Funeral parlour services for indigent and pauper burials – nkomazi municipality tender (mpumalanga)

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Bidders must be registered on CSD, be tax compliant, and not be in the service of the state. They must have a valid Certificate of Competence from the Ehlanzeni District Municipality Health Section, be registered as a mortuary, and have a funeral parlour within the Nkomazi Local Municipality area. They must have proven experience in providing indigent and pauper burial services to municipalities or government (at least 1 year, with points for more years). They must also have a bank rating letter (Rating A-C) and be located within Mpumalanga Province (preferably Ehlanzeni District) to score higher in technical evaluation. Joint ventures must be registered as such on CSD and submit a Joint Venture Agreement.

For the period of thirty-six (36) months

documentation stating the bidder’s experience on No Yes

related or similar work and track record with the

value/amount of the contract.

Bid NO: nko:46/ 2025 initials

9. Bank Rating Letter on the bank’s Letter Head not No Yes

older than 3 months

10. Certificate of Competence (CoC) eg Municipal

health or Environmental Health section of the local No Yes

municipality

1 Proof of 40 Valid certificate of compliance from 40

registration as Ehlanzeni Municipal District,

mortuary (Certificate of Competence)

2 Proven Capacity ▪ 3 Years and 45

(Proven more: = 20 Bidders must attach proof of

experience of points providing indigent & pauper burial

rendering the for

indigent and ▪ 2 years: = 15 municipality/government or other

pauper burial for points organizations.

municipalities and Purchase Order (covering at least 3

government) ▪ 1 year: = 10 years of experience)

points Signed Appointment Letter and

Signed Reference Letter). NB: The

(points are reference letter must stipulate how

accumulative) many years of service provided

2.4. Site inspections and explanatory meetings

1.5.1 Nkomazi Local Municipality may require the attendance of a Compulsory site inspection or explanatory meeting. Where this

is a condition of bid, bidders must attend the site inspection or explanatory meeting in order to submit a valid bid.

1.5.2 Particulars of the place and time of the site inspection or explanatory meeting will be indicated in the advertisement and the

bid documentation.

1.5.3 Minutes will be taken of all information disclosed during the site inspection or explanatory meeting, and copies of these

minutes will be made available on request to all interested parties that attended the relevant inspection or meeting.

1.5.4 Where the attendance of the site inspection or explanatory meeting is an absolute requirement to the bid, bidders must be

required to certify that they attended the site meeting or explanatory meeting and that they are fully aware of the scope of the

bid.

not in the names of the directors/members of the company, the attached municipal rates and taxes

statement must be submitted together with an original affidavit from the property owner whose name is

reflected on the municipal rates and taxes statement. If the directors and/or board members reside in an

area where the respective municipality does not bill, attach the proof of residence issued by the

municipality stating that the area in question is not billed.

o. Signed Letter of Authority on the company letterhead

p. CSD detailed report (printed after the tender advert and on or before tender closing date)

q. Joint Venture Agreement (In case of a Joint Venture) must be submitted

r. Joint Ventures must be registered on CSD as Joint Venture.

s. A valid Certificate of Competence (CoC)

t. Complete the bill of quantity.

u. Alterations to the bid document or submission of a copy of the original bid document is not allowed.

v. Completion of the bid document using pencil or erasable pen is not allowed

w. The bid has been submitted before the closing date and time.

Bid NO: nko:46/ 2025 initials

and taxes or letter from the municipality that indicates

that your business is situated in an area in which it

does not bill for all directors, Board members and No Yes

business. If the rates and taxes account is not in the

names of the company, the attached municipal rates

and taxes statement must be submitted together with

an original affidavit from the property owner whose

name/s are reflecting on the municipal rates and

taxes statement to confirm that the company

operates from their property

7. Schedule of Rates (T10) (should be completed in full) Yes Yes

▪ All bidders are required to respond to the evaluation criteria measurements. Only Bidders that have

met the Pre-Qualification Criteria will be evaluated for pricing.

▪ Bidders will be evaluated out of 100 points and are required to achieve minimum threshold of 70

points in order to proceed to price evaluations. A bidder who scores less than 70 points on technical

evaluation will be disqualified.

