REQUEST FOR PROPOSAL (RFP) & GENERAL INSTRUCTION TO BIDDERS(GIB)

APRIL 2026

 Reference Number: UCU/ENG/BUR-WRKS/2026 – 01

Company Overview

H & W Poultry Limited (Uzima Chicken Uganda)  is a social poultry business enterprise focused on making smallholder farmers healthier and  wealthier. Uzima Chicken distributes an improved breed of chicken that is 4x more productive than local  breeds in terms of egg and meat production, while requiring the same level of management and care as  the local chicken. Rearing a flock of 10 improved breed chickens can generate a 270,000 UGX net profit  uplift for a smallholder family. With Uzima’s bird, rural households in Uganda build income resilience,  confidently pay for their children’s school fees, and introduce larger volumes of animal protein into their  daily diets.

Uzima Chicken seeks to reach every rural household in Uganda  and aims to be the leading  smallholder-focused poultry enterprise in East Africa. In the past 2 years of operations, Uzima Chicken  has attracted investments from AgDevCo, Acumen, and Innovations Against Poverty. Uzima Chicken  Uganda prioritizes hiring and developing Ugandan talent and offers significant professional growth  opportunities and leadership development.

This RFP and GIB include instructions to bidders, technical specifications and administrative requirements that bidders will need to follow in order to prepare and submit their quotations/Proposals for consideration by Uzima Chicken Uganda (UCU).

1. PROJECT CONTEXT

H & W Poultry Ltd (Uzima Chicken) intends to upgrade its Buruli breeder farm in Nakasongola District Located along Kampala – Gulu highway approximately 90km from kampala and/or 25km from Luwero Town. We are seeking an experienced contractor to lead the construction upgrade of this  breeder farm.

 SCOPE OF WORKS

The project entails:

• Construction of One(1) poultry house with a capacity for 10,000 birds (135m Length and 12m width)
• Construction of Two (2) Poultry houses with a capacity of 6,000 birds Each (83m Length and 12m Width)
• Construction of the generator house (5m x 4m) and other external works (Poultry house tank stands)

2. CONTRACTOR REQUIREMENTS

To indicate interest in bidding for this work, please respond via email. After which Uzima will share the Bidding documents, architectural drawings and BOQ for reference.

To be considered for this project, we are specifically seeking registered contractor who:

• Are legally incorporated in Uganda with in-country management.
• Has the ability to finance at least 30% of the project at the commencement without advance payment from the client and/or provide a bank Guarantee for a loan grant.
• Provide list of prior projects and reference contacts
• Provide certification to operate as contractor in Uganda
• Provide Priced BOQ,workplan and a milestone based payment plan for the award of a fixed price/Lump sum Contract.

To enter into the bid, please respond to the below emails before Wednesday 22^nd April 2026 asking for bid details and documents (drawings, blank BoQ).

• Amanyire Peter, Clerk of works, apeter@uzimachicken.com, +256 776 696 655, +256 757825709 and kindly copy in;
• (Dr) Fikreslasie dawit, Managing Director, dawit@uzimachicken.com

3. TENDER TIMELINE

The tender process shall follow a structured timeline outlining key stages including issuance of bidding documents, site visit, clarification period, bid submission deadline, bid opening, evaluation, and contract award, to ensure a transparent and orderly procurement process.

4. EVALUATION CRITERIA

All bids received as a result of this competitive bidding process will be analysed and scored through a 3-Step evaluation process.

4.1. PRELIMINARY EVALUATION (PASS / FAIL)

This stage determines responsiveness of the bid. Bids that fail any requirement shall be rejected and not proceed further.

 4.2. TECHNICAL PROPOSAL EVALUATION (40% weight)

Only bidders who pass the preliminary stage shall be evaluated technically. All organisational and Operational capacities combined weigh 40%.

• 4.2.1. Evidence of site visit. (10 marks)
• 4.2.2. Relevant experience in similar construction projects (especially poultry/agricultural structures), including number, size, and complexity of completed works. (Less than 3 years = 0 marks and more than 3 years = 10 marks).
• 4.2.3. References for successfully completed construction. (Minimum 3 references: Less than 3, = 0 mark and 3 or more = 10 marks)
• 4.2.4. Proposed workplan, timeline and payment plan. ( 20 marks). (Marks shall be awarded based on the completeness and clarity of the workplan, realism of the timeline, and appropriateness of the milestone-based payment plan, with full marks for well-structured and practical submissions, and lower marks for incomplete, unclear, or unrealistic proposals.)

                  4.3.      FINANCIAL EVALUATION (60% Weight)

The financial evaluation shall be based on the comparison of total bid prices, subject to correction of arithmetic errors, and the contract shall be awarded to the lowest evaluated responsive bidder who meets all technical and commercial requirements.

    5.         MANDATORY and OPTIONAL categorised documents

            5.1.         Mandatory documents: If not submitted lead to eliminatory measures from the bidding process as they represent minimum requirements to be eligible for bidding.

