Objectives

The primary objective of this Request for Quotation (RFQ) is to appoint a qualified service provider to supply, deliver, and offload essential agricultural production inputs for broiler farmers. This initiative supports the Buffalo City Metropolitan Municipality’s Local Economic Development mandate by ensuring reliable, timely access to quality farming commodities, thereby strengthening local poultry production and farmer livelihoods.

Scope

The appointed service provider will manage the end-to-end supply, transport, and offloading of a defined list of poultry farming inputs. Required items include:

• Live stock: Fully vaccinated day-old broiler chicks and fully vaccinated point-of-lay pullets (19 weeks).
• Equipment: 5L drinkers, 5L feeders, infrared light bulbs, sockets, and stress management packs.
• Nutrition & Health: Phase 1, 2, and 3 broiler feed (40kg bags), crunched maize, laying mash, and specialized supplements (Complex Forte, Doxy-Max).
• Logistics: Complete transport and safe offloading at designated farm sites upon receipt of an official municipal purchase order.

All deliveries must be executed within seven to twenty-one days after order issuance. The municipality retains the right to accept partial quotations or split awards among multiple bidders.

Technical Requirements

Bidders must satisfy strict municipal procurement, compliance, and performance standards:

• Registration & Tax Compliance: Mandatory active registration on both the BCMM Supplier Database and the National Treasury’s Central Supplier Database (CSD). Tax clearance must be verified and current.
• Proven Experience: Submission of two signed official orders, award letters, or invoices demonstrating prior supply of agricultural inputs, plus two client reference letters.
• Delivery Guarantee: A formal written commitment confirming fulfillment within the 7–21 day delivery window.
• Mandatory Documentation: Completion of all returnable schedules, including a Letter of Authority for the authorized signatory, CSD confirmation, proof of delivery commitment, and standard municipal bidding declarations (MBD 4, MBD 6.1, MBD 8, and MBD 9).
• Pricing & Evaluation: Fixed, VAT-inclusive unit prices across all line items. Evaluation applies an 80/20 preference points system: 80% weighted on price, 20% on specific goals (BBBEE contribution level and geographic locality within Buffalo City/Eastern Cape).
• Contract Framework: Awards will be administered under the General Conditions of Contract 2015 (National Treasury). No physical inspections or sample testing are required during evaluation.

Skills Requirements

Formal academic certifications are not required, but bidders must demonstrate practical operational competencies:

• Agricultural Supply Expertise: Demonstrated ability to source, store, and distribute live poultry, veterinary supplements, and bulk feed while maintaining product viability and biosecurity standards.
• Logistics & Offloading Capability: Fleet availability and trained personnel capable of time-sensitive transportation, secure handling of live animals, and safe offloading at rural or peri-urban farm sites.
• Administrative & Compliance Proficiency: Strong understanding of municipal supply chain management regulations, accurate financial quoting, and timely submission of compliant tender documentation.
• Financial & Inventory Management: Sufficient working capital and stock management systems to honor fixed-price commitments and fulfill bulk municipal orders without disruption.

Clarification of Key Terms

80/20 Preference Points System: A standard South African procurement scoring model where 80% of the evaluation score is awarded based on price competitiveness, and 20% is allocated for socio-economic goals (BBBEE status and local business presence).

CSD (Central Supplier Database): The national government portal used to verify supplier registration, banking details, and tax compliance status before any public sector contract is awarded.

Point of Lays: Young hens approximately 19 weeks old that have reached sexual maturity and are ready to begin commercial egg production.

Stress Pack/Supplements: Specialized poultry additives designed to mitigate handling stress, boost immune response, and ensure flock survival rates during transit and initial placement.