Terms of Reference (TOR)
Fire and Perils Insurance for Médecins Sans Frontières Switzerland

1. Background

Médecins Sans Frontières (MSF) OCG is an international medical humanitarian organization operating across multiple governorates in Iraq, including Federal Iraq and the Kurdistan Region of Iraq (KRI). MSF seeks adequate insurance protection for medical and general logistics stocks located in Iraq against physical loss or damage caused by fire and related perils.

2. Purpose

The purpose of this TOR is to define MSF’s requirements for fire and perils insurance coverage for medical and logistics stocks in Iraq, including the minimum coverage scope, service standards, claims handling expectations, deliverables, and key contractual parameters.

3. Objective

The objective is to obtain insurance protection that provides appropriate coverage for physical loss or damage caused by fire and associated perils, supported by effective policy administration and timely claims handling.

4. Scope of Services

The insurer shall provide insurance coverage for the medical and logistics stocks identified by MSF in the agreed schedules and annexes, together with related policy servicing and claims support during the policy period.

4.1 Minimum Required Coverage

• Fire
• Lightning
• Explosion / Air Strikes
• Riot, strike, and malicious damage – bidder shall state whether included in the base cover or available as an optional extension, including limits and deductibles.
• Storm, tempest, flood, and water damage – bidder shall state availability, limits/sub-limits and deductibles.
• Impact damage
• Burst pipes / escape of water – bidder shall state coverage, limits/sub-limits and deductibles.
• Earthquake – bidder shall state availability, limits/sub-limits, deductibles and additional premium, if applicable.
• Theft following insured peril damage – bidder shall state availability, limits/sub-limits, deductibles and additional premium, if applicable.
• