CALL FOR EXPRESSIONS OF INTEREST (EOI)

Job description

SUPPLY, AGGREGATION AND DELIVERY OF LIVE BROILER CHICKENS TO MAIMA CHICKEN PROCESSING FACILITY – MWEMBESHI

Contract Period: 12 Months

Daily Supply Requirement: 12,000 kg Live Weight

Indicative Purchase Price: K42.00 per kg Live Weight

Delivery Location: Maima Chicken Processing Facility, Mwembeshi, Zambia

1. INTRODUCTION

Maima General Dealers Limited, through its chicken processing operations, invites qualified, experienced and legally registered private companies, poultry aggregators, logistics firms and contractors to submit Expressions of Interest for the supply, aggregation, collection and delivery of live broiler chickens to the Maima Chicken Processing Facility in Mwembeshi.

The successful contractor will enter into a 12-month supply contract and will be responsible for coordinating a reliable and continuous supply of live chickens sourced primarily from approved local poultry farmers within the designated farmer database.

This procurement opportunity is intended to strengthen Maima’s poultry supply chain while creating a structured market for local poultry farmers.

2. SCOPE OF THE CONTRACT

The successful contractor shall be required to supply and deliver approximately:

12,000 kilograms of live broiler chickens per day

to the Maima Chicken Processing Facility in Mwembeshi throughout the contract period, subject to agreed production schedules and operational requirements.

The contractor will be responsible for ensuring that the required daily volumes are mobilised, collected, quality-checked and delivered within the agreed timelines.

3. KEY RESPONSIBILITIES OF THE CONTRACTOR

The successful contractor shall be responsible for:

1. Farmer Coordination and Aggregation
2. Source and aggregate live broiler chickens from approved poultry farmers contained within the recognised farmer database and any additional farmers approved by Maima General Dealers Limited.
3. Daily Supply Management
4. Ensure that the required volume of approximately 12,000 kg live weight per day is consistently available for delivery to the processing facility.
5. Farmer Engagement
6. Coordinate directly with poultry farmers regarding collection schedules, quantities available, bird readiness and delivery arrangements.
7. Quality Assurance
8. Conduct preliminary quality assurance checks before collection to ensure that chickens supplied meet the agreed standards for processing.
9. Collection and Transportation
10. Facilitate the collection, loading and transportation of live chickens from participating farms to the Maima Chicken Processing Facility in Mwembeshi.
11. Delivery Coordination
12. Ensure timely delivery in accordance with schedules communicated by Maima General Dealers Limited.
13. Record Keeping
14. Maintain accurate records of farmers supplying chickens, quantities collected, live weights, delivery dates and other relevant supply-chain information.
15. Traceability
16. Ensure that supplied chickens can be traced to the respective poultry farmer or production source.
17. Animal Welfare and Handling
18. Ensure appropriate handling, loading, transportation and delivery practices are followed to minimise injury, mortality and unnecessary stress to the birds.
19. Supply Continuity
20. Maintain adequate coordination and contingency arrangements to reduce interruptions in supply during the contract period.

4. CONTRACT QUANTITY

The anticipated requirement is:

12,000 kg of live broiler chickens per day

The successful contractor will be expected to demonstrate sufficient sourcing, aggregation, logistics and management capacity to consistently meet this requirement.

Maima General Dealers Limited may adjust daily collection volumes depending on processing schedules, operational requirements and agreed contractual provisions.

5. CONTRACT PRICE

The indicative buying price shall be:

K42.00 per kilogram based on verified live weight.

The applicable live weight shall be determined through approved weighing procedures at the designated receiving or verification point.

6. PAYMENT TERMS

Payment for every verified supply shall be made as follows:

• 50% of the total value shall be paid upon delivery and verification of the supplied chickens.
• The remaining 50% shall be paid within seven (7) calendar days from the date of delivery.

Payments will be subject to submission and verification of the required delivery documentation, weights, invoices and supporting records.

7. CONTRACT PERIOD

The proposed contract shall run for a period of:

Twelve (12) months

subject to satisfactory performance, compliance with contractual requirements and continued operational demand.

Performance may be reviewed periodically during the contract term.

8. DELIVERY LOCATION

All chickens shall be delivered to:

Maima Chicken Processing Facility

Mwembeshi, Zambia

The successful contractor shall be responsible for organising and facilitating collection and delivery from approved farmers to the facility.

