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

Section 3:

1. Detailed quotation (show breakdowns)

Section 4:

1. Certificate of authority for signatory must be completed and

signed in full.

2. Schedule of work carried out by the bidder must be

completed.

3. Equity Ownership Declaration must be completed and signed

in full.

4. All SBD documents must be completed signed in full and

witnessed, failure to do so will result in the quotation/bid being

eliminated.

All forms to be completed in black ink

NO correction fluid to be used in the document

Changes should be made by drawing a line through the incorrect

Information, and initialing the change

NO late quotations / bids will be accepted

Supply and delivery of livestock identification and tracebility system (lits)

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Bid notice

Department of agriculture

Project description supply and delivery of livestock identification

And traceability system (lits) gadgets for

Eastern cape province

Project number SCMU8-26/27-0073

Availability of documents : 05 june 2026

Closing date : 26 june 2026

Bid notice

BIDS are hereby invited from suitable and qualified SERVICE PROVIDERS for SUPPLY

And delivery of livestock identification and traceability system

(Lits) gadgets for eastern cape province

Documents will be available as from the 05 JUNE 2026 from the offices of SCM –

Acquisition Management Services, Office No 45, First floor, Indwe Building, Bhisho, 5605

between 08:00 and 16:30 from Mondays to Thursdays and from 08:00 to 16:00 on Fridays.

The completed document and all supporting documentation must be placed in a sealed

envelope clearly marked with the project number and description must be delivered to the

tender box situated at;

Doa

Indwe house

Office 45, first floor, first floor

Indwe building

Bhisho, 5605

By 11.00am on 26 JUNE 2026 AT 11:00 when the BIDS will be opened in public.

Prospective service providers must take particular note of the following:-

1. Bids received will be evaluated according to 80/20-point system, were 80 points will

be scored toward price and the remainder 20 points according to the specific goals as

detailed under specification. Kindly note that all documentation listed that must be

submitted to qualify for the preference points for each specific goal must be

attached. Failure to attach will result in no allocation of preference points.

Supply and delivery of livestock identification and tracebility system (lits)

Gadgets (2026/27)

2. All prospective bidders not registered on the CSD AND LOGIS must do so before the

closing date of the bid, as bids cannot be awarded to bidders not registered on the

system.

3. Tax compliance and company directors of bidders will be verified on CSD for all price

quotations and bids. Hard copies of Tax Clearance Certificate is therefore no longer

needed to be attached in the bid

4. Failure to supply all supplementary information will result in the tender being deemed

an incomplete tender and will be disqualified.

5. If specifications are not adhered to the Department of Agriculturereserves the right to

terminate the contract.

6. Bidders are to submit the supplier arrangement form in the event that bidder is a

general dealer.

7. Suppliers and Service Providers are to provide references to confirm previous delivery

of similar nature were delivered satisfactorily in order for DOA to perform risk

assessment.

8. The department reserves the right not to award the bid to the most favorable

tenderer, if any of the situations occur: if it is not assisting in the advancement of

designated groups; risk profile of the favorable firm is too high; the bidder has been

awarded a considerable number of projects by the department or provincial

government; has performed unsatisfactorily in the past, etc.”.

9. Use of correction fluid will result in a bid being non responsive.

The Department of Agriculturewill not entertain any late submissions. Closing time is

11:00 the 26 JUNE 2026.

All proposals shall hold good for 90 (Sixty days) after bid closing date. The lowest or any

bid will not necessarily be accepted. Electronic, telegraphic or facsimile bids will not be

considered.

Enquiries should be directed to Ms.Noluyolo Dlulane@ 0837097577 (technical)

Dr. Mandla Yawa @0736608874 (technical)

[email protected]/[email protected]

Ms. N. Mfunda 0713318622/[email protected] (administrative)

Supply and delivery of livestock identification and tracebility system (lits)

Gadgets (2026/27)

Bid rules

Annexure: Standard Conditions of Tender

F.1 General

F.1.1 Actions

The employer and each tenderer submitting a tender offer shall comply with these conditions

of tender. In their dealings with each other, they shall discharge their duties and obligations

as set out in F.2 and F.3, timeously and with integrity, and behave equitably, honestly and

transparently.

F.1.2 Tender Documents

The documents issued by the employer for the purpose of a tender offer are listed in the

tender data.

F.1.3 Interpretation

F.1.3.1 The tender data and additional requirements contained in the tender schedules

that are included in the returnable documents are deemed to be part of these conditions of

tender.

F.1.3.2 These conditions of tender, the tender data and tender schedules which are

only required for tender evaluation purposes, shall not form part of any contract arising from

the invitation to tender.

F.1.3.3 For the purposes of these conditions for the calling for expressions of interest, the

following definitions apply:

a) comparative offer means the tenderer’s financial offer after the factors of non-firm

prices, all unconditional discounts and any other tendered parameters that will affect

the value of the financial offer have been taken into consideration

b) corrupt practice means the offering, giving, receiving or soliciting of anything of value

to influence the action of the employer or his staff or agents in the tender process; and

c) fraudulent practice means the misrepresentation of the facts in order to influence the

tender process or the award of a contract arising from a tender offer to the detriment

of the employer, including collusive practices intended to establish prices at artificial

levels

d) quality (functionality) means the totality of features and characteristics of a product

or service that bear on its ability to satisfy stated or implied needs

F.1.4 Communication and employer’s agent

Each communication between the employer and a tenderer shall be to or from the employer's

agent only, and in a form that can be read, copied and recorded. Writing shall be in the

English language. The employer shall not take any responsibility for non-receipt of

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communications from or by a tenderer. The name and contact details of the employer’s agent

are stated in the tender data.

F.1.5 The employer’s right to accept or reject any tender offer

F.1.5.1 The employer may accept or reject any variation, deviation, tender offer, or

alternative tender offer, and may cancel the tender process and reject all tender offers at any

time before the formation of a contract. The employer shall not accept or incur any liability to

a tenderer for such cancellation and rejection, but will give written reasons for such action

upon written request to do so.

F.1.5.2 The employer may not subsequent to the cancellation or abandonment of a

tender process or the rejection of all responsive tender offers re-issue a tender covering

substantially the same scope of work within a period of six months unless only one tender

was received and such tender was returned unopened to the tenderer.

F.2 Tenderer’s obligations

F.2.1 Eligibility

Submit a tender offer only if the tenderer satisfies the criteria stated in the tender data and

the tenderer, or any of his principals, is not under any restriction to do business with employer.

F.2.2 Cost of tendering

Accept that the employer will not compensate the tenderer for any costs incurred in the

preparation and submission of a tender offer, including the costs of any testing necessary to

demonstrate that aspects of the offer satisfy requirements.

