Term of Reference to Supply Chickens to the Community in Nyagatare District: (Deadline 23 March 2021)

Term of Reference to Supply Chickens to the Community in Nyagatare District: (Deadline 23 March 2021)

1.    Summary information

2.    Profile of CCOAIB

CCOAIB is an umbrella organization of national non-governmental organizations (NGOs) in development legally established in 1987. It was granted legal personality No 103/11 as of 7th September 2004.  As an umbrella of NGOs in development, CCOAIB has continued to grow and counts today 43 member organizations operating countrywide across all 30 districts.

CCOAIB has an extensive experience of more than 30 years in a wade range of domains, such as conducting researches and studies that it uses to carry out evidence based advocacy, especially in Agriculture and Governance sectors, advocating and influencing for the enabling legal frameworks, enhancing citizens participation in its interventions. 70% of its member organizations are actively involved in livelihoods, with a distinct focus on supporting grass roots farmers and CBOs (Community Based Organizations).

3.    Scope and objective of the work 

Effective from August 2018, CCOAIB with the financial support of the European Union and Trócaire, is implementing a 3 years project entitled: Enhancing the capacity and participation of small-scale farmers and civil society organizations in decision making and governance processes related to sustainable agriculture and food security in Nyagatare District; aiming at “Promoting the effective participation of small-scale farmers (particularly women) and civil society organizations in the development, implementation, and monitoring of agricultural policies and strategies”.

Under the above mentioned project, CCOAIB has supported the project participants to carry out food security and vulnerability & risks mapping as well as developing responsive community action plans. Currently, CCOAIB is supporting the participants to implement their action plans, with the purpose of improving their food security and increasing their agricultural & animal productivity.

It is in this regards, that CCOAIB is seeking qualified service providers who can supply chickens to the community in various sectors of Nyagatare.

4.    Eligibility criteria

The service providers interested in supplying the chickens should fulfill the following:

• Being a registered supplier or firm proved by RGB certificate;
• Having experience in supplying good breeds of chickens (at least one year) as well as supporting technically their clients;
• They should provide evidences of at least 3 similar tenders successfully supplied (not less than 2,000 chickens in a single tender);
• Using EBM (Electronic Billing Machine) approved by Rwanda Revenue Authorities in invoicing is a MUST. A copy of an invoice delivered will be attached as a proof;
• Show the proofs that they comply with all taxes requirements (at least payment of last quarter or prove that they are exempted and recent RRA tax clearance certificate).
• The financial offers should be quoted in Rwandan Francs (RWF), inclusive of tax if they have shown proofs of payments in previous point or specifying that they are exempted if shown with proofs in previous point too.

5.    Key deliverables 

The qualified supplier or firm is expected to satisfy below key deliverables:

• Supply 3640 chickens (2730 layers and 910 cocks). They should be all SASSO breed not less than 60 days old, but not older than 120 days;
• All chickens will be delivered in various sectors of Nyagatare district and the transport cost should be included in the bidding costs;
• The supplier will inform the beneficiaries on basic requirements related to the management of those chickens;
• The supplier will commit advisory services and follow up to the beneficiaries supplied (at least 3 months counted from delivery period);

6.    Application 

All interested and qualified applicants (who fulfil the requirements set here-in) should submit their financial and technical proposals accompanied by a letter addressed to the Executive Secretary of CCOAIB, not later than 23^rd March 2021 at 02:00 pm by email to ccoaibr@gmail.com, with the Subject: “Application to supply chickens to the community in Nyagatare district”.

Official opening of received bids will be held on 24^th March 2021, 03:00 pm at CCOAIB office and applicants should be represented in the event.

Any query or clarification regarding this tender should be directed to the same email address (ccoaibr@gmail.com) with a copy (CC) to clement.twahirwa1@gmail.com, before 19^th March at 11:00 am. Only queries respecting the procedure and deadline will be responded.

7.    Selection Procedure

To analyse the bids, the Quality Cost Based Procedure will be applied. Only qualified applicants, who respected the requirements mentioned in the terms of reference will be considered.

Kigali, on 10^th March 2021

 NGENDANDUMWE Jean Claude

Executive Secretary of CCOAIB