Environmental impact assessment and specialist studies for city of tshwane cemetery (lotus gardens, 32 ha)

Compulsory briefing session: 9 September 2026 at 10:00 via Microsoft Teams (Meeting ID: 391 146 302 222 452, Passcode: kL7X8nn2, Join link: https://teams.microsoft.com/meet/391146302222452?p=bu1McfpLKVfElMQbiv). Closing date and time: 16 September 2026 at 10:00 (online submission via e-tender portal). Bid validity period: 90 days after closing date.

Supply Chain Management enquiries: Josia Masenya, (012) 358 0658, [email protected]. Technical enquiries: Portia Paledi, (012) 358 3044, [email protected]. Submission address: City of Tshwane e-tender portal (online only). Physical address for reference: Tshwane House, 320 Madiba Street, Pretoria, 0001 (GPS: 25.74431°S, 28.19464°E).

Submission method: online via the City of Tshwane e-tender portal only; no physical tender box deposits. Closing date and time: 16 September 2026 at 10:00. All returnable documents must be completed, signed in black ink, and uploaded with the bid. Returnable forms and documents:

• MBD 1 (Invitation to Bid): signed offer cover page with bidder details and authorised signatory.
• MBD 4 (Declaration of Interest): discloses state employment or connections of directors/shareholders; false declaration disqualifies.
• MBD 6.1 (Preference Points Claim): claims B-BBEE and specific-goal points; supporting proof must be attached.
• MBD 7.2 (Contract Form – Rendering of Services): signed contract form in duplicate.
• MBD 8 (Declaration of Past SCM Practices): declares no abuse of SCM systems, fraud, or contract failures in past five years.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure with competitors.
• Company Registration Certificate (CIPC).
• Tax Clearance Certificate or SARS TCS PIN (or valid CSD registration as alternative).
• B-BBEE Certificate or Sworn Affidavit (for EME/QSE).
• Municipal rates and taxes statement (≤3 months old, not in arrears >90 days) for bidding company and all directors/members/major shareholders; or signed lease agreement; or councillor letter for informal/rural areas.
• CSD summary report.
• Audited financial statements for most recent three years (or from inception if younger), signed by auditor; or proof of exemption from audit requirement.
• Joint Venture agreement (if bidding as JV), signed by all parties, plus all above documents for each JV partner.
• Comprehensive company profile with personnel details, qualifications, experience, and roles.
• CVs of proposed Project Manager and all key team members.
• Proof of registration with EPASA (Environmental Assessment Practitioners Association of South Africa).
• Minimum three reference letters for similar EIA projects successfully completed.
• Detailed Project Plan with methodology, deliverables, milestones, and timeframes.
• Desktop screening environmental report, sample GIS sensitivity layout maps, previous Public Participation chapter, methodology document.
• Pricing schedule: all items must be quoted; incomplete schedule leads to disqualification. Corrections must be crossed out in ink and initialled; no correction fluid (Tippex) allowed.
• Attendance at compulsory briefing session is mandatory; non-attendance disqualifies.

Disqualification risks: late submission; missing or unsigned returnable forms; use of correction fluid on pricing schedule; incomplete pricing; non-attendance at briefing; false declarations; non-compliant tax status; municipal accounts in arrears >90 days; failure to submit required CVs, references, or professional registration proof.

Three-stage evaluation:

1. Administrative Compliance (pass/fail): all compulsory returnable documents submitted, fully completed, signed in black ink by authorised signatory (delegation letter if signatory not a director). CSD registration valid. Tax status compliant (TCS PIN or CSD). Municipal rates/taxes up to date for company and all directors/shareholders (≤3 months, not >90 days arrears). Audited financial statements (3 years or from inception) or proof of audit exemption. JV documents if applicable. Compulsory briefing attended.
2. Mandatory Compliance (pass/fail): comprehensive company profile with personnel details; CVs of Project Manager and key team; Project Manager suitably qualified and experienced in EIA processes and obtaining Environmental Authorisations; project team collectively possesses qualifications, registrations, knowledge, skills in environmental management, EIA project management, biodiversity/conservation planning, GIS/spatial analysis; knowledge of study area characteristics (desktop screening report); previous Public Participation chapter; sample GIS sensitivity layout maps; methodology document; EPASA registration certificate; minimum three reference letters for similar EIA projects; detailed Project Plan with methodology, deliverables, milestones, timeframes. Failure on any mandatory criterion renders proposal non-responsive.
3. Preference Point System (80/20): 80 points for price (lowest acceptable tender formula); 20 points for specific goals:

• B-BBEE level: Level 1=8, 2=7, 3=6, 4=5, 5=4, 6=3, 7=2, 8=1, Non-compliant=0 (certified B-BBEE certificate or sworn affidavit for EME/QSE).
• EME/QSE: 2 points (sworn affidavit or CIPC B-BBEE certificate).
• ≥51% Women-owned: 2 points (ID copies + ownership proof).
• ≥51% People with disability-owned: 2 points (medical certificate + ownership proof).
• ≥51% Youth-owned: 2 points (ID copies + ownership proof).
• Local Economic Participation: City of Tshwane=4, Gauteng=2, National=1 (municipal account statement/lease agreement).