            5.2.        Optional documents: are documents valued by the tender committee but not necessarily leading the company to a direct elimination from the competitive process at the eligibility stage. Some of them could be mandatory at the contract award stage.

        6.                  Submission Instructions

Please submit your proposals to the following emails not later than Friday, May 1, 2026 5:00 PM

• Amanyire Peter, Clerk of works, apeter@uzimachicken.com, +256 757 825 709
• (Dr) Fikreslasie dawit, Managing Director, dawit@uzimachicken.com

OR,

• Hand delivered to our Current Office Located at LRV KCCA 399 Folio Plot No. 3A, Upper Naguru Road, Kampala.

Any requests for clarification regarding this RFP should be directed in writing or by phone to:

• Name: Amanyire Peter
• Title: Clerk Of Works
• Email: apeter@uzimachicken.com
• Phone: +256 757 825 709 or +256 776 696 655

Your partnership in this endeavor will contribute to our mission of empowering smallholder farmers and advancing sustainable poultry farming in Uganda.

Thank you for your consideration.

GENERAL INSTRUCTIONS TO BIDDERS (GIB)

1. Project Completion Period: All works shall be completed by and fully handed over to the client on or before Aug 15, 2026
2. Clarifications and Responses: Any delay by Uzima Chicken Uganda (UCU) in responding to bidder inquiries shall not be grounds for extension of the submission deadline, unless UCU formally communicates such an extension to all bidders.
3. Financial Capacity Requirement:
   The Contractor shall have the capacity to finance at least 30% of the project cost at commencementwithout asking any advance payment from the Client, or alternatively provide a Bank Guarantee or Bank Loan Facility Confirmation from a licensed financial institution confirming access to sufficient funds or credit facilities for project mobilization and execution without causing delays to the project.
4. Mandatory Pre-Bid Site Visit: A mandatory pre-bid site visit shall be conducted for all prospective bidders to familiarize themselves with the project site conditions and scope of works.Upon completion of the site visit, Uzima Chicken Uganda (UCU) shall issue a Pre-Bid Site Visit Certificate to each participating bidder. This certificate shall serve as proof of attendance.

Bidders shall, upon receipt of the bidding documents that confirms their participation in the bidding process, contact the UCU Representative, Amanyire Peter, on Tel: 0776 696 655 / 0757 825 709, to schedule for their site inspection date. All site visits must be completed on or before Friday, Apr 24, 2026

Submission Requirement:
 All bidders are required to attach the Site Visit Certificate to their bid submission documents. Failure to include this certificate shall render the bid non-responsive and it may be rejected.

5. Evaluation and Award: The contract shall be awarded to the bidder whose quotation:
   1. Complies with all technical and administrative requirements; and
   2. Offers the lowest evaluated price in accordance with the stated evaluation criteria.

Any quotation that does not meet the requirements shall be rejected.

6. Errors, Omissions, and Corrections: All documents submitted shall form part of the Contract. Bidders are therefore required to exercise due care when preparing their submissions.
   1. In case of discrepancies between unit price and total price, the unit price shall prevail, and the total shall be corrected accordingly by UCU.
   2. If the bidder does not accept the corrected price, the quotation may be rejected.

Bidders shall not be entitled to make claims based on errors, omissions, or inaccuracies in the submitted documents.

7. Requests for Clarification
   Bidders requiring clarification on the bidding documents shall submit requests in writing via email; apeter@uzimachicken.com
8. Price Validity and Adjustments: Quoted prices shall remain fixed and shall not be subject to adjustment due to inflation, exchange rate fluctuations, or any other market factors during the validity period.
9. Costs of Bidding: UCU shall not be responsible for any costs incurred by bidders in the preparation and submission of their quotations, regardless of the outcome of the procurement process.
10. Conflict of Interest: UCU expects its suppliers/Bidders to disclose where their personal, professional, or business interests are potentially at odds with the best interests of the company. Suppliers should bring potential conflicts of interest to the attention of the HR Manager, snamugenyi@uzimachicken.com so corrective actions may be taken. Unless exceptional circumstances exist, they should be resolved in favor of the company. A conflict of interest will arise when a supplier/staff has any relationships, business affiliations, involvements, associations, positions, or financial interests that could materially interfere with their duty or the duty of our staff to act impartially in the evaluation process. That is why each Supplier has an obligation to disclose any conflict of interest before participating in any procurement process.

11. Validity of Quotations: Quotations shall remain valid for Sixty (60) days from the submission deadline.In exceptional circumstances, UCU may request bidders to extend the validity period. Such requests and responses shall be made in writing, and bidders shall not be permitted to modify their quotations during the extension period.

12. Rights Reserved

• Acceptance or Rejection of Proposals: Uzima Chicken reserves the right to accept or reject any or all proposals without providing reasons.
• Costs of Submission: Uzima Chicken shall not be liable for any costs incurred in proposal preparation or submission.
• Contractual Agreement: The selected firm will enter into a formal agreement outlining detailed scope and contractual obligations.
• RFP Modification or Cancellation: Uzima Chicken reserves the right to modify or cancel this RFQ at any time without prior notice