INVITATION TO TENDER

ZSVP/ITT-2025 -13

Project Name: Invitation to Bid for (ZSVP/ITT-2025-13)

Construction Ayashat Village Water Project

Ayashat Village Water Project requirements as per Bill of Quantities

DATE: 14/04/2025

Tender Invitation: Construction of Ayashat Village Water Project
Ref: ZSVP/ITT-2025-13

Dear Sir/Madam,

The Zakho Organization for Small Villages Projects (ZSVP), a local NGO dedicated to rural community development, is pleased to invite qualified bidders to submit proposals for the Ayashat Village Water Project in Sinjar-district, Ninawa Governorate, Iraq.

The Ayashat Village Water Project is aimed at improving access to safe and clean water for residents of Ayashat village. The project includes the construction and installation of essential water infrastructure such as Installation of main and distribution water pipelines, reservoirs, pump stations, Installation of household connections and related civil works.

Submission Requirements:

Interested bidders are invited to submit their proposals in accordance with the terms and conditions outlined below. Non-compliance with the specified conditions may result in the disqualification of the bid.

Mandatory Submission Documents:

• Filled and signed “Bill of Quantity – Annex 3”
• Completed “Supplier/Contractor Information Form – Annex 1”
• Valid registration documents of the supplier/contractor

Submission Format: All required documents must be submitted in a sealed envelope clearly marked:

Tender – Construction of Ayashat Village Water Project – ZSVP/ITT-2025-13

Submission Address:
ZSVP Office, Shinak Street, Ashti Quarter, Greabase, Duhok City
Email (for electronic submission): This email address is being protected from spambots. You need JavaScript enabled to view it.

Deadline for Submission:

Monday, 21^st April 2025 at 12:00 PM
It is the sole responsibility of the bidder to ensure that the bid reaches the specified address before the deadline. Late submissions will not be considered.

ZSVP is not responsible for any costs associated with the preparation or delivery of the bid.

Project Execution:

The contractor is expected to commence work and implement in accordance to the technical design documents provided as (Annex 4) under the ZSVP sight engineer supervision and instructions. Bidders must submit a project timeline detailing the implementation phases as per the Bill of Quantity (Annex 3).

In addition to the above the contractor should grantee a 1 month as maintenance after completion and hand overing the project to ZSVP.

• All work should be done according to the Iraqi Specification engineering
• All materials used in the work should be tested in governor laboratories (laboratory of Mosul university) and providing the laboratory results before using & according to construction work specification by NCCL.
• The price includes provide all materials, working, testing and transporting materials to site work
• The work should be done according to the instruction of Nainava water directorate and ZSVP organization
• The contractor must submit a certificate of materials (transformer, pipes and submersible pump)
• Selection of materials and implementation of work items must be according to the instruction of the ZSVP Engineer
• Not counting the materials offered and on the site after the completion of the work
• The contractor must clean the site after the work is completed and transfer all waste and dirt outside the village boundaries to burn or bury them.

Project Location:

Ayashat Village, Sinjar district, Ninawa Governorate, Iraq.

Payment Terms:

Payments will be made via bank transfer or cheque based on project milestones and certified progress reports approved by the project engineer:

• 1st Payment: 40% upon completion of 50% of the work
• 2nd Payment: 50% upon full completion of the work .
• Final Payment: 10% upon official handover and project acceptance including the maintenance period.

All requests for payment must include a detailed invoice specifying quantities, units, and total prices.

All requests shall be supported by the ZSVP project supervisor implementation percentage report.

The amount of the last payment will depend on the final and actual paragraphs executed while there are any agreed changes.

Currency and Bid Validity:

• All prices must be quoted in USD. Offers in other currencies may be rejected.
• Bids must remain valid for a minimum of 30 days after the submission deadline.

Evaluation Criteria:

Contracts will be awarded based on technical compliance, relevant experiences and the most economically advantageous offer.

Notification of Results:

All participants will be informed of the outcome of the tender. However, results will not be made public.

Inquiries:

For any questions or clarifications, please contact the ZSVP Logistics Unit at:
Tel: +964 751 223 6180

Additional Notes:

• ZSVP reserves the right to revise or remove items/quantities listed in the BOQ based on actual site assessments and budget availability.
• All submitted documents (Annexes 1, 2,3 and 4) must be signed and stamped by an authorized representative of the bidder.

Yours sincerely,

Dr. Abid Ali Hassan
Director, ZSVP

Attachments:

• Annex 1 – Supplier/Contractor Information Form
• Annex 2 – General Terms and Conditions
• Annex 3 – Bill of Quantity and Technical Specifications
• Annex 4 – project technical design documents

Company Details (to be filled by the bidder):

• Name of Company:
• Contact Person:
• Telephone Number(s):
• Company Address:
• Signature and Stamp:
• Date:

Annex 1

Supplier/Contractor Information Form

General Information

Legal Information (only fill if available/applicable)

Please provide photocopies of up-to-date business registration documents as specified below.

(Registration certificates are mandatory)

List the last three relative projects implemented by your company:

Certification

I, the undersigned warrant that the information provided in this form is correct, and in the event

of changes, details will be provided as soon as possible.

Name: ______________________________________               

Date/ Signature / Company

Stamp

Annex 2 – General Terms and Conditions

1. Acceptance of the Bid

This bid shall be deemed accepted only upon:

• The Supplier/Contractor signing and returning an acknowledgment copy of the bid; or
• Timely and complete submission of the bid as per the terms herein.

Such acceptance shall constitute a binding contract governed exclusively by the terms and conditions set forth in this document. Any additional or conflicting terms proposed by the Supplier/Contractor shall not be binding unless expressly accepted in writing by an authorized representative of ZSVP.

2. Payment Terms

2.1 Payments shall be made upon satisfactory fulfillment of the terms outlined in this bid.
2.2 Any applicable discounts will be honored, provided invoices are settled within the stipulated payment period.
2.3 The Supplier/Contractor shall submit a single invoice per project phase, clearly indicating the bid reference number.
2.4 Price increases are not permitted unless explicitly authorized in writing by ZSVP.

3. Tax Exemption

3.1 As per Section 7 of the Convention on the Privileges and Immunities of the United Nations, ZSVP is exempt from direct taxes and import/export duties related to official activities.
3.2 Should a governmental authority dispute ZSVP's exemption, the Supplier/Contractor must consult ZSVP for an appropriate resolution. ZSVP reserves the right to deduct unauthorized tax charges from the Supplier/Contractor’s invoice.

4. Risk of Loss

The risk of loss or damage to project goods remains with the Supplier/Contractor until the project is officially hand overed to ZSVP, as per the contract terms.

5. Transportation of materials and staff

The Supplier/Contractor is responsible for obtaining any necessary licenses or documentation related to the delivery of goods or even transportation within the country to the project implementation area

6. Inspection

6.1 ZSVP reserves the right to inspect all materials and oversee implementation throughout the project. Inspections do not constitute final acceptance.
6.2 Pre-delivery or onsite inspections shall not relieve the Supplier/Contractor of any contractual obligations.

7. ZSVP Rights in Case of Default

If the Supplier/Contractor fails to meet contractual obligations, including but not limited to delays, poor workmanship, or non-compliance:
7.1 ZSVP may procure replacement materials/services from another source at the Supplier/Contractor’s expense.
7.2 ZSVP may reject deliveries or work stages not meeting agreed standards.
7.3 ZSVP may cancel the contract without incurring liability.
7.4 In case of incomplete work, ZSVP reserves the right to assign another contractor to complete the project, at the cost of the original Supplier/Contractor.

8. Delays in Work Execution

Delays beyond the agreed completion date will incur a daily penalty of USD 100, unless prior written approval has been granted by ZSVP.

9. INVITATION TO TENDER

   ZSVP/ITT-2025 -13

    

   Project Name: Invitation to Bid for (ZSVP/ITT-2025-13)

   Construction Ayashat Village Water Project

   Ayashat Village Water Project requirements as per Bill of Quantities

    

   DATE: 14/04/2025

    

   Tender Invitation: Construction of Ayashat Village Water Project
   Ref: ZSVP/ITT-2025-13

   Dear Sir/Madam,

   The Zakho Organization for Small Villages Projects (ZSVP), a local NGO dedicated to rural community development, is pleased to invite qualified bidders to submit proposals for the Ayashat Village Water Project in Sinjar-district, Ninawa Governorate, Iraq.

   The Ayashat Village Water Project is aimed at improving access to safe and clean water for residents of Ayashat village. The project includes the construction and installation of essential water infrastructure such as Installation of main and distribution water pipelines, reservoirs, pump stations, Installation of household connections and related civil works.

   Submission Requirements:

   Interested bidders are invited to submit their proposals in accordance with the terms and conditions outlined below. Non-compliance with the specified conditions may result in the disqualification of the bid.

   Mandatory Submission Documents:

   • Filled and signed “Bill of Quantity – Annex 3”
   • Completed “Supplier/Contractor Information Form – Annex 1”
   • Valid registration documents of the supplier/contractor

   Submission Format: All required documents must be submitted in a sealed envelope clearly marked:

   Tender – Construction of Ayashat Village Water Project – ZSVP/ITT-2025-13

   Submission Address:
   ZSVP Office, Shinak Street, Ashti Quarter, Greabase, Duhok City
   Email (for electronic submission): This email address is being protected from spambots. You need JavaScript enabled to view it.