Proof for each claim must be submitted; zero points if evidence missing. Market analysis may be conducted; non-viable prices can lead to disqualification or price negotiation with highest-scoring bidders.

Scope: Appointment of an independent Environmental Assessment Practitioner (EAP) to undertake Environmental Impact Assessment (EIA) and obtain Environmental Authorisation (EA) for City of Tshwane cemeteries under NEMA EIA Regulations (Listing Notice 1, GNR 984 Activity 23) and National Water Act.

Site: Part of Remainder of Portion 6 of Farm Pretoria Town and Townlands 351 JR, Region 3, Lotus Gardens Township, 32 Ha. Proposed activities: cemetery establishment with ancillary infrastructure — internal roads, ablution facilities, boreholes, municipal engineering services, boundary wall where fence absent.

Deliverables:

• Submit application forms to competent authority; notify interested and affected parties (project registration).
• Conduct public participation process for Basic Assessment Report (BAR): compile Background Information Document, interact with I&APs.
• Attend consultation meetings with authority; submit minutes to project manager.
• Attend project meetings; write minutes as required.
• Submit 3 hard copies (colour) + 1 electronic copy (Word, disc) to competent authority.
• Submit 3 hard copies (colour) + 4 electronic copies (Word, USB) to project manager.
• Independent review of internally compiled BAR and review report.
• Conduct specialist studies (ecological assessment, traffic impact study, others as recommended by authorities); compile specialist reports.
• Draft and submit comprehensive BAR (including Environmental Management Programme and Rehabilitation Plan) acceptable without referrals.
• Establish need for Water Use Licence Application (WULA); compile motivation and accompanying documents; submit to Department of Water Affairs.
• Follow up with competent authority for speedy finalisation.
• Obtain EA in terms of NEMA s24(5) and 44 from Gauteng Department of Environment.
• Notify registered I&APs within 14 days of EA issuance per NEMA EIA Regulations.
• Submit amendment requests to GDEnv if required (costed in contingency fee, refundable if unused).

Project management: single designated Project Manager reporting to client PM; client provides meeting venues; regular client consultation for feedback/approval; all reports in Word editable format; three hard copies colour, four electronic copies on USB.

Bidder must submit a detailed Project Plan demonstrating understanding of scope, with proposed methodology, deliverables, milestones, key activities, and implementation timeframes for each project phase. Methodology document required as evidence for mandatory compliance. Regular client consultation for feedback and approval of strategy and detailed plans before and during work. Independent review of internally compiled BAR. Specialist studies managed and interpreted as part of Site Layout Planning. Public participation process per BAR requirements. Follow-up with competent authority for timely decision-making.

Mandatory: Project Manager suitably qualified and experienced in EIA processes, managing similar projects, obtaining Environmental Authorisations. Project team collectively must possess qualifications, professional registrations, knowledge, skills, experience in: environmental management (legislative/regulatory framework), EIA project management, biodiversity management/conservation planning, GIS/spatial analysis. Knowledge of study area environmental, biodiversity, social, cultural, economic characteristics (evidence: desktop screening report). Previous Public Participation chapter (regulatory compliance). Layout plan design (evidence: sample GIS sensitivity layout maps). Environmental information management systems (evidence: sample GIS sensitivity layout maps). Strong conceptual, analytical, communication, technical report writing skills (evidence: methodology document). EPASA registration certificate (valid). Minimum three reference letters from clients for similar EIA projects successfully completed. Company profile with personnel details, qualifications, experience, roles. CVs of Project Manager and all key team members required; failure to submit CVs renders proposal non-responsive.

Pricing schedule for Site 1 (Part of Remainder of 6 of Farm Pretoria Town and Townlands 351 JR):

• Phase i (Material 3030096): Compile BAR (drafts and final) including specialist reports; submit to authorities and obtain authorisation.
• Phase ii (Material 3030097): Compile WULA motivation including all accompanying documents.
• Add 10% contingency for unforeseen requests (appeals, amendments, etc.).
• Total excluding VAT; 15% VAT; Total including VAT.

All amounts must include all works for successful completion. City reserves right to increase/decrease quantities subject to budget availability. Bid validity: 90 days. Market analysis and price negotiation provisions apply. Pricing corrections: ink cross-out with initials; no Tippex. All items must be quoted; incomplete schedule disqualifies.