Total 100

NB: A bidder must score a minimum of 70 points to qualify for the next round of the evaluation (to be

considered for pricing and preference points). If the bidder receives any points less than 70, the

agreement:

(i) Bidding documents, viz

• Invitation to bid;
• Proof of Tax Compliance Status.
• Pricing schedule(s);
• Technical Specification(s);
• Preference claim form for Preferential Procurement in terms of the Preferential

agreement:

(iv) Bidding documents, viz

• Invitation to bid.
• Proof of tax compliance status.
• Pricing schedule(s);
• Filled in task directive/proposal.
• Preference claim form for Preferential Procurement in terms of the Preferential

Minimum functionality/qualifying score: 70

Tax compliance csd

Tax compliance requirements

Tax compliance status (tcs) certificate or pin may also be

Tax compliance status system pin code from the south african revenue

Tax Compliance Status

TCS PIN: OR No

CSD report (not

CSD report

CSD Registration Report (printed after the tender No Yes

Csd number

Csd number must be provided

CSD report not older than 3

CSD report not older than

Central supplier database (csd), a csd number must be provided

Joint Venture Agreement (In case of a Joint Venture) must be submitted

proof of experience of points providing indigent & pauper burial

Appointment letters and project supporting

appointment letters, subject to successful

Appointment Letter and

Proof of ownership or Valid lease agreement for

Provider Lease agreement points

4.4. Company registration number: ...............................................................

2. Tax compliance requirements

2.3 Application for the tax compliance status (tcs) certificate or pin may also be

Party must submit a separate tcs certificate / pin / csd number.

2.7 Where NO tcs is available but the bidder is registered on the central supplier

Database (csd), a csd number must be provided.

For a tax compliance status system pin code from the south african revenue

to immediate disqualification

B-BBEE Minimum Level: 1

Points Allocation: 3 points

B-BBEE Details: n-submission of the following documents will result in the bidders not being able to go to the next

stage:

Checklist of returnable and required documents

NO document name returnable / included in the bid

DOCUMENT (Mark)

Included in Bid Returnable Required

Doc Documents from

Supplier

1. An Original/certified Tax Clearance or SARS Pin? No Yes
2. CSD Registration Report (printed after the tender No Yes

advert and on or before tender closing).

3. Certified copy of Company Registration (CK) (If the No Yes

copy has more than one page, all pages must be

certified

4. Copy of B-BBEE Certificate (SANAS accredited) or No Yes

sworn affidavit

5. Authority of Signatory; Original if a copy must be No Yes

certified (must be in the company letterhead)

6. Certified copy of proof of payment for Municipal rates

and taxes or letter from the municipality that indicates

that your business is situated in an area in which it

does not bill for all directors, Board members and No Yes

business. If the rates and taxes account is not in the

names of the company, the attached municipal rates

and taxes statement must be submitted together with

an original affidavit from the property owner whose

name/s are reflecting on the municipal rates and

taxes statement to confirm that the company

operates from their property

7. Schedule of Rates (T10) (should be completed in full) Yes Yes
8. Appointment letters and project supporting

documentation stating the bidder’s experience on No Yes

related or similar work and track record with the

value/amount of the contract.

Bid NO: nko:46/ 2025 initials

9. Bank Rating Letter on the bank’s Letter Head not No Yes

older than 3 months

10. Certificate of Competence (CoC) eg Municipal

health or Environ

to immediate disqualification:

a. All pages must be submitted, and all pages that require completion must be completed in the tender

document. Therefore, no page removal is allowed.

b. Painting over rates/use of correcting fluid is not allowed.

c. Failure to submit documents required in this tender documentation.

d. Form of offer not filled (it should be completed in words and numbers).

e. The bid has been submitted before the closing date and time.

f. Initial or sign all pages of the tender documents.

g. Certified copies of documentation must not be older than three (3) months to be regarded as valid.

