Appendix 1.9.2 – Surveyor Invitation to Tender Sample
INVITATION TO TENDER (ITT)
REMINDER : THIS IS A SAMPLE. ALL SPECIFIC DETAILS SUCH AS COMMODITY TYPE
AND SPECIFICATIONS MUST BE CHANGED TO MATCH YOUR INDIVITUAL PROJECT.
From: Canadian Foodgrains Bank
Tel:
(204)944-1993
Toll Free:
1-800-665-0377
Fax number:
(204)943-2597
Email: cfgb_tender@foodgrainsbank.ca
P.O. Box 767
Winnipeg, Manitoba R3C 2L4
Canada
Website: www.foodgrainsbank.ca
Date: March 10, 2009
Subject: Invitation to Tender on PSI and FDI in Zimbabwe
Project # 1234-05
Bids to be submitted via email to CFGB_tender@foodgrainsbank.ca
Closing deadline: Monday, March 16, 2009
time: 12:01 noon (CST) on date.
Important: Offers transmitted in any other manner than those indicated above will not be
considered.
Quotations should be made on a per tonne basis, inclusive of lab analysis costs,
travel costs, etc. A breakdown of these costs should be provided separately.
Quotations should remain valid for a period of 10 calendar days after closure of the
tender.
It is Canadian Foodgrains Bank’s policy to keep all tender values in confidence.
Requirements:
Canadian Foodgrains Bank is in the market for the purchase of the Pre-Shipment
Inspection (PSI) and Final Destination Inspection (FDI) on the commodities indicated
below. Your company is invited to make an offer based upon the conditions stated in the
Invitation to Tender.
LOT
AA
AB
AC
AD
BA
BB
BC
BD
CA
CB
CC
CD
COMMODITY
Maize
Maize
Maize
Maize
Beans
Beans
Beans
Beans
Oil
Oil
Oil
Oil
QUANTITY
250 MT
250 MT
250 MT
250 MT
50 MT
50 MT
50 MT
50 MT
15,000 litres
15,000 litres
15,000 litres
15,000 litres
DESTINATION
SUPPLIER
DDP Gutu
DDP Bulawayo
DDP Gutu
DDP Bulawayo
DDP Gutu
DDP Bulawayo
DDP Gutu
DDP Bulawayo
DDP Gutu
DDP Bulawayo
DDP Gutu
DDP Bulawayo
ABC Supplies
ABC Supplies
ABC Supplies
ABC Supplies
ABC Supplies
ABC Supplies
ABC Supplies
ABC Supplies
ABC Supplies
ABC Supplies
ABC Supplies
ABC Supplies
DELIVERY
BEFORE/BETWEEN
25 - 30th April 2009
25 - 30th April 2009
25 – 30th June 2009
25 – 30th June 2009
25 - 30th April 2009
25 - 30th April 2009
25 – 30th June 2009
25 – 30th June 2009
25 - 30th April 2009
25 - 30th April 2009
25 – 30th June 2009
25 – 30th June 2009
Appendix 1.9.2 – Surveyor Invitation to Tender Sample
*Awards shall be made per full lot number and CFGB reserves the right to
procure 5% more or less at the agreed contract prices.
**All prices should be quoted in $US dollars.
Specifications of the Inspection:
Pre-shipment Inspection:
 Random inspection comprising visual control of quality, weight, marking and
packaging at suppliers/sellers premises and/or port of shipment, as appropriate.
 Sampling and preparation of representative samples, sealing samples conjointly
with supplier or supplier’s representative and keeping samples for further use for a
period of 3 months.
 Samples to be submitted to a recognized laboratory for attesting conformity with
contractual specifications.
 Issuing of Certificate of Provision Conformity (CPC) at place of loading.
 Provide CFGB with the Clean Report of Findings.
Final Destination:
 Verify and tally bags unloaded from trucks to compare against truck waybills
 Only in case of doubt on quality or by specific order from CFGB: drawing of
repetitive samples, sealing samples conjointly with supplier or supplier’s premises
and keeping samples for further use for a period of 3 months.
 Seal check.
 Final inspection at off loading at consignee’s warehouses comprising quality at
random (visual control), tally, quantity/ weight, marking and packing control.
 Issuing of Cargo Receipt Certificate (CRC) and submission by fax within 5 working
days after taking over of cargo by consignee.
 Issuing of Inspection report, including Certificate of Final Conformity (CFC) to be
issued within 10 working days after taking over of cargo by consignee.
 Full written report on any loss or damage (if any), including:
- extent of any loss/damage
- percentage of total quantity deemed lost/damaged
- reasons for the loss/damage
- if any damaged product is salvageable and if so how much
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.
