Terms of Reference

• Project: Holistic Opportunities for Positive Engagement in Maternal and Child    Health (HOPE-MCH) project.

• Date Released:  August 3^rd , 2026

• Deadline for Response: August 20^th, 2026

• Email:  tenders.gh@crs.org

• Subject: GH9909- (Name of Company)

Introduction/Background

The Holistic Opportunities for Positive Engagement in Maternal and Child Health (HOPE‑MCH) Project is a one-year maternal, newborn, and child health (MNCH) initiative designed to improve the wellbeing of children by strengthening the support systems surrounding families, communities, and health facilities. The project recognizes that children thrive when caregivers are empowered, health systems function effectively, and communities actively contribute to promoting health and resilience.

Over the past year, the project implemented a package of evidence‑based interventions at both community and facility levels to enhance access to quality MNCH services. Target populations included children under five, pregnant women, and lactating mothers. Key activities comprised community health education, capacity building for health providers, improved referral and follow‑up systems, and distribution of essential supplies to facilities. These measures have contributed to increased service utilization, improved health‑seeking behavior, and strengthened awareness of maternal and child health needs across participating communities.

Nutrition and food security form a central component of the HOPE‑MCH project, recognizing their foundational role in reducing maternal and child morbidity. Through community‑led agriculture initiatives, the project will leverage the strengths of Mother‑to‑Mother Support Groups (MtMSGs) to promote climate‑resilient farming, cultivation of fortified and indigenous crops, small‑scale animal husbandry, and sustainable soil management practices. The Department of Agriculture will lead the training process, equipping MtMSG members with practical skills in poultry and small ruminant rearing. This model is expected to expand household knowledge, diversify food production, and increase year‑round availability of nutrient‑rich foods.

To address persistent gaps in the nutritional needs of pregnant and lactating women, the project further aims to empower MtMSGs with both skills and inputs to establish nutrient‑dense home gardens integrated with small Poultry production. This holistic approach is designed to strengthen household resilience, reduce vulnerability to food insecurity, and improve the overall nutritional status of mothers and young children.

Objective of Assignment

The objective of this assignment is to procure and deliver 4,800 high‑quality layer birds to support the implementation of the HOPE‑MCH project’s community‑led nutrition and food security activities. The procurement aims to equip/supply Mother‑to‑Mother Support Groups (MtMSGs) with the necessary Poultry resources and basic equipment to establish and manage small‑scale animal production units.

Scope of Work

Timelines for delivery

• The services are to be delivered within 30 days upon award of contract to the HOPE-MCH communities.

Supply of Poultry/Breeding Stock

• Provide healthy and disease‑free poultry (layers)

• The stock supplied must be uniform in size, weight, age and breed.

• The birds supplied must be active and physically fit with no deformities.

• Replace birds found dead, sick, injured, or unfit at the point of delivery.

Veterinary Screening and Certification

• Conduct pre‑delivery veterinary examinations to confirm that all animals are free from infectious diseases and parasites.

• Provide valid veterinary health certificates issued by a registered veterinary authority.

• Ensure all animals are vaccinated according to national guidelines prior to delivery.

Feeding and Nutrition

• Provide appropriate age rations for pullet of one month old with feeding for up to 1 month.

Delivery and Transportation

• Safely transport poultry birds to designated MtMSG community or community delivery points.

• Ensure safe handling and transportation following animal welfare standards.

• Coordinate delivery schedules with project staff and the Department of Agriculture.

• Allow inspection and counting of birds before handover.

Documentation and Reporting

• Submit delivery notes, vet certificates

• Progress updates before delivery

• Final delivery report indicating the quantities supplied and delivered by location. and any other required procurement documentation.

• Provide an itemized invoice aligned with delivered quantities and approved specifications.

Collaboration

• The supplier will develop a schedule of distribution which will be shared with the project team and the department of Agric for the appropriate support and monitoring.

