Comprehensive equine care services for tshwane metro police – 3-Month contract (gauteng)

A compulsory briefing session will be held on 6 October 2026 at 10:00 at Tshwane Metro Police Department Headquarters, cnr Es'kia Mphahlele Drive and Dr WF Nkomo Street, Pretoria West. Bidders must attend and sign the register; failure to attend will result in disqualification.

Technical enquiries:

• Contact: Vusi Mabona
• Email: [email protected]
• Telephone: (012) 358 2962

Supply Chain enquiries:

• Contact: Josia Masenya
• Email: [email protected]
• Telephone: (012) 358 0658

Submission address (online only):

City of Tshwane e-tender portal

Tshwane House, Supply Chain Management

320 Madiba Street

Pretoria

GPS coordinates: 25.74431°S, 28.19464°E

Submission method: online via the City of Tshwane e-tender portal. Do not deposit bids in the tender box. Submit before 10:00 on 16 October 2026.

Returnable documents (all compulsory, must be completed in black ink, signed, and submitted):

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 4 (Declaration of Interest): discloses any connection to the state or the procuring institution.
• MBD 6.1 (Preference Points Claim): claims B-BBEE and specific goal points.
• MBD 7.2 (Contract Form – Rendering of Services): signed contract form.
• MBD 8 (Declaration of Past Supply Chain Management Practices): declares past SCM practices.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• Company Registration Certificate.
• Tax Clearance Certificate or Unique PIN.
• B-BBEE Certificate (or sworn affidavit for EMEs/QSEs).
• Municipal account statement (rates and taxes) not older than 3 months and not in arrears for more than 90 days, for the company and all owners/members/directors/major shareholders; or signed lease agreement; or letter from local councillor for informal settlements/rural areas.
• CSD summary report.
• Audited financial statements for the most recent three years (or since establishment if younger), or proof that the bidder is not required by law to prepare audited financials.
• Joint Venture agreement (if bidding as a JV) signed by all parties, with all required documents for each party.
• Proof of attendance at the compulsory briefing session.
• Completed pricing schedule (all items must be quoted).

Disqualification risks:

• Late submission (after 10:00 on 16 October 2026).
• Any returnable document missing, incomplete, or unsigned.
• Using correction fluid (Tippex) on the price schedule – the quotation will be repudiated.
• Corrections on the price schedule not crossed out in ink and initialled.
• Not attending the compulsory briefing session.
• Failure to achieve 100% compliance with mandatory requirements.
• Failure to achieve a minimum of 60 out of 70 points in the site inspection.

Evaluation is conducted in four stages:

Stage 1: Administrative Compliance – checks all returnable documents, tax compliance, CSD registration, municipal account statements, MBD forms, audited financials, JV agreement (if applicable), briefing attendance, and completed pricing schedule.

Stage 2: Mandatory Requirements – 100% compliance required, failure on any single item means immediate disqualification:

• Property located within City of Tshwane municipal boundaries.
• Proof of minimum one (1) year's experience managing horses, with reference letters on client letterhead (project description, client name and contactable details, nature of service, rand value, start and end dates).
• Property size ≥ 20,000 m² (20 hectares).

Stage 3: Evaluation of Property and Site – physical inspection of the bidder's property and facilities against 35 technical criteria. Each criterion is worth 2 points (total 70 points). Minimum qualifying score: 60 out of 70 points. Failure to meet this threshold results in immediate disqualification.

Stage 4: Preferential Points System – 80/20 system (PPPFA Regulations 2022):

• Price: 80 points.
• Specific goals: 20 points.
• B-BBEE level: Level 1 = 8 points, Level 2 = 7, Level 3 = 6, Level 4 = 5, Level 5 = 4, Level 6 = 3, Level 7 = 2, Level 8 = 1, Non-compliant = 0.
• EME/QSE: 2 points.
• At least 51% women-owned: 2 points.
• At least 51% owned by people with disability: 2 points.
• At least 51% youth-owned: 2 points.
• Local economic participation: City of Tshwane = 4 points, Gauteng = 2 points, National = 1 point.

