Maintenance of crematorium machines and furnaces and cleaning of the stack at rebecca street crematorium (Q58-2026-27)

Closing date: 20 November 2026 at 10:00

Compulsory briefing session: 16 November 2026 at 12:00

Venue: Nic van Vuuren Street (between the Crematorium and Pretoria West High School)

Bids remain valid for 90 days after closing date.

Supply Chain enquiries:

• Contact: Josia Masenya
• Email: [email protected]
• Telephone: (012) 358 0658

Technical enquiries:

• Contact: Keagile Phalatsi
• Email: [email protected]
• Telephone: (012) 358 7547
• Contact: Shane Paul
• Email: [email protected]
• Telephone: (012) 358 6090

Submission address: Online via e-tender portal (no physical tender box).

Service delivery address: Rebecca Street Crematorium, 239 Nic Van Vuuren Road, Philip Nel Park, Pretoria West.

Submission method: online via the City of Tshwane e-tender portal. Bids must not be deposited in the tender box. Submit before 10:00 on 20 November 2026.

Returnable documents (all must be completed in black ink, signed, and submitted):

• MBD 1 (Invitation to Bid): bidder details and signed offer cover page.
• MBD 4 (Declaration of Interest): discloses any connection to state employees or the procuring institution.
• MBD 6.1 (Preference Points Claim): claims B-BBEE and specific goal points.
• MBD 7.2 (Contract Form – Rendering of Services): to be signed by the successful bidder.
• MBD 8 (Declaration of Past Supply Chain Management Practices): declares past SCM practices.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• Company registration certificate.
• Tax clearance certificate or unique PIN.
• B-BBEE certificate or sworn affidavit (for EME/QSE).
• Municipal account statement (not older than 3 months, not in arrears for more than 90 days) for the bidding company and all owners/members/directors/major shareholders, or a signed lease agreement, or a letter from the local councillor for informal/rural areas.
• CSD summary report.

Disqualification risks:

• Late submission (after 10:00 on 20 November 2026).
• Any returnable document missing, incomplete, or unsigned.
• Use of correction fluid (Tippex) on the pricing schedule.
• Corrections on the pricing schedule not crossed out in ink and initialled.
• Failure to attend the compulsory briefing session.
• Incomplete pricing schedule (all items must be quoted).
• Failure to declare interest in related companies (MBD 4 question 3.14).

Evaluation stages:

1. Administrative compliance – all returnable documents must be present and correctly completed.
2. Mandatory requirements – certified copies of specified qualifications and references.
3. Preference point system – 80/20 system (80 points for price, 20 points for specific goals).

Specific goals points (80/20 system):

• B-BBEE level: Level 1 = 8 points, Level 2 = 7, Level 3 = 6, Level 4 = 5, Level 5 = 4, Level 6 = 3, Level 7 = 2, Level 8 = 1, Non-compliant = 0.
• EME/QSE: 2 points (with sworn affidavit or CIPC certificate).
• At least 51% women-owned: 2 points.
• At least 51% owned by people with disabilities: 2 points.
• At least 51% youth-owned: 2 points.
• Local economic participation: City of Tshwane = 4 points, Gauteng = 2 points, National = 1 point.

Mandatory requirements (must submit certified copies):

• Qualified engineer registered with ECSA.
• Registered gas installer with SAGA.
• Two completion certificates or reference letters from other crematoriums in South Africa (not older than 12 months).
• Declaration on use of genuine parts.
• Proof of software licence for JTE furnaces or signed agreement with licence holder.

Market analysis: The city may conduct market analysis and negotiate a market-related price with the highest-scoring bidder. If the bidder cannot confirm they can deliver at the quoted price, they will be disqualified.

Scope: Maintenance and repair of two JTE cremation machines/furnaces (BA1 and BA2) and cleaning of the stack at Rebecca Street Crematorium.

The quotation consists of two sections:

• Section A: Maintenance and servicing of the furnaces (one service provider to be appointed).
• Section B: Maintenance and updating the software of the furnaces (one service provider to be appointed).

Services required:

• 24-hour breakdown service, emergency repairs, weekend and public holiday callouts.
• Fault diagnosis, technical support, routine and bi-annual inspections.
• Supply and delivery of genuine OEM or approved equivalent parts.
• Inspection of cremators, combustion system adjustments, gas pressure checks (25mb).
• Hydraulic system checks and refurbishment.
• Bi-annual and annual inspections with comprehensive inspection reports.
• Software updates: replacement of PLC (DR32H) with operating software, upgrades.
• Stack cleaning.

Routine inspection areas:

• Mechanical systems (hydraulic doors, cylinders, pumps, power packs, bearings, lubrication).
• Refractory system (primary/secondary chamber, hearth, roof, floor, stack).
• Burner systems (primary, secondary, ignition, afterburner, ratio regulators, gas valves, nozzles, air/fuel ratio).
• Gas system (leaks, pipe integrity, pressure, isolation valves, flexible connections, flame stability).
• Electrical system (connections, PLC panel, touch screen HMI, temperature controllers, flame relays, ignition, limit switches, timers, sensors, wiring, emergency stop).
• Instrumentation (thermocouples, temperature recorders, UV scanners, UV sensors, electrodes, flame detection, combustion controls).

Corrective maintenance:

• No repair work without written approval from the project manager.
• Repair or replace defective components including hydraulic doors, refractory, roof/floor, draft systems, temperature controls, thermocouples, burners, spark plugs, electrodes, flame relays, UV scanners/sensors, burner regulators, combustion controls, PLC equipment, instrumentation, hydraulic power packs, gas piping, electrical systems, mechanical drives.
• Provide bi-annual and annual services, clean stacks.

