The Complete Guide to Tenders in South Africa (2026 Edition)

Tendering in South Africa is a structured public procurement process designed to ensure fair, transparent and cost-effective purchases by government and state-owned entities. This 2025 edition walks you through the entire lifecycle — from identifying opportunities to contract close-out — plus practical tips to improve your chances of winning work.

Overview: What is a tender?

A tender is an invitation to suppliers to submit offers for the supply of goods, services or works. Public procurement in South Africa is governed by legislation and policy frameworks (including the Public Finance Management Act, Municipal Finance Management Act, the Preferential Procurement Policy Framework Act and National Treasury regulations) and is implemented through Supply Chain Management (SCM) units across departments, municipalities and state entities.

Where to find tenders (2025)

• eTenders / Government portals — official national and provincial e-tender portals and the National Treasury publications website.
• Municipal tender pages — municipal websites and notices in municipal offices.
• Industry publications & Tender Bulletins — printed and online tender bulletins and trade journals.
• Private aggregators — subscription tender alert services that gather tenders across organs of state.
• CIDB & sector portals — for construction and specialised sectors, the CIDB and sectoral portals list opportunities and requirements.

Step-by-step: How the public tender process works

1. Need identification and specification

A department or state entity identifies a need and prepares specifications/terms of reference. This stage includes budget approval and determination of procurement strategy (open tender, selective tender, request for proposals, quotation, or direct procurement in specific circumstances).

2. Approval & advertisement

Once approved within the procurement chain, the tender is advertised for a stated period. Advertisements provide a description, eligibility criteria, compulsory briefing/site inspection dates (if any), closing date/time and where/how to obtain documents.

3. Registration and pre-qualification (if applicable)

Some tenders require pre-qualification screens — for example CIDB grading for construction, minimum BBBEE status, local content requirements, or financial thresholds. Suppliers must ensure they meet these before submitting.

4. Download tender documents & attend briefing

Tender documents include instructions to bidders, scope/specifications, pricing schedule, contract conditions, and mandatory bid forms (often SBD forms). Attend compulsory briefing sessions and site visits where required; these clarify the scope and are often the only venue to ask clarifying questions.

5. Prepare your bid

Prepare documents carefully. Most evaluation processes are layered: administrative compliance, functionality (where applicable), and then price/B-BBEE scoring under the PPPFA or other applicable evaluation method.

• Compile mandatory documents: CIPC registration documents, ID copies, SARS tax clearance/PIN or TCS status, proof of banking, B-BBEE certificate or sworn affidavit (for EMEs/QSEs), company profile, relevant experience and references.
• Complete SBD forms (SBD 1, SBD 4, SBD 6.1, SBD 8, SBD 9 etc.) as required by the tender.
• Create a compliance matrix to track mandatory requirements and scoring criteria.

6. Submission

Submissions can be electronic or physical, depending on the tender. Ensure you follow format, sealing and addressing rules, and submit before the published closing time. Late bids are normally rejected.

7. Tender opening

Many organs of state publicly open tenders immediately after the closing time or record submissions as required. Opening confirms receipt but is not an evaluation.

8. Evaluation

Evaluation typically follows three stages:

• Administrative compliance — checks for mandatory documents, signatures, and whether the bid meets compulsory conditions.
• Functionality/technical evaluation — where specified, bids are scored on technical merit, qualifications, methodology, experience, timelines and other functional criteria. A minimum functionality threshold may be applied.
• Price and preference evaluation — bids that pass functionality are scored on price and B-BBEE or other preference criteria. Under the PPPFA, common frameworks are 80/20 (price 80, B-BBEE 20) for procurements below a specified threshold and 90/10 (price 90, B-BBEE 10) for larger procurements. Specific scoring matrices must be in the tender documents.

9. Adjudication & award

Once evaluation is complete, the award recommendation goes to the Bid Adjudication Committee which must approve the award in line with delegations. Successful and unsuccessful bidders are usually notified in writing. The contracting authority must keep records and publish award details per regulations.

10. Contract signature & mobilisation

After award, contracts are prepared and signed. Many contracts require performance guarantees (bank guarantees or sureties), proof of insurance, and agreed mobilisation schedules. Ensure all pre-contract conditions are satisfied before starting work.