Only one bidder will be appointed. The City may conduct market analysis and negotiate a market-related price with the highest-scoring bidder; if no agreement, it may negotiate with the next highest, and may cancel the quotation if no market-related price is agreed.

Scope: Appointment of a single service provider to render comprehensive equine (horse) care to the Tshwane Metro Police Department for a period not exceeding three months (the document also mentions a contract duration not exceeding twelve months – the title states three months; the body states twelve months; the tender record states three months). The City currently owns approximately fifteen (15) horses; the number may increase or decrease.

Property / site requirements:

• Located within the municipal boundaries of the City of Tshwane.
• Registered as an agricultural holding or farmland.
• Minimum size: 20,000 m² (20 hectares), dedicated exclusively to TMPD services.
• Minimum four (4) paddocks, each 20m x 20m, debris-free, with safe access control.
• Minimum two (2) rehabilitation paddocks, each 10m x 10m.
• No internal camps without electric tape; barbed wire strictly prohibited.
• Permitted construction materials: gum poles (min 90mm diameter), 4mm smooth wire fencing, steel piping (50mm pipe stays, 25mm steel rope), electrified fencing with generator backup.
• Artificial shading where natural shade is unavailable.
• Feed and water troughs: adequately spaced, durable, with base drainage extending at least 5m from paddocks; cleaned and inspected daily.
• Training facilities: one riding arena (min 20m x 60m, sand-covered, fenced min 1m high, raked daily and after rain); one lunging ring (min 20m diameter, sand-covered, fenced 1.2m high, raked daily and after rain); one obstacle course with at least ten (10) varied obstacles.
• Designated loading area.
• Covered parking for four (4) Metro Police double horse trailers, four (4) Metro Police vehicles, and two (2) additional staff vehicles.
• Saddle room and storage: secure storage for 11–15 saddles, individual saddle hooks, lockers for TMPD personnel.
• Changing room compliant with the Occupational Health and Safety Act.
• Horse feed storage: lockable, undercover, maintained at 22°C, low humidity, well-ventilated, protected from pests and sunlight; concentrated feed in rodent-proof containers.
• Sanitary facilities: two (2) separate restrooms (male and female), each with toilet and washbasin, continuous hot and cold water, toilet paper, soap, and towels.
• All facilities and designated personnel (e.g., stable manager) available 24/7.
• Roads to paddocks and loading areas accessible and maintained by the bidder.
• Operational duty room: available 24/7, accommodate at least fifteen (15) members, with adequate lighting, ventilation, power outlets, one whiteboard (1800mm x 1200mm), and one animal status noticeboard (1800mm x 1200mm).
• General maintenance and daily cleaning at bidder's expense.
• Grazing management: no privately owned horses among Metro Police horses; mares and geldings grazed separately.
• Access control: bidder responsible for securing the property and safeguarding municipal assets.
• Horse washing bay: non-slip concrete/paved floor with proper drainage, continuous hot and cold water.

Stables:

• Each stable accommodates one horse only.
• Minimum size per stable: 4m x 4m.
• At least 11–15 stables always available, with capacity to expand to 20 if required.
• Adequate ventilation; daily cleaning mandatory.
• Flooring: compacted dirt/sand, non-slip, with downward slope for drainage; concrete not permitted.
• Lighting: sufficient natural and electric covered lighting (220V/100W or 12-15W LED or equivalent).
• Permanent feeding troughs; two (2) drinking buckets per stable (min 20 litres each), cleaned and refilled daily.
• Bedding: at least 150mm of pine wood shavings; wet bedding and droppings removed daily and replaced.
• Forage storage: containers (min 5kg capacity) at ground level, keeping forage dry and separate from bedding.
• Stable doors safely designed to prevent injury.
• Farrier facility: dedicated area with non-slip hard surface, appropriate cover, and 220V/40A electrical outlet.
• Crush pen: secure, close-block pen with non-slip hard surface, large enough for a horse to stand freely.
• Insect control: effective measures and comprehensive fly control program.
• Stable area enclosed with adequate fencing to prevent unauthorised access.

