Appendix 1.2.1 – Sample Invitation to Tender

INVITATION TO TENDER (ITT)

REMINDER: THIS IS A SAMPLE. ALL SPECIFIC DETAILS SUCH AS COMMODITY TYPE AND SPECIFICATIONS MUST BE CHANGED TO MATCH YOUR INDIVIDUAL PROJECT.

From: Canadian Foodgrains Bank
P.O. Box 767
Winnipeg, Manitoba R3C 2L4
Canada / Tel: (204)944-1993
Toll Free: 1-800-665-0377
Email:
Date: April 2, 2009

Subject: Invitation to Tender in Zimbabwe

Project: # 1234-05

Bids to be submitted via email to

Closing deadline: time: 9:01 a.m. date:Thursday, 9th April 2010

Important:Offers transmitted in any other manner than those indicated above will not be considered.

Quotations should remain valid for a period of 10 calendar days after closure of the tender.

Requirements:

Canadian Foodgrains Bank, on behalf of its partner, is in the market for the purchase of the commodities indicated below. Your company is invited to make an offer based upon the conditions stated in this Request for Quote.

LOT / COMMODITY / QUANTITY / DESTINATION / DELIVERY BEFORE/BETWEEN
AA / Maize / 250 MT / DDP Gutu / 25 - 30th April 2010
AB / Maize / 250 MT / DDP Bulawayo / 25 - 30th April 2010
AC / Maize / 250 MT / DDP Gutu / 25 – 30th June 2010
AD / Maize / 250 MT / DDP Bulawayo / 25 – 30th June 2010
BA / Beans / 50 MT / DDP Gutu / 25 - 30th April 2010
BB / Beans / 50 MT / DDP Bulawayo / 25 - 30th April 2010
BC / Beans / 50 MT / DDP Gutu / 25 – 30th June 2010
BD / Beans / 50 MT / DDP Bulawayo / 25 – 30th June 2010
CA / Oil / 15,000 litres / DDP Gutu / 25 - 30th April 2010
CB / Oil / 15,000 litres / DDP Bulawayo / 25 - 30th April 2010
CC / Oil / 15,000 litres / DDP Gutu / 25 – 30th June 2010
CD / Oil / 15,000 litres / DDP Bulawayo / 25 – 30th June 2010

* See attached specifications and packaging requirements

**Awards shall be made per full lot number and CFGB reserves the right to procure 5% more or less at the agreed contract prices.

Your offer should clearly indicate:

  1. Unit price:
  2. Transport cost up to delivery place: by truck (as applicable):
  3. Total DDP final destinations per Metric Ton/LITER Prices
  4. Total gross/ net weight
  5. Confirmed delivery schedule
  6. Validity of the offer
  7. Detailed specifications (if different from stipulated specifications):
  8. Country of origin:

Specifications & Packaging Requirements:

LOT A

Specifications for White Maize:

The Cartagena Protocol (Bio safety Protocol, additional to the Convention of Biodiversity) requires that exporters /producers indicate whether the food items may contain GMOs (Genetically Modified Organisms) or not. If supplied in grains, the product MUST NOT contain GMOs and certification is required in conformity with the rules and regulations as set by the Government of Zimbabwe.

  • OriginTo be indicated in the offer
  • Grade#2 or better
  • Protein11.0% min
  • Moisture12.5% max
  • Broken maize3.0% max
  • Shrivelled maize1.0% max
  • Weevil damaged maize1.0% max
  • Other coloured maize2.0% max
  • Extraneous matter & trash1.0% max
  • Rotten/mouldy maize1.0% max
  • Germinated maizeNone
  • Total Defective maize5.0% max
  • ContaminationNone
  • Live insectsFree
  • Dead insects10/kg max
  • Aflatoxin total20 ppb max
  • DockageCommercially Clean – LOCAL Ministry of Agriculture Standards
  • Intended UseHuman consumption at point of final

delivery

Packaging for White Maize:

  • BagsNew woven polypropylene (PP) bags
  • Sizeof 50 kg content each
  • Weightmin 85 g/m2
  • PP bagsspecial “food grade” UV-treated
  • Artworkas per CFGB standards attached

An additional of 2% empty bags to be delivered at no extra costs.

