This Tender Has Expired

• Closing Date: 15 June 2026.
• Closing Time: 11:00 a.m.
• Validity Period: Quote prices must remain valid for 90 days.
• Contract Duration: 24 months.

For bidding procedure and technical enquiries:

• Contact Person: Alex Ngqwebo
• Telephone: 043 709 2583
• Facsimile: 043 743 5317
• Email: [email protected]
• Reviewed by: N. Nxelewa
• Approved by: Dr. N. Mashiyi

• Submit via the e-Tender Portal only. Emailed or faxed submissions will not be accepted.
• Bids must be delivered by the stipulated time to the correct address. Late bids will not be considered.
• All bids must be submitted on the official forms provided (not re-typed) or in the manner prescribed.
• Required returnable documents include:

• Completed and signed Invitation to Quote (SBD1).
• Signed Pricing Schedule (SBD 3.1).
• Signed Declaration of Interest (SBD 4).
• Signed Preferential Points Claim (SBD 6.1).
• Latest CSD report.
• Proof of business address (municipal account or valid lease agreement) for locality points.
• Proof of authority (e.g., company resolution) for the signatory.

• Failure to meet any requirement may result in disqualification.

e-TENDER PORTAL SUBMISSIONS ACCEPTED

Submission nb: emailed or faxed documents will not be accepted

Evaluation occurs in four stages:

• Stage 1: Administrative Compliance – Mandatory check of required forms and documents.
• Stage 2: Functionality Evaluation – Minimum of 50 points required to proceed. Scoring includes:

• Proof of BCMM compliance certificate (20 points).
• Vehicle ownership/lease proof (own vehicle=30 points, rented/leased=20 points).
• Proof of registration with Funeral Parlours’ Association (35 points).
• Locality proof within Buffalo City Metro (15 points) or outside (10 points).

• Stage 3: In Loco Inspection – Office use only. Assesses facilities, vehicles, and equipment.
• Stage 4: Price & Specific Goals – Uses 80/20 point system (Price=80, Specific Goals=20).
• Specific Goals points are awarded for ownership by Historically Disadvantaged Individuals, Women, Youth, Disability, Military Veterans, and Locality. Proof of ownership (CIPRO certificate) and other supporting documents required.

Scope: Rendering of funeral parlour services for indigent communities on a rate-based contract for 24 months.

• Services include collection, transportation, storage, and burial of deceased referred from Frere Hospital, including to locations like Cape Town and Port Elizabeth.
• Specific coffin specifications required:

• Adult coffin: Vanished flat lid chip board, 18mm.
• Teenage coffin: Vanished flat lid chip board, 18mm.
• Children 3-15 years: Flat lid white painted chip board, 18mm.
• Children under 3 years: White painted chip board, 18mm.
• Neonates: White painted chip board, 18mm.

• Operational requirements:

• Bodies collected from Frere Mortuary only on notification, during office hours (08H00-16H00 weekdays).
• Bodies must be covered in shrouds/body bags, preserved, and stored in a cold room.
• Transport of bodies from referral hospitals back to Frere Hospital required.
• In exceptional circumstances, transport a maximum of two bodies per trip.
• Storage costs for patients transferred and deceased elsewhere must be included in transportation invoice with proof of payment.

• Additional crisis handling duties may be required (e.g., overflow to Cecilia Makiwane Hospital, temporary storage during industrial action).

• Bodies must be collected during office hours (08H00-16H00) from Frere Mortuary on notification.
• Bodies must be covered in shrouds or body bags, preserved, and stored in a cold room.
• Transportation of bodies from referral hospitals back to Frere Hospital is required.
• In exceptional circumstances, a maximum of two bodies may be transported per trip.
• Storage costs for deceased transferred elsewhere must be included in invoices with proof.
• Crisis handling may involve transporting bodies to other facilities or temporary storage.

• Goods/services must conform to standards mentioned in the bidding documents.
• The supplier must permit inspections of premises and records by the department.
• Pre-bid testing is for the bidder's account.
• Packing must prevent damage during transit and account for handling conditions.
• The department reserves the right to inspect, test, or analyse supplies and reject non-compliant items.

