ITB-EMRO-IRQ-14-10-2026 Procurement Toyota Vehicles for WHO Iraq Country Office

INVITATION TO SUBMIT A BID (ITB) FROM THE WORLD HEALTH ORGANIZATION BIDS must be submitted via the WHO e-tendering portal: https://ungm.in-tend.co.uk/who CLOSING DATE: [21 October 2026 ] at [12:00 Noon] hours (Baghdad time) OFFERS SUBMITTED IN ANY OTHER MANNER (e.g. email, fax, hard copy or other means) WILL BE INVALIDATED. As part of its work, the World Health Organization (WHO) undertakes jointly with Member States and other specialized United Nations Agencies a variety of health programmes and activities for which equipment, supplies and operational resources are required. Purchases undertaken by WHO are non-commercial and are intended exclusively to support the implementation of the Organization's programmes and operations. The purpose of this Invitation to Bid (ITB) is to procure and deliver Toyota vehicles for the WHO Iraq Country Office, in accordance with the technical specifications, requirements and conditions set forth in this ITB and its annexes. DESCRIPTION Bidders are invited to submit offers for the supply and delivery of the following vehicle models: Toyota Fortuner – Non-Hybrid Toyota RAV4 – Hybrid The vehicles shall be brand-new, unused and of the latest available model year, and shall comply fully with the technical specifications provided in Annex I – Schedule of Requirements/Technical Specifications. Bidders are required to quote each vehicle model separately. For each model, bidders shall provide two separate final price options: Option A – Without Registration Plates (WHO Diplomatic Registration): Final price for the vehicle delivered without licence plates, with all applicable customs clearance, taxes, duties, fees and required documentation completed, enabling WHO to complete registration with diplomatic plates through the Ministry of Foreign Affairs (MOFA). Option B – With Baghdad Registration Plates: Final price for the vehicle delivered fully registered with Baghdad-coded Iraqi licence plates, including all applicable customs clearance, taxes, duties, registration, licensing, documentation, governmental and administrative fees. WHO will determine the final model(s), quantity(ies), and registration option(s) to be purchased following evaluation of the bids and subject to operational requirements and available budget. INSTRUCTIONS TO PROPOSERS Prices shall be quoted separately for Toyota Fortuner and Toyota RAV4 Hybrid and shall be submitted in accordance with the Financial Offer/Pricing Schedule included in this ITB. Prices shall be quoted in Iraqi Dinars (IQD). For each vehicle model, the bidder shall quote: Option A: Final unit price without registration plates for subsequent diplomatic registration by WHO; and Option B: Final unit price with Baghdad-coded registration plates. All quoted prices shall be final, fixed and all-inclusive for the applicable option. Prices shall include the vehicle cost and all applicable customs clearance, taxes, duties, fees, transportation, documentation, administrative costs, registration-related costs where applicable, and any other expenses necessary to meet the requirements of this ITB. No additional charge, fee, reimbursement or price adjustment shall be claimed from WHO after issuance of the Purchase Order, except where expressly agreed by WHO in writing. The bidder shall clearly specify for each vehicle offered: Exact model, grade and trim; Model year; Country of origin; Detailed technical specifications; Engine/powertrain and transmission; Available exterior colours; Stock availability; Confirmed delivery period; Vehicle warranty terms; and For the Toyota RAV4 Hybrid, the applicable hybrid system and hybrid battery warranty. The bidder must be an officially authorized Toyota dealer/distributor or otherwise duly authorized by Toyota and shall submit valid documentary evidence of such authorization with its bid. The supplier shall provide comprehensive manufacturer and/or authorized-dealer warranty coverage and after-sales/warranty services through an authorized Toyota service facility in Iraq. WHO will make payment by bank transfer following satisfactory delivery, inspection and acceptance of the vehicle(s), and completion of the documentation and/or registration requirements applicable to the option selected by WHO, unless otherwise expressly stated in the Purchase Order. SUBMISSION METHOD Offers must be made in accordance with the instructions contained in this ITB. All offers must be submitted via the WHO e-tendering portal: https://ungm.in-tend.co.uk/who The complete bid, including the technical offer, financial offer, vehicle specifications, warranty information, delivery schedule, Toyota authorization/dealership documentation and all other supporting documents required under this ITB, must be submitted through the e-tendering portal before the stated closing date and time. All technical specifications and full documentation must be submitted by the same means. Offers submitted by email, fax, hard copy, WhatsApp or any other method outside the designated e-tendering portal shall not be considered. Bidders are responsible for ensuring that their complete bid is successfully uploaded and formally submitted through the portal before the closing deadline. VALIDITY OF OFFERS Offers shall remain valid for a period of no less than ninety (90) calendar days from the ITB closing date. During the validity period, the bidder shall maintain the prices, delivery terms, specifications and other conditions stated in its offer unless otherwise agreed by WHO in writing. SAMPLES / VEHICLE INSPECTION WHO may, where considered necessary as part of the technical evaluation, request the bidder to make the offered vehicle model(s) available for physical inspection, demonstration and/or verification of technical specifications. Any such inspection or demonstration shall not constitute acceptance of the vehicle(s) or a commitment by WHO to award a contract. WHO may also conduct a pre-delivery inspection prior to final acceptance of vehicles supplied under the resulting Purchase Order. REQUESTING INFORMATION FROM WHO DURING THE TENDER PROCESS Any request for information or clarification regarding the technical specifications, commercial requirements or any other provision of this ITB shall be addressed to WHO EXCLUSIVELY through the e-tendering portal. Enquiries received less than seven (7) calendar days prior to the ITB closing date cannot be guaranteed a response. Only written enquiries submitted through the e-tendering portal will be entertained. Questions should, where applicable, identify the relevant ITB section, paragraph or Annex. WHO's responses to material questions, clarifications, amendments or additional instructions will be communicated through the e-tendering portal and, where applicable, made available to all bidders without identifying the bidder that submitted the question. Bidders are responsible for regularly checking