Gauteng Tender Compliance Checklist - Complete Requirements Guide

Non-compliance remains the primary reason for tender disqualification in Gauteng province. With thousands of businesses competing for billions in procurement spending, even minor documentation errors can eliminate your bid before evaluation begins. This comprehensive compliance checklist provides Gauteng-specific requirements, verification procedures, and expert guidance to ensure your bid meets all mandatory criteria. Follow this systematic approach to avoid the costliest tender mistakes.

Universal Compliance Requirements (All Gauteng Tenders)

Regardless of sector, contract value, or issuing department, these requirements apply to every Gauteng government tender:

1. Valid CSD Registration

The Central Supplier Database is the foundation of government procurement compliance.

• Registration Status: Must be 'Active' - verify at https://csd.gov.za
  before bid submission
• Supplier Number: 10-digit MAAA number required on all tender documents
• Annual Updates: CSD expires annually - upload current tax clearance, BBBEE, banking details
• Contact Details: Ensure email and phone numbers current - tender communications sent here
• Classification Codes: Verify your business categories match tender requirements

Verification Steps:

1. Log into CSD portal with username/password
2. Check registration status shows 'Active' (not 'Inactive' or 'Pending')
3. Download current registration confirmation certificate
4. Verify all uploaded documents show recent dates (within last 12 months)
5. Confirm bank account details match latest bank confirmation letter

2. Tax Clearance Certificate

Tax compliance is mandatory and strictly enforced across all Gauteng government spheres.

• Current Status: Tax Compliance Status (TCS) PIN must show 'Compliant'
• Validity Period: Check expiry date - tender submission must occur while compliant
• Entity Match: Tax reference number must match company registration exactly
• PIN vs Certificate: Most tenders accept TCS PIN; some require full PDF certificate
• Consistent Updates: SARS revokes compliance for overdue returns - monitor monthly

Common Issues:

• Late Returns: Even if taxes paid, late VAT/PAYE returns cause non-compliance
• Outstanding Debt: Any outstanding SARS debt, however small, triggers non-compliance
• Director Issues: Director tax non-compliance can affect company status
• Verification Delays: TCS system sometimes lags - apply 48 hours before deadline

3. BBBEE Certificate or Sworn Affidavit

BBBEE compliance determines preference points allocation - critical for competitive scoring.

Critical Requirements:

• Date Verification: Issue date must be within 12 months of bid closing
• Accreditation: Certificate must be from SANAS-accredited verification agency
• Level Correspondence: Points claimed must match certificate level exactly
• Ownership Declaration: Affidavits require commissioner of oaths stamp/signature
• Exempted Micro Enterprises: Turnover < R10M qualifies for EME status (Level 4 equivalent)

4. Company Registration Documents

• CIPC Certificate: Valid company registration certificate (CK1 for companies, CK2 for Close Corporations)
• Founding Documents: Memorandum of Incorporation or Founding Statement
• Shareholding Structure: Share register showing current ownership (critical for BBBEE verification)
• Director Resolutions: Resolution authorizing tender signatory to bind company
• Good Standing: CIPC annual returns up to date (verify at www.cipc.co.za
  )

Gauteng Provincial-Specific Requirements

Tenders from Gauteng Provincial Government departments often include these additional requirements:

5. Provincial Supplier Database Registration

• Gauteng e-Procurement Portal: Register at Gauteng Provincial Treasury supplier portal
• Profile Completeness: 100% profile completion required for some tenders
• Document Upload: Upload same documents as CSD (creates redundancy but necessary)
• Category Selection: Select applicable business categories matching tender sectors

6. Provincial Preferential Requirements

• Local Presence: Proof of Gauteng physical address (not PO Box) - lease agreement/rates account
• Gauteng Employment: Preference for suppliers employing Gauteng residents - payroll evidence
• Youth Employment: Additional points for employing persons aged 18-35 years
• Women Ownership: Preference points for 51%+ women-owned businesses in service contracts
• Disability Inclusion: Points for employing persons with disabilities (employment equity certificates)

Municipal-Specific Requirements

Each Gauteng municipality may impose additional compliance criteria:

City of Johannesburg

• Municipal Account Clearance: Proof of paid municipal rates (or affidavit if not ratepayer)
• Joburg Market Database: Additional registration for procurement above certain thresholds
• Locality Preference: Points for businesses physically located within Johannesburg boundaries
• Ward-Based Procurement: Some tenders prioritize suppliers from specific wards

City of Tshwane

• Tshwane Supplier Database: Separate registration beyond CSD
• Rates Clearance Certificate: Required for contracts > R200,000 if you own property in Tshwane
• Environmental Compliance: Waste Removal Certificates for service-related tenders
• OHS Compliance: Occupational Health & Safety documentation for facility-based services

Ekurhuleni Metro

• Ekurhuleni Supplier Portal: Online vendor registration system
• Industrial Development: Preference for suppliers in designated industrial zones
• Skills Development: Evidence of apprenticeship/learnership programs
• Local Procurement: High weighting for Ekurhuleni-registered businesses

