Step by Step Guide: New Company Registration

In order to use this step by step guide, you should have registered a customer code and have adequate
credit in your customer code.

 Consult the step by step guide for Customer Registration for assistance in registering a
customer code.
 Consult the Contact Us on the home page for the CIPC banking details.

1. Visit the CIPC website [Link], and click on On-line transacting.

2. Click on 2. Private Company Registrations.

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 3. Click on Customer Login or Register a new company.

4. Complete the required fields and click on Login.

a. Customer Code
b. Customer Password (case sensitive)
c. Security code (case sensitive)
d. Click on CIPC Terms & Conditions to read it, and in the circle next to it to accept the
terms and conditions

Note: Select Forgot Password if you require your customer password to be resend to you. If
you have never used the E-Services and experience challenges to reset your password, s end
an e-mail to resetpassword@[Link] requesting your password to be reset. Include the
following in your email:
 Customer code
 Full name and Surname
 ID number
 Certified copy of your ID document
 Letter (signed by customer) requested resetting of password
 Updated e-mail address

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 5. The landing page of E-services will be displayed. Click on Register a New Company.

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 6. Enter the ID/number or passport number of the Director of the company and click on the +
sign.

7. The ID Number, Name and Surname and if the Director is Disqualified or not will be displayed.
Click on Remove if you want to remove the Director. Click on the + sign if you want to add
another director. Once all the directors ID Numbers’ are captured, click on Continue to add all
Directors and Incorporators details.

8. A screen will display, requesting you to capture the details of the directors. Click on Edit and
complete the details of the directors, and click on Save. Please note that directors cannot share
email addresses and cell phone numbers.

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 9. The Company Registration: Directors & Incorporators screen will display. Complete the
required fields and click on Save.
a. Director Type
b. Surname
c. Name(s)
d. Country of Origin
e. ID/Passport Number
f. Director Status
g. Appointment Date
h. Date of Birth
i. Cell phone Number
j. Email Address
k. Physical Address
l. Postal Address

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Note: If you are registering the company on behalf of another person (your client), it is not necessary
for your details to reflect as the incorporator. You may indicate your client as the incorporator.

10. On the next screen, click on Continue to complete the Company’s details.

11. Complete the required fields relating to the Company and click on Save.
a. Financial Year End
b. Authorised Shares
c. Email Address
d. Website Address
e. Company Physical Address
f. Company Postal Address

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 12. The next screen provide options regarding Name reservation, namely:
a. Apply for a name as part of this process;
b. Use a name that has already been approved;
c. Register a company using an enterprise number as the name.

Option 1: Applying for a name as part of the process. Click on this option if you want to
apply for a name as part of the process. Company will only be added to the company
registration queue after the proposed name has been approved. If all proposed names fail, then
the company will still be registered using the company's enterprise number as the company
name. You will have to apply for another name and when it's approved you will have to follow a
company name change process.

Option 2: Name already approved: If you have already applied for a name then your
company will be added to the company registration queue immediately, on condition that there
is enough credit in your customer account.

Option 3: Register using the enterprise number as company name: Your company will be
added to the company registration queue immediately, on condition that there is enough credit
in your customer account.

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The three different options regarding name reservation will be indicated below:

Option 1: Applying for a name as part of the process.

1. Applying for a name as part of the process. Enter at least one or a maximum of four proposed
names for the enterprise, in order of preference. Click on Submit Proposed Name.

2. A screen will display, indicating if the exact name test was successful or not. If the test for one
of the proposed names was not successful, you will be requested to indicate another proposed
name. Click on Back and propose another name. Click on Lodge Name Reservation.

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 3. The next screen will indicate that the proposed name(s) has been lodged, and provide you with
a Reservation (tracking) number. Click on Continue.

Once the name has been successfully reserved, confirmation of such reservation will be e-mailed. For
guidance on the service delivery standards for name reservations consult About / Our Service
Turnaround Times.

Option 2: Name already approved:

1. Click on Use a name that has already been approved.

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 2. Type in the reservation number received for the name reservation and click on Continue.

Option 3: Register using the enterprise number as company name:

1. Click on Register company using enterprise number as the name.

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 13. All director and company details will be displayed. Verify the correctness, and click on Modify if
you need to edit either the company details or the director details. Click on Lodge Company.

14. The following screen will be displayed if your company registration has been filed. Please note
that the transaction is not yet completed. An email will be sent to the email address that you
provided, indicating the required supporting documentation needed for registration.

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 15. You can either click on Home to go back to the Home page, or on Logout.

16. You will receive an email from CIPC, indicating that a request to register a company has been
lodged. A form is attached to this email. See Annexure B for example of attached form.
17. Print the e-mailed forms and have indicated directors and incorporators sign at the indicated
places.

18. Send the signed form and required supporting documents to eServicesCoReg@[Link] for
the process to be completed. The following supporting documents are required:

o Certified identity copy of applicant;

o Certified copies of the Identity Documents or passport of the Directors and
Incorporators;
o The name confirmation certificate (COR9.4), if applicable;
o Power of attorney (if applicable);
o For trust or company/juristic person as an incorporator, the resolution and certified ID
copy of the duly authorised representative must be attached.

IMPORTANT NOTE

 The tracking number (e.g. 717291526) must be clearly stated in the subject
heading of your email.
 The scanned document must be in TIFF or PDF format.
 The scanned documents must be attached as ONE attachment.
 The CoR9.4 (Confirmation Notice of Name Reservation) must be attached for
an approved name. See Annexure A for example of Cor9.4
 The application must be finalised within 31 calendar days from date of
lodgement, therefore all forms and supporting documents (with fees paid)
MUST be lodged within 10 calendar days from date of lodgement. Failure
of which will result in the application being rejected.
 Documents must only be lodged once funds are reflecting in the customer
code.
 Documents must reflect as an attachment and not form part of the body of
the e-mail.
 Documents must be legible and only submitted once.
 Application queried/rejected via the eservicescoreg e-mail cannot be reused.
Customers are required to recapture information and get a new tracking
number. Attach all the supporting documents required email them to
dedicated email address for registration (eservicescoreg@[Link]).

