Provision of indigent & pauper burial for a period of 36 months

Compulsory briefing

• Date: 16 November 2026 at 11:00.
• Venue: Adam Kok III Building, 75 Hope Street, Kokstad.
• Attendance is compulsory; no latecomers will be admitted.

Closing

• Date: 7 December 2026 at 12:00.
• Bids will be opened in public after the closing time.

Bidding procedure enquiries

• Contact: Ms. A. Mahlaka
• Department: Budget and Treasury Office
• Telephone: 039 797 6743
• Fax: 039 727 3676
• Email: [email protected]

Technical enquiries

• Contact: Mr. T. September
• Department: Community and Social Services
• Telephone: 039 797 6652 / 078 845 7607
• Fax: 039 727 3676
• Email: [email protected]

Submission address

Bid box, Reception Area

Adam Kok III Building

75 Hope Street

Kokstad

4700

Service delivery area

Greater Kokstad Municipal area

Submission method

• Sealed envelope deposited in the bid box at the Reception Area, Adam Kok III Building, 75 Hope Street, Kokstad.
• Envelope must be marked with the bid number GKM 18-26/27 and the project title.
• Bids sent by email, fax, telegram or post will not be accepted.
• Late bids are rejected.

Returnable documents (all must be attached)

• MBD 1 (Invitation to Bid): completed and signed, with the total bid price carried over.
• MBD 4 (Declaration of Interest): discloses any director or shareholder in the service of the state or connected to the evaluating officials.
• MBD 6.1 (Preference Points Claim): claims points under the 80/20 system; failure to sign forfeits the points but does not disqualify.
• MBD 8 (Declaration of Bidder's Past SCM Practices): declares any past supply chain management issues.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently without collusion.
• Authority to sign (board resolution or completed certificate for the bidder's legal form).
• Tender consent form for processing of personal information.
• Detailed CSD report (not older than 3 months).
• SARS tax compliance status PIN or printed TCS certificate.
• Proof that the company and each director do not owe municipal rates or service charges for more than 90 days (municipal statement, lease agreement, rates clearance certificate or affidavit).
• Proof of registration of the funeral parlour or mortuary.
• Valid Certificate of Acceptability or health compliance certificate issued by the District Municipality.
• Company registration documents.
• Proof of professional indemnity or public liability insurance, where applicable.
• Contactable references for similar work for municipalities or organs of state.
• Joint ventures: signed joint venture agreement with company documents for each partner.

Formatting rules

• Use black ink; corrections must be initialled; correcting fluid is prohibited.
• Do not retype or redraft the official forms.
• Bids must be complete in all respects.

Two-stage evaluation in terms of National Treasury Circular No. 53.

Stage 1: Functionality

• Minimum qualifying score: 50 points out of 80 available.
• Proof of experience: 40 points.
• Vehicles: 40 points.
• Only bidders scoring at least 50 proceed to Stage 2.

Stage 2: Price and specific goals (80/20 preference system)

• Price: 80 points.
• Specific goals: 20 points, split as follows:
• Ownership (maximum 10 points):
• Business owned 50% or more by black persons: 5 points.
• Business owned 50% or more by black women: 3 points.
• Business owned 50% or more by youth: 2 points.
• RDP goal (maximum 10 points):
• Business located within Kokstad: 10 points.
• Verification for ownership goals: detailed CSD report.
• Verification for the RDP goal: documents required under Section J (proof of locality).

B-bbee

• A B-BBEE status level verification certificate or sworn affidavit (for EMEs and QSEs) must be submitted to qualify for preference points.

Scope

• Provision of indigent and pauper burial services on an as-and-when-required basis for 36 months.
• Services are rendered only on written instruction from the Municipality and after approval by an authorised official.

Services required per burial

• Mortuary services: collection of the deceased within the Greater Kokstad Municipal area, safe transport to the mortuary and burial site, hygienic storage, and handling in line with health regulations.
• Coffin: one adult standard coffin or one child standard coffin suitable for a dignified burial.
• Transportation: transport of the deceased from the mortuary to the cemetery or designated burial site within the municipal area.
• Burial equipment and funeral setup: coffin lowering device (frame and straps/mechanism), gazebo/canopy/tent for shade, chairs for immediate family, funeral draping and equipment for a dignified graveside service. All equipment must be clean, safe and well maintained.
• Funeral coordination: liaison with municipal officials, preparation of the deceased for burial, and coordination of burial arrangements on the agreed date and time.

