Fuel supply for ILO fleet in KRI (Erbil, Dohuk and Sulaymaniyah)

Fuel supply for ILO fleet in KRI (Erbil, Dohuk and Sulaymaniyah)1. Summary of Required ServicesThe ILO Erbil Office invites qualified and legally registered fuel station companies to submit offers for the provision of fuel supply and vehicle washing services for the ILO vehicle fleet operating in the Kurdistan Region of Iraq.1.1 Scope of ServicesThe selected service provider shall be responsible for the following:• Supply of Diesel and Petrol (Gasoline) to ILO vehicles operating in the governorates of Erbil, Duhok, and Sulaymaniyah.• Provision of vehicle washing services for ILO SUV vehicles (Toyota Land Cruiser and Toyota RAV4).• Fuel supply and car washing services shall be provided strictly in accordance with the estimated quantities specified in the attached Bill of Quantities (BOQ).• Services shall be rendered on an “as-and-when required” basis for the ILO fleet and on actual supplied quantity basis.• Fuel shall be supplied strictly to authorized ILO vehicles only. The ILO will provide an official list of eligible vehicles and may update this list periodically as per requirements. The supplier shall implement a fuel control mechanism (e.g., fuel card system or equivalent tracking system) to ensure proper authorization and monitoring of fuel transactions.• The supplier shall ensure uninterrupted fuel supply throughout the contract period. Fuel stations must operate during clearly defined business hours; 24/7 availability is strongly preferred.• The supplier shall designate a focal point for operational coordination and emergency support• The supplier must guarantee that all fuel supplied complies with fuel quality specified in the quotation• ILO reserves the right to request quality certification and conduct random testing whenever needed.• The contract duration is estimated to be twelve (12) months commencing from the date of contract signature. The ILO shall apply a post-payment modality, whereby payments will be made monthly against actual quantities of fuel supplied and vehicle washing services provided, as supported by approved invoices.1.2 Service Coverage and Locations• The supplier shall have operational fuel stations in Erbil Governorate.• Availability of fuel stations in Duhok and Sulaymaniyah or any alternative cooperations with other fuel stations is needed.• In cases where the supplier does not have direct stations in Duhok and/or Sulaymaniyah, the bidder must clearly demonstrate alternative supply mechanisms, such as formal partnerships or authorized third-party fuel stations, ensuring uninterrupted service coverage in all required locations.1.3 Service Period• Estimated contract period: Twelve (12) consecutive months from the date of the contract signature.2. Vendor Eligibility and Compliance RequirementsBidders are required to provide detailed responses to the below questions under section A, and submit a priced BOQ under section B as described below,A- Please answer the below questions, please reply by submitting Annex A signed and stamped in PD.1. Does your fuel station/company operate licensed fuel stations in Erbil Governorate?Note: please note that having operating licenced fuel station in Erbil is a MUST.2. Does your fuel station/company operate licensed fuel stations in Duhok Governorate?If the answer is NO, then describe in detail how shall you provide fuel on post pay mechanism in the mentioned governorate.3. Does your fuel station/company operate licensed fuel stations Sulaymaniyah Governorate?If the answer is NO, then describe in detail how shall you provide fuel on post pay mechanism in the mentioned governorateB- Please submitted a fully priced, signed and stamped BOQ by submitting Annex B signed and stamped in PDF format.3. Payment Terms and Financial Conditions• Post payments shall be processed on monthly basis and shall be based exclusively on:o The actual quantities of fuel supplied during the month, ando The actual number of vehicle washing service provided during the reporting period.• Mode of Payment: Payments shall be made via bank wire transfer to the supplier’sofficially designated bank account.• The supplier must ensure that the bank account details correspond exactly to the legal name stated in the business registration certificate.• In accordance to the ILO financial regulations and rules, payment shall be affected within thirty (30) calendar days following:o Confirmation of service delivery to the full satisfaction of ILO, ando Receipt of complete and compliant invoices.4. ApplicationsInterested bidders are required to duly complete and submit:- Replies to the questions mentioned above under section A above using Annex I, signed and stamped.- And submit a completely priced Bill of Quantities (BOQ) using Annex II signed and stamped.Note: Failure to submit the completed Annexes I & II, may result in disqualification of the offer.HOW TO APPLYTo apply for the job, please click on the provided link and follow the instructions on the website. Make sure to read the job description carefully before submitting your application. You may be asked to create an account.Link: https://www.ungm.org/Public/Notice/293599