Read the whole RFQ first
Most lost quotes are lost before pricing starts, because something in the document was missed. Go through the RFQ once from start to finish and note:
- Closing date and time. Late quotes are not accepted, not even by a minute.
- How to submit. Email, a physical tender box, or the buyer's online procurement system. Use only the channel the RFQ names.
- What exactly is required. Item descriptions, specifications, quantities and any brand "or equivalent" wording.
- Delivery. Where it goes, by when, and whether offloading or installation is included.
- Price validity. How long your prices must stay open for acceptance.
- Compulsory briefings or site visits. Missing a compulsory one usually disqualifies you.
- Documents to attach. Forms, certificates and registrations the buyer lists.
Check you are eligible
Before spending time on pricing, make sure you can actually be appointed:
- Active CSD registration. Government buyers check the Central Supplier Database for your supplier number (it starts with MAAA). See our CSD guide.
- Tax compliant. The CSD shows your SARS tax status to the buyer. If it shows non-compliant, fix it with SARS before you quote.
- Industry registrations where the work needs them, for example CIDB grading for construction or PSIRA registration for security services.
Use the buyer's forms
Government RFQs usually come with standard bidding documents. Common ones are:
| Form | What it is |
|---|---|
| SBD 1 | Invitation to bid: your company details and signature |
| SBD 3.1 | Pricing schedule for firm prices |
| SBD 4 | Bidder's disclosure: any links to people employed by the state |
| SBD 6.1 | Preference points claim form |
Municipalities often use the equivalent MBD forms. Whatever the RFQ includes, complete every field, write "N/A" rather than leaving blanks, and sign wherever a signature is asked for.
Price every item clearly
Quote every line item in the format asked for, with unit prices and totals that add up. Include delivery unless the RFQ says otherwise. Only add VAT if your business is VAT registered. Our pricing guide shows how to build a price that still leaves you a profit.
Claim your preference points
Most government quotations are scored on the 80/20 preference point system: 80 points for price and 20 points for the specific goals the buyer sets out in the RFQ. Read which goals apply, fill in SBD 6.1, and attach the proof the RFQ asks for.
On price, the lowest acceptable quote scores the full 80 points, and everyone else scores less the further above it they are. Specific-goal points can still decide a close contest.
Submit early and keep proof
- Send it a day early if you can. Email servers and tender-box queues are unpredictable on closing day.
- Keep proof: the sent email with attachments, or a signed and dated register entry at the tender box.
- Use the RFQ reference number in your email subject line and file names.
After you submit
If you are appointed, you will receive an official order. Deliver exactly what the order says, get a signed delivery note, and invoice with the order number on it. Government buyers are generally required to pay within 30 days of receiving a correct invoice, so a clean invoice gets you paid faster.
This is general guidance. Every RFQ has its own conditions, and the RFQ document always wins.