11. Contract management & performance

Effective contract management is essential: invoices, milestones, inspections, quality control, and variation orders are handled under contract terms. Public entities often retain a percentage of payment (retention) or require performance guarantees to ensure delivery.

12. Close-out & disputes

On completion, final inspections and close-out documentation are completed. Disputes are handled as per the contract’s dispute resolution clause; remedies for procurement process complaints can include internal review, complaint to provincial Treasury, or judicial review in the High Court on administrative law grounds.

Key documents and registrations bidders should have ready

• CIPC company registration documents and company resolution (if applicable)
• SARS tax clearance (Tax Compliance Status / PIN or up-to-date TCS)
• Central Supplier Database (CSD) or supplier registration details
• B-BBEE certificate (SANAS-accredited) or sworn affidavit for EMEs/QSEs
• CIDB registration for construction tenders (relevant grading)
• Relevant professional certifications, insurances and health/safety documentation
• Completed SBD forms and a signed pricing schedule
• Reference letters, track record and financial statements (as required)

Evaluation scoring basics (how points commonly work)

While specific tenders set their own scoring rules, a common approach under the PPPFA is:

• Calculate price points using a formula provided in the tender (e.g., lowest acceptable price receives maximum price points).
• Award B-BBEE points based on a supplier’s verified status level (Level 1 = highest points).
• Combine price and B-BBEE points to determine highest scoring bidder, subject to functionality thresholds and other mandatory criteria.

Types of procurement methods

• Open competitive bidding — advertised publicly.
• Selective tendering — limited to a pre-selected list of suppliers.
• Request for Proposals (RFP) — used when solutions may vary and evaluation emphasises functionality/quality.
• Request for Quotations (RFQ) — lower-value purchases requested from multiple suppliers.
• Single-source / direct procurement — allowed only in specific, justified circumstances (e.g., emergency, sole supplier).

Practical tips to improve your success rate

• Register on the CSD and update your profile regularly.
• Use a compliance checklist and complete every mandatory form.
• Attend compulsory briefings and ask clarifying questions in writing.
• Follow the format and presentation instructions exactly (evaluation panels penalise non-conforming bids).
• Price competitively but realistically — factor in compliance costs and required guarantees.
• Partner with complementary firms (JV/consortium) when you lack specific capacity; ensure JV agreements are clear and included in the submission.
• Build relationships with procurement officials and sector peers, but avoid any unethical conduct that could lead to disqualification.

Common pitfalls to avoid

• Missing the closing time or incorrect submission method.
• Failing to meet mandatory pre-qualification criteria (CIDB grade, B-BBEE level, etc.).
• Poorly written method statements or unclear pricing schedules.
• No proof of tax compliance or expired documents.
• Overlooking conditions of contract such as liquidated damages, warranty periods and retention arrangements.

Compliance, integrity & debarment

South African procurement regulations include strong anti-corruption measures. Suppliers found to have engaged in fraud, misrepresentation or corrupt conduct can be blacklisted or debarred from future tenders. Maintain clear records and comply with all declarations in SBD forms and the contract.

2025 trends & regulatory notes

• Increased digitalisation — more e-tendering and electronic submission options, combined with improved audit trails.
• Emphasis on localisation and local content in some sectors — tenderers may be required to demonstrate local supply chain participation.
• Stronger oversight and data-driven compliance checks by Treasury and audit institutions.
• Continued focus on supporting SMMEs and broadening economic participation through preferential procurement measures.

If your bid is unsuccessful — next steps

First, request a debrief to understand shortcomings. If you suspect unfair treatment, raise the matter with the contracting authority’s SCM unit, the provincial or national Treasury, or consider legal review (administrative review in the High Court). Keep records of all communications.

Checklist: Quick pre-submission

• Read the entire tender document and specification twice.
• Complete SBDs and mandatory schedules.
• Attach company documents, tax compliance proof and B-BBEE verification.
• Provide required guarantees, insurances and CIDB or professional registrations.
• Ensure signatures, dates and a valid bid validity period.
• Submit before the closing time and keep proof of delivery or electronic submission receipt.

Conclusion

Winning public tenders in South Africa requires diligence, compliance and strategic preparation. From registering on supplier databases and understanding mandatory criteria to preparing a clear, compliant bid and managing the contract professionally — each step matters. Use this guide as your roadmap for the 2025 tender environment, and build repeatable internal processes so your organisation can respond quickly and confidently to new opportunities.