Appointment of an accredited or qualified funeral undertaker for provision of burial services of paupers for a period of three (03) years (re-advert)

Closing date: 18 September 2026 at 10:00.

No compulsory briefing session is applicable.

Bids remain valid for 90 days after the closing date.

Technical enquiries:

• Ms. Disego Machete: (015 290 2683), [email protected]
• Ms. Gilani Makhubele: (015 290 2491), [email protected]

Supply chain enquiries:

• Mr. Tiro Pilusa: 015 290 2148, [email protected]

Submission address: Bid box at Polokwane Municipality, Civic Centre, corner Bodenstein and Landros Mare Street, Polokwane.

Bids must be deposited in the bid box at Polokwane Municipality, Civic Centre, corner Bodenstein and Landros Mare Street, not later than 10:00 on 18 September 2026. The bid box is open 24/7. Completed bids, fully priced and signed, must be sealed in an envelope marked with the bid number and description. Late bids will not be accepted.

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

• MBD 1 (Invitation to Bid): bidder details and signed offer cover page.
• MBD 3.1 (Schedule of Prices): priced schedule.
• MBD 4 (Declaration of Interest): discloses any connection to state employees or the municipality.
• MBD 5 (Declaration for Procurement Above R10 Million): required if applicable.
• MBD 6.1 (Preference Points Claim): claims B-BBEE points.
• MBD 6.2 (Declaration for Local Production and Content): declares local content.
• MBD 8 (Declaration of Bidder's Past SCM Practices).
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion.
• Annexure A (Evaluation Process and Criteria).
• Annexure B (Certificate for Municipal Services and Payments).
• Annexure C (Authorisation for Deduction of Outstanding Amounts Owed to Council).
• Proof of CSD registration.
• Proof of payment of municipal rates and taxes, or a letter from tribal authority, or a valid lease agreement.
• Joint Venture Agreement, if applicable, signed by all parties.
• Authority to sign (board resolution or power of attorney) for companies/close corporations.
• Identity documents for sole proprietors/partners.

Disqualification risks:

• Any pages removed from the bid document.
• Completion in pencil; only black ink accepted.
• Attempting to influence the evaluation or award.
• Submission after the closing date and time.
• Unsatisfactory performance on a previous contract with the municipality or other organ of state within the last five years after written notice.
• Being in the service of the state, or having a director/manager/principal shareholder in the service of the state.
• Being listed on the Register of Bid Defaulters or National Treasury's prohibited database.
• Abusing the municipality's supply chain management system.
• Failure to complete and sign the certificate of independent bid determination, or disclosing wrong information.

Bids will be evaluated under the 80/20 preference point system: 80 points for price and 20 points for specific goals, in accordance with the Preferential Procurement Policy Framework Act and the Preferential Procurement Regulations, 2022.

Responsiveness criteria (a bid must meet all to be considered):

• Properly received in a sealed envelope clearly indicating the service description and bid number.
• Deposited in the relevant bid box on or before the closing date and time.
• Valid Central Supplier Database (CSD) number.
• Bid forms completed in full and each page initialed.
• Joint Venture Agreement, if applicable, properly signed by all parties.
• Proof of payment of municipal rates and taxes, or letter from tribal authority, or valid lease agreement.
• Compliance with bid and technical specifications.
• Adherence to pricing instructions.
• Financial ability to execute the contract.
• Compliance with the Notice to Bidders.
• Experience with similar work – demonstrate a track record of projects of similar scope and size.

Evaluation stages: bids are evaluated in terms of the Supply Chain Management Regulations, Polokwane Municipality SCM Policy, and applicable legislation. The Council reserves the right to accept all, some, or none of the bids, and is not obliged to accept the lowest bid.

The scope is the appointment of an accredited or qualified funeral undertaker for the provision of burial services of paupers for a period of three (03) years. The tender is a re-advertisement. The responsible directorate is Community Services, Business Unit: Environmental Management.

Bidders must demonstrate experience with similar work – a track record of projects of similar scope and size.

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

Bidders must demonstrate experience with similar work – a track record of projects of similar scope and size. The bid must be properly received, deposited on time, have a valid CSD number, be fully completed and initialed, include a JV agreement if applicable, proof of municipal account payment, comply with technical specifications and pricing instructions, have financial ability, and comply with the Notice to Bidders.

Pre-bidding testing is for the bidder's account. If inspections/tests/analyses are required, the bidder's premises must be open for inspection. If goods/services do not comply, the supplier bears the cost of inspections and may have to replace rejected goods at own cost. The purchaser may reject non-compliant goods and purchase substitutes at the supplier's expense.

Pricing must be submitted on the MBD 3.1 Schedule of Prices. Prices must be firm and cover all obligations. Payment within 30 days of invoice. No contract with bidders whose tax matters are not in order or whose municipal rates/taxes are in arrears.

Pricing must be submitted on the MBD 3.1 Schedule of Prices. Prices must be firm and cover all obligations under the contract.

Payment will be made within 30 days of submission of a valid invoice, in Rand.

No contract will be concluded with a bidder whose tax matters are not in order; SARS must certify tax compliance before award.

No contract will be concluded with a bidder whose municipal rates and taxes or municipal service charges are in arrears.

Bidders must have the financial ability to execute the contract.

Mandatory registrations and documents:

• Valid Central Supplier Database (CSD) registration.
• Tax Compliance Status (TCS) PIN or CSD number; a printed TCS certificate may be submitted. For consortia/JVs/subcontractors, each party must submit a separate TCS/PIN/CSD.
• Proof of payment of municipal rates and taxes, or a letter from tribal authority, or a valid lease agreement.
• Joint Venture Agreement, if applicable, signed by all parties.
• Bidders must not be in the service of the state, and no director, manager, principal shareholder, or stakeholder may be in the service of the state.
• Bidders must not be listed on the Register of Bid Defaulters or National Treasury's prohibited database.
• Bidders must not have abused the municipality's supply chain management system.
• Bidders must complete and sign the Certificate of Independent Bid Determination (MBD 9).
• Bidders must complete MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim), MBD 6.2 (Local Production and Content Declaration), MBD 8 (Past SCM Practices).
• Foreign suppliers must complete the Pre-Award Questionnaire in Part B:3.

The responsible business unit is Environmental Management within the Community Services directorate.

The contract shall be written in English. All correspondence and documents pertaining to the contract shall be in English.

Bidders must ensure compliance with tax obligations and submit their unique SARS PIN to enable the organ of state to view tax status.

Bids are evaluated under the 80/20 preference point system: 80 points for price and 20 points for specific goals. Bidders must accept that the bid will be adjudicated according to the Preferential Procurement Policy Framework Act and the Preferential Procurement Regulations, 2022.