Appendix 1.9.2 – Surveyor Invitation to Tender Sample
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Origin
Grade
Protein
Moisture
Broken maize
Shrivelled maize
Weevil damaged maize
Other coloured maize
Extraneous matter & trash
Rotten/mouldy maize
Germinated maize
Total Defective maize
Contamination
Live insects
Dead insects
Aflatoxin total
Dockage
 Intended Use
To be indicated in the offer
#2 or better
11.0% min
12.5% max
3.0% max
1.0% max
1.0% max
2.0% max
1.0% max
1.0% max
None
5.0% max
None
Free
10/kg max
20 ppb max
Commercially Clean – LOCAL
Ministry of Agriculture Standards
Human consumption at point of final
delivery
Packaging for White Maize:
 Bags
New woven polypropylene (PP) bags
 Size
of 50 kg content each
 Weight
min 85 g/m2
 PP bags
special “food grade” UV-treated
 Artwork
as per CFGB standards attached
An additional of 2% empty bags to be delivered at no extra costs.
LOT B
Specifications for Edible Beans:
 Origin
 Moisture
 Foreign Matter
 Other varieties
 Split or Broken
 Weevil/Holed Grains
 Live insects
 Dead insects
 Discoloured beans
 Total defective beans
 Hydrocyanic acid
 Salmonella
 Aflatoxin
 Ochratoxin
To be indicated in the offer
14.0% max
1.0% max
2.0% max
2.0% max
2.0% max
Free
2/kg max
3.0% max
9.0% max
20mg/kg max (before cooking)
absent on 25g sample
4 mcg/kg
5 mcg/kg
Appendix 1.9.2 – Surveyor Invitation to Tender Sample
 Cooking time
 Intended use
Packaging for Edible Beans:
 Bags
(PP)
after soaking for 24 hours; 45 min.
average (max 90 minutes)
Human consumption at point of final
delivery
New sacs made of polypropylene
Fit for export and multiple handling
 Size
bags of 20 kg content each
 Weight
min 85 g.m2
 PP bags
Special “food grade” UV-treated
 Stitching
double stitching at the opening
 Language
French
 Artwork
as 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.
 Origin
To be indicated in the offer
 Appearance at ambient temp
Clear and shining
 Water and volatile matter
0.2% max
 Insoluble impurities
0.05% max
 Free Fatty Acids
0.15% max, expressed as oleic acid
 Soap
0.005%
 Peroxide value
1 milli equiv/kg max
 Specific weight
0.919 – 0.925 g/cm³
 Refractive index (at 40°C)
1.466 – 1.47
 Iodine value (MIJS)
58 – 140 g/100g
 Lead content
2 ppm max
 Colour (Lovibond)
5¼” (red/yellow) max 3.0/30
 Refractive density (water at 27°C) 0.910 – 0.950
 Vitamin A fortification
6,000 I.U./kg
 Authorized additives
max 75 mg of buyylated
hydroxytoluene (BHT-E-321)/kg of
oil
 Intended use
Human consumption at point of final
delivery
 Shelf life
1 year at date of delivery
Packaging for Oil:
 Jugs
high-
clean, new plastic bottle made of
density polyethylene, hermetically
Appendix 1.9.2 – Surveyor Invitation to Tender Sample
 Size
 Cartons
cartons
 Language
 Markings on the cartons
jugs and on
 Markings to include
sealed, HDPE to be UV-stabilized
5 litre plastic bottles
bottles to be packed in
containing 4 x 5 litre bottles
English
As per CFGB standards on
cartons
Date of Manufacturing / Expiry date
Marking of the bags, cartons, and containers:
 Donation from the Canadian Foodgrains Bank
 Letter height min. 2 cm
 Description of product in English language (unless otherwise requested)
 New weight per bag/ litre per container
 Not for Sale
 Milled product and Oil: production and expiry date (dd/mm/yy)
 Pulses: crop year
 cooking instructions where applicable
 See template provided
Payment:
In full within 30 days, against delivery of all required documentation.
Part payment for lot numbers delivered is allowed.
Performance Bond:
The selected supplier(s) will be requested to provide CFGB with a performance bond
equal to 6% of the contract value 4 days after receipt of contract.
General Conditions:
 Immediate information of CFGB in case of doubt or complications and noncompliance of cargo with contractual specification.
 CRC to be issued at time and place of delivery and to be signed by inspector and
consignee.
 Copies of CPC and CRC to be sent to supplier
 Invoice to be presented within 14 working days, after completion of the inspection.
 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.
It is Canadian Foodgrains Bank’s policy to keep all tender values in confidence.
Thank you and regards.