RFQ standard

Bulk feed and feed ingredient RFQ template

Short answer

A bulk feed or ingredient RFQ must state the product and its use, the full specification with tolerances and test methods, quantity per month and per year, origin preference where it matters, certification requirements, packaging, destination and Incoterm, required delivery date, payment terms, documentation, inspection arrangement, offer validity, whether freight is included and what is excluded. With those fields fixed, offers can be converted to one landed cost per tonne on one specification basis.

Most feed and ingredient offers are not comparable because the request was not comparable. This template forces every supplier to answer the same commercial and technical questions, which is what makes a landed-cost comparison meaningful.

Request comparable feed offers

A. Product and use

Product: finished compound feed, single ingredient, additive or premix
Species and stage where the product is a finished feed
Intended use and any process constraint at your plant
Acceptable equivalents or alternative grades, and the basis for equivalence

B. Specification

Guaranteed parameters with tolerances: protein, moisture, fat, fibre, ash, relevant process indicators
Contaminant and hygiene limits with the binding test method
Physical form, particle size, durability or water stability
Shelf life on arrival and storage conditions
Certification: ISO 22000, HACCP, GMP+, FAMI-QS, halal, organic, non-GM as applicable

C. Volume and packaging

Monthly and annual quantity stated separately
Shipment size and delivery frequency
Spot, call-off contract or period pricing
Packaging: bulk, big bag, bagged weight, liner, marking, pallet configuration

D. Logistics

Origin preference where it matters to formulation, certification or import rules
Destination port, terminal or plant gate
Incoterms 2020 term required in the offer
Whether freight and insurance are included, and at what value
Discharge terms, free time and demurrage responsibility
Required delivery date and the consequence of delay

E. Commercial and documentary

Currency and price basis
Payment terms and any credit period requested
MOQ and price break structure
Offer validity in days
Documentation set: invoice, packing list, bill of lading, certificate of analysis, certificate of origin, phytosanitary or health certificate
Inspection: appointed surveyor, sampling point and whose result binds
An explicit exclusions statement

Questions buyers ask

How do I calculate the landed cost of imported animal feed?

Start from the offer price per tonne at its stated Incoterm, then add every cost that moves the goods to your gate on that term: ocean or road freight, insurance, port and terminal charges, customs duty and clearance, inland transport, bagging or rebagging, financing cost of the payment terms, and expected loss or moisture adjustment. Divide by the usable tonnage on your specification basis to compare offers.

Why does the Incoterm change the comparison so much?

Because it decides who pays freight, insurance and port charges. An FOB price and a CIF price for the same cargo are different scopes, not different market views. Restate every offer on one term before comparing.

Should I request a certificate of analysis with the offer?

Request the specification with the offer and the certificate of analysis per shipment. Also state which test method is binding in a dispute — most disagreements are method disagreements, not fraud.

How long should offer validity be?

Long enough to complete your evaluation in one market window — commonly one to four weeks for commodity-linked products. Ask every supplier for the same validity so the comparison is not distorted by timing.

Continue the decision

Before you request bulk feed quotes Feed offer & landed cost comparison tool How to choose a feed ingredient supplier Freight, Incoterms and delivery notes

Request comparable feed offers

Write the requirement once and send the same document to every supplier you are considering, including one you already prefer. FeedMatch sells nothing and takes no part in the contract.

Request comparable feed offers

Scope and neutrality

FeedMatch Group is an independent, supplier-neutral procurement platform. It does not manufacture, install or commission feed-processing equipment and is not an EPC contractor.
FeedMatch does not sell feed, ingredients, premixes or additives and does not act as a trader.
FeedMatch is not a bank, lender, credit provider or financial adviser. Financing, where relevant, is arranged by independent third parties.
Calculator outputs and planning ranges on this site are indicative inputs for your own evaluation, not quotations, nutritional advice or performance guarantees.