F.2.3 Check documents

Check the tender documents on receipt for completeness and notify the employer of any

discrepancy or omission.

F.2.4 Confidentiality and copyright of documents

Treat as confidential all matters arising in connection with the tender. Use and copy the

documents issued by the employer only for the purpose of preparing and submitting a tender

offer in response to the invitation.

F.2.5 Reference documents

Obtain, as necessary for submitting a tender offer, copies of the latest versions of standards,

specifications, conditions of contract and other publications, which are not attached but which

are incorporated into the tender documents by reference.

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F.2.6 Acknowledge addenda

Acknowledge receipt of addenda to the tender documents, which the employer may issue,

and if necessary apply for an extension to the closing time stated in the tender data, in order

to take the addenda into account.

F.2.7 Clarification meeting

Attend, where required, a clarification meeting at which tenderers may familiarize themselves

with aspects of the proposed work, services or supply and raise questions. Details of the

meeting(s) are stated in the tender data.

F.2.8 Seek clarification

Request clarification of the tender documents, if necessary, by notifying the employer at least

five working days before the closing time stated in the tender data.

F.2.9 Insurance

Be aware that the extent of insurance to be provided by the employer (if any) might not be for

the full cover required in terms of the conditions of contract identified in the contract data. The

tenderer is advised to seek qualified advice regarding insurance.

F.2.10 Pricing the tender offer

F.2.10.1 Include in the rates, prices, and the tendered total of the prices (if any) all duties,

taxes (except Value Added Tax (VAT), and other levies payable by the successful tenderer,

such duties, taxes and levies being those applicable 14 days before the closing time stated

in the tender data.

F2.10.2 Show VAT payable by the employer separately as an addition to the tendered

total of the prices.

F.2.10.3 Provide rates and prices that are fixed for the duration of the contract and not

subject to adjustment except as provided for in the conditions of contract identified in the

contract data.

F.2.10.4 State the rates and prices in Rand unless instructed otherwise in the tender

data. The conditions of contract identified in the contract data may provide for part payment

in other currencies.

F.2.11 Alterations to documents

Not make any alterations or additions to the tender documents, except to comply with

instructions issued by the employer, or necessary to correct errors made by the tenderer. All

signatories to the tender offer shall initial all such alterations. Erasures and the use of masking

fluid are prohibited.

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F.2.12 Alternative tender offers

F.2.12.1 Submit alternative tender offers only if a main tender offer, strictly in accordance

with all the requirements of the tender documents, is also submitted. The alternative tender

offer is to be submitted with the main tender offer together with a schedule that compares the

requirements of the tender documents with the alternative requirements the tenderer

proposes.

F.2.12.2 Accept that an alternative tender offer may be based only on the criteria stated

in the tender data or criteria otherwise acceptable to the employer.

F.2.13 Submitting a tender offer

F.2.13.1 Submit a tender offer to provide the whole of the works, services or supply

identified in the contract data and described in the scope of works, unless stated otherwise in

the tender data.

F.2.13.2 Return all returnable documents to the employer after completing them in their

entirety, either electronically (if they were issued in electronic format) or by writing in black

ink.

F.2.13.3 Submit the parts of the tender offer communicated on paper as an original plus

the number of copies stated in the tender data, with an English translation of any

documentation in a language other than English, and the parts communicated electronically

in the same format as they were issued by the employer.

F.2.13.4 Sign the original and all copies of the tender offer where required in terms of the

tender data. The employer will hold all authorized signatories liable on behalf of the tenderer.

Signatories for tenderers proposing to contract as joint ventures shall state which of the

signatories is the lead partner whom the employer shall hold liable for the purpose of the

tender offer.

F.2.13.5 Seal the original and each copy of the tender offer as separate packages

marking the packages as "ORIGINAL" and "COPY". Each package shall state on the outside

the employer's address and identification details stated in the tender data, as well as the

tenderer's name and contact address.

F.2.13.6 Where a two-envelope system is required in terms of the tender data, place and

seal the returnable documents listed in the tender data in an envelope marked “financial

proposal” and place the remaining returnable documents in an envelope marked “technical

proposal”. Each envelope shall state on the outside the employer’s address and identification

details stated in the tender data, as well as the tenderer's name and contact address.

F.2.13.7 Seal the original tender offer and copy packages together in an outer package

that states on the outside only the employer's address and identification details as stated in

the tender data.

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F.2.13.8 Accept that the employer will not assume any responsibility for the

misplacement or premature opening of the tender offer if the outer package is not sealed and

marked as stated.

F.2.14 Information and data to be completed in all respects

Accept that tender offers, which do not provide all the data or information requested

completely and in the form required, may be regarded by the employer as non-responsive.

F.2.15 Closing time

F.2.15.1 Ensure that the employer receives the tender offer at the address specified in

the tender data not later than the closing time stated in the tender data. Proof of posting shall

not be accepted as proof of delivery. The employer shall not accept tender offers submitted

by telegraph, telex, facsimile or e-mail, unless stated otherwise in the tender data.

F.2.15.2 Accept that, if the employer extends the closing time stated in the tender data

for any reason, the requirements of these conditions of tender apply equally to the extended

deadline.

F.2.16 Tender offer validity

F.2.16.1 Hold the tender offer(s) valid for acceptance by the employer at any time during

the validity period stated in the tender data after the closing time stated in the tender data.

F.2.16.2 If requested by the employer, consider extending the validity period stated in

the tender data for an agreed additional period.

F.2.17 Clarification of tender offer after submission

Provide clarification of a tender offer in response to a request to do so from the employer

during the evaluation of tender offers. This may include providing a breakdown of rates or

prices and correction of arithmetical errors by the adjustment of certain rates or item prices

(or both). No change in the total of the prices or substance of the tender offer is sought,

offered, or permitted. The total of the prices stated by the tenderer shall be binding upon the

tenderer.

Note: Sub-clause F.2.17 does not preclude the negotiation of the final terms of the contract

with a preferred tenderer following a competitive selection process, should the

Employer elect to do so.

F.2.18 Provide other material

F.2.18.1 Provide, on request by the employer, any other material that has a bearing on the

tender offer, the tenderer’s commercial position (including notarized joint venture

agreements), preferencing arrangements, or samples of materials, considered necessary by

the employer for the purpose of a full and fair risk assessment. Should the tenderer not

provide the material, or a satisfactory reason as to why it cannot be provided, by the time for

submission stated in the employer’s request, the employer may regard the tender offer as

non-responsive.

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F.2.18.2 Dispose of samples of materials provided for evaluation by the employer, where

required.