• Pricing must be submitted on the official Pricing Schedule (SBD 3.1).
• Quote validity: 90 days.
• Prices must be market-related and reasonable.
• Rates required for coffins, transportation per km, storage per day, collection/removal (business/after hours), and pauper burials by age category.
• Grave prices are excluded.
• Pricing must be per trip, not per body.

• Pricing must be submitted on the official Pricing Schedule (SBD 3.1).
• Quote validity period: 90 days.
• Prices must be market-related and reasonable.
• Pricing must be per trip, not per body collected.
• Grave prices are excluded due to an existing arrangement with the municipality.
• Pricing schedule must include rates for:

• Coffins (adult, teenage, children, neonates).
• Transportation per km.
• Storage per deceased per day.
• Collection and removal rates (business hours and after hours).
• Pauper burial rates by age category.

• Service providers may attach a quote but must use the same template.

• Tax Compliance: Submit SARS Tax Compliance Status (TCS) PIN or CSD number. Foreign suppliers must complete a questionnaire to determine tax liability in RSA.
• Central Supplier Database (CSD): Latest CSD report must be attached.
• B-BBEE/Preferential Procurement: Points claimed for specific goals (ownership by HDI, women, youth, disability, military veterans, locality) require supporting documents (CIPRO certificates, medical proof, lease agreements, etc.).
• Legal Compliance: Must comply with municipal bylaws, Occupational Health & Safety Act, relevant regulations (May 2013, February 2015), and COVID-19 protocols.
• State Employees: No bids accepted from persons in the service of the state or their associates.
• Declaration of Interest (SBD4) must be completed and signed.
• Competency Certificate: Funeral undertaker must provide a certificate approved by Buffalo City Metro.

• Preferential points system: 80/20 (Price=80, Specific Goals=20).
• Specific Goals points allocated for ownership by Historically Disadvantaged Individuals (20%), Women (20%), Youth (20%), Disability (20%), Military Veterans (10%), and Locality (10%).
• Proof required includes CIPRO certificates, medical documentation for disability, proof of veteran status, and business address proof (municipal account or lease).
• Updated CSD report must be submitted.

• Compliance with Occupational Health & Safety Act is required.
• Awareness and application of specific regulations (May 2013, February 2015) and COVID-19 National Department of Health Protocols is mandatory.
• General safety requirements for facilities and operations are assessed during the In Loco Inspection.

• The General Conditions of Contract (GCC) form part of the contract and may not be amended.
• Special Conditions of Contract (SCC) supplement the GCC and prevail in case of conflict.
• Key contractual clauses cover definitions, application, standards, use of contract information, patent rights, performance security, inspections, packing, delivery, insurance, transportation, incidental services, spare parts, warranty, payment, prices, amendments, assignment, subcontracts, delays, penalties, termination for default, anti-dumping duties, force majeure, termination for insolvency, dispute settlement, limitation of liability, governing language (English), applicable law (South African), notices, taxes and duties, National Industrial Participation Programme, and prohibition of restrictive practices.
• Performance security may be required within 30 days of award, in the form of a bank guarantee or certified cheque.
• Payment terms: Payment within 30 days after submission of a valid invoice.
• Prices may not vary from quoted bid prices except as authorised.
• Early withdrawal from the contract may exclude suppliers from future quotations.

• The department reserves the right to accept or reject any quote and to withdraw the decision to seek services at any time.
• Early withdrawal from the contract may exclude suppliers from future quotations.
• Delivery/service is not subject to supplier's payment by the department; performance is required as per the engagement.
• Transport charges must be per trip, not per body collected.

• Foreign suppliers must complete a questionnaire to determine tax liability in South Africa.
• Tax compliance requires SARS TCS PIN or CSD number.
• Declaration of Interest (SBD4) must disclose any state employment or relationships with procuring institution personnel.
• No bids from persons in the service of the state or their associates.

• Evaluation in four stages: Administrative Compliance, Functionality Evaluation (minimum 50 points), In Loco Inspection, and Price & Specific Goals (80/20).
• Functionality criteria include BCMM compliance certificate, vehicle proof, association registration, and locality proof.
• Specific Goals points claimed require supporting documentation as specified.