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Standard Bidding Documents SBD FORMS

Standard Bidding Documents SBD FORMS

Jacoline Segoe – Moore Forensics Cape Town

What are Standard Bidding Documents (SBD) Forms?
 
SBD forms, in the context of government procurement, is the acronym for Standard Bidding Documents. These documents are standardized forms used by institutions to solicit bids for goods and services. They serve as a unified template – within the government sector - for bidders to submit their proposals and by so doing ensure a consistent and transparent bidding process.
 
SBD forms ensure consistency with the type of information being provided by bidders. As indicated, this contributes to a fair and transparent bidding process by which government can select the best bidder based on objective criteria. 
 
Standard Bidding Documents (SBDs) are essential tools in South African public procurement, compliance with the Public Finance Management Act and the Preferential Procurement Policy Framework Act.
 
Overview of Common SBD Forms

  1. SBD 1 – Invitation to Bid: This form serves as the official invitation for bids, outlining the terms and conditions of the bidding process. It requires bidders to agree to be bound by the bid's terms.
  2. SBD 3.1 / 3.2 / 3.3 – Pricing Schedule: These forms require a detailed breakdown of the bidder's pricing, including motivation for the price offer and descriptions of the goods or services to be supplied.
  3. SBD 4 – Declaration of Interest: Bidders must disclose any relationships with employees of the contracting authority to prevent conflicts of interest and ensure transparency. In summary, this document could also aid in government’s efforts to thwart government employees from benefiting as a result of the position they occupy.
  4. SBD 6.1 – Preference Points Claim Form: This form is used to claim preferential procurement points based on criteria such as Broad-Based Black Economic Empowerment (B-BBEE) status and other socio-economic factors.
  5. SBD 6.2 – Declaration Certificate for Local Production and Content: Bidders must declare the local content of their products or services, ensuring compliance with regulations that promote local industry.
  6. SBD 7.1 / 7.2 / 7.3 – Contract Form: These forms represent the contract that will bind the parties if the bid is successful, with variations for purchases, services, and sales.
  7. SBD 8 – Declaration of Bidder’s Past Supply Chain Management Practices: Bidders must declare any past practices that may have contravened supply chain management policies, promoting accountability and integrity.
  8. SBD 9 – Certificate of Independent Bid Determination: This certificate ensures that bids are submitted independently, without collusion or bid-rigging, in compliance with the Competition Act.

 
The Importance of SBD Forms in the Tender Process
 
Bidders are required to fully complete and accurately submit these forms as part of their bid, demonstrating compliance with the tender's requirements. Failure to do so usually lead to disqualification as the tenderer’s bid will be considered non-responsive. 
 
The National Treasury mandates the use of Standard Bidding Documents (SBDs).
 
DO’s When Completing SBD Forms

  1. Read All Instructions Carefully: Ensure you understand each section of the SBD forms and the tender specifications before filling them out.
  2. Use Official Templates: Always download the latest SBD forms from official sources like the National Treasury website.
  3. Complete All Required Sections: Fill out every mandatory field, even if it's "Not Applicable (N/A)." Incomplete forms can lead to disqualification.
  4. Ensure Accuracy and Consistency: Double-check figures, company names, and registration numbers. Consistency across all submitted documents is crucial.
  5. Sign All Documents Where Required: Use the designated space for signatures. Ensure the signatory is authorized to sign on behalf of the company.
  6. Submit Original or Certified Documents: Especially for SBD 2 (Tax Compliance), always submit original or valid SARS-issued documentation.
  7. Disclose Relevant Interests (SBD 4): Declare any potential conflicts of interest honestly to remain compliant with procurement rules.
  8. Attach Supporting Documentation: Include your B-BBEE certificate, company registration documents, CSD and other required credentials where applicable.
  9. Submit Before Deadline: Late submissions are typically disqualified, regardless of quality.
  10. Keep a Copy: Maintain a full copy of your submission for future reference or queries.

 
 DON’Ts When Completing SBD Forms

  1. Don't Leave Sections Blank: Even if a section seems irrelevant, indicate "N/A" rather than leaving it blank.
  2. Don’t Use Correction Fluid (Tippex): If you make an error, strike through neatly, correct it, and sign next to the correction.
  3. Don't Submit Outdated Forms: Always check the publication date and use the current version as issued by the government.
  4. Don’t Fabricate Information: False declarations (e.g., in SBD 6.1 or SBD 9) can lead to blacklisting from government tenders.
  5. Don't Forget to Attach Certificates: Missing required certificates or documents like a B-BBEE affidavit, SARS tax compliance and CSD report can nullify your bid.
  6. Don’t Assume the Reader Knows Your Business: Be clear and concise. Avoid jargon that isn’t explained or relevant.
  7. Don’t Alter the Structure of SBD Forms: Do not edit or rearrange the format of the forms. Submit them exactly as structured.
  8. Don’t Ignore Addenda or Clarifications: Check for updates or changes issued during the tender period and incorporate them into your submission.

 
Conclusion
 
Filling out SBD forms properly is more than just an administrative task—it can make or break a bidder’s submission. By adhering to the do's and don'ts, a bidder will improve his / her / its chances of passing the initial compliance check and proceeding to technical and financial evaluations.
 
For detailed guidance on completing specific Standard Bidding Documents (SBDs), such as SBD 9, which focuses on preventing bid-rigging, bidders can refer to resources like "How to Tender." This platform provides step-by-step instructions and additional support to help ensure compliance and improve a bidder’s chance of successful bidding. Additionally, resources are available from the National Treasury Gauteng City Region Observatory, Western Cape Government