F.2.19 Inspections, tests and analysis

Provide access during working hours to premises for inspections, tests and analysis as

provided for in the tender data.

F.2.20 Submit securities, bonds, policies, etc.

If requested, submit for the employer’s acceptance before formation of the contract, all

securities, bonds, guarantees, policies and certificates of insurance required in terms of the

conditions of contract identified in the contract data.

F.2.21 Check final draft

Check the final draft of the contract provided by the employer within the time available for the

employer to issue the contract.

F.2.22 Return of other tender documents

If so instructed by the employer, return all retained tender documents within 28 days after the

expiry of the validity period stated in the tender data.

F.2.23 Certificates

Include in the tender submission or provide the employer with any certificates as stated in the

tender data.

F.3 The employer’s undertakings

F.3.1 Respond to clarification

Respond to a request for clarification received up to five working days before the tender

closing time stated in the Tender Data and notify all tenderers who drew procurement

documents.

F.3.2 Issue Addenda

If necessary, issue addenda that may amend or amplify the tender documents to each

tenderer during the period from the date that tender documents are available until seven days

before the tender closing time stated in the Tender Data. If, as a result a tenderer applies for

an extension to the closing time stated in the Tender Data, the Employer may grant such

extension and, shall then notify all tenderers who drew documents.

F.3.3 Return late tender offers

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Return tender offers received after the closing time stated in the Tender Data, unopened,

(unless it is necessary to open a tender submission to obtain a forwarding address), to the

tenderer concerned.

F.3.4 Opening of tender submissions

F.3.4.1 Unless the two-envelope system is to be followed, open valid tender

submissions in the presence of tenderers’ agents who choose to attend at the time and place

stated in the tender data. Tender submissions for which acceptable reasons for withdrawal

have been submitted will not be opened.

F.3.4.2 Announce at the meeting held immediately after the opening of tender

submissions, at a venue indicated in the tender data, the name of each tenderer whose tender

offer is opened, the total of his prices, preferences claimed and time for completion, if any, for

the main tender offer only.

F.3.4.3 Make available the record outlined in F.3.4.2 to all interested persons upon

request.

F.3.5 Two-envelope system

F.3.5.1 Where stated in the tender data that a two-envelope system is to be followed,

open only the technical proposal of valid tenders in the presence of tenderers’ agents who

choose to attend at the time and place stated in the tender data and announce the name of

each tenderer whose technical proposal is opened.

F.3.5.2 Evaluate the quality of the technical proposals offered by tenderers, then advise

tenderers who remain in contention for the award of the contract of the time and place when

the financial proposals will be opened. Open only the financial proposals of tenderers, who

score in the quality evaluation more than the minimum number of points for quality stated in

the tender data, and announce the score obtained for the technical proposals and the total

price and any preferences claimed. Return unopened financial proposals to tenderers whose

technical proposals failed to achieve the minimum number of points for quality.

F.3.6 Non-disclosure

Not disclose to tenderers, or to any other person not officially concerned with such processes,

information relating to the evaluation and comparison of tender offers, the final evaluation

price and recommendations for the award of a contract, until after the award of the contract

to the successful tenderer.

F.3.7 Grounds for rejection and disqualification

Determine whether there has been any effort by a tenderer to influence the processing of

tender offers and instantly disqualify a tenderer (and his tender offer) if it is established that

he engaged in corrupt or fraudulent practices.

F.3.8 Test for responsiveness

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F.3.8.1 Determine, on opening and before detailed evaluation, whether each tender offer

properly received:

a) complies with the requirements of these Conditions of Tender,

b) has been properly and fully completed and signed, and

c) is responsive to the other requirements of the tender documents.

F.3.8.2 A responsive tender is one that conforms to all the terms, conditions, and

specifications of the tender documents without material deviation or qualification. A material

deviation or qualification is one which, in the Employer's opinion, would:

a) detrimentally affect the scope, quality, or performance of the works, services or supply

identified in the Scope of Work,

b) change the Employer's or the tenderer's risks and responsibilities under the contract, or

c) affect the competitive position of other tenderers presenting responsive tenders, if it were

to be rectified.

Reject a non-responsive tender offer, and not allow it to be subsequently made responsive

by correction or withdrawal of the non-conforming deviation or reservation.

F.3.9 Arithmetical errors

F.3.9.1 Check responsive tender offers for arithmetical errors, correcting them in the following

manner:

a) Where there is a discrepancy between the amounts in figures and in words, the amount

in words shall govern.

b) If bills of quantities (or schedule of quantities or schedule of rates) apply and there is an

error in the line item total resulting from the product of the unit rate and the quantity, the

line item total shall govern and the rate shall be corrected. Where there is an obviously

gross misplacement of the decimal point in the unit rate, the line item total as quoted shall

govern, and the unit rate shall be corrected.

c) Where there is an error in the total of the prices either as a result of other corrections

required by this checking process or in the tenderer's addition of prices, the total of the

prices shall govern and the tenderer will be asked to revise selected item prices (and their

rates if bills of quantities apply) to achieve the tendered total of the prices.

F.3.9.2 Consider the rejection of a tender offer if the tenderer does not correct or accept the

correction of his arithmetical errors in the manner described in F.3.9.1.

F.3.10 Clarification of a tender offer

Obtain clarification from a tenderer on any matter that could give rise to ambiguity in a contract

arising from the tender offer.

F.3.11 Evaluation of tender offers

F.3.11.1 General

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Appoint an evaluation panel of not less than three persons. Reduce each responsive tender

offer to a comparative offer and evaluate it using the tender evaluation method that is

indicated in the advertised evaluation criteria utilizing either:

Method 1: 1) Rank tender offers from the most favourable to the least favourable

Financial comparative offer.

offer 2) Recommend highest ranked tenderer for the award of the contract,

unless there are compelling and justifiable reasons not to do so.

Method 2: 1) Score tender evaluation points for financial offer.

Financial 2) Confirm that tenderers are eligible for the preferences claimed and if

offer and so, score tender evaluation points for preferencing.

preference

3) Calculate total tender evaluation points. s

4) Rank tender offers from the highest number of tender evaluation

points to the lowest.

5) Recommend tenderer with the highest number of tender evaluation

points for the award of the contract, unless there are compelling and

justifiable reasons not to do so.

Method 3: 1) Score quality, rejecting all tender offers that fail to score the minimum

Financial number of points for quality stated in the Tender data.

offer and 2) Score tender evaluation points for financial offer.

quality

3) Calculate total tender evaluation points.

4) Rank tender offers from the highest number of tender evaluation

points to the lowest.

5) Recommend tenderer with the highest number of tender evaluation

points for the award of the contract, unless there are compelling and

justifiable reasons not to do so.