Copies of “certified copies” will not be accepted as true copies of original documents.

h. All declarations and authorisation forms must be duly signed.

i. Amendment without initials and signature of authorised personnel in the document is not allowed.

j. Original certified copy of company registration certificate (CK) and all pages certified.

k. Original certified copies of ID’s all Directors/members/board members.

l. Copy of the SARS Tax PIN or tax clearance certificate.

m. Original certified copy of current municipal account for all addresses that appear on the CSD report (not

older than 3 months and not in arrears for more than three months) or copy of valid Lease Agreement

of the business. If the rates and taxes account are not in the names of the company, the attached

municipal rates and taxes statement must be submitted together with an original affidavit from the

property owner whose names are reflected on the municipal rates and taxes statement to confirm that

the company operates from their property. If the business is situated in an area in which the respective

municipality does not bill, attach the proof of residence issued by the municipality stating that the area

in question is not billed.

n. Original certified copies of current municipal account for all addresses that appear on the CSD report

(not older than 3 months and not in arrears for more than three months) or copy of valid Lease

1.1 The tender document(s) have been drafted to ensure that essential information is furnished upon the correct completion of

the document(s). Where there is insufficient space, or additional particulars are required to be furnished, such must be

provided on a separate annexure, clearly indicated.

1.2 Tender document(s) may not be retyped or redrafted. Also, no photocopies of the original document(s) may be used.

1.3 Tender document(s) may be completed by mechanical devices such as typewriters; alternatively black ink must be used to

fill in the document(s), No electronic signatures allowed.

1.4 Tenderer must ensure that no pages are missing from the bid document(s), and that the pages of the bid are numbered

consecutively. Nkomazi Local Municipality shall not be held liable with regard to claims arising from the fact that pages are

missing or duplicated.

1.5 Firm tender prices (rates) and delivery periods are preferred, and tenders must clearly state whether prices and delivery

periods will remain firm for the duration of the contract or not.

1.6 Tenderer must be strictly to specification. In cases where items are not to specification, deviations must be clearly

indicated. It must also be noted that supplier/tenderer may quote for other items other than the one indicated on the

schedule of quantity on a separate sheet, but it would not form part of items to be evaluated for.

1.7 Tender prices must be quoted in South African currency and in the specified units, unless the contrary is clearly indicated.

1.8 All the documents herewith form part of the bid and failure to comply with any part thereof may invalidate a bid.

1.9 Nkomazi Local Municipality may issue Briefing Notes during the briefing session which may contain amendments or

information that may assist bidders in articulating their bids.

1.10 Nkomazi Local Municipality require as a condition of the bid that the non-compulsory/optional explanatory meeting be

attended by prospective bidders. This requirement will be clearly stated in the tender advertisement as well as in the

documentation.

1.11 Nkomazi Local Municipality requires the furnishing of a non-refundable bid deposit together with the drawing of bid

documentation (if applicable). Where such a non-refundable bid deposit is requested in the bid documentation, for those who

purchased the tender document. No tender document will be accepted unless such a deposit (or cash) is submitted in the

form of a bank cheque payable to Nkomazi Local Municipality before submission of the bid. Alternatively, the bid

documentation can be downloaded for free on e-Tender or Nkomazi Website.

1.12 Tenders must be submitted to the addressee before the closing time. Bids submitted after the closing time shall be

considered late, and will not be admitted for consideration.

1.13 The contractor/Service provider shall not abandon, transfer, assign or sublet a contract or part thereof without prior

written consent of the council.

1.14 It is an irrefutable condition of this contract that the successful tenderer will have to negotiate and conclude a service

level agreement with the council

Bid NO: nko:46/ 2025 initials

Specification t 2

legislations.

• To render pauper burial on behalf of Nkomazi Local Municipality
• The service provider should be available 24 hours a day and 7 days a week.
• The service provider shall provide after hours’ emergency service and support to Nkomazi Local

Municipality on a dedicated phone number (mobile or land line)

• The potential service provider should demonstrate the following key competences:
• Proof of registration as mortuary
• Proof of having funeral parlour within the jurisdiction of Nkomazi Local Municipality area.
• Valid certificate of compliance from District Municipality Health Section
• Proven record in providing pauper and indigent service for a for municipalities or government.

4.1. Bids close at 12:00 AM on the closing date as indicated in the bid documents.

4.2. Extension of the closing date may be granted in certain circumstances where such extension is justified. Any extension

will however be published before the original closing date or can be communicated during briefing session.