Sector-Specific Compliance

Certain industries require specialized registrations and certifications:

Construction Sector (CIDB)

CIDB Compliance Requirements:

• Valid Registration: Check status at https://registers.cidb.org.za
• Correct Class: General Building (GB), Civil Engineering (CE), Electrical (EB), Mechanical (ME)
• Grade Matching: Tender value must fall within your registered grade's capacity
• Annual Renewal: CIDB registration expires annually - monitor and renew timeously
• Previous Experience: Evidence of completed projects matching grade level

Security Services (PSIRA)

• Company Registration: Security business registered with Private Security Industry Regulatory Authority
• Certificate of Registration: Valid PSIRA company certificate (not individual guards only)
• Officer Training: Officers must have Grade C/B/A training certificates
• Firearms Competency: Armed response requires valid firearm competency certificates
• Annual Compliance: Annual PSIRA fees paid, registration current

Professional Services

• Engineering: ECSA registration for professional engineers conducting design work
• Legal Services: Attorneys must be admitted to High Court; provide LSSA certificates
• Financial/Audit: SAICA, SAIPA, or ACCA registration for accounting professionals
• Architects: SACAP registration for architectural services
• Environmental: EAPSA registration for Environmental Assessment Practitioners

Standard Bid Documents (SBDs)

All Gauteng tenders include Standard Bidding Documents issued by National Treasury. Complete these meticulously:

SBD Form Requirements

SBD Completion Errors to Avoid

• Altered Forms: Never modify, delete, or white-out SBD pre-printed text - disqualification
• Unsigned Declarations: Every SBD requires authorized signatory signature
• Inconsistent Information: Company name, registration number must match across all SBDs
• Missing Pages: Submit all SBD forms even if marked 'not applicable'
• Pricing Errors: Arithmetic mistakes, VAT miscalculations, incomplete pricing schedules

Pre-Submission Verification Checklist

Use this systematic checklist 48 hours before tender submission deadline:

Document Verification

1. ☐ CSD registration active with current supplier number
2. ☐ Tax clearance PIN showing 'Compliant' status (printed within last 7 days)
3. ☐ BBBEE certificate/affidavit dated within last 12 months
4. ☐ Company registration certificate (CIPC) included
5. ☐ Banking confirmation letter dated within last 3 months
6. ☐ Director IDs certified copies (within last 3 months)
7. ☐ Resolution authorizing signatory to sign tender
8. ☐ Professional registration certificates (if applicable)
9. ☐ Sector-specific registrations (CIDB, PSIRA, etc.)
10. ☐ Insurance certificates showing current coverage

SBD Form Verification

1. ☐ All SBD forms completed in full (no blank fields unless marked N/A)
2. ☐ Company details consistent across all SBDs
3. ☐ All declarations signed by authorized person
4. ☐ Pricing schedule complete with correct VAT calculations
5. ☐ BBBEE points claimed match certificate exactly
6. ☐ No alterations or deletions in pre-printed SBD text
7. ☐ Page numbers sequential, no missing pages

Technical Proposal ization

1. ☐ All evaluation criteria addressed with clear section headings
2. ☐ Required references/testimonials attached
3. ☐ CVs of key personnel included (signed and current)
4. ☐ Methodology clearly explained matching tender requirements
5. ☐ Project examples demonstrating relevant experience
6. ☐ Compliance matrix showing where each requirement is addressed

Common Disqualification Reasons in Gauteng

Learn from these frequent compliance failures:

Post-Award Compliance Maintenance

Winning the tender doesn't end compliance obligations. Contract execution requires ongoing compliance:

• Monthly Tax Compliance: Ensure SARS returns submitted on time throughout contract
• BBBEE Renewal: Start verification process 90 days before certificate expiry
• CSD Updates: Upload renewed documents to CSD within 30 days of expiry
• Insurance Maintenance: Maintain required coverage levels throughout contract period
• Compliance Audits: Be prepared for departmental audits - maintain organized records

Expert Tips for Maintain Compliance

• Compliance Calendar: Set recurring reminders 60/30/14 days before document expiries
• Digital Repository: Maintain Google Drive/Dropbox folder with current compliance documents
• Certified Copies: Keep 10-15 certified copies of each document to avoid last-minute rushes
• Professional Assistance: Consider compliance consultants for first few bids - worth the investment
• Peer Review: Have colleague review completed bid documents before submission
• Early Submission: Never submit on deadline day - aim for 24-48 hours early

Conclusion: Compliance is Non-Negotiable

In Gauteng's competitive tender environment, compliance excellence is your minimum entry requirement. Price and quality matter only after compliance verification passes. Treat this checklist as your mandatory pre-flight checklist - every item is non-negotiable. Invest in proper compliance infrastructure: calendar systems, document repositories, professional assistance when needed. The cost of non-compliance (disqualification, wasted proposal effort, missed opportunities) far exceeds the investment in meticulous compliance management. Make compliance your competitive advantage.