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 P.O. Box 767 Toll Free: 1-800-665-0377 Winnipeg, Manitoba R3C 2L4 Fax number: (204)943-2597 Canada Website: www.foodgrainsbank.ca Email: [email protected] Date: March 10, 2009

Subject: Invitation to Tender on PSI and FDI in Zimbabwe Project # 1234-05

Bids to be submitted via email to [email protected] 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 COMMODITY QUANTITY DESTINATION SUPPLIER DELIVERY BEFORE/BETWEEN AA Maize 250 MT DDP Gutu ABC Supplies 25 - 30th April 2009 AB Maize 250 MT DDP Bulawayo ABC Supplies 25 - 30th April 2009 AC Maize 250 MT DDP Gutu ABC Supplies 25 – 30th June 2009 AD Maize 250 MT DDP Bulawayo ABC Supplies 25 – 30th June 2009 BA Beans 50 MT DDP Gutu ABC Supplies 25 - 30th April 2009 BB Beans 50 MT DDP Bulawayo ABC Supplies 25 - 30th April 2009 BC Beans 50 MT DDP Gutu ABC Supplies 25 – 30th June 2009 BD Beans 50 MT DDP Bulawayo ABC Supplies 25 – 30th June 2009 CA Oil 15,000 litres DDP Gutu ABC Supplies 25 - 30th April 2009 CB Oil 15,000 litres DDP Bulawayo ABC Supplies 25 - 30th April 2009 CC Oil 15,000 litres DDP Gutu ABC Supplies 25 – 30th June 2009 CD Oil 15,000 litres DDP Bulawayo ABC Supplies 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

. Origin To be indicated in the offer . Grade #2 or better . Protein 11.0% min . Moisture 12.5% max . Broken maize 3.0% max . Shrivelled maize 1.0% max . Weevil damaged maize 1.0% max . Other coloured maize 2.0% max . Extraneous matter & trash 1.0% max . Rotten/mouldy maize 1.0% max . Germinated maize None . Total Defective maize 5.0% max . Contamination None . Live insects Free . Dead insects 10/kg max . Aflatoxin total 20 ppb max . Dockage Commercially Clean – LOCAL Ministry of Agriculture Standards . Intended Use 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 To be indicated in the offer . Moisture 14.0% max . Foreign Matter 1.0% max . Other varieties 2.0% max . Split or Broken 2.0% max . Weevil/Holed Grains 2.0% max . Live insects Free . Dead insects 2/kg max . Discoloured beans 3.0% max . Total defective beans 9.0% max . Hydrocyanic acid 20mg/kg max (before cooking) . Salmonella absent on 25g sample . Aflatoxin 4 mcg/kg . Ochratoxin 5 mcg/kg Appendix 1.9.2 – Surveyor Invitation to Tender Sample

. Cooking time after soaking for 24 hours; 45 min. average (max 90 minutes) . Intended use Human consumption at point of final delivery

Packaging for Edible Beans: . Bags New sacs made of polypropylene (PP) 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 clean, new plastic bottle made of high- density polyethylene, hermetically Appendix 1.9.2 – Surveyor Invitation to Tender Sample

sealed, HDPE to be UV-stabilized . Size 5 litre plastic bottles . Cartons bottles to be packed in cartons containing 4 x 5 litre bottles . Language English . Markings on the cartons As per CFGB standards on jugs and on cartons . Markings to include 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 non- compliance 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.