19. Once the registration is finalised, the customer will receive an email confirming that the
company is registered and a directive back to the CIPC website to retrieve the disclosure
certificate and Incorporation (MOI) documents.

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 20. Go to On-line transacting/Disclosure. Sign in with your customer code and password and
click on Disclosures/certificates and then on MOI (Incorporation) Documents to retrieve the
documents.

21. Note: Only directors of the company will be able to retrieve the Disclosure certificate and MOI
documents.

For guidance on the service delivery standards for new company registrations consult About / Our
Service Turnaround Times.

If you did not receive feedback via email, and the Service Turnaround Times have lapsed, visit the
CIPC website, click on “Enquiries” on the home page under Useful Tools, and log an Enquiry on the
system.

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 Annexure A

Example of CoR9.4

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 Annexure B

Example of attachment e-mailed to Customer Code for directors to sign

James John Bester 710630 000000 01

Riana Bester 871030 000000 01

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Comprehensive Guide to
Contractor Registration

Version 6: 2017

1
 ABOUT THE cidb
The cidb has been established in terms of the Construction Industry Development Board Act 38 of 2000. It has the mandate to lead
construction industry stakeholders in construction development and to facilitate regulation and development of the construction
industry. The cidb is required in terms of the Construction Industry Development Board Act to establish the Register of contractors and
Register of Projects. The register of contractors grades and categorises contractors according to their capability to carry out construction
projects. All contractors seeking to participate in public sector infrastructure delivery must be registered on the cidb Register of
Contractors.

WHY REGISTER?

According to the CIDB Act of 2000 no public sector client may award construction contracts to a contractor who is not registered with
the cidb. There are 9 different grading levels according to which contractors can be registered. A grade determines the maximum Rand
value of a project as well as the type of construction works a contractor is capable to perform.

WHO MUST APPLY?

All contractors seeking to participate in public sector infrastructure delivery must be registered on the cidb register of contractors.
Contractors who are exempted from registration are:

• Home builders, unless they also wish to tender for other kinds of public sector construction work
• Those who undertake contracts consisting substantially of the provision of labour
• Those who undertake contracts consisting substantially of the provision of supplies

2
HOW TO APPLY? DIAGRAM 1: Application Steps

All applications must be submitted on an approved registration Application

form, which may be collected at any of our nationwide Provincial Received
Offices, or downloaded from our website at
www. [Link]
Non-Compliant Letter sent
• Contractors applying for Grade 2-9 must use the appropriate Compliant? No
allowing 60 days before
application form, as published on the website.
cancellation
• Contractors applying for Grade 1 must use the appropriate
Yes
application form, as published on the website.
Application
Contractors who submit incomplete applications will be given Registered within
60 days from the date of application to submit outstanding 21 Working Days
information and supporting documents. Failure to comply will
result in cancellation of the application. Administration fees
Registration
already paid will be non-refundable. Annual Confirmation Not
suspended after three
Received Received
months grace period
Registration is valid for a three year period, subject to payment
of an annual fee and compliance with the code of conduct Received
for contractors as published by the cidb Government Gazette
Registration
no.25656 of 2003. To prevent fraud, the cidb no longer prints
Updated
contractor registration certificates. Clients and other stakeholders
must refer to the cidb website [Link] to verify
contractor’s grade. Registration removed from
3 Year Renewal Not the register on the date
Please ensure that your application meets all cidb registration Received Received of expiry
requirements and attach the required supporting documents
which will be used as evidence for the grades that are being Received
applied for. For comprehensive requirements on how to apply for
each grade please refer to the cidb Checklist included herein. Registration
Renewed
Diagram 1 illustrates the steps in the application process:

TENDER VALUE RANGE

A registered contractor’s grading designation (indicated in the first column, below), means that the contractor is considered capable of
undertaking a contract less than or equal to the value indicated in the second column - within the contractor’s registered class of works.

TABLE 1: Tender Value Range

DESIGNATION Less than or equal to

2 R 650 000
3 R 2 000 000
4 R 4 000 000
5 R 6 500 000
6 R 13 000 000
7 R 40 000 000
8 R 130 000 000
9 No Limit

3
 TYPE OF WORK THAT CONTRACTORS CAN REGISTER FOR

TABLE 1 (B): Specialist Works

SB The extension,installation,repair,maintenance or renewal, or removal of asphalt

SC The development, extension, installation, removal and dismantling, as relevant, associated with building excavations, shaft
sinking and lateral earth support
SD The development,extension,installation,repair,renewal,removal or alteration of corrosion protection systems (cathodic,anodic
and electrolytic)
SE Demolition of buildings and engineering infrastructure and blasting
SF The development, extension, installation, renewal, removal, renovation, alteration or dismantling of fire prevention and
protection infrastructure (drencher and sprinkler systems and fire installation)
SG The development, extension, installation, renewal, removal, renovation, alteration or dismantling of glazing, curtain walls and
shopfronts
SH The development, extension, installation, maintenance, renewal, removal, alteration or dismantling, as relevant,of landscaping,
irrigation and horticultural works
SI The development, extension, installation, repair, maintenance, renewal, removal, renovation, alteration or dismantling of
lifts,escalators, travellators and hoisting machinery
SJ The development, installation, removal, or dismantling, as relevant, of piles and other specialized foundations for buildings and
structures
SK The installation, renewal, removal, alteration or dismantling, as relevant, road markings and signage
SL The development, extension, installation, renewal, removal, renovation, alteration or dismantling of structural steelwork and
scaffolding
SM Timber buildings & structures
SN The extension, installation, repair, maintenance, renewal, removal, renovation or alteration, as relevant, of the waterproofing of
basements, roofs and walls using specialist systems
SO The development, extension, installation, renewal, removal, alteration, or dismantling or demolition of water installations and
soil and wastewater drainage associated with buildings (wet services and plumbing)
SQ The development, extension, installation, repairs, dismantling of precast walls, installation of wire perimeter fencing, diamond
perimeter fencing, palisade steel fencing with posts and stay at intervals.

