ESTABLISHMENT OF FRAME AGREEMENTS FOR SUPPLY AND DELIVERY OF FUEL FOR UNHCR VEHICLES IN ERBIL, IRAQ

INVITATION TO BID No. HCR/IRQER/2022/ITB‐003
1. General Requirements:
1.1 UNHCR Erbil Office is looking for a capable and qualified supplier(s) to establish a frame
agreement for the provision of fuel for UNHCR vehicles for two years period with the
possibility of extension for an additional one year upon satisfactory performance of the
contractor. UNHCR estimates its annual requirement to be 30,000 Litres of Petrol
(normal) and 90,000 Litres of Diesel for the three‐year period, which may vary depending
on the organization’s actual needs.
1.2 The Contractor shall have all necessary equipment and facilities in its current premises
and shall have a sufficient number of experienced and professionally trained staff to
handle the minimum requirements of the UNHCR. The successful Contractor shall have
the following minimum qualifications:
‐ Be duly licensed (registration certificate) by the Government of Iraq/KRI, for Supply of
Fuel.
‐ At least 2 years of experience.
‐ Maintain a good track record in serving international organizations, embassies, and
multinational companies.
‐ Employ competent and experienced staff.
‐ Be financially capable of rendering service to UNHCR offices in Erbil, KRI.
2. Scope of Work and key deliverables:
‐ The contractor should have its fuel station(s) inside Erbil Cities and preferably within a five (5)
km radius from the UN compound.
‐ The contractor should provide UNHCR with a valid recent fuel quality certificate.
‐ The station should be capable of providing fuel to UNHCR at immediate request on a daily
basis.
‐ The fuel must be of the specifications/standards set by the Government.
‐ Staff at the fuel stations should have minimal safety and fuel management training.
‐ Fuel station shall maintain and shall make available, all records relating to this service on
reasonable notice, for inspection and examination by UNHCR.
‐ The supplier shall, at all times, provide UNHCR vehicles quality diesel and petrol (normal) at
its designated fuelling stations within Erbil.
‐ The price /liter quoted shall remain fixed for the agreed period (minimum four months) and
will be reviewed on a quadrimesterly basis with the selected contractor. The quoted price
shall be in line with the government fixed price. Any contract amendment should reflect the
new price accordingly.
‐ Price will be set based on the prevailing market rates during which the fuel is provided.
‐ Price shall not include customs, sales tax, and VAT. Since UNHCR is exempted from all customs,
tax, and duties.
‐ The contractor shall agree to refuel UNHCR vehicles upon submission of duly filled, signed and
stamped fuel coupons from UNHCR. (Preferred method of refuelling the vehicles would be via
card system if available).
‐ The Supplier shall record the quantity of fuel served along with the unit price and shall sign
and stamp the coupon. Take the original and return the duplicate. UNHCR will remain open
for discussion with the selected contractor to make fuel issuance to UNHCR as fast and easy
as possible.
3. Payment Options:
‐ The contractor shall submit to UNHCR within the first working week of each month its monthly
bill indicating UNHCR’s coupon number, product, quantity, unit price, and total product cost.
‐ Invoices shall be subject to verification by UNHCR and communicated to the contractor within
a week if there is any discrepancy.
‐ Payments will be made by bank transfer (EFT), therefore the supplier shall provide a valid bank
account.
‐ UNHCR reserves the right to terminate the Contract earlier than the expiry date if deemed
necessary.
4. Quality control:
The Contractor shall ensure the quality of service provided to UNHCR at all times. Control for
quality of the service should include an internal control system, covering the entire range of
services under the contract, as well as methods of monitoring, identification, and correction
of deficiencies of service quality, provided to UNHCR. UNHCR shall be informed of any
identified deficiencies and actions taken to correct them. UNHCR reserves the right to
evaluate quality control of provided fuel, and if necessary, propose possible improvements
during the quarterly meetings with the Contractor.
UNHCR will evaluate the quality of provided fuel in accordance with key performance
indicators.