Request for Quotation (RFQ) titled “NCERA CENTRE — ANIMAL FEED

The Agricultural Research Council (ARC) has issued a Request for Quotation (RFQ) titled “NCERA CENTRE — ANIMAL FEED”, calling for suppliers to provide animal feed for the ARC’s Ncera facility. The notice was published on 11 August 2025 and the RFQ closes 18 August 2025 at 09:00 AM SAST. Enquiries are directed to Nkateko Khosa (Tel: 012-672-9111, email: khosan@arc.agric.za). Two procurement documents are attached to the listing (an Appendix A specification and an API

What this RFQ covers (short summary)

Item: Animal feed (detailed specification in Appendix A).

Place of delivery: NCERA Centre (listed as “NCERA CENTRE, CLOSER TO KIDS BEACH – 5201”).

Publisher / Buyer: Agricultural Research Council (ARC).

Key dates: Published 11 Aug 2025; closes 18 Aug 2025 at 09:00.

Contact for enquiries: Nkateko Khosa (see above).

Briefing: None required. 

Why this opportunity matters

The ARC operates livestock research stations and requires consistent, high-quality feed supplies to support animal trials, breeding and nutrition studies. Winning this RFQ provides steady institutional business, can build a relationship with a national science body, and could open doors to follow-on supply contracts or other ARC tenders. (ARC)

How to read the attached documents (do this first)

Appendix A — Specification: This is the single most important file. It will list feed types, compositions, pack sizes, delivery frequency, acceptance criteria, and any testing or certification requirements. Open it carefully and map each line item to your production/inventory capabilities. 

API form / RFQ form: This likely contains the official RFQ number, submission instructions and legal terms. Use it to confirm submission format (email, portal, or physical drop-off) and any mandatory declarations. 

Typical technical & quality documentation you should include

(Adapt this to the exact Appendix A requirements.)

Detailed product specification for each feed line (ingredient list, crude protein, energy value, moisture, fiber, additives).

Certificate of Analysis (CoA) from a certified lab for the supplied batch or equivalent lab test reports.

Manufacturing / QA documentation: HACCP, GMP, or internal QC processes; shelf-life and storage instructions.

Traceability & origin: Source of raw materials and batch traceability.

Health / regulatory compliance: Any required approvals, licenses, or permits for animal feed in South Africa.

Packaging & labelling details: Pack sizes, batch coding, expiry dates, handling marks.

Delivery & logistics plan: Vehicles, cold chain (if needed), offloading capability at NCERA, and lead times.

References / past clients: Preferably other institutional or government buyers.

If Appendix A calls for additional tests (e.g., mycotoxin screening), include or commit to providing those test results. 

Commercial & compliance items to prepare

Clear price schedule aligned to the RFQ line items (unit price, VAT treatment, total).

Delivery terms (INCOTERMS or local equivalent): who pays transport, and whether price includes offload.

Validity period of the quote (commonly 30–90 days).

Proof of registration: company registration, tax clearance, B-BBEE certificate (if required by ARC procurement rules).

Banking details and substitution policy (e.g., substitute feed only with prior approval).

Insurance & indemnities required for goods in transit or on site. 

Practical tips to make your submission stand out

Match the spec exactly. If Appendix A requests specific nutrient profiles or brands, avoid proposing alternatives unless you clearly show equivalence.

Attach CoAs for the exact product or the most recent batch. If you can provide a standing CoA process (regular batch testing), state that.

Offer value-adds: faster delivery windows, bulk discounts, or an emergency supply clause for critical research continuity.

Demonstrate supply reliability: show inventory capacity, backup suppliers, and lead times. ARC will prioritise vendors who minimise risk to ongoing animal studies.

Be transparent about shelf life and storage needs—research animals are sensitive to feed quality.

Keep the RFQ submission clean and professional: use numbered sections mirroring the RFQ, label all attachments, and include a short executive cover letter summarising compliance. 

Logistics & delivery considerations

Confirm delivery access and offloading facilities at NCERA Centre before bidding (contact Nkateko Khosa). Include the physical delivery plan and estimated delivery windows in your quote.

If bulk feed requires bulk loaders, pallets or forklifts, state whether you will provide them or require ARC to assist.

If feed is perishable or requires special storage, confirm storage availability at NCERA or include a plan to protect quality during transit. 

Risk management & quality assurance

Propose post-delivery inspection checkpoints and acceptance criteria (sampling method, testing timeline, rejection/return procedure).

Offer a warranty period for product quality and a replacement policy for non-conforming goods.

If applicable, note contingency stocks or emergency top-ups to avoid stockouts that could compromise research.

Submission checklist (before you send)

Read Appendix A and API RFQ form and confirm every requirement. 

Complete any mandatory RFQ forms exactly as requested.

Attach CoAs, product spec sheets, company credentials, B-BBEE certificate (if required), and pricing schedule.

Include an authorised signature and quote validity date.

Confirm submission method and time (deliver early; RFQs commonly close exactly on the hour). 

Contacts & where to find the documents

Tender page & documents: EasyTenders listing shows the RFQ and attached PDFs (Appendix A and API form). Open those documents first. 

Enquiries: Nkateko Khosa — 012-672-9111, khosan@arc.agric.za. Use the contact for clarifications about quantities, delivery address, or technical specs. 

This ARC RFQ is a straightforward—but time-sensitive—supply opportunity. The two most important actions are: (1) study Appendix A carefully and confirm you can meet the feed specification and delivery requirements, and (2) assemble clean, fully documented paperwork (CoAs, pricing, company credentials) and submit before 09:00 on 18 August 2025. If you want, I can draft a template quotation, help map Appendix A to your product portfolio, or prepare a compliance checklist you can reuse for similar institutional RFQs.