TABLE 2: Classes of Works

Definition Basic Works Types Examples

Civil Engineering (CE)
Construction Works primarily Water, sewerage, roads,railways, Structures such as cooling tower, bridge culvert,
concerned with materials such as harbours and transport, urban dam, grandstand, road, railway, reservoir, runway,
steel, concrete, earth & rock & their development & municipal services swimming pool, siloor tunnel.
application in the development, • The results of operations such as dredging,
extension, installation, maintenance, earthworks and geotechnical processes.
removal, renovation, alteration, • Township services, water treatment and
or dismantling of building and supply, sewerage works, sanitation, soil
engineering infrastructure conservation works, irrigation works, storm-
water and drainage works, coastal works,
ports, harbours, airports and pipelines
Electrical Engineering Works–Building (EB)
All contractors applying for the EB class of works must provide the cidb with an originally certified copy of their Electrical contractor’s
certificate, issued by the Electrical Contractor’s Board. It is important that the Electrical contractor’s certificate is in the name of the
company applying and it must still be valid at the time of registration. A valid, originally certified copy (not older than 3 months) of
the Electrical contractor’s certificate must be provided to the cidb annually.

4
TABLE 2: Classes of Works (continued)

Definition Basic Works Types Examples

Construction Works that are primarily All electrical equipment forming • Electrical installations in buildings
concerned with the installation, an integral and permanent part of • Electrical reticulations within a plot of land
extension, modification or repair of buildings and/or structures,including (erf)or building site
electrical installations in or on any any wiring, cable jointing and • Standby plant and uninterrupted power supply
premises used for the transmission laying and electrical over headline • Verification and certification of electrical
of electricity from a point of control construction installations on premises
to a point of consumption, including
any article forming part of such an
installation
Electrical Engineering Works-Infrastructure (EP)
Construction Works that are primarily Electrical power generation, Power generation
concerned with development, transmission, control and distribution • Street & area lighting
extension, installation, removal, equipment & systems • Substations & protection systems
renovation, alteration or dismantling of • Township reticulations
engineering infrastructure: • Transmission lines
a) relating to the generation,
transmission and distribution of
electricity;or
b) Which cannot be classified as EB
General Building Works(GB)
Construction Works that: Building & ancillary works other than Buildings for domestic, industrial, institutional or
a) are primarily concerned with those categorized as: commercial occupancies
the development, extension, • Civil engineering works • Carports
installation, renewal, renovation, • Electrical engineering works • Stores
alteration, or dismantling of a • Mechanical engineering works • Walls
permanent shelter for its occupants • Specialist works
or contents; or
b) cannot be categorized in terms of
the definitions provided for civil
Mechanical Engineering Works (ME)
Construction Works that are primarily • Machine systems including those • Air-conditioning & mechanical ventilation
concerned with the development, relating to the environment of • Boiler installations & steam distribution
extension, installation, removal, building interiors • Central heating
alteration, renewal of engineering • Gas transmission and distribution • Centralized hot water generation
infrastructure for gas transmission systems • Compressed air, gas & vacuum installations
and distribution, solidwaste disposal • Pipelines • Conveyor & materials handling installations
,heating, ventilation and cooling, • Materials handling, lifting • Continuous process systems involving chemical
chemical works, metallurgical works, machinery, heating, ventilation and works, metallurgical works, oil and gas
manufacturing, food processing and cooling, pumps wells, acid plants, metallurgical machinery
materials handling • Continuous process systems, ,equipment and apparatus, and works
chemical works, metallurgical necessary for the beneficiation of metals,
works, manufacturing, food minerals, rocks, petroleum and organic
processing such as that in substance and other chemical processes
concentrator machinery and • Dust and sawdust extraction
apparatus, oil and gas wells, • Kitchen equipment
smelters, cyanide plants, acid • Laundry equipment
plants, metallurgical machinery, • Refrigeration & cold rooms
equipment and apparatus, • Waste handling systems (including
and works necessary for the compactors)
beneficiation of metals, minerals,
rocks, petroleum and organic
substances or other chemical
processes

5
 Specialist Works

SB The extension, installation, repair, maintenance or renewal, or SJ The development, installation, removal, or dismantling, as
removal of asphalt. relevant, of piles and other specialised foundations for buildings
and structures.
SC The development, extension, installation, removal and SK The installation, renewal, removal, alteration or dismantling, as
dismantling, as relevant, associated with building excavations, relevant, of road markings and signage.
shaft sinking and lateral earth support.
SD The development, extension, installation, repair, renewal, SL The development, extension, installation, renewal, removal,
removal or alteration of corrosion protection systems (cathodic, renovation, alteration or dismantling of structural steelwork and
anodic and electrolytic). scaffolding.
SE Demolition of buildings and engineering infrastructure and SM Timber buildings and structures.
blasting.
SF The development, extension, installation, renewal, removal, SN The extension, installation, repair, maintenance, renewal,
renovation, alteration or dismantling of fire prevention and removal, renovation or alteration, as relevant, of the
protection infrastructure (drencher and sprinkler systems and fire waterproofing of basements, roofs and walls using specialist
installation). systems.
SG The development, extension, installation, renewal, removal, SO The development, extension, installation, renewal, removal,
renovation, alteration or dismantling of glazing, curtain walls and alteration, or dismantling or demolition of water installations and
shop fronts. soil and waste water drainage associated with buildings (wet
services and plumbing).
SH The development, extension, installation, maintenance, renewal, SQ The development, extension, installation, repairs, dismantling of
removal, alteration or dismantling, as relevant, of landscaping, precast walls, installation of wire perimeter fencing, diamond
irrigation and horticultural works. perimeter fencing, palisade steel fencing with posts and stay at
intervals.
SI The development, extension, installation, repair, maintenance, Note: For the Electrical Engineering (EB) class of construction
renewal, removal, renovation, alteration or dismantling of lifts, works the applicant must submit an originally certified and
escalators, travellators and hoisting machinery. signed electrical contractor’s certificate issued in the name of the
enterprise, by the Department of Labour.