9. MINIMUM ELIGIBILITY REQUIREMENTS

Interested companies and contractors should demonstrate the following:

• Legal registration as a company or business entity in Zambia;
• Valid statutory and regulatory documentation applicable to the business;
• Experience in poultry supply, agricultural commodity aggregation, livestock procurement, logistics, distribution or a related field;
• Demonstrated capacity to mobilise and coordinate large volumes of live chickens;
• Access to appropriate transport or established transportation arrangements;
• Ability to work with multiple poultry farmers and coordinate daily collection schedules;
• Capacity to implement quality assurance and traceability systems;
• Adequate operational personnel and management systems;
• Financial and organisational capacity to support continuous operations under the proposed payment structure;
• Commitment to ethical business practices and compliance with applicable animal health, welfare, food safety and transport requirements.

10. DESIRABLE EXPERIENCE

Preference may be given to applicants with demonstrated experience in one or more of the following areas:

• Poultry aggregation;
• Broiler chicken supply;
• Contract farming;
• Farmer network management;
• Agricultural commodity procurement;
• Livestock transportation;
• Poultry value-chain development;
• Large-scale food processing supply chains;
• Farmer database management and traceability.

11. REQUIRED SUBMISSION DOCUMENTS

Interested contractors are invited to submit:

1. A Letter of Expression of Interest clearly stating the applicant’s interest in undertaking the assignment;
2. A detailed Company Profile outlining relevant experience, operational capacity, management structure and previous assignments;
3. Company registration details and relevant statutory documentation;
4. Evidence of previous experience in poultry, livestock, agricultural supply, logistics or related activities, where available;
5. Brief description of the applicant’s proposed approach to sourcing, aggregating and delivering the required 12,000 kg per day;
6. Information regarding available or proposed transport and logistics capacity;
7. Contact details for at least two relevant business references, where available.

Applicants are encouraged to clearly demonstrate their capacity to deliver the required volumes consistently throughout the 12-month contract period.

12. SUBMISSION PROCEDURE

Expressions of Interest should be submitted electronically by email to:

info@maimageneral.com

The email subject should clearly state:

EXPRESSION OF INTEREST – SUPPLY OF LIVE CHICKENS TO MAIMA CHICKEN PROCESSING FACILITY

Applicants should attach their Company Profile and Letter of Expression of Interest, together with any relevant supporting documentation.

13. EVALUATION OF EXPRESSIONS OF INTEREST

Applications will be evaluated based on factors including:

• Relevant company experience;
• Demonstrated sourcing and aggregation capacity;
• Ability to consistently mobilise approximately 12,000 kg of live chickens per day;
• Strength of farmer networks;
• Quality assurance systems;
• Logistics and transportation capacity;
• Traceability and record-keeping systems;
• Financial and operational capacity;
• Previous performance on similar contracts;
• Overall understanding of the assignment.

Only shortlisted applicants may be contacted for further discussions, due diligence, negotiations or submission of additional documentation.

14. IMPORTANT CONDITIONS

Submission of an Expression of Interest does not constitute an offer of employment or guarantee the award of a contract.

Maima General Dealers Limited reserves the right to:

• Accept or reject any Expression of Interest;
• Request additional information from applicants;
• Conduct due diligence on shortlisted companies;
• Negotiate contractual and operational terms with shortlisted applicants;
• Cancel or amend the procurement process where necessary;
• Award the contract to the applicant considered most suitable based on operational, technical and commercial considerations.

No applicant shall be entitled to compensation for costs incurred in preparing or submitting an Expression of Interest.

15. OPPORTUNITY FOR LOCAL POULTRY VALUE-CHAIN DEVELOPMENT

Through this procurement process, Maima General Dealers Limited seeks to establish a reliable, professionally managed and traceable poultry supply chain that connects local poultry farmers to a consistent commercial market.

The appointed contractor will therefore play an important role in coordinating farmers, maintaining supply consistency, assuring quality and facilitating the efficient movement of live chickens from farms to the Mwembeshi processing facility.

Interested and suitably qualified private companies and contractors are encouraged to apply.

Submission Email: info@maimageneral.com

Contract Duration: 12 Months

Daily Requirement: 12,000 kg Live Weight

Purchase Price: K42/kg

Delivery Point: Maima Chicken Processing Facility, Mwembeshi