Impounding of nuisance animals – city of tshwane (quotation Q13-2026-27)

Closing date: 13 August 2026 at 10:00.

Compulsory briefing session: none (N/A).

Bids remain valid for 90 days after closing.

Compulsory briefing session: N/A (as per advertisement). Bidders must attend compulsory briefing session where applicable; attendance register must be signed.

Technical enquiries: Jerry Motsamai, (012) 358 8609, [email protected].

Supply Chain enquiries: Josia Masenya, (012) 358 0658, [email protected].

Submission address: online via e-tender portal (no physical tender box).

Submission is via the City of Tshwane e-tender portal only; bids must not be deposited in the tender box. Responses must be submitted online by 10:00 on 13 August 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 state employment or connections; failure to declare interest disqualifies.
• MBD 6.1 (Preference Points Claim): claims B-BBEE and specific goal points.
• MBD 7.2 (Contract Form – Rendering of Services): to be signed after appointment.
• MBD 8 (Declaration of Past SCM Practices): declares past supply chain conduct.
• 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.
• Rates and taxes statement (municipal account) not older than 3 months, not in arrears more than 90 days.
• CSD summary report.

Disqualification risks:

• Any returnable document omitted, incomplete, or unsigned.
• Corrections made with correction fluid (Tippex) on the price schedule.
• Price schedule corrections not initialled.
• Quotation received after the closing time.

List of returnable documents: Company Registration Certificate, Tax Clearance Certificate or Unique PIN, BBBEE Certificate, Rates and Taxes, CSD summary report. Also MBD forms (MBD 1, 4, 6.1, 7.2, 8, 9) as per index.

Evaluation in four stages:

• Stage 1 – Administrative Compliance: all returnable documents submitted, tax compliance, CSD registration, municipal account up to date, MBD forms signed, audited financial statements (if applicable), JV agreement if bidding as a joint venture.
• Stage 2 – Mandatory Requirements: pound facility (ownership or lease letter plus photos), minimum 2 x 1 ton utility vehicles (ownership or lease plus photos), and signed reference letters on company letterheads. Failure to attach any of these disqualifies.
• Stage 3 – Site Inspection: the City inspects vehicles and pound. The pound must meet compulsory requirements (items 1–10) and 50% of items 11–17 to be shortlisted.
• Stage 4 – Preference Points: 80/20 system. 80 points for price, 20 for specific goals. Specific goals: B-BBEE levels (Level 1: 8 points down to Level 8: 1 point, non-compliant: 0), EME/QSE: 2 points, 51% women-owned: 2 points, 51% people with disability: 2 points, 51% youth-owned: 2 points, Local Economic Participation (City of Tshwane: 4 points, Gauteng: 2 points, National: 1 point). Supporting documents required; non-submission means zero points for that goal.

Scope: appointment of one service provider for the collection and impounding of nuisance animals (excluding aggressive/violent animals) within the City of Tshwane, for a period not exceeding 31 December 2026.

Service requirements:

• Handle animal care, impounding of nuisance animals in public areas, and transportation, in line with the City of Tshwane Keeping of Animals by-law.
• Transport animals in compliance with the Animal Protection Act and Animal Health Act.
• Comply with all relevant legislation: Animal Diseases Act, Animal Protection Act, National Health Act, Labour Relations Act, Animal Health Act.

Collection time frames:

• Collection of nuisance animals must be effected within 3 hours of instruction from the City, except in exceptional circumstances with prior notification.

Impounding duties:

• Keep animals at the pound for a maximum of 7 days as per by-law.
• Provide care, shelter, food, water, medicine, and medical treatment.
• Notify owners in writing where known; submit copies with records and invoice.
• Provide proof of access to an animal technician or veterinary doctor for emergencies.
• Collect impounding tariffs on behalf of the City and issue receipts.
• Keep proper, identifiable records.