Spare parts (Section A): maintain stock of genuine OEM or approved equivalent parts including bearings, belts, blower motor, burners, combustion chamber, fans, hydraulic cylinders, door and door seal, draft fans, electrodes, switches, filters, flue/vent pipes, gas line, regulators, heat exchanger, hydraulic components, ignitor, pilot light, plenum, pulleys, refractory materials, spark plugs, thermocouples, thermostat connections, UV scanners with quartz lenses.

Section B (software):

• Bidder must be licensed to maintain/update the software or subcontract to the licence holder.
• Inspect electrical system (same as above).
• Spare parts: PLC components, timers, electrical control relays, flame relays, ignition transformers, switches.
• Software updates: modify/update the software program for the JTE machines.

Response times for breakdowns:

• Critical breakdown: within 4 hours.
• Major fault: within 8 hours.
• Minor fault: within 24 hours.

All scheduled work must be arranged with the project manager. Communicate power availability before arriving.

Mandatory experience: Bidder must have successfully completed at least 2 projects of similar nature (maintenance of crematorium machines/furnaces) in South Africa, evidenced by completion certificates or reference letters on company letterhead, signed by the project manager, not older than 12 months.

Key personnel: Qualified engineer registered with ECSA and registered gas installer with SAGA (certified copies required).

For software section: Bidder must be licensed to maintain/update the JTE software or subcontract to the licence holder.

Routine inspections must cover mechanical, refractory, burner, gas, electrical, and instrumentation systems as specified.

Comprehensive inspection reports must be provided after every inspection.

Only genuine OEM or approved equivalent parts may be used.

Gas pressure must be checked and adjusted to 25mb.

All repairs must be approved by the project manager before commencement.

Pricing must be submitted on the provided schedule, with all items quoted. Prices include delivery and offloading. Prices valid for 1 year. Contract period not exceeding 12 months.

Section A: Labour and travel costs (technician/engineer rates for normal, after-hours, Sundays/public holidays; travel per km; inspection report per report), scheduled services (bi-annual, annual, stack cleaning per JTE).

Section B: Software update and training (labour rates, travel, inspection report), spares (PLC components, timers, relays, transformers, switches), software updates (modify/update program).

VAT at 15% to be added.

The city may accept all or selected items based on budget. Incomplete pricing schedule leads to disqualification.

Pricing format: Schedule of rates with unit prices for labour, travel, scheduled services, spares, and software updates.

Pricing requirements:

• Prices must include delivery and offloading.
• Prices must be valid for 1 year from quotation approval date.
• Contract period will not exceed 12 months.
• All sub-items under each table must be quoted; incomplete pricing schedule leads to disqualification.
• The city may accept all items or only selected ones based on available budget.

Pricing schedule sections:

• Section A: Labour and travel costs for callouts and services (technician/engineer rates for normal, after-hours, Sundays/public holidays; travel per km; inspection report per report). Scheduled services: bi-annual service, annual service, cleaning of stacks (per JTE).
• Section B: Software update and training of staff (labour rates, travel, inspection report), spares (PLC components, timers, relays, transformers, switches), software updates (modify/update program).

VAT: 15% to be added to totals.

Market analysis: The city may conduct market analysis and negotiate a market-related price. If the bidder cannot confirm delivery at the quoted price, they will be disqualified. Non-performance may lead to performance warnings and listing on the restricted suppliers database.

CSD registration: Compulsory – bidders must be registered on the Central Supplier Database and provide a CSD number.

Tax compliance: Must provide a SARS TCS PIN or CSD number; tax status must be compliant before award.

Municipal account: Bidding company and all owners/members/directors/major shareholders must have municipal service charges, rates and taxes up to date (not in arrears for more than 90 days). Provide municipal account statement not older than 3 months, or signed lease agreement, or letter from local councillor for informal/rural areas.

B-BBEE: Valid B-BBEE certificate or sworn affidavit (for EME/QSE) required to claim preference points.

Mandatory qualifications:

• Qualified engineer registered with ECSA (certified copy).
• Registered gas installer with SAGA (certified copy).
• Two completion certificates or reference letters from other crematoriums in South Africa (not older than 12 months).
• Declaration on use of genuine parts.
• Proof of software licence for JTE furnaces or signed agreement with licence holder.

Joint ventures: Must submit a signed JV agreement and all required documents for each party. The JV must continue for the duration of the contract unless prior approval is obtained.

No bids from persons in the service of the state.

24-hour emergency response required for breakdowns.

Critical breakdown response within 4 hours, major fault within 8 hours, minor fault within 24 hours.

Bidder must provide technical and safety information as prescribed in the Operating and Maintenance Manual.

All scheduled work must be arranged with the project manager; power availability must be communicated before arriving.

Contract form: MBD 7.2 (Rendering of Services) to be signed by the successful bidder.

Spare parts warranty: Replacement parts must carry a minimum 12-month warranty.

Bid validity: Bids remain valid for 90 days after closing date.

The city does not bind itself to accept the lowest or any other bid.

Market analysis: The city may conduct market analysis and negotiate a market-related price. Non-performance may lead to performance warnings and listing on the restricted suppliers database.

Evaluation stages: 1) Administrative compliance, 2) Mandatory requirements, 3) Preference point system (80/20).

Specific goals points: B-BBEE level (Level 1 = 8 points down to non-compliant = 0), EME/QSE = 2 points, 51% women-owned = 2 points, 51% disability-owned = 2 points, 51% youth-owned = 2 points, local economic participation (City of Tshwane = 4, Gauteng = 2, National = 1).

Mandatory requirements: ECSA-registered engineer, SAGA-registered gas installer, two crematorium references, genuine parts declaration, software licence proof.