Method 4: 1) Score quality, rejecting all tender offers that fail to score the minimum

Financial number of points for quality stated in the Tender data.

offer, 2) Score tender evaluation points for financial offer.

quality and

3) Confirm that tenderers are eligible for the preferences claimed, and preference

if so, score tender evaluation points for preferencing. s

4) Calculate total tender evaluation points.

5) Rank tender offers from the highest number of tender evaluation

points to the lowest.

6) Recommend tenderer with the highest number of tender evaluation

points for the award of the contract, unless there are compelling and

justifiable reasons not to do so.

Score financial offers, preferences and quality, as relevant, to two decimal places.

F.3.11.2 Scoring Financial Offers

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The points scored for the financial component will be calculated using the formula as set out

in form ECBD 6.1 – PURCHASES, paragraph 5.

F.3.11.3 Scoring quality (functionality)

Score quality in each of the categories in accordance with the Tender Data and calculate total

score for quality.

F.3.12 Insurance provided by the employer

If requested by the proposed successful tenderer, submit for the tenderer's information the

policies and / or certificates of insurance which the conditions of contract identified in the

contract data, require the employer to provide.

F.3.13 Acceptance of tender offer

F.3.13.1 Accept tender offer only if the tenderer complies with the legal requirements stated

in the Tender Data.

F.3.13.2 Accept the tender offer; if in the opinion of the employer, it does not present any

risk to the department.

F.3.13.3 Notify the successful tenderer of the employer's acceptance of his tender offer by

completing and returning one copy of the form of offer and acceptance before the expiry of

the validity period stated in the tender data, or agreed additional period. Providing the form

of offer and acceptance does not contain any qualifying statements, it will constitute the

formation of a contract between the employer and the successful tenderer as described in the

form of offer and acceptance.

F.3.14 Notice to unsuccessful tenderers

After the successful tenderer has acknowledged the employer’s notice of acceptance, notify

other tenderers that their tender offers have not been accepted through same medium utilized

for advert.

F.3.15. Prepare contract documents

If necessary, revise documents that shall form part of the contract and that were issued by

the employer as part of the tender documents to take account of:

a) addenda issued during the tender period,

b) inclusion of some of the returnable documents,

c) other revisions agreed between the employer and the successful tenderer, and

d) the schedule of deviations attached to the form of offer and acceptance, if any.

F.3.16 Issue final contract

Prepare and issue the final draft of contract documents to the successful tenderer for

acceptance as soon as possible after the date of the employer's signing of the form of offer

and acceptance (including the schedule of deviations, if any). Only those documents that the

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conditions of tender require the tenderer to submit, after acceptance by the employer, shall

be included.

F.3.17 Complete adjudicator's contract

Unless alternative arrangements have been agreed or otherwise provided for in the contract,

arrange for both parties to complete formalities for appointing the selected adjudicator at the

same time as the main contract is signed.

F.3.18 Provide copies of the contracts

Provide to the successful tenderer the number of copies stated in the Tender Data of the

signed copy of the contract as soon as possible after completion and signing of the form of

offer and acceptance.

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Product particular specifications

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Supply and delivery of livestock identification and traceability

System (lits) gadgets – 2026/27

The Department of Agriculture is seeking services from a suitably qualified Service Providers

for the supply and delivery of the Livestock Identification and Traceability System (LITS)

gadgets (Table 1) to support Redmeat producers in the Eastern Cape.

The development of the national animal identification and recording system requires the

presence of national regulation, particularly if animal health and traceability are the primary

objectives. The province has diverse approaches to animal production that vary from

intensive, semi-intensive, extensive and mixed systems. The dominant methods of production

are traditional pastoral systems for beef animals and small stock while small holder production

prevails in the dairy sector. Commercialization of agriculture has been identified as a key

priority in national development and is the main thrust of vision 2030.

Broadly, the Animal Identification and Traceability System Strategy is intended to support

livestock production, animal health, animal welfare and food safety to protect the livelihoods

of our farmers and enhance trade in animals and animal products.

Objectives

The Specific objectives of the Strategy are to:

a) Improve market access of livestock and livestock products from the province;

b) Curb illegal livestock movement within and across the province;

c) Facilitate control of trans-boundary and trade-sensitive animal diseases;

d) Improve the quality and safety of food of animal origin through strengthened product

traceability;

e) Curb livestock theft and related insecurity; and

f) Support breeding and animal exchange programs

Additionally, the strategy will contribute towards conflict resolution, peace and reconciliation

and assist the detection and recovery of the stolen animals.

The animal identification in South Africa has two components; which are owner identification

through brand mark and individual animal identification using acceptable methods such as

ear tags. Farmers have tried increasing security measures around their farming operations in

order to reduce the risk of stock theft and other criminal activities. The commercial sector

devised means to install security cameras across their farming areas. Challenges have now

increased in the communal and smallholder producers. Stock theft has more than just

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economic consequences for livestock farmers. It also affects their health and well- being while

many of the victims are elderly farmers

Farmers are encouraged work with the local South African Police Services (SAPS) stock theft

units to follow up on outstanding cases. While, police are working with farmers and doing their

best in apprehending the perpetrators, the success in courts is inhibited by non-compliance

of livestock owners to Animal Identification Act. The Act requires that all animals are

branded so that they are linked to their owner, without branding, no one can claim to

be the rightful owner of the animal, and the case cannot even stand in the court of law.

Therefore, the Department has adopted the national call of utilizing the LITS, which was

developed by the Council for Scientific Industrial Research (CSIR).

The Primary Purpose of the program are for:

a) Animal health (e.g. disease surveillance and notification; detection and control of

disease; vaccination programmes);

b) Public health (e.g. surveillance and control of zoonotic diseases and food safety);

c) Trade (support for inspection and certification activities of Veterinary Services, as

described in World Organisation for Animal Health (OIE) Terrestrial Animal Health

Code which reproduce model international veterinary certificates;

Project objectives

The service provider will be required to undertake the following activities:

a) Ensure to adherence to the items required in terms of quality and quantity.

b) Provide a sample of LITS gadgets to Departmental technical team before all gadgets

are delivered to the Department.

c) Ensure to source gargets from manufactures who have ISO 9000 accreditation for the

production and supply of ear tags.

d) The supply of official ear tags should be notified to the national database within five

days prior to supplying the ear tags to the Eastern Cape Department of Agriculture.