Premises and equipment:

• Provide appropriate facilities for impounding, with isolation for sick/injured animals and animals on heat.
• Provide approved vehicles and equipment for collection and transportation.

Personnel:

• Appoint adequate competent personnel.
• Provide branded protective clothing and equipment.
• Provide proof of continuous risk assessment per OHS Act.

Penalties:

• Failure to provide records on time results in non-payment of the invoice.
• Failure to collect within 3 hours results in non-payment for that service (except exceptional circumstances).

Service provider requirements: handle animal care matters including impounding of nuisance animals in public areas (excluding aggressive animals) in line with the City of Tshwane Keeping of Animals by-law, and transportation thereof; transport animals in compliance with the Animal Protection Act and Animal Health Act; comply with all related legislative requirements (Animal Protection Act 1962, City of Tshwane bylaws, Labour Relations Act, Animal Diseases Act, National Health Act). Collection time frames: collection of nuisance animals upon instruction from CoT must be effected within three (3) hours of receiving instruction, except in exceptional circumstances with prior notification. Impounding of animals upon instruction: collection and impounding only upon receipt of instructions from CoT Municipal Health Services; provide pound services, keep animals for maximum seven (7) days per bylaw; provide care, shelter, food, water, medicine and medical treatment; inform owners in writing; provide proof of access to animal technician or veterinary doctor; collect impounding tariffs on behalf of the department; keep proper records. Controls: award subject to approval of premises, equipment, vehicles, staff; records subject to audits; payments received offset against monthly invoices; submit seven-day records and monthly summary reports; invoice monthly by 3rd day; city pays validated invoices within 30 days. Premises and equipment: appropriate facilities for impounding, isolation for sick/injured animals and animals on heat, approved vehicles and equipment. Personnel: adequate competent personnel, branded protective clothing, proof of continuous risk assessment per OHS Act. Penalty clauses: failure to provide records on time results in non-payment; failure to collect within three hours results in non-payment (except exceptional circumstances).

Mandatory requirements: signed reference letters on company letterheads relating to the nature of the scope of the specific service. Failure to attach results in disqualification.

Personnel: adequate number of competent personnel; branded protective clothing and equipment; proof of continuous risk assessment per OHS Act.

Service standards: collection within 3 hours of instruction; animals kept for maximum 7 days; care, shelter, food, water, medicine and medical treatment provided; owner notification in writing; proof of access to animal technician or vet; proper records kept.

Inspections: premises, equipment, vehicles and staff subject to regular inspections by the department.

Audits: records subject to regular audits by the City.

Reporting: seven-day records per impounded animal, monthly summary report, and monthly invoice by the 3rd day.

Payment: City pays validated invoices within 30 days.

Pricing Schedule Category B: Impounding fees per animal type per day: cat, dog, horse, donkey, pig, cattle, sheep/goat, rabbit, all types of birds and poultry. Sub Total (Exclusive of VAT), VAT Amount (15%), TOTAL (Inclusive of VAT).

Pricing schedule (Category B) – impounding fees per animal type per day:

• Cat, dog, horse, donkey, pig, cattle, sheep/goat, rabbit, all types of birds and poultry.
• Subtotal (exclusive of VAT), VAT at 15%, total inclusive of VAT.

Payment terms:

• Invoices submitted monthly by the 3rd day of the following month.
• City pays validated invoices within 30 days from invoice date.
• Amounts collected from owners for impounded animals are offset against monthly invoice payments.

Validity:

• Bids valid for 90 days after closing; City may extend validity in writing.

Market analysis:

• City may conduct market analysis; if a price is deemed not viable, the bidder may be asked to confirm delivery, and a tight contract may be entered.
• City may negotiate a market-related price with the highest scoring bidder, then second, then third; if no agreement, the quotation may be cancelled.

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

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

Municipal account: Bidding company and its owners/members/directors/major shareholders must provide a municipal account statement not older than 3 months and not in arrears more than 90 days, or a signed lease agreement, or a letter from a local councillor for informal settlements.