the e-tendering portal for any clarification, amendment, notice or update issued by WHO prior to the closing deadline. TERMS AND CONDITIONS Any Purchase Order resulting from this Invitation to Bid shall be subject to the WHO Purchase Order General Terms and Conditions, together with any specific terms, requirements and conditions contained in this ITB, its annexes and the resulting Purchase Order. In the event of an award, the successful bidder shall comply with all technical specifications, prices, delivery requirements, warranty obligations, documentation requirements and other commitments contained in its accepted bid. SUPPLIER RESPONSIBILITIES AND RELATED SERVICES The successful supplier shall: Deliver the vehicle(s) to the WHO Iraq Country Office or other location specified in the Purchase Order, within the agreed delivery period. Be responsible, at its own cost, for all customs clearance, taxes, duties, governmental fees, transportation, documentation, administrative procedures and other requirements necessary to deliver the vehicle(s) in accordance with the registration option selected by WHO. For Option A – Without Registration Plates, deliver the vehicle without licence plates and provide all original documentation necessary to enable WHO to complete diplomatic registration through MOFA. For Option B – With Baghdad Registration Plates, deliver the vehicle fully registered with Baghdad-coded Iraqi licence plates and legally ready for use. Conduct a pre-delivery inspection (PDI) and provide the corresponding inspection certificate/report for each vehicle. Provide all applicable original vehicle documentation, including certificate of origin, customs/clearance documentation, ownership documents, warranty documentation, owner's manual, service/maintenance booklet and registration documentation, as applicable. Provide a comprehensive manufacturer and/or authorized Toyota dealer warranty for each vehicle and clearly state the warranty period and/or mileage, scope of coverage, exclusions and conditions. For the Toyota RAV4 Hybrid, provide detailed warranty information applicable to the hybrid system and hybrid battery. Provide after-sales service, maintenance support, spare-parts support and warranty services through an authorized Toyota service facility in Iraq. Provide appropriate orientation to WHO-designated drivers/personnel on vehicle operation, key safety features and, for the Toyota RAV4 Hybrid, operation and safety requirements of the hybrid system. Deliver each vehicle with all manufacturer-standard tools, equipment and accessories, including spare tyre or manufacturer-provided tyre repair kit, jack and tools where applicable, warning triangle, fire extinguisher and any other equipment specified in the technical requirements. All costs associated with these requirements shall be included in the respective quoted vehicle price. WHO will not accept additional charges after contract award. ADDITIONAL INFORMATION Any information that the bidder considers necessary to support, guarantee or clarify its bid, including detailed technical information, manufacturer documentation, compliance statements, warranty conditions or supporting certifications, may be included with the offer, provided that appropriate and clear reference is made to the relevant requirement of this ITB. Submission of additional information shall not relieve the bidder from the obligation to provide all information and documentation expressly required under this ITB. RIGHTS OF WHO In case of failure by the supplier to perform under the terms and conditions of the Purchase Order, including, but not limited to, failure to deliver all or part of the vehicle(s) in accordance with the agreed specifications, documentation requirements or delivery date(s), WHO may, after giving the supplier reasonable notice to perform and without prejudice to any other rights or remedies, exercise one or more of the following rights: Procure all or part of the required vehicle(s) from other sources, in which event WHO may hold the supplier responsible for any excess cost occasioned thereby; Refuse to accept delivery of all or part of the vehicle(s) that do not comply with the contractual requirements; and/or Terminate the Purchase Order in accordance with the applicable contractual terms. AWARD WHO reserves the right to: Award the contract to a bidder whose bid is considered substantially responsive to the requirements of the ITB and provides the best overall value to WHO, taking into account the applicable evaluation criteria; Award separate contracts or make multiple arrangements for the vehicle models, quantities and/or registration options where WHO considers this appropriate; Determine the final model(s), quantity(ies), and registration option(s) to be purchased based on the technical and financial evaluation, operational requirements and available budget; Accept or reject any bid, and annul the solicitation process and reject all bids at any time prior to award, without thereby incurring liability to the affected bidder or bidders; Accept only part of the items and/or quantities quoted; Not award any contract at all; and Reject any item or offer that does not comply with the specifications, mandatory requirements or other conditions set forth in this ITB. WHO may eliminate bids for technical, commercial, administrative or other reasons throughout the evaluation and selection process in accordance with its applicable rules and procedures. WHO shall not be obliged to disclose or discuss with any bidder the details of the evaluation or selection process except as otherwise required under applicable WHO procedures. NOTE: WHO is acting in good faith by issuing this ITB. However, issuance of this ITB does not oblige WHO to award a contract, issue a Purchase Order, purchase any particular model or quantity, or reimburse any bidder for costs incurred in preparing or submitting its bid. BIDDER'S UNDERTAKING The bidder shall immediately inform WHO of any material quality, safety, technical or regulatory concern affecting any vehicle offered or supplied under this ITB, including any manufacturer-issued safety notice, recall or other material defect that may affect the safe operation or reliability of the vehicle. This obligation shall apply both before and after contract award. If awarded a contract, the bidder shall cooperate fully with WHO in addressing any manufacturer recall, safety defect or material non-conformity affecting the supplied vehicle(s), including arranging the necessary inspection, repair, replacement or other corrective action in accordance with the applicable manufacturer warranty and contractual requirements. Where a supplied vehicle does not conform to the agreed technical specifications or contractual requirements, the supplier shall take the necessary corrective action within the timeframe specified by WHO and in accordance with the Purchase Order and applicable WHO terms and conditions.