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Structured feed tender — the 8-week process — Procurement · Tender — FeedMatch Group project reference
Procurement · Tender

Structured feed tender — the 8-week process

Annual feed and ingredient contracts should not be awarded by phone. A structured tender takes 6–8 weeks, unlocks 4–9% cost savings versus rollover pricing, and creates the paper trail your board, auditors and finance partners increasingly demand.

  • 8-week timeline
  • Pre-qualification through award
  • Audit-ready
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Project references

Visual scope of procurement · tender

Week 1–2: Pre-qualification (RFI)

Long-list 8–12 suppliers, send RFI covering certifications, capacity, references and financial standing. Shortlist 5–6.

Week 3: RFQ issued

Send normalized RFQ (nutrient specs, incoterms, volume by month, tolerance clauses) to shortlist. Suppliers get 10 working days.

Week 5: Clarifications

Consolidate supplier questions, publish clarifications to all bidders simultaneously to preserve fairness.

Week 6: Evaluation

Score against weighted matrix. Normalize to same incoterms and payment terms before comparing headline prices.

Week 7: Negotiation round

Top 3 suppliers get a BAFO (Best and Final Offer) round on price + payment terms. Do not reopen scope.

Week 8: Award & contract

Award letter, framework contract with agreed price mechanism (fixed / index-linked / basis), quality tolerances, SLA and exit clauses.

Related

17 options

Tells suppliers how mature the requirement is and how to structure their quote.

Select the bracket that best matches your allocated or anticipated budget. This helps us route the RFQ to suppliers with the right project capacity.

Pick all that apply.

If you already have suppliers or equipment brands in mind, list them (comma-separated). We benchmark them against comparable qualified alternatives — vendor-neutral, no lock-in.

House size, climate zone, production target, equipment standards, Incoterms, warranty terms, or any must-have scope items. The more specific, the more comparable the quotes.

When do you need supplier proposals back? We align outreach and reminders to this date.

💬 Anything else? (pick all that apply)
📝 Project description (optional — helps suppliers quote faster)

Free for buyers · Supplier-paid model · No obligation · Human-assisted sourcing

Most buyers receive initial supplier matches within 24–72 hours.

FAQ

Common questions

Can I run this in parallel with incumbents?
Yes and you should. Include the incumbent in the tender — competition alone often drives 2–4% concession from a well-known supplier.
Are index-linked contracts safer?
For large ingredient volumes, index-linking to CBOT/Rosario/MATIF is fairer to both sides during volatility. Fixed price above 90 days transfers price risk entirely to the supplier — they price the risk in.
Does FeedMatch run tenders end-to-end?
Yes — for compound feed, ingredients, additives and premix contracts globally. Fully supplier-neutral, buyer-side only.
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