Request for Bids – Supply and Delivery of Agricultural Inputs – Maize Seed, Fertilizer

REQUEST FOR BIDS (RFB)

SUPPLY AND DELIVERY OF AGRICULTURAL INPUTS – MAIZE SEED, FERTILIZER (KOICA)

Good Neighbors Malawi (GNM) is an international humanitarian and development organization with General Consultative Status from the United Nations Economic and Social Council (UN ECOSOC). GN Malawi is implementing a project titled “Project for Food Crisis Response and Community Strengthening through Livelihood Support in Dzaleka Refugee Camp, Malawi”. As part of this project, GN Malawi invites reputable and qualified farm input suppliers to submit their bids for the supply and delivery of agricultural inputs as specified below.

SUPPLY AND DELIVERY OF AGRICULTURAL INPUTS – MAIZE SEED, FERTILIZER (KOICA)

As part of this project, GN Malawi invites sealed RFQ from eligible and reputable suppliers for the supply and delivery of agricultural inputs, as specified below.

1.0 SCOPE OF GOODS

2.0 SUBMISSION REQUIREMENTS

Interested suppliers must submit the following documents:

1. Company Profile – Company profile indicating the major areas of business, company structure, physical address, contact details, telephone number, email address, and postal address.
2. Valid Business Registration Certificate- A valid Business Registration Certificate and any other relevant registration, licensing, or regulatory documents applicable to the supply of agricultural inputs. Maize seed bidders must submit the Seed Sellers License.
3. Tax Compliance Certificate – A valid Tax Compliance Certificate issued by the Malawi Revenue Authority (MRA) and any other relevant tax or regulatory compliance documents.
4. Previous Relevant Experience – Evidence of experience in supplying similar agricultural inputs during the period 2024-2026. For instance, copies of relevant POs, contracts and delivery notes. Recommendation letters will not be acknowledged as relevant previous experience unless accompanied by the related LOs or contracts.
5. Quotation – Clearly stating unit prices, quantity, all relevant taxes, total cost, material specifications, delivery schedule, delivery cost (if applicable) and payment schedule.
6. Financial capability evidence- External audited financial statements for 2025 financial year, stamped bank statements and a proof of valid bank confirmation letter. An external audited report not signed and stamped by the Auditor and the bidder company will not be treated as authentic report.
7. Litigation history- Disclosure of any litigation, arbitration, or other significant legal disputes involving the company during the last one (1) year, whether as claimant or defendant. The declaration should be certified or supported by the bidder’s authorized legal representative/advocate, where required

3.0 FRAUD AND CORRUPTION

Good Neighbors Malawi (GNM) maintains a strict zero-tolerance policy against fraud and corruption. We require all suppliers and partners to adhere to the highest ethical standards and conduct their business activities with transparency. Any form of corruption, bribery, theft, misappropriation, or other fraudulent activities is strictly prohibited. Violations of our fraud and corruption policy will lead to immediate disqualification from the bid analysis-process, potential termination of contracts, and legal action, based on the severity of the misconduct.

4.0 SUBMISSION

1. Closing date and time: September 22, 2026 by 12:00PM (Noon)
2. Hard Copy & Soft Copy Submission
   To be considered, applications must be submitted both 1) electronically via email and 2) through hard copy hand delivery. Please ensure the subject line of your email and the label on your sealed envelope both include the tender Lot number. Applications that fail to comply with either submission will not be processed.
   For Email submission, all documents listed in “Section2. Submission Requirements” need to be named appropriately, compressed together and submitted as ONLY ONE ZIP FILE. Please name the ZIP file with tender Plot number and Bidder name.
   For hand-delivery submissions, please use the address below:
   Good Neighbors Malawi,
   Along Mchinji road (Njewa, before Children of the Nation)
   P.O Box 30721, Lilongwe 3
   Email: procurement.goodneighborsmalawi@gmail.com

3) No Combination of Documents for different Lot numbers: Bidders should submit separate envelopes and separate emails for each tender lot number. Documents submitted for different lot numbers should not be combined in a single envelope or email.

4) Enquiries: enquiries.goodneighborsmalawi@gmail.com +265 992 991 130

5) Important Notice

• Late submissions will not be considered.
• Good Neighbors Malawi reserves the right to accept or reject any or all submission without providing reasons and is not bound to select any applicant as a result of this Expression of Interest.
• Only qualified suppliers will be contacted for further steps in the procurement process.
• Bid documents not submitted through both methods (electronically as well as hard copy hand delivery/post mail) will be rejected and not considered.
• Submission of any falsified, forged, or misleading documentation will result in immediate disqualification of the applicant. If such documents are verified to be fake at any stage of the process, all related submissions and potential contracts shall be nullified without exception.
• Documents language should be in English, and currency should be in Malawi Kwacha.
• Bidders shall bear all costs associated with the preparation and submission of their documents.
• Good Neighbors Malawi in no case shall be responsible or liable for those costs.
• Good neighbors Malawi prefers full payment after satisfactory delivery of goods.