Supplier Vetting Questionnaire
Supplier Vetting.
Pre-engagement questionnaire for prospective suppliers of grains, minerals, dairy and specialty agricultural commodities. Complete all sections that apply and return with the supporting documents listed before any contract, advance or purchase order is issued.
1 · Supplier Identity§ Identification
Registered Legal Name
Trading Name (if different)
Legal Form
Country of Operation
Date of Incorporation
Company / Registration No.
Tax Identification No. (TIN / VAT)
Years Trading
Supplier TypeGrower ☐ Cooperative ☐ Aggregator ☐ Miner ☐ Processor ☐
Commodity / Commodities Supplied
2 · Contact & Site§ Where & who
Registered Address
Physical Site Address
Site GPS Coordinates
Site Area (ha / sq m)
Primary Contact — Name
Role / Title
Email
Telephone (with country code)
Authorised Signatory — Name
ID / Passport No.
3 · Operations & Capacity§ What they can deliver
Installed Capacity (MT / month)
Peak Season Output (MT / month)
Storage Capacity (MT)
Weighbridge On-Site (Y / N & cert.)
Storage TypeSilo ☐ Warehouse ☐ Cold chain ☐ Open yard ☐ Other:
Moisture / Assay Equipment
Sample Handling Procedure
Grading Standards AppliedSAGL ☐ GMB ☐ ZIMRA ☐ OIML ☐ Custom:
Quality Control Setup
4 · Production & Delivery History§ Track record
State volumes delivered over each of the last three seasons for the principal commodity. Attach weighbridge tickets or off-taker confirmations where available.
| Season / Year |
Commodity |
Volume Delivered (MT) |
Principal Off-taker |
Quality Outcome |
| | | | | |
| | | | | |
| | | | | |
5 · Licences & Compliance§ Right to operate
Tick each item attached and record the evidence reference (document number, date, issuing authority). Items marked REQ are mandatory; COND items apply where relevant to the commodity.
-
Trading / dealer licence for the commodity e.g. GMB grain dealer licence, minerals dealer licence.
REQ
-
MMCZ registration Required for all mineral exports from Zimbabwe.
COND
-
GMAZ membership / grain buyer registration Maize, wheat, soya, sorghum suppliers.
COND
-
ZIMRA tax clearance (ITF 263) current
REQ
-
EMA environmental authorisation / EIA certificate
REQ
-
Health & phytosanitary certificate DVS / Plant Quarantine — applies to grains, dairy, specialty agri.
COND
-
Labour compliance — NSSA registration, minimum-wage evidence
REQ
-
Local content / indigenisation declaration where applicable
COND
6 · Quality Systems & Certifications§ Standards held
Certifications HeldISO 9001 ☐ ISO 22000 ☐ HACCP ☐ FSSC 22000 ☐ GlobalGAP ☐ Organic ☐ Other:
Insurance — Asset / Stock
Insurance — Public Liability
Insurance — Transit / Marine
Insurer & Policy Reference
7 · Commercial Standing & References§ Financial fitness
Principal Banker — Name & Branch
Account Held Since
Existing Advances / Crop LiensY / N — detail:
Trade Reference 1 — Company, Contact, Email, Telephone
Trade Reference 2 — Company, Contact, Email, Telephone
Please attach: bank reference letter (on letterhead, less than 3 months old); last 2 years audited financial statements (management accounts accepted for entities trading under 24 months); certified copies of all licences listed in Section 5; and certified ID/passport for the authorised signatory.
8 · Supplier Declaration§ Attestation
The undersigned, being an authorised officer of the supplier named in Section 1, declares that the information provided in this form is complete, accurate and current to the best of our knowledge. We confirm that the supplier, its beneficial owners and its directors do not appear on any international sanctions list (OFAC, UN, EU, UK, RBZ) at the date of signing. We undertake to operate in compliance with applicable laws, to source commodities through legitimate channels, and to notify AYCAS Commodities in writing within 10 business days of any material change to the information provided or of any subsequent sanctions listing.
Authorised Signatory — Full Name
Role / Title
Signature
Signed on behalf of the supplier
Date (DD / MM / YYYY)
Company Stamp
Affix company stamp / seal within this area
9 · Submission§ Return instructions
Return the completed form with certified supporting documents to trade@aycascommodities.com. AYCAS will acknowledge receipt within two working days and complete vetting within five working days. Physical originals may be required for certain documents before contracting.