The Service Providers must supply and deliver the LITS gadgets as stipulated in Table 1 and

2, which must be of good quality as, and be able to meet at least the following specifications:

Supply and delivery of livestock identification and tracebility system (lits)

Gadgets (2026/27)

Table 1: The LITS Gadgets and their Description

No# LITS Gadgets and their Description Item Description Quantity

79cm Electrict Cattle Prodder (Hot-

1. Must come with rechargeable battery 18

Shot 200656)

2. Branding Iron A – Z (26 Set) Must have long handle 18

3. Branding Iron characters /symbols Must have long handle 18

4. Gas Branding Oven (long burner) Must contain 6 Irons 18

Ear tags must be approved by National Department of Agriculture

based on published LITS SA official ear tag specification. Must have

retention of at least 95%is in the first year. An official tag must be

tamperproof, easy to apply, give excellent retention and be designed

Ear tags (Official Flag EID / Large

5. to “last for life” 6 000

Male Pink)

The printed characters on the tag should be indelible, clear and legible

at a minimum read distance of 3 meters with the human eye. tag must

be ICAR approved/Tested

Ear tags must be approved by National Department of Agriculture

based on published LITS SA official ear tag specification. Must have

Ear tags (Official Flag EID / Large retention of at least 95%is in the first year. Must be tamper proof and

6. 40 000

Male Yellow) not reusable (tamper evident). The printed characters on the tag

should be indelible, clear and legible at a minimum read distance of 3

meters with the human eye.

7. Gas cylinder 5kg (25cm x 25cm x 40cm) 12

Ruggedized portable smart RFID reader for tags complying with

ISO11784 / 11785 standard Large memory able to store information

Smart Stick Readers for Radio

for a minimum of 10,000 animals. Must be able to transmit data via

8. Frequency Identification Device (RFID) 6

several interfaces directly after reading in particular USB, Bluetooth,

tags

GPS and other data exchange interfaces such as Wi=Fi interface

options. Must use English language interface

Supply and delivery of livestock identification and tracebility system (lits) gadgets (2026/27)

Two Piece Auto Retract Applicator with Metal with lasting paint, Automatic spring loaded, quick release upper

9. 18

flip pin jaw and Must come with additional pins.

Cattle Rectal Immobiliser Vicegrip 4

10. Must come with rechargeable battery 18

Star

11. Bull Noseholder Keysone Steel Must come with chain and must have an automatic lock 18

Supply and delivery of livestock identification and tracebility system (lits) gadgets (2026/27)

Figure 1 Symbols and Letters to be supplied and delivered

Deliverables

The successful bidder shall be required to supply and deliver livestock identification equipment,

including but not limited to official ear tags, scanners, and applicators, in accordance with the

specifications outlined in this bid.

The bidder’s responsibilities shall include the following:

• Supply and deliver all requested items to the specified delivery points within the agreed

timelines;

• Ensure that all goods are securely packaged, handled, and transported to prevent damage

or loss;

22 | P a g e

• Ensure that all items supplied are new, fully functional, and compliant with the approved

technical specifications and relevant standards;

• Assume full responsibility for the safety, security, and condition of goods until delivery and

acceptance by the Department;

• Replace, at no additional cost to the Department, any items that are damaged, defective,

or non-compliant at the point of delivery or during inspection.

Competences and expertise requirements of the service provider

• The prospective service provider must have proven extensive experience in the area of

livestock traceability.

• The service provider must demonstrate that he has good reputation with manufacturers or

developers of the traceability systems.

Time frames

• The appointed service provider is expected not to exceed sixty (60) days after date of

appointed to start delivery.

Mandatory requirements / special conditions

• Bidders must submit proof of verifiable valid International for Committee for Animal

Recording (ICAR) Certificate for HDX RFID ear tags.

• Bidders must submit proof of verifiable valid manufacturing quality management system

accreditation such as ISO 9001 of the tag manufacturer.

• Bidders must submit verifiable proof in the form of a letter, statement or a copy of the

product manual were the manufacturer(s) indicates the handheld stick readers’ ability to

read tags complying with ISO standard(s) (ISO11785 / ISO11785) and FDX and HDX

technology.

• Bidders must submit a signed certificate or testimonial letter of evidence where a minimum

of 1000 tags with tag readers and tag applicators required in this bid were previously

supplied for regulatory purposes. Such letter of evidence or certificate must contain the

name of the competent authority/client, the contact person, contact details and the details

of the total tags and equipment which were supplied.

• Bidders must provide proof of tag loss rates in the form of a signed letter or certificate from

a recognized body where such tags were supplied before, or a quality assurance certificate

/ report from a recognized body.

Requirements for shortlisted bidders:

• The Department requires that a functioning solution is delivered to the Department when

the RFID tag readers are purchased with the RFID tag (i.e., the readers should be able to

read the tags that are supplied).

• All shortlisted bidders will be required to conduct demonstrations at premises that will be

deter-mined by the Department. Non-compliance during demonstrations will disqualify the

bidder.

DoA reserves the right:

23 | P a g e

• To award this tender to a bidder that did not score the highest total number of points, only in

accordance with section 2(1)(f) of the PPPFA (Act ) and PPPFA Regulation 2022.

• To accept part of a tender rather than the whole tender.
• To carry out site inspections, product evaluations or explanatory meetings to verify the nature

and quality of the goods & services offered by the bidder(s), whether before or after

adjudication of the Bid.

• To correct any mistakes at any stage of the tender that may have been in the Bid documents

occurred at any stage of the tender process.

• To cancel and/or terminate the tender process at any stage, including after the Closing Date

and/or after tenders have been evaluated and/or after the preferred bidder(s) have been

notified of their status as such.

Bid conditions

• No late or incomplete responses will be accepted.
• Suppliers must ensure that no services are rendered, or goods delivered without written

confirmation from DoA.

• Only bidders who are registered on CSD as service providers or capable of being registered

prior to the evaluation of submissions are eligible to submit bids. Bidders who are not

registered on the CSD are not precluded from submitting bids, however bidders must compete

with the CSD application online, prior the closing date (www.csd.gov.za is the website). It is

the responsibility of bidders to ensure that this requirement is complied with. Kindly note

that you need to have a working email address, working cell phone, the company registration

details, and Tax Clearance PIN obtained from SARS.

• Tax compliance status and company directors of bidders will be verified on CSD for all price

quotations and bids. Hard copies of Tax Clearance Certificate are therefore no longer needed

to be attached in the bid.

• Bidders must be registered and active on LOGIS.
• The awarding of the bid will be subject to the Service Provider’s express acceptance of the Supply Chain

Management general contract conditions.