   Deadline for Submission:

   Monday, 21^st April 2025 at 12:00 PM
   It is the sole responsibility of the bidder to ensure that the bid reaches the specified address before the deadline. Late submissions will not be considered.

   ZSVP is not responsible for any costs associated with the preparation or delivery of the bid.

   Project Execution:

   The contractor is expected to commence work and implement in accordance to the technical design documents provided as (Annex 4) under the ZSVP sight engineer supervision and instructions. Bidders must submit a project timeline detailing the implementation phases as per the Bill of Quantity (Annex 3).

   In addition to the above the contractor should grantee a 1 month as maintenance after completion and hand overing the project to ZSVP.

   • All work should be done according to the Iraqi Specification engineering
   • All materials used in the work should be tested in governor laboratories (laboratory of Mosul university) and providing the laboratory results before using & according to construction work specification by NCCL.
   • The price includes provide all materials, working, testing and transporting materials to site work
   • The work should be done according to the instruction of Nainava water directorate and ZSVP organization
   • The contractor must submit a certificate of materials (transformer, pipes and submersible pump)
   • Selection of materials and implementation of work items must be according to the instruction of the ZSVP Engineer
   • Not counting the materials offered and on the site after the completion of the work
   • The contractor must clean the site after the work is completed and transfer all waste and dirt outside the village boundaries to burn or bury them.

    

   Project Location:

   Ayashat Village, Sinjar district, Ninawa Governorate, Iraq.

   Payment Terms:

   Payments will be made via bank transfer or cheque based on project milestones and certified progress reports approved by the project engineer:

   • 1st Payment: 40% upon completion of 50% of the work
   • 2nd Payment: 50% upon full completion of the work .
   • Final Payment: 10% upon official handover and project acceptance including the maintenance period.

   All requests for payment must include a detailed invoice specifying quantities, units, and total prices.

   All requests shall be supported by the ZSVP project supervisor implementation percentage report.

   The amount of the last payment will depend on the final and actual paragraphs executed while there are any agreed changes.

   Currency and Bid Validity:

   • All prices must be quoted in USD. Offers in other currencies may be rejected.
   • Bids must remain valid for a minimum of 30 days after the submission deadline.

   Evaluation Criteria:

   Contracts will be awarded based on technical compliance, relevant experiences and the most economically advantageous offer.

   Notification of Results:

   All participants will be informed of the outcome of the tender. However, results will not be made public.

   Inquiries:

   For any questions or clarifications, please contact the ZSVP Logistics Unit at:
   Tel: +964 751 223 6180

   Additional Notes:

   • ZSVP reserves the right to revise or remove items/quantities listed in the BOQ based on actual site assessments and budget availability.
   • All submitted documents (Annexes 1, 2,3 and 4) must be signed and stamped by an authorized representative of the bidder.

   Yours sincerely,

   Dr. Abid Ali Hassan
   Director, ZSVP

    

    

   Attachments:

   • Annex 1 – Supplier/Contractor Information Form
   • Annex 2 – General Terms and Conditions
   • Annex 3 – Bill of Quantity and Technical Specifications
   • Annex 4 – project technical design documents

   Company Details (to be filled by the bidder):

   • Name of Company:
   • Contact Person:
   • Telephone Number(s):
   • Company Address:
   • Signature and Stamp:
   • Date:

    

   Annex 1

   Supplier/Contractor Information Form

    

   General Information

    

   Company /Bureau Name
   Address
   Website
   Phone	Phone:
   Primary Contact	Name:                                                     Phone Number:                  Email Address:
   Number of Staff

   Legal Information (only fill if available/applicable)

    

   Please provide photocopies of up-to-date business registration documents as specified below.

   (Registration certificates are mandatory)

    

   Tax Registration Certificate
   Chamber of Commerce /Companies registration

   List the last three relative projects implemented by your company:

   Name of Project	Project Location	Fund provider

    

   Certification

   I, the undersigned warrant that the information provided in this form is correct, and in the event

   of changes, details will be provided as soon as possible.

    

    

   Name: ______________________________________               

   Date/ Signature / Company

   Stamp

    

    

    

    

    

    

    

   Annex 2 – General Terms and Conditions

   1. Acceptance of the Bid

   This bid shall be deemed accepted only upon:

   • The Supplier/Contractor signing and returning an acknowledgment copy of the bid; or
   • Timely and complete submission of the bid as per the terms herein.

   Such acceptance shall constitute a binding contract governed exclusively by the terms and conditions set forth in this document. Any additional or conflicting terms proposed by the Supplier/Contractor shall not be binding unless expressly accepted in writing by an authorized representative of ZSVP.

