Bid procedures

1. All advertised bids indicate where interested parties may collect documents required for their applications, where and when briefings will be held (when applicable), and where completed forms and proposals may be delivered. The advert also indicates a strict closing date and time for submissions – no late bids are accepted.

2. Submitted bids must be accompanied by :
   • a comprehensive proposal addressing requirements as specified within the bid document
   • all associated forms (SBDs) attached to the bid documentation; and
   • a valid tax clearance certificate issued by the South African Revenue Service (SARS).
     
     
3. Deliver completed bid application documents, tax clearance certificate and your proposal – signed and dated – to GCIS, Midtown Building, cnr Vermeulen and Prinsloo Streets, before the closing date and time. Submissions must be placed in the bid box in the foyer, in envelopes clearly stating the name/number of the bid.

Forms associated with bid documentation

Every bid request has associated forms which must accompany submitted bid proposals. These ‘bid documents’ have the prefix SBD:

• SBD 1 - Invitation to bid
  - requires that applicants agree to be bound by bid’s terms and conditions.

• SBD 2 - Tax clearance certificate requirements
  - contains an 'Application for tax clearance certificate' form, which applicants should complete and hand it in to SARS to obtain a tax clearance certificate. The original tax clearance certificate obtained from SARS must accompany the submitted bid application.

• SBD 3.1 or 3.2 or 3.3 - Pricing schedule
  - requires a summary of the applicant’s price and motivation. Applicants should motivate their price offer by describing the product/service to be supplied and the experience of the person(s) who will perform the service.   [NB: a separate, detailed proposal document can also accompany submitted bid if it is required in the bid specifications.] 

• SBD 4 - Declaration of interest
  - requires a Declaration of Interest from applicants, stating any existing relationship /acquaintance with GCIS employees. This is to ensure that these persons are not involved in any way, to avoid corruption.

• SBD 5 [not always applicable] - National Industrial Participation (NIP) Programme
  - refers to Industrial Participation Programme, i.e. contracts with imported content of US$ 10 million or higher have an industrial participation (IP) obligation, which must be addressed in the bid.

• SBD 6.1 - Preference points claim form
  - requires Preferential Procurement Points claims.

• SBD 7.1 or 7.2 or 7.3 - Contract form
  - represents a contract form that binds the parties should their bid be successful. There is a different form for purchases (7.1), services (7.2), and sales (7.3).

• SBD 8 - Declaration of bidder’s past supply chain management practices
  - requires declaration of bidder’s past supply chain management practices.

• General conditions of contract
  - draws attention to general conditions applicable to government bids, contracts and orders and ensures clients are familiar with rights and obligations of all parties involved.

How bids are awarded

• Prices of submitted bids are comparatively rated and awarded pricing points;
• Preference points are calculated after prices have been brought to a comparative basis;
• The proposal addressing requirements as specified within the bid document are scored;
• Points scored are rounded off to 2 decimal places;
• The bidder obtaining the highest number of points is awarded the contract;
• In the event of equal points being scored, the bid will be awarded to the bidder scoring the highest number of points for specified goals.

If you are unsure about the procurement or application process for a particular bid, please contact the contact person listed on the bid document.

Automatic notification via e-mail alert

Interested bidding companies may subscribe to be notified when a bid is published to the GCIS website.

Procurement assistance and advice

For advice or assistance with regard to bids, contact our supply chain management and auxiliary services team by telephone or e-mail

Tel: 012 314 2462
Fax: 012 323 3831
E-mail: george@gcis.gov.za

The team is available between 07:30 and 16:30 Pretoria-Harare local time, Monday to Friday (excluding public holidays).

Contact for information on this page: George Storey │ E-mail: george@gcis.gov.za │ Tel: 012 314 2464

top