Objectives

The primary objective of this tender is to appoint two (2) service providers to supply and deliver high-quality grass feed and bedding to the South African National Biodiversity Institute’s (SANBI) National Zoological Garden (NZG) in Pretoria. The service providers will ensure a consistent supply of these materials over a period of three years, supporting the welfare and nutritional needs of the captive animal collection. The contract aims to facilitate a fair, transparent, and market-related procurement process, with an emphasis on quality, reliability, and equitable distribution of expenditure among the selected providers.

Scope

The scope includes:

• Supply and delivery of specified quantities of grass feed (lucerne, eragrostis tef, straw) in rectangular bales, with estimated annual quantities provided in the tender.
• Delivery to SANBI’s Pretoria campus, as and when required, over a three-year period.
• Provision of both in-season (October to April) and out-of-season (May to September) pricing structures.
• Adherence to quality standards, including dryness, contamination control, and packaging requirements.
• Participation in a negotiation process to establish standardized pricing based on market conditions and submitted quotations.
• Implementation of a rotational usage system among the two successful service providers to ensure equitable expenditure.

Technical Requirements

The technical specifications for the supplied grass feed and bedding include:

• Bales must be free from weeds, toxic plants, mould, and contamination.
• Bales must be adequately dry for storage and handling.
• Proper packaging and secure transportation to prevent deterioration during transit, including protection from rain, dust, and exhaust fumes.
• Delivery must be made to SANBI’s designated stores, with both the deliverer and receiver signing the delivery note.
• Suppliers must notify SANBI immediately if delivery cannot be made within 72 hours.
• All delivery costs must be included in the bid price.
• Suppliers must provide documentation demonstrating previous experience, quality assurance, and compliance with health and safety standards.

Skills and Capacity Requirements

Potential bidders must demonstrate:

• Experience in supplying animal feed, with at least five (5) years of relevant contracts, supported by reference letters.
• Capacity to supply the estimated quantities reliably and consistently over the contract period.
• Financial stability, evidenced by a bank rating letter valid for three months, indicating the ability to meet contractual commitments.
• Ability to develop and implement contingency plans to manage shortages, delays, or unforeseen circumstances, ensuring uninterrupted supply.
• Compliance with all legal and statutory requirements, including tax compliance and occupational health and safety standards.
• Provision of relevant documentation such as company registration, tax registration, and previous client references.