Supply and delivery of livestock identification and traceability system (lits) gadgets for eastern cape department of agriculture

Bid documents available from 05 June 2026 at SCM – Acquisition Management Services, Office No 45, First Floor, Indwe Building, Bhisho, 5605, between 08:00-16:30 (Mon-Thu) and 08:00-16:00 (Fri). Closing date and time: 26 June 2026 at 11:00.

Technical enquiries: Dr. Mandla Yawa (Acting Scientific Manager Livestock, Aquaculture and Fisheries Development) – 073 660 8874, [email protected]; Ms. Nolukholo Dlulane (Deputy Director Veterinary Services) – 083 709 7577, [email protected]. Administrative enquiries: Ms. N. Mfunda – 071 331 8622, [email protected]. Delivery address: Dohne Agricultural Development Institute, Sutterheim, Eastern Cape, 4930.

Submit bids in a sealed envelope marked with the project number (SCMU8-26/27-0073) and description to the tender box at DOA, Indwe House, Office 45, First Floor, Indwe Building, Bhisho, 5605 by 11:00 on 26 June 2026. Late, electronic, telegraphic, or facsimile bids are not accepted. All returnable documents must be completed in black ink, signed, and witnessed. No correction fluid is permitted; changes must be lined through and initialed. Joint ventures must submit a signed Joint Venture Agreement or intention to form one. All ECBD/SBD forms must be fully completed. Failure to comply may result in disqualification. Bids must remain valid for 90 days post-closing. Use separate schedules if space is insufficient, bind them with a contents page, and mark as appendices. All schedules must be signed.

Evaluation is a two-stage process. Stage 1 (Administrative and Technical Compliance): Bids must fully complete and submit all returnable documents, including ECBD1 (Invitation to Bid), Pricing Schedule, SBD4 (Bidder’s Disclosure), and a signed Joint Venture Agreement (if applicable). Non-compliance results in disqualification. Stage 2 (Price and Preference Points): Uses the 80/20 Preferential Procurement Policy Framework Act (PPPFA) system. Price accounts for 80 points. Preference points (20 points total) are awarded for: EME/QSE at least 51% Black-owned (10 points), located in Alfred Nzo, Amathole, Chris Hani, Joe Gqabi, or OR Tambo District (2 points), at least 51% Women-owned (4 points), at least 51% Youth-owned (2 points), or at least 51% owned by people with Disability (2 points). Points for specific goals require verification documents: ID copy, CIPC registration, CSD report (ownership must match), medical certificate/SASSA confirmation (for disability), and municipal rates account/councilor letter/lease agreement (for locality). The highest total points win, rounded to two decimal places.

Supply and deliver Livestock Identification and Traceability System (LITS) gadgets as per specifications: 79cm Electric Cattle Prodder (rechargeable battery), Branding Iron A-Z (26 set, long handle), Branding Iron characters/symbols (long handle), Gas Branding Oven (6 irons, long burner), Official Flag EID/Large Male Pink and Yellow Ear Tags (ICAR-approved, tamperproof, 95% retention in first year, indelible/legible characters at 3m), Gas Cylinder 5kg, Smart Stick Readers for RFID tags (ISO11784/11785 compliant, 10,000 animal memory, USB/Bluetooth/GPS/Wi-Fi interfaces), Two-Piece Auto Retract Applicator (metal, lasting paint, additional pins), Cattle Rectal Immobiliser Vicegrip 4 Star (rechargeable battery), Bull Noseholder Keysone Steel (chain, automatic lock). All items must be new, fully functional, and compliant with approved specifications. Mandatory requirements: ICAR Certificate for HDX RFID ear tags, ISO 9001 accreditation for tag manufacturer, proof of RFID reader compatibility with ISO standards, testimonial of prior supply of 1,000+ tags/readers/applicators, and proof of tag loss rates. Shortlisted bidders must demonstrate functioning solutions (readers must read supplied tags). Delivery must occur within 60 days of appointment. Provide samples to the Departmental technical team before full delivery. Notify national database of ear tag supply 5 days prior to delivery.

