Objectives

The primary objective is to appoint a qualified service provider to deliver comprehensive, humane, and legally compliant pound management services for a period of thirty-six months. The appointment aims to ensure the safe impoundment, daily care, and proper administration of stray and confiscated animals while maintaining strict adherence to the KwaZulu-Natal Pound Act (2006), the Greater Kokstad Municipality Pound By-law (2019), and the Animal Protection Act (1962).

Scope of Work

• Animal Collection & Impoundment: Safely capture, transport, and impound animals in accordance with municipal procedures and court orders.
• Animal Care: Provide daily feeding, hydration, medical attention, and humane handling throughout the impoundment period.
• Pound Operations & Facility Maintenance: Oversee daily pound activities, ensuring the facility remains clean, hygienic, secure, and well-maintained at all times.
• Record Keeping & Reporting: Maintain accurate registers for impoundments, releases, veterinary treatments, and monthly financial/service reports.
• Compliance & Disposal: Manage animal releases per legal directives, conduct pound auctions lawfully, and submit monthly billing statements.

Technical Requirements

• Legislative Compliance: Strict adherence to all applicable animal welfare laws, municipal by-laws, and contractual service level agreements.
• Veterinary Services: Arrange and fund annual veterinary check-ups and treatments for all impounded animals.
• Dedicated Transport: Provide a purpose-built pound management truck for safe animal transport. Proof of ownership or valid lease agreement, plus vehicle logbooks, must be submitted.
• Performance Monitoring: Service delivery will be audited through site inspections, register reviews, and report submissions. Non-compliance triggers written warnings, invoice deductions (2.5% for poor performance, 5% for very poor), or contract termination.
• Mandatory Documentation: Submission of completed standard municipal bidding forms, SARS Tax Clearance PIN, Central Suppliers Database (CSD) registration, and proof that both the company and its directors are not in arrears with municipal rates/taxes for more than ninety days.

Skills and Experience Requirements

• Company Experience: Demonstrated track record in pound management or animal welfare services. Scoring is tiered: one to two years (10 points), three to four years (20 points), or five or more years (30 points).
• Key Personnel: At least one specialist holding a minimum NQF Level 6 or 7 qualification in Animal Science, Veterinary Science, or Pound Management. Points are awarded based on relevant experience (one year = 10 points, two years = 20 points, three years = 30 points).
• Vehicle Capability: Up to 25 points allocated for a dedicated pound management truck with verifiable ownership or lease documentation and current logbooks.
• Functional Threshold: Bidders must achieve a minimum of fifty functionality points across company experience, key personnel, and vehicle requirements to qualify for price evaluation.
• Socio-Economic Goals: Preference points are available for businesses owned fifty percent or more by black individuals or black women, and for enterprises operating within the KwaZulu-Natal province.

Clarification of Specialised Terms

• Pound Management: The regulated impoundment, care, and administrative processing of stray or confiscated animals, including legal release, adoption facilitation, and lawful disposal/auction processes.
• MBD Forms: Standardised South African municipal bidding templates used to verify tax compliance, declare conflicts of interest, claim preference points, and certify independent bidding.
• 80/20 Preferential Point System: A procurement evaluation model allocating eighty points to competitive pricing and twenty points to designated socio-economic transformation goals.
• CSD Registration: The Central Suppliers Database, a mandatory national registry used by government entities to validate supplier legitimacy, tax status, and banking details.