4.3. Tenders/bids shall be considered late if they are received at the address indicated in the bid documents after the closing time

on the closing date. A late bid shall not be admitted for consideration, and where practicable, shall be returned

unopened to the bidder.

3.1. All bids validly submitted will be taken into consideration. Each tender/bid will

be reviewed and evaluated for its ability to deliver the specific requirements of the bid in line with set criteria of paragraph

3.3.

3.2. Nkomazi Local Municipality is under no obligation to accept any tender/bid, or to accept the lowest tender/bid.

3.3. All tenders/bids will be reviewed and evaluated in accordance with the following criteria:

• General Information supplied by the bidder

Bid NO: nko:46/ 2025 initials

• Compliance with bid requirements
• Pricing
• Technical Evaluation
• Preferential Procurement points

3.4. Nkomazi Local Municipality may elect to invite verbal presentations from bidders for clarification of the content of their

bids.

3.5. Nkomazi Local Municipality may, where a bid relates to more than one item, accept such tender/bid in respect of any

specific item or items, and may also accept part of the specified quantity of any specific item or items.

3.6. Any decision by Nkomazi Local Municipality shall be final and Nkomazi Local Municipality shall only on request provide

reasons for the acceptance or passing over of a bid.

3.7. Where a bid has been granted on the strength of information furnished by the bidder, which later proves to be incorrect,

4.3. Name of company/firm...........................................................................

..........................................................................................................................

4.4. Company registration number: ...............................................................

.........................................................................................................................

4.5. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that the points claimed, based on

the specific goals as advised in the tender, qualifies the company/ firm for the preference(s) shown and I acknowledge that:

i. The information furnished is true and correct.

ii. The preference points claimed are in accordance with the General Conditions as indicated in paragraph 1 of this form.

iii. In the event of a contract being awarded because of points claimed as shown in paragraphs 1.4 and 4.2, the contractor may be

required to furnish documentary proof to the satisfaction of the organ of state that the claims are correct.

iv. If the specific goals have been claimed or obtained on a fraudulent basis or any of the conditions of contract have not been

fulfilled, the organ of state may, in addition to any other remedy it may have –

a. disqualify the person from the tendering process.

b. recover costs, losses or damages it has incurred or suffered because of that person’s conduct.

c. cancel the contract and claim any damages which it has suffered because of having to make less favourable

arrangements due to such cancellation.

d. recommend that the tenderer or contractor, its shareholders and directors, or only the shareholders and directors

who acted on a fraudulent basis, be restricted from obtaining business from any organ of state for a period not

exceeding 10 years, after the audi alteram partem (hear the other side) rule has been applied; and

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e. forward the matter for criminal prosecution, if deemed necessary.

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`Standard terms and conditions of bid t 6

Nkomazi Local Municipality does not make any representation (express or implied), or provide any warranty as to the accuracy,

completeness or correctness of bid documentation. Nkomazi Local Municipality shall not be liable for any claim for loss or damage to

any bidder arising from any error, misstatement or omission contained in the bid documentation or any reliance thereon.

4.4 Declaration of interest

Interest & Interest in the State. (T4)

4.5 Reservation of rights

4.5.1. Nkomazi Local Municipality reserves the right to consider all possible options during the evaluation of bids. This includes the

right not to proceed with the bid, suspend or temporarily defer the bid, or not to award the bid to any bidder. No liability shall

attach to Nkomazi Local Municipality in the exercising of any of these rights.

4.5.2. If Nkomazi Local Municipality elects not to award the bid to any bidder, it may at its sole discretion, solicit bids in such

manner as it may deem necessary in its absolute and sole discretion.

4.5.3. Copyright of all documents, data, designs, electronic aids, programmes etc. forming part of the bid documentation or

developed by Nkomazi Local Municipality, shall remain to vest in Nkomazi Local Municipality.

4.6. Queries relating to the bid

4.6.1. Any queries relating to a bid or any process should be addressed in writing (registered mail, facsimile or e-mail), marked for

the attention to:

requested from the bidder is supplied.

