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 management of stray and impounded animals within the municipality’s jurisdiction, while maintaining high standards of animal welfare, public health, and regulatory compliance.

Scope of Work

• Animal Collection & Impoundment: Safely capture, transport, and impound stray animals in accordance with municipal directives.
• Animal Care: Provide daily feeding, hydration, medication administration, and arrange annual veterinary services for impounded animals.
• Pound Operations: Maintain accurate impounding and release registers, process court orders, manage lawful auctions, and submit monthly operational and financial reports.
• Facility Maintenance: Ensure the municipal pound remains clean, hygienic, secure, and well-maintained at all times.
• Compliance & Reporting: Adhere to performance standards, undergo regular municipal inspections, and fulfill all contractual obligations outlined in the Service Level Agreement.

Technical Requirements

• Full compliance with the KwaZulu-Natal Pound Act (2006), the Municipal Pound By-law (2019), and the Animal Protection Act (1962).
• Implementation of a robust record-keeping system for all impoundments, releases, financial transactions, and monthly billing.
• Maintenance of a dedicated, purpose-built transport vehicle for animal impoundment, supported by verifiable documentation.
• Acceptance of performance monitoring through site inspections, compliance reports, and service level assessments.
• Adherence to a structured penalty framework: invoice deductions of 2.5% apply for poor performance (60–69% score), and 5% for very poor performance (below 60%).

Skills and Experience Requirements

Bidders must achieve a minimum of 50 functionality points across three mandatory criteria to qualify for evaluation:

• Company Experience (30 points): Proof of prior provision of pound management services, scored based on the quantity of positive reference letters (one to two = 10 points; three to four = 20 points; five or more = 30 points).
• Key Personnel (30 points): Appointment of a certified veterinarian holding an NQF Level 6 or 7 qualification in Animal Science or Pound Management. Points are allocated based on relevant experience (one year = 10 points; two years = 20 points; three years = 30 points).
• Vehicles (20 points): Valid ownership or lease agreement for a pound management truck designed for animal transport, accompanied by logbooks that can be verified through the national animal traceability system.

Key Terms and Conditions

• ENATIS Verification: Logbooks must be verified via ENATIS, South Africa’s official electronic database for livestock and animal asset tracking, ensuring vehicle legitimacy and regulatory compliance.
• 80/20 Preferential Point System: Evaluation follows a two-stage process. Stage one assesses functionality (minimum 50/80 points required). Stage two allocates 80 points to price and 20 points to specific transformation goals (black ownership and provincial business promotion).
• MBD Documentation: Bidders must submit standardized municipal bidding forms (MBD 1, 4, 6.1, 8, and 9) covering pricing, conflict of interest, preference claims, past supply chain conduct, and independent bid certification. Incomplete or missing forms render a bid non-responsive.
• Contract Validity & Duration: The contract runs for 36 months subject to satisfactory performance. Bids remain binding for 90 days post-submission, with potential short-term extensions requested by the municipality.