The documents that expire, and the dates that cost money.

CIPC registration certificate (CoR 14.3) and directors (CoR 39)

Companies Act 71 of 2008

Annual return to CIPC each year in the anniversary month

A lapsed annual return deregisters the company and voids every bid.

Central Supplier Database (CSD) registration and summary report

Kept live; the summary report is regenerated per bid

The CSD pulls CIPC, SARS and B-BBEE status automatically. If SARS shows non-compliant on the CSD, the bid is dead.

SARS Tax Compliance Status (TCS) PIN

Tax Administration Act 28 of 2011, s 256

The PIN itself is valid for 12 months, but the *status* is live: one late VAT return flips it

Buyers verify the PIN on eFiling. A supplier with a payment arrangement in place can still be compliant.

VAT registration (VAT 103)

VAT Act 89 of 1991

Compulsory above R1m taxable turnover in 12 months. Municipalities will not pay VAT to an unregistered vendor's invoice.

B-BBEE: EME sworn affidavit (turnover under R10m), QSE affidavit (R10m to R50m, if 51%+ black-owned) or a SANAS-accredited verification certificate

B-BBEE Act 53 of 2003; Codes of Good Practice, GN 1019 of 2013 as amended

Affidavit: 12 months from signature. Certificate: 12 months

The affidavit is a sworn statement; a false one is fronting under s 13O and a criminal offence.

COIDA letter of good standing

COIDA 130 of 1993, s 80

Annual, after the Return of Earnings (ROE) is assessed

Required on any scope with an install element and by every mine and main contractor. ROE due date is on the compliance clock.

UIF and PAYE registration

UI Act 63 of 2001; Income Tax Act 58 of 1962

Checked by the CSD through SARS.

Bank confirmation letter (stamped, under 3 months)

Per bid

Municipal MBD forms ask for it; every mine's vendor form asks for it.

Proof of address, ID copies of directors, company profile, reference letters

Per bid

Three references from buyers of the same material family is the norm; a trader with none is a trader.

Public liability and goods-in-transit insurance

Contractual

Annual

Goods-in-transit is what a materials supplier actually needs and most do not carry.

Municipal supplier database registration, per municipality

Per municipality, often annual

The CSD does not replace this at most municipalities for formal written quotations under R200 000; each council keeps its own list and rotates it.

Eskom, Transnet, Rand Water, Johannesburg Water vendor registration

Each entity's own SCM policy

Per entity

Separate portals, separate forms, separate evaluation. Eskom's is a project in itself.

SARS Tax Compliance Status PIN

Tax Administration Act 28 of 2011, s 256

B-BBEE EME sworn affidavit

B-BBEE Codes, GN 1019 of 2013 as amended

CIPC annual return

Companies Act 71 of 2008, s 33; Companies Regulations reg 30

Public Procurement Act 28 of 2024 commencement

OCPO checked every Monday