HOW CONTRACTOR GRADING DESIGNATIONS ARE DETERMINED

• Contractor grading designation is determined by your financial and works capability.
• Financial capability relates to your financial history (turnover), and the amount of working capital you can muster to sustain a
contract, i.e. available capital. Available capital is the sum of total equity, retained income, shareholders or member’s loans and
any form of acceptable financial sponsorship.
• Works capability is determined by the largest contract you have undertaken and completed in your class of construction works
(completed during the 5 years immediately preceding the application).
• Contractor grading designation will be used by Government (national, provincial, municipal and state owned enterprises) to
qualify your tender to be considered for a particular construction works contract. For example: if you are registered as a 5CE, you
will be considered for public sector civil engineering works contracts of a value not exceeding R6.5 million. You may register for
different classes of works, for example, you may be registered as a 5CE and as an 8ME. This means that you will also be considered
for public sector mechanical engineering works contracts of a value not exceeding R130 million.
• The records of one entity may be transferred to that of another entity and treated as if it were the same for the purposes
of assessment where:
- the first contractor being a sole proprietor, partnership or trust who establishes a Company or Close Corporation in terms of the
Companies Act, 2008 or the Close Corporations Act, 1984;
- a change of name of a company;
- the reconstruction of a company;
- the amalgamation of companies;
- the takeover of a company;
- the conversion of a company to a close corporation in terms of section 27 of the Close Corporations Act, 1984; or
- a change in membership or members’ interests of a close corporation.

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CAN A CONTRACTOR BE REGISTERED IN DIFFERENT GRADES?

A contractor may apply to be graded in one or several grades, however a contractor can only be registered in 1 grade per class of
works.

CONDITIONS OF REGISTRATION

The contractor must:

• Confirm particulars provided on his application form annually on or before the anniversary date of his registration
• Pay the relevant administration fee(s), as well as the stipulated annual fee
• Notify the cidb of any change of particulars relating to an existing registration
• Be free from any restrictions to tender
• Comply with the Code of Conduct for all parties engaged in Construction Procurement, as published by the cidb in the Government
Gazette no. 25656 of 2003. (Also available on [Link])
• Annually provide a valid, original tax clearance certificate, upon expiry of the previous certificate, and
• Renew registration every 3 years for requalification of grades

7
 PROVIDING SUFFICIENT EVIDENCE TO SUPPORT YOUR APPLICATION

The cidb evaluates applications for grading and registration based on evidence of works and financial capability provided by the
contractor. Evidence is then used to determine which grade and class of works a company qualifies for. Once a grade has been
determined and approved by the Board a contractor is then able to tender for construction contracts within the approved grade. Should
the contractor fail to provide sufficient evidence to support the grade applied for, the cidb will determine an appropriate grade based on
the information at its disposal.

EXTERNAL COMPANIES

All external companies must maintain an office in South Africa and must have a registered physical address in South Africa and must be
registered with the Companies and Intellectual Property Commission (CIPC).

DEREGISTERED COMPANIES
cidb will verify the status of companies when they do annual updates, additional classes of works, upgrades, new applications and
3 year renewals. All companies that are de-registered at CIPC will be regarded as non-compliant and the non-compliant process will
be followed and this can lead to the suspension or cancellation of the specific application if the documents requested are not
submitted within the specified time period.

Please note that providing false information or false declaration is a punishable offence in terms of the cidb Act, Construction
Industry Regulations and other applicable laws.

DETERMINING WORKS CAPABILITY

Your Works Capability is Determined by the Following:

The largest contract completed during the 5 years immediately preceding the application, in the class of construction works applied for,
as indicated in Table 5.

TABLE 2: Largest Contract Executed in the Last 5 Years

Works capability
Designation Maximum value of contract that a contractor is Largest contract completed, during the 5 years
considered capable of performing immediately preceding the application, in the class of
construction works applied for
2 R 650 000 R 130 000
3 R 2 000 000 R 450 000
4 R 4 000 000 R 900 000
5 R 6 500 000 R 1 500 000
6 R 13 000 000 R 3 000 000
7 R 40 000 000 R 9 000 000
8 R 130 000 000 R 30 000 000
9 No limit R 90 000 000

8
Important Notes When Submitting Track Record

a. Letter of Award: An award letter must be on a letterhead of the client, must be addressed to the contractor who was awarded the
contract and must include the tender/service order number and the contract amount. The award letter must be signed and dated by
an official from the client.

• Subcontracting work must be accompanied by a sub-contract agreement.

• Joint Venture work must be accompanied by the Joint Venture agreement.

Please Note That Track Record Equating to Substantial Supply of Materials, Provision of Labour and Plant Hire Will Not Be
Accepted as Track Record for cidb Registration.

b. Certificate of Completion: The Certificate of Completion must be on a letterhead of the client, must be addressed to the
contractor who was awarded the contract and must include the tender/service order number and the contract amount. The Letter
of Completion must be signed and dated by an official from the client.

c. Certificate of Payment: The Final Payment Certificate must indicate:

• the contract value and
• must be on a letterhead of the client.
• It must be addressed to the contractor using the track record and must include the tender/service order number.