Pricing schedule for Site 1 (Part of Remainder of 6 of Farm Pretoria Town and Townlands 351 JR):

• Phase i (Material 3030096): Compile BAR (drafts and final) including specialist reports; submit to authorities and obtain authorisation.
• Phase ii (Material 3030097): Compile WULA motivation including all accompanying documents.
• Add 10% contingency for unforeseen requests (appeals, amendments, etc.).
• Total excluding VAT; 15% VAT; Total including VAT.

All amounts must include all works for successful completion. City reserves right to increase/decrease quantities subject to budget availability.

Bid validity: 90 days after closing.

Market analysis: City may test price viability; if tenderer cannot deliver at market-determined price, disqualified as non-responsive. If viable, tight contract with performance warnings and restricted supplier listing for failures. City may negotiate market-related price with highest-scoring bidder, then second, then third; if no agreement, quotation may be cancelled.

Pricing corrections: cross out in ink, initial each alteration; no correction fluid (Tippex) — use leads to item or whole quotation rejection. All items must be quoted; incomplete schedule disqualifies.

Mandatory compliance:

• CSD registration (valid CSD number).
• Tax compliance: SARS TCS PIN or valid CSD status.
• Municipal rates and taxes: company and all directors/members/major shareholders — statements ≤3 months old, not in arrears >90 days; or signed lease; or councillor letter for informal/rural areas.
• Company Registration Certificate (CIPC).
• B-BBEE Certificate or Sworn Affidavit (EME/QSE) for preference points.
• Audited financial statements (most recent 3 years, signed by auditor) or from inception if younger; or proof of exemption from audit requirement.
• MBD forms: MBD 1, 4, 6.1, 7.2, 8, 9 — fully completed, signed in black ink by authorised signatory (delegation letter if not director).
• Joint Venture: signed JV agreement; all above for each partner.
• Compulsory briefing attendance (9 September 2026, 10:00, MS Teams).
• Comprehensive company profile with personnel details.
• CVs of Project Manager and key team members (Project Manager must demonstrate EIA experience and EA acquisition).
• Project team collective expertise: environmental management/legislative framework, EIA project management, biodiversity/conservation planning, GIS/spatial analysis.
• Desktop screening environmental report.
• Previous Public Participation chapter.
• Sample GIS sensitivity layout maps.
• Methodology document.
• EPASA registration certificate (valid).
• Minimum three reference letters for similar EIA projects.
• Detailed Project Plan (methodology, deliverables, milestones, timeframes).
• Pricing schedule fully completed, all items quoted, corrections initialled, no Tippex.

Specific-goal proof for preference points: certified B-BBEE certificate/sworn affidavit; ID copies + ownership proof for women/youth/disability; municipal account/lease for local economic participation.

Environmental legislative framework: National Environmental Management Act (NEMA) 1998, EIA Regulations 2014 (GNR 984, Listing Notice 1 Activity 23), National Water Act. Objective: obtain Environmental Authorisation (EA) from Gauteng Department of Environment (GDEnv) for cemetery establishment on 32 Ha site (Part of Remainder of Portion 6, Farm Pretoria Town and Townlands 351 JR). Basic Assessment (BA) process required. Deliverables include Basic Assessment Report (BAR) with Environmental Management Programme (EMP) and Rehabilitation Plan, specialist studies (ecological, traffic impact, others as directed), Water Use Licence Application (WULA) if needed, public participation process (Background Information Document, I&AP interaction), independent review of internally compiled BAR. Compliance with NEMA s24(5) and 44, EIA Regulations, and alignment with National Water Act. Notification of I&APs within 14 days of EA issuance. Amendment requests to GDEnv if required (costed in contingency).

Contract form: MBD 7.2 (Rendering of Services) must be completed in duplicate and signed by both service provider and purchaser. Contract incorporates: bidding documents (invitation, tax clearance, pricing schedule, task directive/proposal, B-BBEE preference claims, declaration of interest, past SCM practices declaration, independent bid determination certificate, special conditions), General Conditions of Contract (GCC), and any other specified documents. Service provider warrants price correctness, accepts risk for pricing errors, confirms authorisation to sign, declares no collusive practices. Purchaser undertakes payment within 30 days of invoice receipt. Validity period: 90 days from closing. Special Conditions of Contract referenced but not detailed in extracted text.

Three-stage evaluation: (1) Administrative Compliance — all returnable documents submitted, completed, signed; CSD valid; tax compliant; municipal accounts current; audited financials; JV docs if applicable; briefing attended. (2) Mandatory Compliance — company profile, CVs, Project Manager EIA experience, team expertise (environmental management, EIA project management, biodiversity/conservation, GIS), study area knowledge (desktop screening), Public Participation chapter, GIS layout maps, methodology document, EPASA registration, three reference letters, Project Plan. (3) Preference Points (80/20) — 80 price, 20 specific goals (B-BBEE level, EME/QSE, women/disability/youth ownership, local economic participation). Market analysis may disqualify non-viable prices; price negotiation with top scorers if needed.