LOT B

Specifications for Edible Beans:

  • OriginTo be indicated in the offer
  • Moisture14.0% max
  • Foreign Matter1.0% max
  • Other varieties2.0% max
  • Split or Broken2.0% max
  • Weevil/Holed Grains2.0% max
  • Live insectsFree
  • Dead insects2/kg max
  • Discoloured beans3.0% max
  • Total defective beans9.0% max
  • Hydrocyanic acid20mg/kg max (before cooking)
  • Salmonellaabsent on 25g sample
  • Aflatoxin4 mcg/kg
  • Ochratoxin5 mcg/kg
  • Cooking time after soaking for 24 hours; 45 minutes

average (max 90 minutes)

  • Intended useHuman consumption at point of final

Delivery

Packaging for Edible Beans:

  • BagsNew sacs made of polypropylene (PP)

Fit for export and multiple handling

  • Sizebags of 20 kg content each
  • Weightmin 85 g.m2
  • PP bagsSpecial “food grade” UV-treated
  • Stitchingdouble stitching at the opening
  • LanguageFrench
  • Artworkas per CFGB standards attached

An additional of 2% empty bags to be delivered at no extra costs

LOT C

Specifications for Edible Vegetable Oil:

Product must be free from abnormal flavour and odour and living insects/pests.

  • OriginTo be indicated in the offer
  • Appearance at ambient tempClear and shining
  • Water and volatile matter0.2% max
  • Insoluble impurities0.05% max
  • Free Fatty Acids 0.15% max, expressed as oleic acid
  • Soap0.005%
  • Peroxide value1 milli equiv/kg max
  • Specific weight0.919 – 0.925 g/cm³
  • Refractive index (at 40°C)1.466 – 1.47
  • Iodine value (MIJS)58 – 140 g/100g
  • Lead content2 ppm max
  • Colour (Lovibond)5¼” (red/yellow) max 3.0/30
  • Refractive density (water at 27°C)0.910 – 0.950
  • Vitamin A fortification6,000 I.U./kg
  • Authorized additivesmax 75 mg of buyylated hydroxytoluene

(BHT-

E-321)/kg of oil

  • Intended useHuman consumption at point of final

delivery

  • Shelf life1 year at date of delivery

Packaging for Oil:

  • Jugsclean, new plastic bottle made of high-

density polyethylene, hermetically

sealed, HDPE to be UV-stabilized

  • Size5 litre plastic bottles
  • Cartonsbottles to be packed in cartons

containing 4 x 5 litre bottles

  • LanguageEnglish
  • Markings on the cartonsAs per CFGB standards on jugs and on

cartons

  • Markings to includeDate of Manufacturing / Expiry date

Document Requirements:

  • Two Commercial invoices; inclusive bank account details;
  • Pro-forma invoice addressed to consignee;
  • Phytosanitary certificate;
  • Fumigation certificate –dated no later than 15 days prior to delivery-specifying place, date, type of product, used, dosage, and time of exposure;
  • Non-GMO certificate for maize issued by a competent authority and recognized by the government of Zimbabwe;
  • Certificate of Origin – (template will be provided);
  • Successful supplier shall provide a cargo report status on a weekly basis to the buyer;
  • Take Over Certificate, stamped and signed for receipt by consignee and surveyor;
  • All documents to be supplied by seller and, if necessary, legalised, inclusive invoice; and
  • All documents need to show “Humanitarian Aid Shipment”.

Inspection:

Inspection at the buyer’s expense will be applicable and will be advised at time of purchase order and arranged by the buyer.

In case goods are rejected, sellers will contractually be obligated to pay already incurred fees for rejected goods. White maize may be checked if GMO-free.

Payment:

In full within 30 days, against delivery of all required documentation.

Part payment for lot numbers delivered is allowed.

Allowance for late delivery and/or deductions for quality/quantity shall be deducted from the invoice before accounts are settled.

Performance Bond:

The selected supplier(s) will be requested to provide the buyer with a performance bond equal to 6% of the contract value. (Template will be provided.)

In the event that a valid reason for not being able to produce a performance bond is provided, 6% of the contract value will be deducted from the first invoice. This money will be paid at the completion of the contract.

Further Information to bidders:

  • Currency of offer should preferably be in US Dollars, but in case local currency is offered, the comparison of offers will be based on the prevailing rate of exchange.
  • Buyer reserves the right to accept the whole or part of your offer.
  • Buyer reserves the right to reject any offer before the award of the contract, or to annul the bidding process and reject all offers at any time.
  • Hand-written, incomplete offers or offers which do not comply with any of our tender conditions will not be considered.

It is our policy to keep all tender values in confidence.

Thank you and regards.