It should include all part payments made and must read as Final Payment Certificate.

• The Final Payment Certificate must be signed and dated by an official from the client. For public sector track record the
payment stubs from the financial systems used by the public sector client (e.g. BAS) will be accepted, if only one payment was
made.

Note: If track record was from a private sector client or was a sub contract, the contractor’s supporting copies of bank statements must
be provided, the bank statements must reflect payments received from the client into the company’s account. The bank statement must
correlate with the initial project award value and must be stamped by the bank. Where the payments references on the bank statements
do not indicate either the client name or the project name, then copies of the invoices matching the payment must be submitted.

DETERMINING FINANCIAL CAPABILITY

Depending on the contractor grading designation applied for, your financial capability will be determined from:

• Best annual turnover from the 2 financial years immediately preceding the application
• The contractor must satisfy all the criteria relating to financial capability
• The available capital that they are able to mobilise

TABLE 3: Determining Financial Capacity

Upper limit of tender

Designation Best annual turnover Largest contract Available capital
value range
2 R650 000 – R130 000 –
3 R2 000 000 R1 000 000 R450 000 R100 000
4 R4 000 000 R2 000 000 R900 000 R200 000
5 R6 500 000 R3 250 000 R1 500 000 R650 000
6 R13 000 000 R6 500 000 R3 000 000 R1 300 000
7 R40 000 000 R20 000 000 R9 000 000 R4 000 000
8 R130 000 000 R65 000 000 R30 000 000 R13 000 000
9 No limit R200 000 000 R90 000 000 R40 000 000

NB: Full set of financial statements are required for grading designation 3 - 9. Financial statements that are not audited must be accompanied by
VAT Returns (VAT 201 and VAT Statement of Account or copies of Bank Statements).

9
 The available capital is calculated by adding any financial sponsorships to the sum of the net asset value of a contractor as indicated in
the contractor’s financial statements, subject to the contribution made by financial sponsorships to available capital being limited to the
values provided in Table 3 (NAV & Sponsorship)

A financial sponsorship must be a collectable financial guarantee by one person to another, (the beneficiary)

• for a determined amount;

• to support operations of the contractor concerned in order to complete projects;
• available to the beneficiary;
• if applicable, in a form acceptable to any financial institution in South Africa as defined in the Financial Services Board Act,
97of1990;and
• if not provided by a financial institution, to an amount which does not exceed 15% of the sponsor’s net asset value as determined
from the sponsor’s latest financial statements.

FINANCIAL CAPABILITY REQUIREMENTS

To determine financial capability the cidb takes the following into consideration:

1. The best annual turnover of the two financial years immediately preceding the application
2. Available Capital. The cidb calculates available capital by adding any financial sponsorship to the sum of the net asset value of a
contract as indicated in the most recent financial statements. Net Asset Value is the difference between the total assets and total
liabilities of a company as reflected in the company’s most recent financial statements.
3. Financial Sponsorship. Financial sponsorship must be a collectable financial guarantee by one person ( a sponsor) to another (the
beneficiary). Financial sponsorship must be:
• A determined amount to support operations of the contractor concerned in order to complete projects. Any sponsorship from
another company other than a financial institution may not exceed 15% of the sponsor’s net asset value.
• Available to the beneficiary
• If applicable, it must be available to a third person, such as a bank, to advance funds or such as a supplier, to advance line of
credit
• If applicable, it must be in a form acceptable to any financial institution in South Africa as defined in the Financial Services
Board Act 97 of 1990.
Please note that:
a) Where the sponsor is a registered contractor or owns 50% or more of the applicant contractor, sponsorship may constitute up
to 100% of the total required available capital.
b) Where the sponsor is not a registered contractor and owns 25% or more of the applicant contractor, sponsorship may not
exceed 75% of the total required available capital and
c) Where the contractor is not a registered contractor and the sponsor owns less than 25% of the applicant contractor,
sponsorship may not exceed 50% of the total required available capital.

AUTHENTICITY OF FINANCIAL STATEMENTS

All financial statements for a private company must be audited, independently reviewed or exempted depending on the public interest
score of each financial year. For other forms of companies where the financial statements are not audited, contractors must submit
supporting evidence of that company’s turnover. Such evidence would be in the form of Bank Statement or South African Revenue
Services Form VAT 201(return for value added tax) and VAT Statement of Account (payment for that value added tax).

10
TABLE 4: Determining the Maximum Contribution of Sponsorship to Available Capital (AC)

Maximum contribution of sponsorship to available capital

Sponsor type
Designation Amount
cidb registered contractor (with excess 3 R 100 000
available capital) or company with more 4 R 200 000
than 50 % share holding in applicant (may
sponsor up to 100% of there quired AC) 5 R 650 000
6 R 1 300 000
7 R 4 000 000
8 R 13 000 000
9 R 40 000 000
company with 25 %or more shareholding 3 R 75 000
in applicant (may sponsor up to 75 % of 4 R 150 000
the required AC) 3
5 R 487 500
6 R 975 000
7 R 3 000 000
8 R 9 750 000
9 R 30 000 000
company with less than 25 % shareholding 3 R 50 000
in applicant (may sponsor up to 50 % of 4 R 100 000
the required AC)
5 R 325 000
6 R 650 000
7 R 2 000 000
8 R 6 500 000
9 R 20 000 000

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 POTENTIALLY EMERGING ENTERPRISES

A registered, potentially emerging contractor may be awarded a contract at one level higher than the enterprise’s registered contractor
grading designation,if the client or employer:

• is satisfied that such a contractor has the potential to develop and qualify to be registered in that higher grade;and
• ensures that financial management or other support is provided - in the context of a targeted development programme - to enable
the contractor to successfully execute that contract.