General requirements

• Treat all deceased persons with dignity and respect.
• Comply with all applicable health and safety legislation.
• Ensure all staff are suitably trained.
• Maintain confidentiality regarding beneficiaries.
• Be available 24 hours a day, 7 days a week for emergencies.

Performance standards

• Collection of the deceased within 2 hours of instruction during working hours; within 4 hours after hours, weekends and public holidays.
• Burial arrangements to commence within 24 hours of receiving authorisation.
• Burial to take place within 5 working days of municipal approval, subject to legal and administrative requirements; delays must be reported in writing with reasons.
• Coffins must be new, clean and free from defects.
• Licensed and roadworthy hearse or funeral vehicle, clean and properly maintained.
• Submission of burial registers, proof of burial, death certificates (where applicable) and invoices; accurate records for each burial.
• Graves excavated according to cemetery standards and dimensions; grave site cleaned and made safe after burial.
• Zero reportable health and safety incidents; employees provided with appropriate PPE.
• Professional interaction with bereaved families; complaints resolved within 48 hours.
• Monthly reports submitted by the 5th working day of each month, covering number of burials, response times, complaints received and resolved, and compliance with contract requirements.

Key performance indicators (all targets 100% unless stated)

• Deceased collected within prescribed time.
• Burials completed within 5 days.
• Correct documentation submitted.
• Quality compliance of coffins.
• Complaint resolution within 48 hours.
• Monthly reports submitted on time.
• Zero health and safety incidents.
• Valid customer complaints: fewer than 2 per quarter.

Performance monitoring and penalties

• Monitoring through routine and unannounced inspections, monthly reports, review of the Pound Register and investigation of complaints.
• Performance reviewed monthly.
• Score 95–100%: excellent, no action.
• Score 80–94%: good, monitor.
• Score 70–79%: acceptable, written warning.
• Score 60–69%: poor, 2.5% invoice deduction.
• Score below 60%: very poor, 5% invoice deduction.
• Repeated non-performance may lead to contract termination.

Eligibility and experience

• At least three (3) years' experience providing funeral services.
• Contactable references for similar work undertaken for municipalities or other organs of state.
• Proof of a physical funeral parlour located within the Greater Kokstad Municipal area or within reasonable travelling distance capable of servicing the municipal area.
• Proof of professional indemnity or public liability insurance, where applicable.

Functionality evaluation (Stage 1)

• Minimum qualifying score: 50 points out of 80.
• Proof of experience: 40 points.
• Vehicles: 40 points.

Key competencies expected

• Experience in funeral and mortuary services.
• Knowledge of applicable legislation.
• Ability to provide services throughout the Greater Kokstad Municipal area.
• Professional and compassionate service delivery.
• Adequate personnel, vehicles and equipment.
• Availability outside normal working hours.

Performance is scored on a 5-point scale:

• 5 Excellent: fully meets or exceeds requirements; no issues.
• 4 Good: minor deviations; no impact on service.
• 3 Acceptable: some issues; corrective action required.
• 2 Poor: significant issues; performance below standard.
• 1 Very Poor: non-compliant; serious failure.

Overall performance levels and actions:

• 95–100%: Excellent, no action.
• 80–94%: Good, monitor.
• 70–79%: Acceptable, written warning.
• 60–69%: Poor, 2.5% invoice deduction.
• Below 60%: Very Poor, 5% invoice deduction.

Pricing schedule

• Unit prices must be provided for Year 1, Year 2 and Year 3 for:
• Mortuary service and handling of the deceased.
• Adult standard/ordinary coffin.
• Child standard/ordinary coffin.
• Transport cost within KwaZulu-Natal.
• A total must be carried forward to MBD 1.

Pricing conditions

• Prices must be firm and inclusive of VAT.
• Prices must remain valid for at least 90 days from the date of offer.
• Bids without prices on MBD 1 will be eliminated.
• The Municipality reserves the right to accept the bid in whole or in part at the rates quoted.

Pricing

• Prices or rates must be firm and inclusive of VAT.
• Prices must remain valid for at least 90 days from the date of offer.
• The total bid price must be carried over to MBD 1; bids without prices on MBD 1 will be eliminated.
• Pricing schedule: unit prices for mortuary service and handling, adult standard coffin, child standard coffin, and transport within KwaZulu-Natal, for Year 1, Year 2 and Year 3.

