Burial and cremation services for pauper or destitute persons – mossel bay municipality (3-Year contract)

A compulsory information meeting will take place at 11h00 on Thursday, 22 October 2026 at the Committee Room, Mossel Bay Town Hall, 101 Marsh Street. At least one partner of a Joint Venture must attend. Bidders (including one JV partner) who do not attend the information meeting and submit a bid will be regarded as submitting a non-responsive bid. Senior company staff members or contract managers are preferred to attend, as the special conditions of contract and specifications will be discussed. Bidders arriving 15 minutes or more after the advertised start time will not be admitted or allowed to sign the attendance register, unless the chairperson and all other attending bidders grant permission.

Specifications enquiries:

• Contact: Mr Francois Nieuwoudt
• Email: [email protected]
• Telephone: (044) 606-5144

Document completion enquiries:

• Contact: Ms Juanita Schutte
• Email: [email protected]
• Telephone: (044) 606-5198

Document purchase (EFT banking details):

• Email: [email protected]

Submission address:

Tender Box, Entrance of the Mossel Bay Town Hall

101 Marsh Street

Mossel Bay

Submission method: sealed envelope placed in the tender box at the Entrance of the Mossel Bay Town Hall, 101 Marsh Street, Mossel Bay, or posted to reach the Tender Box, Mossel Bay Municipality, before the closing time. Envelopes must be endorsed with the tender number, title, and closing date. Late, faxed, or emailed tenders will not be accepted. Bids must remain valid for 120 days after the closing date.

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

• MBD1: Bid for Requirements of the Municipality of Mossel Bay (cover page with bidder details).
• MBD4: Declaration of Interest — discloses whether any director or shareholder is employed by the state or connected to the municipality.
• MBD5: Declaration for Procurement Above R10 Million.
• MBD6.1: Preference Points Claim Form — claims B-BBEE and locality points.
• MBD8: Declaration of Bidder's Past Supply Chain Management Practices.
• MBD9: Certificate of Independent Bid Determination — certifies no collusion or price disclosure.
• Section 5: Declaration — must be completed and signed by the authorised signatory.
• Section 6: Contract Form — to be signed by the successful bidder.
• Board Resolution authorising the signatory (not required for sole proprietors).
• Tax Compliance Status Pin (separate for each JV member).
• Letter of Good Standing from the Compensation Commissioner (separate for each JV member).
• B-BBEE certificate or sworn affidavit.
• Municipal rates and taxes account, lease agreement, or affidavits as applicable.
• Joint Venture agreement (if applicable).

Disqualification risks:

• Failure to attend the compulsory information meeting.
• Omitted or unsigned returnable documents.
• Retyped tender documents or unauthorised alterations.
• Submission after the closing time, by email, or by fax.

Responsive bids are evaluated on the 80/20 or 90/10 Preference Points System. A maximum of 20 points (80/20) or 10 points (90/10) is allocated for specific goals. 50% of these points are based on the bidder's B-BBEE scorecard and 50% on locality. Bids are evaluated for responsiveness to specifications and requirements. The Municipality is not bound to accept the lowest tender or the highest-scoring bid.

The Municipality requires professional service providers for the burial or cremation of pauper or destitute persons for a period of three years, from 1 July 2027 to 30 June 2030.

Scope of services:

• Burial of destitute persons: deceased with no traceable family or next of kin, or where no person or organisation is willing or able to accept responsibility, including persons identified by SAPS as 'John Doe' or 'Jane Doe'. The provider must respond within 6 hours of notification, obtain the relevant information and authorisation, arrange and confirm the burial date, and handle the opening and closing of the grave.
• Burial of paupers: deceased whose family or next of kin cannot afford responsibility. The provider must collect the deceased, keep the body in suitable mortuary facilities until burial, and cover removal and storage costs for up to 18 days. From the 19th day onwards, the provider may invoice the Municipality at the approved daily storage rate.
• Cremation of paupers: collection, mortuary storage for up to 18 days, and provision of everything needed for cremation, including the cremation urn.

The provider must supply all resources necessary to perform the services.

Variation orders: where the estimated value of changes does not vary more than 15% of the original contract value, the contractor may be instructed to deliver goods or render services accordingly. For measurable quantities, the contractor may be approached to reduce unit prices, provided there is no escalation.

Contract performance is measured after each order against targets of 100% achievement for: delivery time frame, service quality rating, and supply in terms of specifications.

Pricing schedule (Section 2.2) covering three years (1 July 2027–30 June 2028; 1 July 2028–30 June 2029; 1 July 2029–30 June 2030) for:

• Burial service for destitute (per service)
• Burial service for pauper where the deceased is collected directly from place of death, hospital, clinic, public facility or SAPS
• Burial service for pauper where the deceased is collected from another registered funeral undertaker or mortuary
• Cremation service for pauper collected directly from place of death, hospital, clinic, public facility or SAPS
• Cremation service for pauper collected from another registered funeral undertaker or mortuary
• Storage fees per day after 18 days

Estimated quantities (for evaluation purposes only):

• Burial service for destitute: 6
• Burial service for pauper: 48
• Burial service for cremation: 5
• Storage fees after 18 days: 144 days

Pricing rules:

• All rates must be fully inclusive of VAT and all other costs.
• Rates are final and binding for the contract period; no variation is allowed.
• The bid is evaluated on the total amount per service (rates multiplied by quantities for three years).
• Items with no price entered are considered a no offer and will not be evaluated.
• Only the prescribed pricing schedule will be accepted; any other format is non-responsive.
• Quantities are provisional and do not represent actual work.