Bid response documents may be deposited in the bid box situated at (street address)

OFFICE No- 45

First floor

Indwe building

Bisho

Bidding procedure enquiries may be directed to technical enquiries may be directed to:

CONTACT PERSON Ms.N. Mfunda CONTACT PERSON Ms N. Dlulane / Dr. M Yawa

Telephone

Number telephone number 0837097577/0736608874

Facsimile number facsimile number

[email protected]/Mandla.Ya

[email protected] [email protected]

E-mail address e-mail address

Supplier information

Name of bidder

Postal address

Street address

Telephone

Number code number

Cellphone

Number

Facsimile number code number

E-mail address

VAT registration

Number

Supplier tax compliance central

Compliance system pin: or supplier

STATUS DATABASE No: MAAA

1 are you the

Accredited

2 are you a foreign based

REPRESENTATIVE Yes No SUPPLIER FOR THE GOODS

IN SOUTH AFRICA Yes No

/Services offered?

For the goods [if yes, answer the

/Services [if yes enclose proof] questionnaire below]

Offered?

Questionnaire to bidding foreign suppliers

Is the entity a resident of the republic of south africa (RSA)? yes NO

Does the entity have a branch in the RSA? yes NO

Does the entity have a permanent establishment in the RSA? yes NO

Does the entity have any source of income in the RSA? yes NO

Is the entity liable in the RSA for any form of taxation? Yes NO

If the answer is “NO” to all of the above, then IT is not a requirement to register for a tax compliance status

System pin code from the south african revenue service (SARS) and if not register as per 2.3 Below.

29 | P a g e

Part b

Terms and conditions for bidding

1. Bid submission:

1.1. Bids must be delivered by the stipulated time to the correct address. Late bids will not be accepted for

Consideration.

1.2. All bids must be submitted on the official forms provided (not to be re-typed) or in the manner

Prescribed in the bid document.

1.3. This bid is subject to the preferential procurement policy framework act, 2000 and the preferential

Procurement regulations, the general conditions of contract (gcc) and, if applicable, any other special

Conditions of contract.

1.4. The successful bidder will be required to fill in and sign a written contract form (sbd7).

2. Tax compliance requirements

2.1 Bidders must ensure compliance with their tax obligations.

2.2 Bidders are required to submit their unique personal identification number (pin) issued by SARS to enable

The organ of state to verify the taxpayer’s profile and tax status.

2.3 Application for tax compliance status (tcs) pin may be made via e-filing through the SARS website

Www.SARS.GOV.ZA.

2.4 Bidders may also submit a printed tcs certificate together with the bid.

2.5 In bids where consortia / joint ventures / sub-contractors are involved; each party must submit a

Separate tcs certificate / pin / csd number.

2.6 Where NO tcs pin is available but the bidder is registered on the central supplier database (csd), a csd

Number must be provided.

2.7 NO bids will be considered from persons in the service of the state, companies with directors who are

Persons in the service of the state, or close corporations with members persons in the service of the

State.”

Nb: failure to provide / or comply with any of the above particulars may render the bid invalid.

Signature of bidder: ...................................................

Capacity under which this bid is signed: ...................................................

(Proof of authority must be submitted e.g. company resolution)

Date: .................................

30 | P a g e

The evaluation of the bids will be done in a two-stage process. Bidders who do not meet the

Stage 1 {(Administrative Compliance Requirements (completion or attachment of Compulsory

documents)}, of the evaluation shall not be considered for Stage 2 evaluation (Price and

Preference points).

Stage 1 (Administrative and technical compliance)

• The standard bid documentation has been completed comprehensively and correctly and

submission of returnable documents

• The Invitation to Bid (ECBD1) must be completed and signed.
• Pricing Schedule must be completed.
• Bidder’s disclosure (SBD4)
• In the event of a consortia/joint ventures, a signed agreement by all parties must submitted

with the bid.

24 | P a g e

Bids that do not comply with the above administrative compliance criteria, and or fail to adhere to the

requirements of the special conditions will be disqualified and will not be considered further

Stage 2 (Price and Specific goals)

• Bids will be evaluated according to 80/20 preference point system, as prescribed in terms of

the Preferential Procurement Policy Regulations, 2022 issued in terms of section 5 of the

Preferential Procurement Policy Framework Act, Act Number (PPPFA)

Price evaluation 80

Price or quotation offer under consideration

Total for price 80

Specific goals 20

Preference points promoted:

EME or QSE which is at least 51% owned by Black people. 10

Located in the Alfred Nzo, Amathole, Chris Hani, Joe Gqabi and OR Tambo 2

District.

EME or QSE which is at least 51% owned by Women. 4

EME or QSE which is at least 51% owned by Youth (up to 35 years of age). 2

EME or QSE which at least 51% owned by people with Disability. 2

Total points 20

Please Note: The points scored for the specific goal must be added to the points scored for price

and the total must be rounded off to the nearest two decimal places. Subject to section 2(1)(f) of the

PPPFA Act, the contract must be awarded to the tenderer scoring the highest points.

Means of verification for points claimed

The listed documents below must be submitted to validate points claimed:

• ID Copy
• CIPC (Company registration) and CSD report (the ownership status of the 2 documents

must correspond in order to be awarded points).

• For disability –

o Medical certificate

o SASSA registration or confirmation of disability from a relevant authority

• For locality –
• Municipal rates account OR
• Letter from the councilor confirming residence OR Lease Agreement

25 | P a g e

Delivery address and contact person

The bidder or supplier is expected to do a once-off delivery at:

Dohne Agricultural Development Institute

Sutterheim,

Eastern Cape;

4930

Contact Person:

Dr. Mandla Yawa – Acting Scientific Manager Livestock, Aquaculture and Fisheries

Development

073 660 8874

[email protected] or

Ms. Nolukholo Dlulane – Deputy Director Veterinary Services

083 709 7577

[email protected]

26 | P a g e

Completed by the bidder

These forms must be completed using black ink

Where the space provided in the bound document is insufficient, separate schedules may be

drawn up in accordance with the given formats. These schedules shall then be bound

together with a suitable contents page and submitted with the bid documents. All such

schedules must be signed, and clearly marked as appendices to these relevant forms.

All ECBD documents must be completed, signed in full and witnessed, failure to do so may

result in the quotation/bid being eliminated

Part a: certificate of authority for signatory

Signatory for companies shall confirm their authority thereto by attaching a duly signed and dated copy of the relevant resolution of

the board of directors to this form.

An example is given below:

By resolution of the board of directors passed at a meeting held on ...................].....................................

Mr. /Ms ................................................................, whose signature appears below, has been duly authorized

to sign all documents in connection with the Bid for SCMU8-26/27-0073 and any Contract that

may arise there from on behalf of (name of Service Provider in block capitals) ............................................................

................................................................................................................................................................................

Signed on behalf of the company: ...............................................................................................

In his/her capacity as: .........................................................................................................................

Date: ................................................................................................................................................................