Care and grooming of horses:

• Minimum one (1) year's experience managing at least fifteen (15) horses simultaneously (references required).
• Qualified stable manager on-site 24/7.
• City-appointed, registered equine veterinary surgeon must have 24/7 access to all horses and facilities.
• One (1) dedicated competent groom per every four (4) horses; additional grooms for privately owned horses.
• Notify the Chief of Police or designated representative in writing within 48 hours of any dismissal or resignation of grooms or stable managers.
• Submit CVs, qualifications, and criminal record checks (if requested) for new staff within 48 hours of appointment.
• Horse temperatures recorded twice daily (morning and evening) in individual registers.
• Qualified farrier registered with SAAPF, pre-approved by the Chief of Police; hot shoeing every three (3) weeks or as needed, using tungsten nails only.
• Equine dentistry only by a qualified practitioner, pre-approved.
• Grooming standards: groom before and after exercise, patrols, and stabling; hooves cleaned twice daily; individual grooming kit per horse (hoof pick, rubber curry comb, dandy brush, body brush, metal curry comb, sponges, dry water brush, hoof oil and brush); kits sterilised weekly; separate kits for infectious conditions.
• Stable hygiene: daily cleaning, minimum 150mm pine shavings bed, monthly disinfection and full bedding replacement, monthly parasite treatment, records maintained and reported during inspections.
• Special events: horses bathed one day prior; sick horses quarantined and minimally groomed.
• Horse handling: stable manager responsible for daily handling in collaboration with Metro Police officers; problematic horses reported; corrective training only with accredited Training Officer; manure removed and disposed of daily; injuries or abnormalities reported immediately.
• Treatment and veterinary oversight: injured/sick horses exercised under veterinary guidance; humane handling only; restraining tools only under stable manager's supervision; abuse strictly prohibited and will lead to legal action.
• Medical treatment and recordkeeping: weekly dipping, coordinating vaccinations and deworming with a registered veterinarian, maintaining Dip Register, Medical Report Register, De-worming Register, and individual horse files; Chief of Police or designated representative present during vaccinations and deworming; injuries due to negligence reported and may lead to legal action.
• Transport of horses: bidder responsible for transporting non-operational sick or injured horses; Metro Police transports horses for operational use; all transport using certified horseboxes and roadworthy towing vehicles compliant with the National Road Traffic Act, available 24/7.

Feeding:

• Morning and evening: up to 4kg high-quality wheat bran concentrate per meal, chopped and moistened lucerne, teff or equivalent high-quality roughage.
• Midday: teff or similar roughage available throughout the day.
• Adjustments only with approval of attending veterinarian.
• Horses on patrol provided with appropriate feed and water as needed.
• Fresh water and roughage always available; feeding for sick/non-operational horses modified in consultation with veterinarian and stable manager.

Disposal of deceased horses:

• Certified veterinarian (SAVC registered) must issue a death certificate.
• Post-mortem may be requested at veterinarian's discretion; costs included in contract price per horse.
• Environmentally safe disposal, methods approved in writing by the Chief of Police or designated representative; costs covered under all-inclusive contract price per horse.

Incident/defects reporting:

• TMPD will report defective equipment or infrastructure to the Stable Manager.
• Repairs or replacements must be completed within 24 hours and recorded in the daily occurrence book.
• The Chief of Police or designated representative will formally notify the service provider in writing of irregularities.

Pricing format: All-inclusive equine (horse) care, quoted as a unit rate per horse (excl. VAT). The pricing schedule must show total excl. VAT, VAT (15%), and total incl. VAT.

The City currently owns approximately fifteen (15) horses; the City reserves the right to increase or decrease the number, and the contract price will be adjusted accordingly.

