Objectives

The primary objective is to appoint a qualified service provider to deliver comprehensive, humane, and legally compliant pound management services for stray and impounded animals within the municipality’s jurisdiction. The contract aims to ensure animal welfare, safe impoundment, daily care, and proper facility maintenance over a 36-month period, in alignment with provincial and national animal protection legislation.

Scope of Work

• Animal Collection & Impoundment: Safely capture, transport, and house stray animals in accordance with municipal by-laws.
• Daily Animal Care: Provide consistent feeding, watering, health monitoring, and basic medical attention.
• Pound Operations: Manage intake/release records, conduct lawful auctions or sales of unclaimed animals, and maintain accurate documentation.
• Facility Maintenance: Ensure the pound remains clean, hygienic, secure, and presentable at all times.
• Reporting & Compliance: Submit monthly performance reports, financial statements, and proof of veterinary services, while adhering to a defined service level agreement.

Technical Requirements

• Compliance with the KwaZulu-Natal Pound Act (2006), Municipal Pound By-law (2019), and the Animal Protection Act (1962).
• Maintenance of a dedicated, purpose-designed pound management truck for safe animal transport (proof of ownership or lease required).
• Implementation of an annual veterinary care program for all impounded animals.
• Adoption of a structured performance monitoring framework with standardized scoring metrics and automated penalty clauses for non-compliance.
• Submission of all mandatory municipal bidding forms (MBD series) and adherence to the General Conditions of Contract.

Skills and Experience Requirements

• Qualifications: Key personnel must hold a minimum NQF Level 6 or 7 qualification in Animal Science, Animal Production, Animal Care, or Veterinary Science.
• Professional Experience: Demonstrated hands-on experience in pound management, animal welfare, rescue operations, or municipal animal control services. Points are awarded based on years of verified experience supported by reference letters and appointment documentation.
• Operational Competency: Proven ability to manage logistics, maintain statutory records, coordinate veterinary interventions, and execute lawful animal disposal/auction processes.

Notable Terms and Conditions

Two-Stage Evaluation Process: Bids undergo a functionality assessment (maximum 80 points) covering company experience, key personnel qualifications, and vehicle provision. A minimum threshold of 50 points is mandatory; bids scoring below this are automatically disqualified before price evaluation.

80/20 Preferential Procurement System: Following functionality clearance, 80 points are allocated to price and 20 points to specific transformation goals (50%+ black ownership, 50%+ black women ownership, and KwaZulu-Natal-based businesses). Points are calculated using a comparative formula against the lowest acceptable bid.

Performance-Based Penalties: The contract enforces a strict scoring matrix linked to financial penalties. Performance rated as “Poor” (60–69%) incurs a 2.5% invoice deduction, while “Very Poor” (below 60%) triggers a 5% deduction. Repeated non-compliance may result in written warnings or contract termination.

Municipal Rates Clearance: Bidders must submit verifiable proof that both the company and all its directors are not in arrears for municipal rates and taxes beyond 90 days. Failure to provide this documentation renders the bid invalid.