit.
The forms
| Form | What it asks | Blanks | Status and basis |
|---|---|---|---|
| SBD 1; Invitation to Bid | The invitation itself. The organ of state’s details from the tender notice, your supplier information, TCS PIN or CSD number, and the supplier questionnaire. | 363 by hand | CurrentPFMA Treasury Regulation 16A; PPPFA 5 of 2000 and the Preferential Procurement Regulations, cited in Part B clause 1.3 |
| SBD 4; Bidder's Disclosure | Whether anyone in the business works for the state, any relationship with the procuring institution, and every CSD-registered company linked to your directors. | 132 by hand | CurrentNational Treasury SCM Instruction Note 3 of 2021/22, effective 31 March 2022 |
| SBD 6.1; Preference Points Claim (PPR 2022) | The preference point system, the points split, Table 1 of specific goals set by the organ of state with the points you claim, and your company declaration. | 112 by hand | CurrentPreferential Procurement Regulations, 2022, made under the PPPFA 5 of 2000 |
| SBD 8; Declaration of Past SCM Practices | Four yes/no questions on past supply chain management practices; restricted suppliers, tender defaulters, fraud convictions, terminated contracts; with particulars. | 132 by hand | Withdrawn 31 March 2022, still requestedPFMA Treasury Regulation 16A9; Prevention and Combating of Corrupt Activities Act 12 of 2004 section 29 |
| SBD 9; Certificate of Independent Bid Determination | A certificate that your bid was arrived at independently, without collusion. Bid number, institution and bidder name. | 72 by hand | Withdrawn 31 March 2022, still requestedPFMA Treasury Regulation 16A9; Competition Act 89 of 1998 section 4(1)(b)(iii) |
| MBD 1; Invitation to Bid | The municipal invitation: the municipality’s details from the tender notice, your supplier information, TCS PIN or CSD number, and the foreign supplier questionnaire. Total items and total price are left for you. | 385 by hand | CurrentMFMA 56 of 2003 and the Municipal Supply Chain Management Regulations, 2005; PPPFA 5 of 2000 and the Preferential Procurement Regulations, cited in Part B clause 1.3 |
| MBD 4; Declaration of Interest | Your signatory’s details, company and tax numbers, seven sworn questions on service of the state, relationships and interests, and a table of every director with ID and state employee number. | 262 by hand | CurrentMunicipal Supply Chain Management Regulations, 2005, regulations 13(c), 44 and 45; MFMA 56 of 2003 section 112 |
| MBD 6.1; Preference Points Claim (PPR 2022) | Word for word SBD 6.1: the preference point system, the points split, the municipality’s specific goals with the points you claim, and your company declaration. | 112 by hand | CurrentPreferential Procurement Regulations, 2022, made under the PPPFA 5 of 2000 |
| MBD 7.2; Contract Form, Rendering of Services | Part 1 of the services contract form: the municipality, bid number, your name, capacity and firm. Part 2 is the municipality’s. | 83 by hand | CurrentMFMA 56 of 2003 and the Municipal Supply Chain Management Regulations, 2005; General Conditions of Contract |
| MBD 8; Declaration of Past SCM Practices | Five yes/no questions on past supply chain management practices, including municipal rates and charges more than three months in arrears, with particulars. | 152 by hand | CurrentMunicipal Supply Chain Management Regulations, 2005, regulation 38; Prevention and Combating of Corrupt Activities Act 12 of 2004 section 29 |
| MBD 9; Certificate of Independent Bid Determination | A certificate that your bid was arrived at independently. Bid number and description, municipality and bidder name. | 72 by hand | CurrentMunicipal Supply Chain Management Regulations, 2005, regulation 38(1); Competition Act 89 of 1998 section 4(1)(b)(iii) |
Plus your B-BBEE sworn affidavit, where it applies
If your profile says you are an EME, or a QSE at least 51% black owned, and that a sworn affidavit is your B-BBEE evidence, the pack adds the DTIC general affidavit for your size: B-BBEE Sworn Affidavit; Exempted Micro Enterprise (24 blanks) or B-BBEE Sworn Affidavit; Qualifying Small Enterprise (24 blanks). Your enterprise details, black ownership and designated-group percentages, financial year-end and B-BBEE level, for annual revenue up to ten million rand.
It is not valid until you sign it in front of a commissioner of oaths, who stamps and dates it. Your capacity, signature and the commissioner’s block are left blank for that, and it is valid for 12 months from the date it is commissioned. This is the general affidavit: if the tender names a sector code, such as construction or tourism, use that sector code’s own affidavit instead and complete it from the answer sheet.
SBD 1, SBD 4 and SBD 6.1 are prepared from the forms National Treasury’s Office of the Chief Procurement Officer publishes. SBD 8 and SBD 9 are not published there; they are reference reproductions of the wording departments still use, checked word for word across two independent bid packs each. The MBD forms come from the same OCPO page: MBD 1, 6.1 and 7.2 as published, and MBD 4, 8 and 9 from its Municipal Bidding Documents archive.
The last page
- For a bid box: a cut-out envelope label with the bid number, closing time and delivery address, and a checklist for the envelope.
- For e-mail or a tender portal: no label, an upload checklist instead; signed scans, file order and naming, size limits, sending early and keeping the confirmation.
The consistency checks
- Legal name
- CIPC registration number
- Income tax reference number
- VAT registration
- CSD supplier number
- B-BBEE evidence
- B-BBEE evidence expiry
- Authorised signatory
- Director details
- State-employee declarations
- Closing date
- Bank details
- Compulsory briefing
- Documents on file expired
- Documents not on file
- Closing time approaching
A problem that would spoil a form stops generation until it is fixed. Anything else is flagged for your review.
Where every value came from
Before you pay, every field is listed with a badge: your profile, a director, the tender notice, an answer for this bid, or a box left for you to complete by hand. Each pack also records the template version and the regulation it was filled under, so a pack made today can still be explained after the forms change.
What TenderFill does not do
- It checks your company’s readiness, not your bid. It reads the tender pack you upload and checks your company’s records and documents against it. It does not read or judge the bid you submit, and it may miss a requirement: the tender document is the authority.
- It does not guarantee compliance. Every pack requires your review before submission. You must still check signatures, pricing and tender-specific instructions.
- Your department’s own forms take precedence. Many bid packs ship their own layout of the SBD forms, and SBD 1 asks for bids on the official forms provided, not retyped. If your bid pack includes its own version of a form, fill in theirs; the Field Answer Sheet tells you what to write where.
- It fills the standard municipal forms, not a municipality’s own. For a municipal tender the pack is MBD 1, 4, 6.1, 7.2, 8 and 9 as National Treasury publishes them. Many municipalities issue their own versions, especially of MBD 4; fill in theirs from the Field Answer Sheet. It does not fill MBD 7.1 or 7.3, the goods and works contract forms, or any MBD 3 pricing schedule.
- It does not prepare a joint venture’s bid as one. Each party to a joint venture or consortium needs its own pack, and the tender will usually want the signed JV agreement too.