Signature of signatory: ..................................................................................

Witnesses: 1. ...................................................................................

2. ...................................................................................

27 | P a g e

Part b: certificate of authority for joint ventures

This Returnable Schedule is to be completed by joint ventures.

We, the undersigned, are submitting this Bid in Joint Venture and hereby authorise Mr/Ms . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . , authorised signatory of the company . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . , acting in the capacity

of lead partner, to sign all documents in connection with the tender offer and any contract resulting

from it on our behalf.

Duly authorised name of firm address signatory

Lead partner

Signature. . . . . . . . . . . .

.

Name ........

Designation

Signature. . . . . . . . . . . .

.

Name ........

Designation

Signature. . . . . . . . . . . .

.

Name ........

Designation

Signature. . . . . . . . . . . .

.

Name ........

Designation

Attach service level agreement between joint venture parties to next

Page. “Failure to submit joint venture agreement as part of the completion

Of the bid will result in your bid being rejected.”

28 | P a g e

Sbd1

Part a

Invitation to bid

You are hereby invited to bid for requirements of the (name of department/ public entity)

Supply and delivery of livestock identification and tracebility system (lits)

Gadgets (2026/27)

communications from or by a tenderer. The name and contact details of the employer’s agent

are stated in the tender data.

F.1.5 The employer’s right to accept or reject any tender offer

F.1.5.1 The employer may accept or reject any variation, deviation, tender offer, or

alternative tender offer, and may cancel the tender process and reject all tender offers at any

time before the formation of a contract. The employer shall not accept or incur any liability to

a tenderer for such cancellation and rejection, but will give written reasons for such action

upon written request to do so.

F.1.5.2 The employer may not subsequent to the cancellation or abandonment of a

tender process or the rejection of all responsive tender offers re-issue a tender covering

substantially the same scope of work within a period of six months unless only one tender

was received and such tender was returned unopened to the tenderer.

F.2 Tenderer’s obligations

F.2.1 Eligibility

discrepancy or omission.

F.2.4 Confidentiality and copyright of documents

provided for in the tender data.

F.2.20 Submit securities, bonds, policies, etc.

If requested, submit for the employer’s acceptance before formation of the contract, all

securities, bonds, guarantees, policies and certificates of insurance required in terms of the

conditions of contract identified in the contract data.

F.2.21 Check final draft

score for quality.

F.3.12 Insurance provided by the employer

policies and / or certificates of insurance which the conditions of contract identified in the

contract data, require the employer to provide.

F.3.13 Acceptance of tender offer

F.3.13.1 Accept tender offer only if the tenderer complies with the legal requirements stated

in the Tender Data.

F.3.13.2 Accept the tender offer; if in the opinion of the employer, it does not present any

risk to the department.

F.3.13.3 Notify the successful tenderer of the employer's acceptance of his tender offer by

completing and returning one copy of the form of offer and acceptance before the expiry of

the validity period stated in the tender data, or agreed additional period. Providing the form

of offer and acceptance does not contain any qualifying statements, it will constitute the

formation of a contract between the employer and the successful tenderer as described in the

form of offer and acceptance.

F.3.14 Notice to unsuccessful tenderers

After the successful tenderer has acknowledged the employer’s notice of acceptance, notify

other tenderers that their tender offers have not been accepted through same medium utilized

for advert.

F.3.15. Prepare contract documents

preparation and submission of a tender offer, including the costs of any testing necessary to

demonstrate that aspects of the offer satisfy requirements.

F.2.3 Check documents

F.2.18 Provide other material

F.2.18.1 Provide, on request by the employer, any other material that has a bearing on the

tender offer, the tenderer’s commercial position (including notarized joint venture

agreements), preferencing arrangements, or samples of materials, considered necessary by

the employer for the purpose of a full and fair risk assessment. Should the tenderer not

provide the material, or a satisfactory reason as to why it cannot be provided, by the time for

submission stated in the employer’s request, the employer may regard the tender offer as

non-responsive.

Supply and delivery of livestock identification and tracebility system (lits)

Gadgets (2026/27)

F.2.18.2 Dispose of samples of materials provided for evaluation by the employer, where

required.

F.2.19 Inspections, tests and analysis

a) Animal health (e.g. disease surveillance and notification; detection and control of

disease; vaccination programmes);

b) Public health (e.g. surveillance and control of zoonotic diseases and food safety);

c) Trade (support for inspection and certification activities of Veterinary Services, as

described in World Organisation for Animal Health (OIE) Terrestrial Animal Health

Code which reproduce model international veterinary certificates;

including but not limited to official ear tags, scanners, and applicators, in accordance with the

specifications outlined in this bid.

The bidder’s responsibilities shall include the following:

• Supply and deliver all requested items to the specified delivery points within the agreed

timelines;

• Ensure that all goods are securely packaged, handled, and transported to prevent damage

or loss;

22 | P a g e

• Ensure that all items supplied are new, fully functional, and compliant with the approved

technical specifications and relevant standards;

• Assume full responsibility for the safety, security, and condition of goods until delivery and

acceptance by the Department;

• Replace, at no additional cost to the Department, any items that are damaged, defective,

or non-compliant at the point of delivery or during inspection.

• Bidders must submit proof of verifiable valid International for Committee for Animal

Recording (ICAR) Certificate for HDX RFID ear tags.

• Bidders must submit proof of verifiable valid manufacturing quality management system

accreditation such as ISO 9001 of the tag manufacturer.

• Bidders must submit verifiable proof in the form of a letter, statement or a copy of the

product manual were the manufacturer(s) indicates the handheld stick readers’ ability to

read tags complying with ISO standard(s) (ISO11785 / ISO11785) and FDX and HDX

technology.

• Bidders must submit a signed certificate or testimonial letter of evidence where a minimum

of 1000 tags with tag readers and tag applicators required in this bid were previously

supplied for regulatory purposes. Such letter of evidence or certificate must contain the

name of the competent authority/client, the contact person, contact details and the details

of the total tags and equipment which were supplied.

• Bidders must provide proof of tag loss rates in the form of a signed letter or certificate from

a recognized body where such tags were supplied before, or a quality assurance certificate

/ report from a recognized body.

23 | P a g e

• To award this tender to a bidder that did not score the highest total number of points, only in

accordance with section 2(1)(f) of the PPPFA (Act ) and PPPFA Regulation 2022.

• To accept part of a tender rather than the whole tender.
• To carry out site inspections, product evaluations or explanatory meetings to verify the nature

and quality of the goods & services offered by the bidder(s), whether before or after

adjudication of the Bid.

• To correct any mistakes at any stage of the tender that may have been in the Bid documents

occurred at any stage of the tender process.

