TENDER DOCUMENT

Tender Title: Procurement and Distribution of Livestock (Goats and Pigs) and Veterinary Kits for CJC Program Participants in Gitesi, Mutuntu, and Murambi Sectors, Karongi District

The deadline for submission of the bid: Monday 2^nd September, 2024

Bid Submission Time: 11:00AM

Place: DUTERIMBERE ONG Headquarters

1. Tender Overview

1.1 Purpose of the Tender
The purpose of this tender is to solicit bids from qualified suppliers for the procurement and distribution of goats, pigs, and their respective veterinary kits to participants of the Community Justice Centers (CJC) program in Gitesi, Mutuntu, and Murambi sectors of Karongi District. This initiative aims to enhance agricultural productivity, improve livelihoods, and support sustainable farming practices among the program participants.

1.2 Background Information
The CJC program in Karongi District focuses on empowering communities through various initiatives, including livestock farming. The distribution of goats, pigs, and veterinary kits is part of a broader effort to provide participants with the necessary resources to improve their economic conditions and ensure the sustainability of their agricultural activities.

2. Scope of Work

2.1 Livestock Specifications

• Goats:
  • Breed: Crossbreeds (Boer x Local) (e.g., Boer, Kalahari, or local breeds suitable for the region)
  • Quantity: 351 goats to be distributed as per identification list
  • Age: 10-17 months
  • Weight: Minimum 20-30 kg
  • Health Status: Certified disease-free, vaccinated against common diseases (e.g., PPR, CCPP), and dewormed
• Pigs:
  • Breed: [Specify Breed] (e.g., Large White, Landrace, or local breeds suitable for the region)
  • Quantity: 351 pigs to be distributed as per the identification list.
  • Age: 6-10 months
  • Weight: Minimum 35 45 kg
  • Health Status: Certified disease-free, vaccinated against common diseases (e.g., African Swine Fever, Foot-and-Mouth Disease), and dewormed

2.2 Veterinary Kits Specifications

• Goat Veterinary Kits: Each kit should include:
  • Introvit 100ml (350 Bottles)
  • Intrafel 100ml (350 Bottles)
  • Sulfdimidine 100gr powder (350Skts)
• Pig Veterinary Kits: Each kit should include:
  • Introvit 100ml (350 Bottles)
  • Sulfdimidine 100gr (350 Bottles)
  • Intrafel 100ml (350 Bottles)

2.3 Procurement Process

• Sourcing: Livestock and veterinary kits must be sourced from certified suppliers who meet the specified breed, health, and quality standards.
• Supplier Qualifications: Suppliers must have a minimum of 5 years of experience in livestock procurement, distribution, and veterinary supplies, with a proven track record in similar projects.

2.4 Distribution Requirements

• Distribution Locations: The livestock and respective veterinary kits will be distributed to CJC program participants in the Gitesi, Mutuntu, and Murambi sectors in Karongi district. Specific distribution points will be provided upon contract award.
• Logistics and Transport: The supplier is responsible for the safe and humane transportation of the livestock and veterinary kits. Vehicles used for livestock transportation must be appropriate for ensuring animal welfare during transit.
• Delivery Schedule:
  • Delivery of 350 goats, 350 pigs and corresponding veterinary kits shall be delivered to Murambi, Gitesi and Mutuntu sectors within 21 days after contract signing.

3. Bidding Requirements

3.1 Eligibility Criteria

• Legal Requirements: Bidders must be legally registered entities with valid business licenses, tax clearance certificates, and registration with relevant authorities.
• Experience: Bidders must demonstrate experience in livestock procurement and distribution, particularly in rural or semi-rural settings. References and case studies of previous similar projects must be provided.

3.2 Submission Guidelines

• Proposal Content: Bidders must submit a comprehensive proposal, including the following sections:
  • Technical Proposal
  • Financial Proposal
  • Supplier’s Qualifications and Experience
  • Livestock and Veterinary Kits Health and Quality Assurance Plan
  • Risk Management Plan

3.3 Evaluation Criteria.

• Technical Proposal (40%) – Quality of the livestock, veterinary kits, sourcing strategy, distribution plan, and risk management.
• Financial Proposal (30%) – Cost-effectiveness, transparency, and alignment with the budget.
• Supplier Experience (20%) – Past performance, references, and capacity.
• Compliance with Animal Welfare and Health Standards (10%) – Adherence to the specified health and welfare standards.

4. Financial Proposal

4.1 Pricing Structure
Bidders must provide a detailed breakdown of costs, including:

• Cost per Goat
• Cost per Pig
• Cost per Veterinary Kit (Goats and Pigs)
• Transportation Costs
• Insurance Costs
• Miscellaneous Expenses (if any)

4.2 Payment Terms
Payments will be made in installments as reflected in the contract:

5. Contractual Terms

5.1 Contract Duration
The contract will commence on 10^th September and will conclude on 31^st September 2024, with the possibility of extension depending on performance and program needs.

5.2 Penalties and Incentives

• Penalties: Late delivery, non-compliance with health standards, or failure to deliver the agreed quantity will incur penalties as outlined in the contract.
• Incentives: Early completion of delivery and exceptional quality of livestock and veterinary kits may result in performance bonuses.

5.3 Warranty and Support
The supplier must provide a warranty for the health of the livestock and the efficacy of the veterinary kits for a period of 15 days post-delivery, including necessary veterinary support in case of health issues.

6. Risk Management

6.1 Risk Mitigation Strategies
Bidders must submit a plan outlining how they will mitigate risks such as livestock health issues, transportation accidents, and delivery delays.

6.2 Insurance Requirements
The supplier must secure comprehensive insurance for the livestock during transit and delivery to cover risks of mortality, injury, or disease outbreaks.

7. Monitoring and Evaluation

7.1 Inspection Protocols
Upon delivery, livestock and veterinary kits will be inspected by a certified veterinary officer to ensure compliance with the health and quality standards outlined in the tender. The supplier must be present during this inspection.

7.2 Reporting Requirements
The supplier must provide regular progress reports during the procurement and distribution phases, including a final report detailing the delivery completion and any issues encountered.

8. Compliance and Ethical Considerations

8.1 Animal Welfare Standards
The supplier must adhere to national standards for animal welfare throughout the procurement, transportation, and delivery process.

8.2 Environmental Considerations
Suppliers are encouraged to adopt environmentally sustainable practices in sourcing and transportation.

9. Submission Address
   Proposals must be submitted by hard copies or electronically to:
   DUTERIMBERE ONG Headquarters, KN3 Road, Email: info@duterimbere.org.rw next to Nyarugenge Plaza.

Dative MUKESHIMANA,

Executive Secretary