Payment

• Payment is made only after services are satisfactorily rendered, an authorised municipal official has confirmed completion, a valid tax invoice has been submitted, and all supporting documentation has been provided.

Contract value

• The Municipality does not guarantee a minimum number of funerals; services are procured strictly as and when required.

Mandatory eligibility

• Register on the Central Supplier Database (CSD) and submit a detailed CSD report not older than 3 months.
• Submit a SARS tax compliance status PIN or printed TCS certificate; if not attached, the CSD printout will be used for verification and the bid will not be eliminated for this alone.
• The company and each director must not owe municipal rates, taxes or service charges for more than 90 days. Proof required as per Section J (municipal statement, lease agreement, rates clearance certificate or affidavit).
• No bid will be accepted from persons in the service of the state.
• Provide proof of a physical funeral parlour located within the Greater Kokstad Municipal area or within reasonable travelling distance capable of servicing the area.
• Provide proof of registration of the funeral parlour and/or mortuary.
• Provide a valid Certificate of Acceptability or relevant health compliance certificate issued by the District Municipality.
• Provide company registration documents.
• Provide proof of professional indemnity or public liability insurance, where applicable.
• Demonstrate at least three (3) years' experience providing funeral services.
• Provide contactable references for similar work undertaken for municipalities or other organs of state.

B-bbee

• A B-BBEE status level verification certificate or sworn affidavit (for EMEs and QSEs) must be submitted to qualify for preference points.

Joint ventures

• Submit a signed joint venture agreement indicating the lead partner, with company documents (CSD, tax verification, etc.) for each partner.

Disqualification risks

• Failure to submit any mandatory returnable document.
• Late bids, or bids sent by email, fax, telegram or post.
• Bids from persons in the service of the state.
• Bids from companies or directors owing municipal rates or service charges for more than 90 days.
• Bids without prices on MBD 1.
• Use of correcting fluid or uninitialled alterations.
• Retyped or redrafted official forms.

Health and safety requirements

• Comply with all applicable health and safety legislation.
• Zero reportable health and safety incidents.
• Employees must be provided with appropriate PPE.
• Handling of the deceased must comply with all health regulations.
• Compliance with health, safety and environmental regulations is a performance criterion (weight 10% under dignified handling).
• Health and safety compliance carries a 15% weight in performance assessment.

Contract period

• 36 months from the commencement date, subject to satisfactory performance, availability of budget and annual review by the Municipality.
• No minimum number of funerals is guaranteed; services are procured strictly as and when required.

Project management

• The contract is managed by the Community Services Department.
• The service provider must report to the designated municipal official, attend meetings when requested, submit information required for contract monitoring, and comply with all municipal instructions relating to the contract.

Performance monitoring and penalties

• Monitoring through routine and unannounced inspections, monthly reports, review of the Pound Register and investigation of complaints.
• Performance reviewed monthly.
• Score 95–100%: excellent, no action.
• Score 80–94%: good, monitor.
• Score 70–79%: acceptable, written warning.
• Score 60–69%: poor, 2.5% invoice deduction.
• Score below 60%: very poor, 5% invoice deduction.
• Repeated non-performance may lead to contract termination.

Payment

• Payment only after services are satisfactorily rendered, an authorised municipal official has confirmed completion, a valid tax invoice has been submitted, and all supporting documentation has been provided.

Deliverables

• Sign a Service Level Agreement and contract with the Municipality.
• Provide burial services as instructed, respond within agreed response times, submit invoices supported by municipal approval documentation, maintain records of all services rendered, and cooperate fully with municipal officials during monitoring and evaluation.

Evaluation follows a two-stage process in terms of National Treasury Circular No. 53.

Stage 1: Functionality

• Minimum qualifying score: 50 points out of 80.
• Proof of experience: 40 points.
• Vehicles: 40 points.
• Only bidders achieving at least 50 points proceed to Stage 2.

Stage 2: 80/20 preference point system

• Price: 80 points.
• Specific goals: 20 points, made up of:
• Ownership (maximum 10 points): 5 points for 50% or more black ownership, 3 points for 50% or more black women ownership, 2 points for 50% or more youth ownership. Verified by detailed CSD report.
• RDP goal (maximum 10 points): 10 points for a business located within Kokstad. Verified by documents required under Section J.
• Bidders must submit the required documentation to claim preference points; a B-BBEE certificate or sworn affidavit is required for B-BBEE points.