• The district stakeholder, the department of Agric will have to verify and approve/certify the conditions of poultry as good before its acceptance at the community level

Specifications of Poultry

Deliverables

• Supply of Certified Poultry: Delivery of healthy, disease‑free, well‑matured poultry (layers) sourced from certified breeders, meeting all productivity and quality standards to HOPE-MCH project communities.

• Veterinary Health Compliance Package: Pre‑delivery veterinary examination reports, valid health certificates, and proof of required vaccinations in line with national guidelines.

• Provision of Initial Feed: Supply of one‑month feeding rations for poultry (pullet starter feed).

• Safe Transport and Handover: Humane transport and delivery of animals to designated MtMSG/community sites, including coordination with project staff and the Department of Agriculture.

• Complete Delivery Documentation: Submission of waybill certificates, feeding records, schedules, and a final report confirming full completion of all services within 30 days.

Distribution Requirement and Locations

HOPE-MCH Project Communities and Districts

Timeline

Thirty days from the time of award of contract

Supplier Qualifications

The selected supplier must meet the following minimum qualifications:

a. Legal and Institutional Requirements

• Must be a legally registered business entity authorized to operate in Poultry production, trade, or distribution.

• Must provide valid business registration documents, tax identification number, and any required trade licenses.

• Must comply with national Poultry movement and veterinary regulations.

b. Technical Qualifications

• Demonstrated experience (minimum 3 years) in supplying poultry, or other Poultry at scale for community or development projects.

• Proven capacity to supply healthy, disease‑free, Sasso poultry, sourced from certified breeders.

• Ability to conduct or facilitate veterinary screening, vaccinations, and issue valid health certificates.

c. Operational Capacity

• Ability to transport Poultry safely and humanely to 120 HOPE‑MCH communities within the 30‑day timeline.

• Adequate staffing, logistics, and technical capability to coordinate with CRS, district stakeholders, and the Department of Agriculture.

d. Past Performance

• Evidence of successful delivery of similar Poultry supply contracts (reference letters, award contracts, delivery notes).

• Positive performance history with donor‑funded or government agricultural programs is an added advantage.

Evaluation

A two-step evaluation process will be applied.

1. Bidders must meet the following requirement. Vendors who fail to submit the documents below will be eliminated from the Technical and financial evaluation Process.

2. Valid Business Registration Certificate- include form C/Form A/ Form 3 where applicable.

3. Valid Tax clearance Certificate

4. Registration Certificate /Document as Poultry Farmer with Vertinary Services

b. Technical Evaluation (100%)

c. Scoring and Award Decision

• Each proposal will be scored on a scale of 1–5 for each criterion.

• Weighted scores will be calculated by multiplying the score by the criterion weight.

• The Supplier with the highest total weighted score will be recommended for award.

• CRS Ghana CO Procurement Committee will review and approve the final selection.

• Award will be given to the most economically advantageous tender, considering technical quality, price reasonableness, and ability to meet the delivery timeline.

Payment Terms

The payment structure will follow CRS procurement standards and ensure accountability tied to deliverables:

a. Payment Schedule

• 20% Advance Payment upon contract signing and submission of:

  • work plan and distribution schedule.

• 40% Interim Payment upon:

  • completion of animal housing in all assigned communities,

  • submission of verification/approval by district agriculture officers.

• 40% Final Payment upon:

  • Full delivery of poultry to all 120 communities,

  • Submission of all veterinary certificates, feeding documentation, movement permits, and delivery notes,

  • Acceptance of final delivery report by CRS.

b. Payment Conditions

• Payments will be processed within 30 days of receipt and approval of invoices and supporting documentation.

• All payments must be made through traceable financial channels (no cash payments).

• CRS reserves the right to withhold payment if deliverables are incomplete, animals do not meet specifications, or documentation is insufficient.

c. Performance Assurance

• Poor quality or diseased animals delivered will be rejected at the supplier’s cost.

• Late delivery beyond the 30‑day timeline may incur penalties as per CRS procurement policy.

Annexes

List any annexes you may have as attachment to this document e.g. project proposal, results framework, etc.