4.8. Independent submission

By submitting a bid, each bidder certifies that –

4.81. Its bid has been submitted independently, without consultation, communication or agreement for restricting competition,

with any other bidder or to any other competitor; and

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4.8.2. No attempt has been made or will be made by the bidder to induce any other person or firm to submit a bid for the purpose

of restricting competition.

4.9. Sole property of Nkomazi Local Municipality

4.9.1. All materials, information and data submitted by bidders shall become the sole property of Nkomazi Local Municipality,

with the exception of –

4.9.1.1. Confidential financial statements of the bidder; and

4.9.1.2. Copyright material, trade secrets or other proprietary information clearly identified as such by the bidder.

4.10. Confidentiality

4.10.1. Nkomazi Local Municipality undertakes to keep confidential all information received from any bidder which is clearly

identified as confidential in the bid and which is not already public knowledge or available in the public domain or in the

hands of Nkomazi Local Municipality or required to be disclosed by legal or regulatory requirements, and the bidder

accordingly indemnifies Nkomazi Local Municipality against any claim or liability for its refusal to disclose the relevant

information/data to any person seeking access thereto. Failure to honour such indemnity shall be deemed to be a waiver by

the bidder of its right to exemption from disclosure and shall Nkomazi Local Municipality be authorised to provide a

copy of the relevant information/data or any part thereof to the requester.

4.10.2. Information disclosed by Nkomazi Local Municipality is deemed as confidential and it is expected that bidders treat it as such.

• Declaration of interest.
• Declaration of bidder’s past SCM practices.
• Certificate of Independent Bid Determination.
• Special Conditions of Contract.

(ii) General Conditions of Contract; and

(iii) Other (specify)

3. I confirm that I have satisfied myself as to the correctness and validity of my bid; that the price(s)

and rate(s) quoted cover all the goods and/or works specified in the bidding documents; that the

price(s) and rate(s) cover all my obligations and I accept that any mistakes regarding price(s) and

rate(s) and calculations will be at my own risk.

• Declaration of interest.
• Declaration of Bidder’s past SCM practices.
• Certificate of Independent Bid Determination.
• Special Conditions of Contract.

(v) General Conditions of Contract; and

(vi) Other (specify)

9. I confirm that I have satisfied myself as to the correctness and validity of my bid; that the price(s)

and rate(s) quoted cover all the services specified in the bidding documents; that the price(s) and

rate(s) cover all my obligations and I accept that any mistakes regarding price(s) and rate(s) and

calculations will be at my own risk.

Municipality intends to apply a three (3) stage evaluation process in the adjudication of this tender,

1. Stage One (1): Administrative Compliance and Pre-Qualification

Evaluation of compliance with all mandatory administrative requirements and pre-qualification criteria as

2. Stage Two (2): Technical Evaluation

Evaluation of functionality, experience, expertise, capacity, and any other technical criteria relevant to

3. Stage Three (3): Price and Preference Points Evaluation

Evaluation of qualifying tenderers in terms of the 80/20 preference point system as prescribed by

Service providers who successfully meet the requirements of all three (3) stages may be identified as

preference points for specific goals.

1.1 The following preference point systems are applicable to invitations to tender

the 80/20 system for requirements with a Rand value of up to R50 000 000 (all applicable taxes included); and

the 90/10 system for requirements with a Rand value above R50 000 000 (all applicable taxes included).

a) The applicable preference point system for this tender is the 80/20 preference point system.

1.3 Points for this tender (even in the case of a tender for income-generating contracts) shall be awarded for

(b) Specific Goals.

The maximum points for this tender are allocated as follows

Specific goals 20

Total points for Price and SPECIFIC GOALS 100

1.5 Failure on the part of a tenderer to submit proof or documentation required in terms of this tender to claim points for specific

goals with the tender, will be interpreted to mean that preference points for specific goals are not claimed.

subsequently, to substantiate any claim in regard to preferences, in any manner required by Nkomazi Local Municipality.

with the Preferential Procurement Regulation, 2022 where 80 points will be allocated in respect of price and

20 points in respect of targeted goals.

Preference certificate (mbd 6.1) T 5

Preference points claim form in terms of the preferential procurement regulations 2022