   2. Payment Terms

   2.1 Payments shall be made upon satisfactory fulfillment of the terms outlined in this bid.
   2.2 Any applicable discounts will be honored, provided invoices are settled within the stipulated payment period.
   2.3 The Supplier/Contractor shall submit a single invoice per project phase, clearly indicating the bid reference number.
   2.4 Price increases are not permitted unless explicitly authorized in writing by ZSVP.

   3. Tax Exemption

   3.1 As per Section 7 of the Convention on the Privileges and Immunities of the United Nations, ZSVP is exempt from direct taxes and import/export duties related to official activities.
   3.2 Should a governmental authority dispute ZSVP's exemption, the Supplier/Contractor must consult ZSVP for an appropriate resolution. ZSVP reserves the right to deduct unauthorized tax charges from the Supplier/Contractor’s invoice.

   4. Risk of Loss

   The risk of loss or damage to project goods remains with the Supplier/Contractor until the project is officially hand overed to ZSVP, as per the contract terms.

   5. Transportation of materials and staff

   The Supplier/Contractor is responsible for obtaining any necessary licenses or documentation related to the delivery of goods or even transportation within the country to the project implementation area

    

    

   6. Inspection

   6.1 ZSVP reserves the right to inspect all materials and oversee implementation throughout the project. Inspections do not constitute final acceptance.
   6.2 Pre-delivery or onsite inspections shall not relieve the Supplier/Contractor of any contractual obligations.

   7. ZSVP Rights in Case of Default

   If the Supplier/Contractor fails to meet contractual obligations, including but not limited to delays, poor workmanship, or non-compliance:
   7.1 ZSVP may procure replacement materials/services from another source at the Supplier/Contractor’s expense.
   7.2 ZSVP may reject deliveries or work stages not meeting agreed standards.
   7.3 ZSVP may cancel the contract without incurring liability.
   7.4 In case of incomplete work, ZSVP reserves the right to assign another contractor to complete the project, at the cost of the original Supplier/Contractor.

   8. Delays in Work Execution

   Delays beyond the agreed completion date will incur a daily penalty of USD 100, unless prior written approval has been granted by ZSVP.

   9. Assignment and Insolvency

   10.1 The Supplier/Contractor may not assign, transfer, or pledge any part of this contract without ZSVP's prior written consent.
   10.2 ZSVP reserves the right to terminate the contract if the Supplier/Contractor becomes insolvent or undergoes a change in control due to insolvency.

   10. Use of ZSVP or MCC Name and Emblem

   The Supplier/Contractor may not use the name, emblem, or logo of ZSVP or its partner (MCC) for any purpose without prior written authorization.

   11. Prohibition on Advertising

   The Supplier/Contractor shall not make public reference to this contract or its relationship with ZSVP without prior written consent.

   12. Child Labour

   The Supplier/Contractor certifies that neither it nor its affiliates engage in practices violating the Convention on the Rights of the Child. Any breach of this clause will result in immediate contract termination without liability.

    

   13. Officials Not to Benefit

   The Supplier/Contractor affirms that no official of ZSVP has received, nor will receive, any benefit in connection with this contract. Violation of this clause shall be grounds for immediate termination.

   14. Authority to Modify

   Only a duly authorized ZSVP official may modify the terms of this contract or create new contractual obligations. Any changes must be formalized in writing and signed by both parties.

    

   Assignment and Insolvency

10.1 The Supplier/Contractor may not assign, transfer, or pledge any part of this contract without ZSVP's prior written consent.
10.2 ZSVP reserves the right to terminate the contract if the Supplier/Contractor becomes insolvent or undergoes a change in control due to insolvency.

10. Use of ZSVP or MCC Name and Emblem

The Supplier/Contractor may not use the name, emblem, or logo of ZSVP or its partner (MCC) for any purpose without prior written authorization.

11. Prohibition on Advertising

The Supplier/Contractor shall not make public reference to this contract or its relationship with ZSVP without prior written consent.

12. Child Labour

The Supplier/Contractor certifies that neither it nor its affiliates engage in practices violating the Convention on the Rights of the Child. Any breach of this clause will result in immediate contract termination without liability.

13. Officials Not to Benefit

The Supplier/Contractor affirms that no official of ZSVP has received, nor will receive, any benefit in connection with this contract. Violation of this clause shall be grounds for immediate termination.

14. Authority to Modify

Only a duly authorized ZSVP official may modify the terms of this contract or create new contractual obligations. Any changes must be formalized in writing and signed by both parties.

Tender's Files

67fcfc50009bb-invitation-to-tender.pdf