JOINT VENTURES
• A joint venture is a grouping of two or more contractors who jointly undertake to perform a construction works contract.
• Any enterprise that tenders or renders a contract for construction works with the public sector, must be registered. Once-off joint
ventures do not have to register. Each partner of the joint venture must be separately registered and the lead partner must have a
contract or grading designation not lower than one level below the required grading designation in the class of construction works
under consideration.
• The contractor grading designation for a once-off joint venture is assessed by the client, based on:
- the sum of the best annual turnover of all the members of the joint venture;
- the sum of the available capital of all the members of the joint venture;and
- The cidb has developed a calculator to enable assessment of joint ventures. This calculator is available on the cidb website at
[Link].

Notwithstanding any calculation, the following partnerships amongst registered contractors are deemed to satisfy the contractor
grading requirements for a joint venture in the following designations:

TABLE 5: Joint Venture Combinations

Joint Venture combinations to achieve a higher combined grade (deemed to satisfy

Grade achieved by the Joint Venture
joint venture arrangements)
Three Grade 2 contractors 3
Three Grade 3 contractors 4
Two Grade 4 contractors or One Grade 4 and two Grade 3 contractors 5
Two Grade 5 contractors or One Grade 5 and two Grade 4 contractors 6
Two Grade 6 contractors or One Grade 6 and two Grade 5 contractors 7
Three Grade 7 contractors 8
Three Grade 8 contractors 9
For other Joint Venture contributions, refer to the Joint Venture Calculator on the cidb website.

TABLE 6: Fees for Different Types of Applications

Update to an existing registration

Fees payable New applications Amendment Three yearly renewal

Annual confirmation
to category of
of particulars
registration
Administration Fee (non Payable for each class of Not payable Payable for each class of Payable for each class of
refundable) works works being upgraded works
or added
Annual Fee Payable for highest Payable for highest Pro Rata annual fee: Payable for highest
grading designation only grading designation only difference payable grading designation only
for higher grading
designation

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TABLE 7: Contractor Registration Fees

Annual Fees Payable in

Administration/Renewal
Contractor Grading Upper limit of Tender Value respect of the Highest
Fee in respect of each Grade
Designation Range Designation Contractor Grading
applied for
Designation
2 R 650 000 R 450 R 250
3 R 2 000 000 R 750 R 350
4 R 4 000 000 R 750 R 900
5 R 6 500 000 R 750 R 1750
6 R 13 000 000 R 750 R 3 500
7 R 40 000 000 R 750 R 9 000
8 R 130 000 000 R 750 R 29 000
9 No Limit R 750 R 55 000

TABLE 8: Example - Calculating Fees Payable

Example: Calculating Fees

A contractor applies for 2GB and 8CE. The contractor will be required to pay the following fees:

Tender Value Range Class of Construction Works Admin Fee Payable (determined by the
tender value range applied for)
2 GB R 450
8 CE R 750
Sub-Total R 1200
Plus Annual Fee(determined by highest tender value range applied for R 29 000
Total Due (Total admin plus annual fee) R 30 200

PAYMENT

By Electronic Transfer or Bank Deposit. Our bank details are as follows:

Account Name: Construction Industry Account Number: 032243464

Development Board NO.2
Bank: Standard Bank Bank Code: 01-23-45-15
Branch: Menlyn Account Type: Current Account

Note:
• Please use your enterprise name as the reference when making payment.
• Contractors already registered with the cidb, should please use their cidb registration number (CRS number) as reference.
• Please note that the cidb does not accept cash payments and cheques over the counter.

CHECKLIST

Use the Checklist to make sure that you are submitting all the required supporting information. If you are not required to complete a
specific section of the form, you are also not required to submit their required supporting documentation.

WHAT TO DO WITH YOUR COMPLETED APPLICATION

• Double check that you have filled in all the required information correctly.
• Use the Checklist to make sure that you have attached all the required supporting documentation.
• Keep a copy of the application for your own records.
• Deliver your completed application, along with proof of payment and supporting documentation, to the nearest Provincial Office.

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 CHECKLIST FOR SUPPORTING DOCUMENTATION

Provide the following supporting documentation only for those sections you had to complete.

Received
Supplied by
(office use
contractor
only)
Yes No Yes No
SECTION B (i): Enterprise Particulars
Close Corporation (latest CK1/CK2)
Company: • Certificate of Incorporation (CM1)/CoR 14.3
• List of all active directors (CM29)/CoR 39
• Share certificates (must be originally certified by Commissioner of Oaths). The validity
period of certification is three months.
• All name change certificates (CM9) (if applicable)
Partnership (partnership agreement)
Trust (a copy of the trust deed or JM21)
Co-operatives – CR 10 (Certificate of Incorporation). A list of all directors in a table format with their
names, surnames, ID numbers, addresses and signed by all
SECTION B (ii): Principals and Ownership/Interest
Attach originally certified copies of Identity Documents. The validity period for certification is 3 months.
(Must be certified by Commissioner of Oaths). For external Companies, orginally notorised copy of
passport.
SECTION B(iii): Tax Clearance Certificate
Attach valid and original Tax Clearance Certificate or a copy of SARS Tax Compliance status pin and copy of Tax Clearance Certificate
SECTION D: Financial Requirements
Attach a complete set of financial statements (compliant with IFRS or IFRS for SMEs) for the 2 financial
years immediately preceding the application (Attach SARS VAT 201 forms and VAT Statement of
Account OR stamped business bank statements for verification of turnover for the period in question)
• Public/Private company – as per the provision of Companies Act No. 71 of 2008 as amended
• Trust – as per the provision of Companies Act No. 71 of 2008 as amended
• Close Corporation – as per the provision of the Close Corporation Act No. 69 of 1984 as amended
• Partnership – as per the provision of Companies Act No. 71 of 2008 as amended
• Co-operatives – as per the provision of Co-op Act No. 14 of 2005 as amended
• Sole Traders – compiled by a Bookkeeper or Accounting Officer
SECTION D (i): Available Capital
Description and proof of financial sponsorship(s)
• Registered financial institution sponsorship OR
• If sponsor is a not a financial institution please attach the sponsors latest set of financial statements
(compliant with IFRS) and
• Letter of sponsorship undertaking in the form of a members resolution from a Close Corporation OR
a board resolution from the sponsoring company