The following services and items must be included in the bidder's pricing:

• One (1) qualified Farrier.
• One (1) qualified Equine Dental Practitioner.
• One (1) certified Veterinary Physician (for medication administration only).
• Post-mortem (as required) by a SAVC-registered veterinarian.
• Environmentally safe disposal of deceased horses.
• Vaccinations: African Horse Sickness Vaccine (annually), Equine Influenza Vaccine (biannually), Tetanus Vaccine (biannually), Deworming Vaccine (monthly subject to testing results).
• Bedding: wooden shavings (sawdust).
• Daily feed: Teff or equivalent, lucerne, and food concentrates on the veterinary diet plan.
• Equine insurance: minimum R20,000 per horse, covering replacement with same breed; to be secured upon award for the contract period.
• Operational gear: tail bandage (1 per horse), boxing boots (1 set per horse), fly mask (1 per horse), fly spray (twice daily), dip (weekly), horse shampoo, small wound treatment, grooming kit (1 per horse, maintained throughout contract).

Penalties (deducted from monthly fees):

• Failure to clean each stable daily: R500 per stable per day.
• Failure to maintain 15cm wood shavings bedding: R200 per stable per day.
• Failure to remove wet bedding daily: R200 per stable per day.
• Lack of sufficient and functional insect control: R1,000 per stable per day.
• Paddocks not cleared of debris or lacking access control: R500 per occurrence per day.
• Failure to clean office and provide soap and toilet paper: R200 per occurrence per day.
• Insufficient number of stable hands/grooms: R200 per groom per day.
• Failure to report dismissal or resignation of staff: R200 per groom per day.
• Failure to groom horses before or after exercise: R500 per horse per day.
• Failure to sterilize grooming kits weekly: R1,000 per occurrence per day.
• Failure to disinfect stables monthly: R1,000 per occurrence per day.
• Failure to report horse injuries or incidents immediately: R2,000 per horse per day.
• Failure to dip horses weekly: R500 per horse per week.
• Failure to vaccinate and deworm as scheduled: R2,000 per horse per missed treatment.
• Failure to maintain daily medical register: R250 per occurrence per day.
• Failure to feed horses per prescribed program: R1,500 per occurrence per day.
• Failure to provide food before patrol: R1,500 per horse per day.
• Injury due to negligence: R10,000 per occurrence per horse.
• Inhumane use of equipment: R5,000 per occurrence per horse.
• Working unfit or injured animals: R2,500 per occurrence per horse.
• Improper transport or restraint of horses: R2,500 per occurrence per horse.
• Failure to euthanize suffering animals (with veterinarian approval): R5,000 per occurrence per horse.
• Inhumane treatment of horses: R5,000 per occurrence per horse.
• Death due to negligence: minimum of R20,000 per horse or as per court ruling.
• Medical costs due to negligence: actual cost payable to the contracted veterinarian of the City of Tshwane.

A Monthly Penalty Report will be compiled by TMPD, signed by the service provider, and accompany the monthly invoice.

CSD registration: Only bidders registered on the Central Supplier Database (CSD) with a CSD number will be considered.

Tax compliance: Must provide a SARS Tax Compliance Status PIN or CSD number; tax status must be compliant before award.

Municipal account: The bidding company and all owners/members/directors/major shareholders must provide a municipal account statement not older than 3 months and not in arrears for more than 90 days; or a signed lease agreement; or a letter from the local councillor for informal settlements/rural areas.

B-BBEE: A valid B-BBEE certificate (or sworn affidavit for EMEs/QSEs, or CIPC B-BBEE certificate) must be submitted to claim preference points. B-BBEE levels earn points as per the 80/20 system.

Company registration: Company Registration Certificate required.

Audited financial statements: Required for tenders above R10 million – signed audited annual financial statements for the most recent three years, or from date of establishment if younger; or proof that the bidder is not required by law to prepare audited financials.

Joint ventures: If bidding as a JV, a signed JV agreement is required, and all required documents must be provided for each party. The successful bidder must continue with the same JV for the duration of the contract unless prior approval is obtained.

Persons in the service of the state: No bids will be considered from persons in the service of the state.

Compliance with animal welfare legislation: The service provider must comply with the Societies for the Prevention of Cruelty to Animals Act, Animals Protection Act, Performing Animals Protection Act, Animal Feeds Act, City of Tshwane Health By-laws, and any other relevant South African legislation.