The project supports the national animal identification and recording system, focusing on animal health, traceability, and food safety. The Eastern Cape uses diverse production methods, including traditional pastoral systems for beef and small stock, and smallholder production for dairy. The LITS strategy aims to improve market access, control diseases, enhance food safety, curb livestock theft, and support breeding programs. The system assists in conflict resolution, peace, reconciliation, and detection/recovery of stolen animals. Farmers are encouraged to work with SAPS stock theft units, as branding is required by the Animal Identification Act to claim ownership in court.

The prospective service provider must have proven extensive experience in livestock traceability. The service provider must demonstrate a good reputation with manufacturers or developers of traceability systems.

Bidders must submit proof of verifiable valid International Committee for Animal Recording (ICAR) Certificate for HDX RFID ear tags. Bidders must submit proof of ISO 9001 accreditation for the tag manufacturer. Bidders must provide verifiable proof that handheld stick readers can read tags complying with ISO 11784/11785 standards and FDX/HDX technology. Bidders must submit a signed certificate or testimonial letter confirming prior supply of at least 1,000 tags, readers, and applicators for regulatory purposes, including client details and contact information. Bidders must provide proof of tag loss rates via a signed letter or certificate from a recognized body or a quality assurance report. Shortlisted bidders must demonstrate functioning solutions (readers must read supplied tags). All items must be new, fully functional, and compliant with approved technical specifications and relevant standards. Replace any damaged, defective, or non-compliant items at no additional cost to the Department.

Pricing must be in Rand, fixed for the contract duration, and include all duties/taxes (excluding VAT). VAT must be shown separately. Prices must reflect rates applicable 14 days before the closing date. Submit a detailed quotation with breakdowns. All ECBD/SBD pricing schedules must be completed. Arithmetical errors will be corrected per tender conditions: words govern over figures, line totals govern over rates, and gross decimal errors will be adjusted. Bids must remain valid for 90 days post-closing. The total of the prices stated by the tenderer is binding.

Pricing must be in Rand, fixed for the contract duration, and include all duties/taxes (excluding VAT). VAT must be shown separately. Prices must reflect rates applicable 14 days before the closing date. Submit a detailed quotation with breakdowns. All ECBD/SBD pricing schedules must be completed. Arithmetical errors will be corrected per tender conditions (e.g., words govern over figures, line totals govern over rates). Bids must remain valid for 90 days post-closing. Payment terms and bonds/guarantees may be requested post-award as per contract conditions. If requested, submit securities, bonds, guarantees, policies, and certificates of insurance before contract formation.

Bidders must be registered on the Central Supplier Database (CSD) and LOGIS before the closing date. Tax compliance status and company directors will be verified via CSD; hard copies of Tax Clearance Certificates are not required. Submit a Tax Compliance Status (TCS) PIN or CSD number. For joint ventures, each party must submit separate TCS PIN/CSD numbers. Bidders must not be persons in the service of the state or have directors/members in state service. Submit CIPC registration and CSD report (ownership status must match for preference points). For B-BBEE preference points, provide proof of ownership (e.g., ID copies, CIPC, CSD). For disability points: medical certificate or SASSA confirmation. For locality points: municipal rates account, councilor letter, or lease agreement. All SBD/ECBD forms must be completed, signed, and witnessed. Failure to comply with any requirement may render the bid invalid. Bidders must provide references to confirm previous delivery of similar goods for risk assessment.

The employer may accept or reject any tender offer, variation, or deviation, or cancel the tender process at any time before contract formation without liability, but will provide written reasons upon request. The employer may not re-issue a tender for substantially the same scope within six months unless only one tender was received and returned unopened. Tenderers must submit securities, bonds, guarantees, policies, or certificates of insurance if requested before contract formation. The employer will notify the successful tenderer of acceptance by completing and returning the form of offer and acceptance before the validity period expires. Unsuccessful tenderers will be notified after the successful tenderer acknowledges acceptance. The employer may revise contract documents to account for addenda, returnable documents, or agreed revisions. The final contract will be issued to the successful tenderer for acceptance as soon as possible after signing the form of offer and acceptance.