14
 Received
Supplied by
(office use
contractor
only)
Yes No Yes No
SECTION E: Track Record
For each class of works applied for, attach copies of:
• Letter of award on a letterhead of the client and addressed to contractor, signed and dated
• Certificate of completion; and
• Final payment certificate indicating the contract value. Maintenance contractors must provide latest
payment certificate and a confirmation letter from the client/consultant indicating the value of work
done to date.
• Joint Venture agreement (if applicable);
• Sub-contract agreement and corresponding stamped bank statements.
• Private Sector Contract – Purchase Orders, Contract Agreement, Tax Invoices and corresponding
stamped bank statements.
• Projects with more than one Class of Work – Submit a breakdown showing the value of each class of
work applied for (breakdown must be on client’s or consultant’s letterhead and signed)
SECTION E (iv): Transfer of Records
Attach particulars of change as per Regulations 11 (4), (4A) and (4B)
SECTION F : Requirements for Registration in Electrical Engineering for EB class of works
Attach originally certified and signed copy of the enterprise’s valid Electrical Contractor’s Certificate
*NB: (The validity period for certification is 3 months) (Must be certified by Commissioner of Oaths)
SECTION H: Payment of Fees
Attach proof of payment (please use your company name or CRS number as the reference number
when making payment)
SECTION I: Declaration
Ensure that the declaration is signed

* Please ensure that all documents are submitted in English. All documents not in English must be translated. Foreign documents must
be translated and originally notarised.

WHAT TO DO WITH YOUR COMPLETED APPLICATION

• Double check that you have filled in the required information correctly
• Use the checklist on page 1 to make sure that you have attached all the required supporting documentation
• Make a photocopy of the application to keep your own records.
• Deliver your completed application, along with proof of payment ad supporting documentation to the applicable address below:

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Gauteng Provincial Office KwaZulu-Natal Provincial Office
Pretoria • cidbgp@[Link] Durban • cidbkzn@[Link]

Western Cape Provincial Office Limpopo Provincial Office

Cape Town • cidbwc@[Link] Polokwane • cidblp@[Link]

Eastern Cape Provincial Office Mpumalanga Provincial Office

Bisho • cidbec@[Link] Nelspruit (Mbombela) • cidbmp@[Link]

Northern Cape Provincial Office North West Provincial Office

Kimberley • cidbnc@[Link] Mahikeng • cidbnw@[Link]

Free State Provincial Office cidb contact number: 086 100 2432
Bloemfontein • cidbfs@[Link] Anonymous Fraud Line
0800 112 432

email: crsdocuments@[Link]
[Link]
 COMMUNITY BASED CONTRACTOR BASIC TRAINING

MODULE 2: Estimating and Tendering

Documentation on which a contract is based

1. Procurement documentation
1.1 Aim
The aim of procurement documents is to obtain a tender offer from a tender and to enable
a contract to be entered into with the successful tenderer.

1.2 Composition of a procurement document

Procurement documents comprise several component documents, dealing with different
topics, bound together in a logical sequence. The first cluster of documents contains only
those documents that are relevant to the tender enquiry (see Table 2.1) and the second
cluster contains those documents that relate to the contract that will be created, upon the
acceptance of the tender (see Table 2.2).

Contents
Function and broad outline of contents
Number Heading
Part T1: Tendering procedures
T1.1 Tender Notice and Alerts tenderers to the nature of the supplies,
Invitation to Tender services and engineering and construction
works required by the employer, and should
contain sufficient information to enable them
to respond appropriately.
T1.2 Tender Data States what the applicable conditions of tender
are and where they may be found. Tender Data
also provides the variables for standardised
conditions of tender.
Part T2: Returnable documents
T2.1 List of Returnable Ensures that everything the employer requires
Documents a tenderer to submit with his tender is included
in, or returned with, his tender submission.
T2.2 Returnable Schedules Contains documents that the tenderer is
required to complete for the purpose of
evaluating tenders; and other schedules
which, upon acceptance, become part of the
subsequent contract.
Table 2.1: Documents that relate solely to the tender

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Contents
Broad outline of contents
Number Heading
Part C1: Agreements and contract data
C1.1 Form of Offer and Formalises the legal process of offer and
Acceptance acceptance.
C1.2 Contract Data States the applicable conditions of contract
and associated contract specific data that
collectively describe the risks, liabilities and
obligations of the contracting parties and
the procedures for the administration of the
contract.

Part C2: Pricing data

C2.1 Pricing Instructions Provides the criteria and assumptions which
it will be assumed (in the contract) that
the tenderer has taken into account when
developing his prices, or target in the case of
target and cost-reimbursable contracts.

C2.2 Activity Schedule / Bill Records the contractor’s prices for providing
of Quantities supplies, services, or engineering and
construction works which are described
elsewhere in a specification, within the Scope
of Work section of the contract.

Part C3: Scope of work

C3 Scope of Work Specifies and describes the supplies, services,
or engineering and construction works which
are to be provided and any other requirements
and constraints relating to the manner in
which the contract work is to be performed.

Part C4: Site information (engineering and construction works contracts only)
C4 Site information Describes the site as at the time of tender, to
enable the tenderer to price his tender and
to decide upon his method of working and
programming.

