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
Date: April 2, 2009
Tel:
(204)944-1993
Toll Free:
1-800-665-0377
Email:
cfgb_tender@foodgrainsbank.ca
Subject: Invitation to Tender in Zimbabwe
Project: # 1234-05
Bids to be submitted via email to CFGB_tender@foodgrainsbank.ca
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
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
DDP Gutu
DDP Bulawayo
DDP Gutu
DDP Bulawayo
DDP Gutu
DDP Bulawayo
DDP Gutu
DDP Bulawayo
DDP Gutu
DDP Bulawayo
DDP Gutu
DDP Bulawayo
DELIVERY BEFORE/BETWEEN
25 - 30th April 2010
25 - 30th April 2010
25 – 30th June 2010
25 – 30th June 2010
25 - 30th April 2010
25 - 30th April 2010
25 – 30th June 2010
25 – 30th June 2010
25 - 30th April 2010
25 - 30th April 2010
25 – 30th June 2010
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.
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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
Packaging for White Maize:
 Bags
 Size
 Weight
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
New woven polypropylene (PP) bags
of 50 kg content each
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
 Cooking time
minutes
 Intended use
Packaging for Edible Beans:
 Bags
(PP)
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
after soaking for 24 hours; 45
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
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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
(BHTE-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-
 Size
 Cartons
 Language
 Markings on the cartons
on
 Markings to include
clean, new plastic bottle made of
density polyethylene, hermetically
sealed, HDPE to be UV-stabilized
5 litre plastic bottles
bottles to be packed in cartons
containing 4 x 5 litre bottles
English
As per CFGB standards on jugs and
cartons
Date 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;
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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.