B-BBEE: Must submit a valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs) to claim preference points.

Audited financial statements: Must submit audited financial statements for the most recent three years, or from date of establishment if younger, or proof that the bidder is not required to prepare audited statements.

Joint ventures: If bidding as a JV, provide all required documents for each party and a signed JV agreement.

State employment: No bids from persons in the service of the state.

MBD forms: MBD 1, 4, 6.1, 7.2, 8, 9 must be completed and signed.

Personnel: adequate competent personnel; branded protective clothing and equipment; proof of continuous risk assessment per OHS Act.

Pound requirements: separate areas for healthy, injured, unidentified animals and those with infectious diseases; well fenced and secured with controlled access; administration offices; waste removal; clean water; food storage; impounding equipment; holding/quarantine facilities; ablution block; lockable, cleanable, covered kennels/cages with drainable floors; sufficient PPE; OHS readiness; carrying baskets/boxes; vehicle with hoisting equipment for big animals.

Penalties: failure to provide records on time results in non-payment; failure to collect within 3 hours results in non-payment (except exceptional circumstances).

Award: One service provider for collection and impounding of nuisance animals. Type of agreement: Service Level Agreement to be completed after appointment. Validity period: 90 days after closure, with right to extend validity in writing. Market analysis: City reserves right to conduct market analysis; if price deemed not viable, written confirmation sought; if bidder confirms delivery, a tight contract to mitigate risk of non-performance will be entered into; failures handled per contract including performance warnings and listing on restricted suppliers database. City may negotiate market-related price with highest scoring bidder, then second, then third; if no agreement, City may cancel quotation.

Stage 1 Administrative Compliance: Compulsory returnable documents include tax compliance status PIN or CSD registration, CSD number, municipal account statement not older than 3 months and not in arrears more than 90 days (or signed lease agreement or letter from local councillor for informal settlements), same for owners/members/directors/major shareholders, duly signed MBD forms (MBD 1, 4, 5, 8, 9) with authorization, audited financial statements for most recent three years (or from date of existence for younger companies) or proof not required to prepare audited financials, JV agreement if applicable, attendance of compulsory briefing session, and completed pricing schedule (all items quoted, no corrections without initialling, no Tippex).

Stage 2 Mandatory Requirements for Category B: Pounding facility – ownership documents or letter of arrangement for leasing an existing pound, and photos of the pound; suitable vehicles – minimum 2 x 1 ton utility vehicles, ownership documents or leasing arrangements, and photos; experience – signed reference letters on company letterheads relating to the nature of the scope. Failure to attach these results in disqualification.

Stage 3 Site Inspection: The City reserves the right to inspect vehicles and pound. The pound must meet minimum requirements: separate areas for healthy, injured, unidentified animals, animals with infectious diseases; well fenced and secured with controlled access; administration offices; provision for waste removal; sufficient clean water; food storage; impounding equipment; holding facilities/quarantine; ablution block; lockable, cleanable, well-secured kennels/cages with drainable floors; sufficient PPE; OHS readiness; carrying baskets/boxes; proof of arrangement for vehicle with hoisting equipment. The pound must meet compulsory requirements items 1-10 and 50% of items 11-17 to be shortlisted for Stage 4.

Stage 4 Preferential Points System: 80/20 points system per Preferential Procurement Policy Framework Act 2000 Regulations 2022. 80 points for price, 20 points for specific goals. Bidders must submit supporting documents for specific goals; non-compliance does not lead to disqualification but zero points for specific goals. Fraudulent claims will be acted against. Specific goals: B-BBEE levels (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, 51% women-owned: 2 points, 51% people with disability: 2 points, 51% youth-owned: 2 points, Local Economic Participation (City of Tshwane: 4 points, Gauteng: 2 points, National: 1 point). Proof required as specified.