• To cancel and/or terminate the tender process at any stage, including after the Closing Date

and/or after tenders have been evaluated and/or after the preferred bidder(s) have been

notified of their status as such.

EME or QSE which is at least 51% owned by Black people. 10

Located in the Alfred Nzo, Amathole, Chris Hani, Joe Gqabi and OR Tambo 2

tender offers and instantly disqualify a tenderer (and his tender offer) if it is established that

he engaged in corrupt or fraudulent practices.

F.3.8 Test for responsiveness

Supply and delivery of livestock identification and tracebility system (lits)

Gadgets (2026/27)

F.3.8.1 Determine, on opening and before detailed evaluation, whether each tender offer

properly received:

a) complies with the requirements of these Conditions of Tender,

b) has been properly and fully completed and signed, and

c) is responsive to the other requirements of the tender documents.

F.3.8.2 A responsive tender is one that conforms to all the terms, conditions, and

specifications of the tender documents without material deviation or qualification. A material

deviation or qualification is one which, in the Employer's opinion, would:

a) detrimentally affect the scope, quality, or performance of the works, services or supply

identified in the Scope of Work,

b) change the Employer's or the tenderer's risks and responsibilities under the contract, or

c) affect the competitive position of other tenderers presenting responsive tenders, if it were

to be rectified.

livestock production, animal health, animal welfare and food safety to protect the livelihoods

of our farmers and enhance trade in animals and animal products.

a) Improve market access of livestock and livestock products from the province;

b) Curb illegal livestock movement within and across the province;

c) Facilitate control of trans-boundary and trade-sensitive animal diseases;

d) Improve the quality and safety of food of animal origin through strengthened product

traceability;

e) Curb livestock theft and related insecurity; and

f) Support breeding and animal exchange programs

based on published LITS SA official ear tag specification. Must have

retention of at least 95%is in the first year. An official tag must be

tamperproof, easy to apply, give excellent retention and be designed

Ear tags (Official Flag EID / Large

5. to “last for life” 6 000

Male Pink)

based on published LITS SA official ear tag specification. Must have

Ear tags (Official Flag EID / Large retention of at least 95%is in the first year. Must be tamper proof and

6. 40 000

Male Yellow) not reusable (tamper evident). The printed characters on the tag

should be indelible, clear and legible at a minimum read distance of 3

meters with the human eye.

7. Gas cylinder 5kg (25cm x 25cm x 40cm) 12

Dr. Mandla Yawa – Acting Scientific Manager Livestock, Aquaculture and Fisheries

drawn up in accordance with the given formats. These schedules shall then be bound

together with a suitable contents page and submitted with the bid documents. All such

schedules must be signed, and clearly marked as appendices to these relevant forms.

presence of national regulation, particularly if animal health and traceability are the primary

objectives. The province has diverse approaches to animal production that vary from

intensive, semi-intensive, extensive and mixed systems. The dominant methods of production

are traditional pastoral systems for beef animals and small stock while small holder production

prevails in the dairy sector. Commercialization of agriculture has been identified as a key

priority in national development and is the main thrust of vision 2030.

• The prospective service provider must have proven extensive experience in the area of

livestock traceability.

• The service provider must demonstrate that he has good reputation with manufacturers or

developers of the traceability systems.

five working days before the closing time stated in the tender data.

F.2.9 Insurance

Be aware that the extent of insurance to be provided by the employer (if any) might not be for

the full cover required in terms of the conditions of contract identified in the contract data. The

tenderer is advised to seek qualified advice regarding insurance.

F.2.10 Pricing the tender offer

F.2.10.1 Include in the rates, prices, and the tendered total of the prices (if any) all duties,

taxes (except Value Added Tax (VAT), and other levies payable by the successful tenderer,

such duties, taxes and levies being those applicable 14 days before the closing time stated

in the tender data.

F2.10.2 Show VAT payable by the employer separately as an addition to the tendered

total of the prices.

F.2.10.3 Provide rates and prices that are fixed for the duration of the contract and not

subject to adjustment except as provided for in the conditions of contract identified in the

contract data.

F.2.10.4 State the rates and prices in Rand unless instructed otherwise in the tender

data. The conditions of contract identified in the contract data may provide for part payment

in other currencies.

F.2.11 Alterations to documents

during the evaluation of tender offers. This may include providing a breakdown of rates or

prices and correction of arithmetical errors by the adjustment of certain rates or item prices

(or both). No change in the total of the prices or substance of the tender offer is sought,

offered, or permitted. The total of the prices stated by the tenderer shall be binding upon the

tenderer.

Note: Sub-clause F.2.17 does not preclude the negotiation of the final terms of the contract

with a preferred tenderer following a competitive selection process, should the

by correction or withdrawal of the non-conforming deviation or reservation.

F.3.9 Arithmetical errors

F.3.9.1 Check responsive tender offers for arithmetical errors, correcting them in the following

manner:

a) Where there is a discrepancy between the amounts in figures and in words, the amount

in words shall govern.

b) If bills of quantities (or schedule of quantities or schedule of rates) apply and there is an

error in the line item total resulting from the product of the unit rate and the quantity, the

line item total shall govern and the rate shall be corrected. Where there is an obviously

gross misplacement of the decimal point in the unit rate, the line item total as quoted shall

govern, and the unit rate shall be corrected.

c) Where there is an error in the total of the prices either as a result of other corrections

required by this checking process or in the tenderer's addition of prices, the total of the

prices shall govern and the tenderer will be asked to revise selected item prices (and their

rates if bills of quantities apply) to achieve the tendered total of the prices.

F.3.9.2 Consider the rejection of a tender offer if the tenderer does not correct or accept the

correction of his arithmetical errors in the manner described in F.3.9.1.

F.3.10 Clarification of a tender offer

Stage 1 {(Administrative Compliance Requirements (completion or attachment of Compulsory

documents)}, of the evaluation shall not be considered for Stage 2 evaluation (Price and

Preference points).

Stage 1 (Administrative and technical compliance)

• The standard bid documentation has been completed comprehensively and correctly and

submission of returnable documents

• The Invitation to Bid (ECBD1) must be completed and signed.
• Pricing Schedule must be completed.
• Bidder’s disclosure (SBD4)
• In the event of a consortia/joint ventures, a signed agreement by all parties must submitted

with the bid.

24 | P a g e

• ID Copy
• CIPC (Company registration) and CSD report (the ownership status of the 2 documents

must correspond in order to be awarded points).

• For disability –

o Medical certificate

o SASSA registration or confirmation of disability from a relevant authority

• For locality –
• Municipal rates account OR
• Letter from the councilor confirming residence OR Lease Agreement

25 | P a g e