HCR/IRQ/COE/2025/RFQ-029 Rehabilitating and Fixing the Damaged GRP Tank size in the Arbat Refugee camp, Sulaymaniyah, Iraq.

REQUEST FOR QUOTATION No.: HCR/IRQ/COE/2025/RFQ-029

Rehabilitating and Fixing the Damaged GRP Tank size in the Arbat Refugee camp, Sulaymaniyah, Iraq.

QUOTATION TO BE RECEIVED ON OR BEFORE: 30/11/2025 by 12:00 HRS (IRAQ TIME).

The Office of the United Nations High Commissioner for Refugees (UNHCR), office in Erbil, requests your price offer for the Rehabilitating & fixing the damaged GRP tank size in the Arbat Refugee camp, Sulaymaniyah, Iraq as specified below in this Request for Quotation (RFQ).

The estimated requirement is stipulated in (Annex A - Financial Offer Form).

The following Annexes are an integral part of this RFQ:

Please note that submitting an offer is deemed as full acceptance of UNHCR’s General Conditions for contracts.

1. Technical Requirements: (Please submit your offer with the following documents, details outlined in the below table):

• Company registration certificate as construction or general contracting company in IRAQ(Federal Government or Kurdistan Region of Iraq).

• Copies of at least one (Purchase Orders (POs), contract agreements, or work orders) attached with proof of GRP water tank project completion certificate/ performance letter issued by the client (Showing value, time completed, organization or firm for which completed, contact details of the organizations) awarded and served within the past 10 years.

• Detailed and realistic work plan (20 days) with Work Schedule/ Gantt chart showing the starting and end of each activity.

• Valid Tax Registration Certificate.

• Company business bank account in (IQD) carrying the name of the registered business/company. Bids with a Personal Bank Account will not be accepted. Submission of a letter from the bank showing the company banking information under the company name as evidenced in the Vendor Registration Form.

• Signed UNHCR General Conditions of Contracts for Goods (Annex C).

• Signed UN Supplier Code of Conduct (Annex D).

PRE-BID CONFERENCE:

UNHCR will organize a supplier pre-bid conference on MS Teams, on the 25th of November 2025 at 11:00 Iraq standard time. A maximum of one representative per company is allowed. Name and contact details of the company’s representatives must be provided, at least one working day in advance, by e-mail to [email protected], CC: [email protected]

2. Technical Evaluation Criteria (Pass/Fail):

UNHCR will evaluate the technical offers based on the following described criteria in order to attribute a “PASS/ FAIL” to the

Offers will be considered technically compliant only if the bidder meets all the criteria listed above.

3. Financial Offer:

Please submit your price offer in single currency of Local Iraqi Dinar (IQD), using the financial offer form (Annex A). Quoted prices should remain fixed/valid for the period of the Purchase Order.

Any Purchase Order (PO) issued as a result of this RFQ will be made in IQD. Payment will be made in accordance with the General Conditions for the Purchase of Services in the currency in which the PO is issued. Payments shall only be initiated after confirmation of successful completion by UNHCR business owner.

UNHCR is VAT exempted, with this regard, the price has to be given without VAT.

The fairly priced, substantially compliant offer will subsequently be recommended for a contract award.

IMPORTANT: Bidders are required to submit the financial offer both in PDF and Excel Sheet (Soft Copy) in the Template provided in Annex A: Financial Offer Form.

IMPORTANT: Any missing cost for a line in the Financial Offer will be considered invalid

4. RFQ Submission:

Please submit your proposal by email to UNHCR Erbil Procurement [email protected] before the mentioned deadline, it is mandatory to mention the tender reference “ HCR/IRQ/COE/2025/RFQ-029” in the subject of your email.

5. Bid Acceptance:

UNHCR reserves the right to accept the whole or part of your quotation. UNHCR may at its discretion increase or decrease the proposed content when awarding the contract and would not expect a significant variation of the rate submitted. Any such increase or decrease in the contract duration would be negotiated with the successful bidder as part of the finalization of the Purchase Orders for Goods.

UNHCR may, at its discretion, extend the deadline for the submission of quotation, by notifying all prospective suppliers in writing. The extension of the deadline may accompany a modification of the solicitation documents prepared by UNHCR at its own initiative or in response to a clarification requested by a prospective supplier.

Please note that UNHCR is not bound to select any of the firms’ submitting bids and does not bind itself in any way to select the firm offering the lowest price. Furthermore, the contract will be awarded to the bid considered most responsive to the needs, as well as conforming to UNHCR’s general principles, including economy and efficiency and best value for money.

6. Terms for Purchase Orders

The standard payment terms of UNHCR are net 30 days upon satisfactory delivery of goods or services and acceptance by UNHCR. “Notwithstanding the payment terms set forth in Clause 29 of the General Conditions of Contract for the Provision of (GCC), which form part of the solicitation documents, UNHCR is implementing a 45-day payment term for the duration of the current measure, temporarily superseding any conflicting provisions in the GCC, specifically Clause 29.”

7. Environmental Policy

UNHCR’s policy is to purchase products and services which have the least negative impact on the environment. Environmental considerations covering manufacture, transport, packaging, use and disposal of goods form part of UNHCR's evaluation and selection criteria.

8. Zero Tolerance Policy

Please note that UNHCR strictly follows zero tolerance policy and as such, advises to its bidders not to offer any gifts, favour, hospitality, commission, etc. to UNHCR Staff. Any bidder found to be offering gifts, favour, hospitality, commission, etc. to UNHCR Staff will be placed on United Nations sanctioned list and UNHCR will not do business with them anymore.

Thank you for your kind attention.