Payment terms: payments made within 30 days of invoice submission, in Rand.

CSD registration: bidders must be registered on the Central Supplier Database; the Municipality may not award to unregistered bidders.

Tax compliance: a valid SARS Tax Compliance Status Pin must accompany the bid (separate for each JV member). The Municipality will verify on the SARS website.

Compensation Fund: a valid and relevant Letter of Good Standing from the Compensation Commissioner must accompany the bid (separate for each JV member). If not submitted, the Municipality may obtain it after closing; if not obtained within the specified period, the bid is disqualified.

B-BBEE: proof of B-BBEE status level via a sworn affidavit (as prescribed by the B-BBEE Codes of Good Practice) or a valid certificate (SANAS-accredited, auditor/accounting officer, or IRBA-approved) meeting the prescribed content requirements.

Municipal rates and taxes: bidders and their directors must not be in arrears for more than three months with any municipality or its entities, unless a settlement arrangement was made before the bid closure date. Proof of municipal account, lease agreement, or affidavits must be submitted as applicable.

CIDB: not applicable (marked N/A).

Joint ventures: the JV agreement must be submitted; all members must each submit a SARS tax pin, a profit and liability sharing agreement, and a board resolution. JV qualifies for B-BBEE points only as a legal entity with a certificate in the JV's name; locality points based on Lead Partner's address (for 50/50 split, closest address applies).

Points for specific goals: 50% of the 20/10 preference points are allocated to the bidder's B-BBEE scorecard and 50% to the bidder's locality. B-BBEE status must be proven by a sworn affidavit as prescribed by the B-BBEE Codes of Good Practice, or a B-BBEE verification certificate / auditor's certificate meeting the prescribed content requirements (SANAS/BVA details, bidder identity and registration, issue and expiry dates, scorecard type, and B-BBEE status level of contribution). Locality points: under the 80/20 system, 10 points for enterprises within the Mossel Bay municipal area, 6 for the Garden Route District region, and 4 for the Western Cape Province and other provinces; under the 90/10 system, 5 / 3 / 2 points respectively. Only one locality category may be awarded. Proof of locality: the municipal account of the bidder's address, or a lease agreement / sworn affidavit from the registered owner where the address is not in the bidder's name; the business address must be established prior to the advertisement date; only fully operational business premises qualify (vacant erven, storage units and postal addresses do not).

The tender pack includes OHS specifications (Section 54 of the document). Bidders must familiarise themselves with and comply with these specifications. Senior company staff or contract managers are preferred to attend the compulsory information meeting where special conditions and specifications are discussed.

The successful bidder must sign the agreement in Section 6; signing both parts concludes the contract. The Municipality may request an additional Service Level Agreement which, together with the signed bid document, forms the full agreement.

Subcontracting: the contractor may not subcontract the whole contract, and may not subcontract any part without the Municipality's prior written consent (not unreasonably withheld). Such consent does not create a contract between the Municipality and the subcontractor and does not relieve the contractor of liability.

Extension: the Municipality may negotiate extension or expansion of the contract if additional funds become available.

Costs: the successful bidder is liable for all duties and costs on legal documents establishing the contract, and for surety and retentions.

Incorrect information: if a contract is awarded based on incorrect information furnished by the bidder, the Municipality may recover all costs, losses or damages incurred.

Warranty: the supplier warrants goods are new, unused, and free from defects for 12 months after delivery or 18 months after shipment, whichever ends earlier.

Payment: payments made within 30 days of invoice submission, in Rand.

Prices: prices quoted in the bid are fixed and may not vary, except for authorised price adjustments.

Variation orders: changes up to 15% of the original contract value may be instructed; unit prices may be reduced but not escalated.

Assignment: the supplier may not assign obligations without prior written consent.

Delays: the supplier must notify the Municipality in writing of any delay; penalties may be imposed.

Penalties: for late delivery or performance, a penalty is deducted from the contract price calculated at the current prime interest rate for each day of delay.

Termination for default: the Municipality may terminate the contract in whole or in part if the supplier fails to deliver, fails to perform obligations, or engages in corrupt or fraudulent practices. The supplier may be restricted from doing business with the public sector for up to 10 years.

Bidders must be registered on the Central Supplier Database (CSD); the Municipality reserves the right not to award tenders to unregistered bidders. Any bidder, or its directors, in arrears with municipal rates and taxes or municipal charges due to any Municipality or its entities for more than three months, and who has not made a settlement arrangement before the bid closure date, will be unsuccessful. Joint ventures: the JV agreement must be submitted with the bid; no amendments may be made without the Municipality's prior approval; all JV members must each submit a valid SARS tax pin, an agreement clearly setting out profit and liability sharing, and a board resolution consistent with the JV agreement. A JV qualifies for B-BBEE points only as a legal entity with a certificate issued in the JV's name, and for locality points based on the Lead Partner's address (for a 50/50 split, the closest address applies).

Responsive bids are evaluated on the 80/20 or 90/10 Preference Points System, with a maximum of 20 points (80/20) or 10 points (90/10) allocated for specific goals. Tenders are evaluated for responsiveness to specifications and requirements, and any additional criteria set out in the tender documents. The Municipality does not bind itself to accepting the lowest tender or the highest-scoring bid.