Provision of pound management services for 36 months – greater kokstad municipality (gkm 08-26/27)

Closing date: 28 September 2026 at 12H00.

Compulsory briefing: 02 September 2026 at 11H00 at the Pound, next to Town Cemetery. Attendance is mandatory.

Bidding procedure enquiries: Ms Andiswa Mahlaka, Budget and Treasury Office, tel 039 797 6743, fax 039 727 3676, email [email protected].

Technical enquiries: Mr Tsepo September, Community and Social Services Department, tel 078 845 7607, fax 039 727 3676, email [email protected].

Municipal Manager: Mr S R Zwane.

Submit sealed bids marked "Bid No.: GKM 08-26/27" in the tender box at the Reception Area, 75 Hope Street, Kokstad, by 28 September 2026 at 12H00. Bids must be on official forms (not retyped), complete, signed, and in black ink with corrections initialled (no correction fluid). Late, faxed, emailed, or telegraphic bids will not be considered. Bidders are responsible for ensuring their bid is placed in the correct tender box. Required returnable forms: MBD 1 (Invitation to Bid), MBD 3.1 (Pricing Schedule), MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim), MBD 8 (Declaration of Bidder's Past SCM Practices), MBD 9 (Certificate of Independent Bid Determination), and MBD 7 (Contract Form, to be signed by successful bidder). Also submit a detailed CSD report (not older than 3 months), tax compliance PIN or CSD number, proof of municipal rates and taxes good standing for the company and each director, and B-BBEE certificate or sworn affidavit. Incomplete or unsigned mandatory documents cannot be rectified after closing.

Two-stage evaluation per National Treasury Circular No. 53:

Stage 1 – Functionality: minimum threshold of 50 points to proceed. Criteria: Company Experience (30 points), Proposed Key Personnel (25 points), Vehicle (25 points).

Stage 2 – 80/20 preferential point system: 80 points for price, 20 points for specific goals.

Specific goals (max 20 points):

• Goal 1 – Ownership (max 10): Business owned 50%+ by black person (5 points), by black women (5 points). Proof: detailed CSD.
• Goal 2 – RDP (max 10): Promotion of business located within KZN (10 points). Proof: refer to Section J.

Scope: Provision of pound management services for 36 months, including:

• Animal collection and impoundment: capture and safely remove stray, abandoned, dangerous, or wandering animals; respond to complaints; transport animals humanely.
• Animal care: provide clean drinking water, feed daily, monitor health, arrange veterinary treatment, report sick/injured/deceased animals.
• Pound management: operate and manage the municipal pound, open/close during approved hours, ensure security, prevent escapes, control access.
• Facility maintenance: clean kennels/pens/holding areas daily, remove waste, maintain grass and vegetation, control odours, maintain fencing/gates/infrastructure, keep food storage clean, maintain drainage.
• Record keeping: maintain accurate pound register (impound date, species, breed, colour, sex, identification marks, capture location, owner notification, release date, disposal/adoption, veterinary treatment).
• Deliverables: monthly operational reports, updated pound register, incident reports, veterinary treatment reports, monthly maintenance report.
• Compliance: KwaZulu-Natal Pound Act 2006, Greater Kokstad Municipality Pound By-law (2019), Animal Protection Act 1962, OHS requirements, municipal policies.
• Performance standards: treat animals with care, maintain cleanliness, feed/water daily, attend complaints promptly, allow unannounced inspections.
• Monitoring: routine and unannounced inspections, monthly reports, review of pound register, investigation of complaints. Penalties for non-performance: written warnings, 2.5% or 5% invoice reduction, contract termination.

Bidders must be registered as a Company, NPO, or NGO. Required experience: proven animal handling and pound management, experience with livestock and domestic animals, knowledge of the KwaZulu-Natal Pound Act and municipal by-laws, availability of suitably trained personnel, ability to respond to emergencies, ability to maintain accurate records, and commitment to animal welfare. Functionality evaluation awards 30 points for company experience, 25 for proposed key personnel, and 25 for vehicle.

Quality management includes monthly pound inspection reports (weight 20), compliance with pound auctioning processes (weight 30), proof of animal feed and medication purchases (weight 15), monthly municipal bill payments and reports (weight 5), maintaining clean and hygienic pound (weight 10), and safe impounding of animals (weight 20). All targets are 100% compliance with the pound management act and service level agreement.

Prices must be firm and inclusive of all taxes, carried over to MBD 1. Prices must remain valid for 90 days from closing date. No detailed pricing schedule or bill of quantities provided in the document. Payment terms not specified beyond monthly reporting and invoice reduction penalties for non-performance.

Prices must be firm and inclusive of all taxes. Total bid price must be carried over to MBD 1; omission leads to disqualification. Prices must remain valid for at least 90 days from closing date. No bonds or guarantees specified. Payment terms not specified beyond monthly reporting and invoice reduction penalties.

Mandatory returnable forms: MBD 1, MBD 3.1, MBD 4, MBD 6.1, MBD 8, MBD 9 (see submission guidelines).

• CSD registration: detailed CSD report not older than 3 months, or clear CSD number on MBD 1.
• Tax compliance: SARS TCS PIN or CSD number; each JV partner must submit separate.
• Municipal rates and taxes: proof of good standing for company and each director (municipal statement not older than 3 months, or lease agreement, or landlord affidavit). Arrears longer than 90 days disqualify.
• B-BBEE: certificate or sworn affidavit (for EMEs & QSEs) required to claim preference points.
• Joint Venture: signed JV agreement identifying lead partner and shareholding; each partner must be CSD registered and tax compliant; separate or combined MBD 4, 8, 9 with all directors listed.
• Professional registrations: Company Director who is a Chartered Accountant must provide SAICA membership proof; Data Analyst must provide ASSA/ASABA membership proof.
• No bids from persons in service of the state, or those listed on National Treasury tender defaulters/restricted suppliers list.

The service must promote animal welfare, public health and safety, and comply with applicable legislation including the KwaZulu-Natal Pound Act 2006, Greater Kokstad Municipality Pound By-law, Animal Protection legislation, Occupational Health and Safety requirements, and municipal policies.

Environmental management includes daily cleaning of kennels, pens and holding areas, regular removal of animal waste, maintaining grass and vegetation, controlling odours, maintaining fencing, gates and basic infrastructure, keeping food storage areas clean, maintaining drainage systems, and reporting maintenance requirements immediately.

Contract term: 36 months. Performance standards include humane animal treatment, cleanliness, daily feeding/watering, prompt complaint response, professional conduct, cooperation with inspections, and allowing unannounced inspections. Failure to maintain standards may constitute breach of contract. Monitoring includes routine and unannounced inspections, monthly reports, pound register review, and complaint investigation. Performance reviewed monthly. Penalties for non-performance: written warnings, 2.5% or 5% invoice reduction, and contract termination for repeated non-performance. Unsatisfactory performance may lead to termination in accordance with the Service Level Agreement.

Evaluation is a two-stage process: Stage 1 – Functionality (minimum 50 points) with criteria: Company Experience (30), Proposed Key Personnel (25), Vehicle (25). Stage 2 – 80/20 preferential point system: 80 points for price, 20 for specific goals (ownership and RDP). Specific goals: Ownership (max 10) – 5 points for 50%+ black-owned, 5 for 50%+ black women-owned; RDP (max 10) – 10 points for business located within KZN. Proof required: detailed CSD for ownership, Section J documents for RDP.