Table 2.2: Documents that relate solely to the contract (See SANS 10403)

1.2.3 Documents to be completed by tenderers

The list of tender returnables identifies all the documents that a tenderer needs to submit
with his tender.
The tenderer is required to complete the Form of Offer and Acceptance and the Bills of
Quantities. In addition, tenderers are required to complete the following forms/submit the
following documentation, as part of their tender submissions:
• Certificate of attendance at the site inspection
• Authority for signatory
• Schedule of constructional plant
• Schedule of work carried out by the tenderer
• Schedule of proposed subcontractors

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 COMMUNITY BASED CONTRACTOR BASIC TRAINING

• Schedule of estimated monthly expenditure

• Preliminary programme
• Contractor’s establishment on site
• Certificate of non-collusive tender
• Amendments or qualifications to tender
• Declaration regarding tax
• Financial statements and bank references
• Rates for special materials
• Contract data
• Information relating to the involvement of emerging contractors, and employment
of labour including local labour, training, equity.

2. Contract administration procedures and documents

2.1 Site handover

Site handover marks the physical commencement of the contract by the contractor. It is at
this meeting that drawings necessary for the construction of the works, as well as relevant
documentation, are formally handed to the contractor; and many of the ground rules are
laid down for the contract execution, important issues highlighted and roles of the parties
involved in the contract defined and clarified.

2.2 Programme
The contractor is required, in terms of the contract documentation, to submit a programme
in the required format and, within a stipulated period, to indicate how he proposes to
complete the contract within the contract period as well as projected cash flow over the
contract period. The contractor’s progress is measured against this programme.

2.3 Site instructions

A site instruction book, of a format acceptable to the client, must be available on-site at all
times. This book is used for recording all instructions, requests, rainfall records and important
occurrences on-site. All relevant parties must, timeously, sign the site instructions.

2.4 Variation orders (VOs)

A variation to the contract is formalised by the issuing of a written variation order by the
client (or his representative). In many instances, a variation order is required to confirm a
site instruction.
On roads contracts where the variation is being executed at tender rates, a VO will probably
not be required.

2.5 Progress certificates

Interim payments for work executed during the contract are effected by progress payment
certificates.
It is important that work is approved and measured as it proceeds and that certificates are
processed in accordance with the requirements of the contract documentation.

2.6 Site meetings and minutes

Regular site meetings are a necessity to provide a forum for all the contracting parties to
monitor the progress of the contract and address issues of concern.

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 COMMUNITY BASED CONTRACTOR BASIC TRAINING

Minutes must be kept of all site meetings and circulated to all the contracting parties’
representatives. These minutes provide valuable information on the status and administration
procedures of the contract.
Points to be covered in the minutes include those in Table 2.1.

2.7 Other certificates in terms of the contract documentation

2.7.1 Certificate of practical completion or completion of the works

These certificates are issued following inspection visits arranged by the consultant, with the
purpose of issuing, to the contractor, a certificate of practical completion or completion of
the work and commencement of the defects liability period.

2.7.2 Final approval

At the end of the defects liability period, and subject to satisfactory inspection by the
consultant, the certificate of final approval for the work is issued to the contractor.

3. How to estimate project costs

1. Break down the project into phases and tasks

Once you have a solid understanding of what work is required to deliver the project, and the
client is happy to move forward with your ballpark estimate, it’s time to create a more accurate
estimate.

You can use either the three-point estimation or the bottom-up technique here. But your goal is
to break down the project so you can isolate parts of the deliverables and estimate their costs
separately.

The best way to do this is to use a Work Breakdown Structure.

The purpose of creating a WBS is to help organize, visualize, and manage projects more
efficiently. It serves as a framework for detailed cost estimation and control and can help you
build an estimated project timeline. Adding a project buffer is smart, too! (more on this later).

Feel free to use our WBS template below. The template contains fields to enter each task’s
estimated hours and costs. Once filled out, this will create an estimated cost estimate for the
entire project.

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 COMMUNITY BASED CONTRACTOR BASIC TRAINING

2. Calculate the cost for each task

Now that you know which tasks you need to complete, you can begin assigning time estimates to
each.

Use the WBS template to fill out the estimates here. Hand the file to your team to use their
knowledge and experience to add more accurate time estimates for each task.

Once a time estimate has been added for each task, a cost estimate will be generated based on your
hourly rate.

3. Identify if you have enough resources to complete the project

After estimating how many hours you’ll need for each task, consider internal team capacity. Your
team probably has multiple projects on the go already, so you’ll need to ensure they have time to
accommodate the incoming work.
To estimate team capacity, consider

• How many hours each team member works per day

• How many billable hours per day each team member is racking up (billable utilization)?
• Planned vacations and holidays
• Unexpected circumstances — such as sick leave

4. Calculate the total cost of the project

Finally, it’s time to calculate the project’s total estimated cost.

You can use the project’s total estimated cost as part of your budget or SoW estimate and send it
straight off to the client for feedback.

5. Add a project buffer to protect profits

Agreeing on the cost of a project is the easiest part — but trying to keep that project within budget?
It’s almost impossible to avoid hiccups throughout the lifecycle of a project.
Prevention is key here.

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 COMMUNITY BASED CONTRACTOR BASIC TRAINING

The easiest solution to avoid project profitability tanking is to mitigate project risks is to add a bit of
a buffer to your project cost estimates — at the task, phase, or project level.
Adding this will help account for anything that could go wrong within the project. It will be a much-
appreciated cushion for minor issues and sudden changes.
Projects tend to go over budget for several reasons.
• Additional client requests
• Sudden changes from the client
• Poor project planning
• Goals and objectives are constantly changing

6. Account for hidden costs

Before you wrap up your estimate, ensure you include a project’s hidden costs. With any project,
there’s the cost of delivering the main project. But expenses associated with providing the project
must be accounted for, or your profitability gets obliterated.

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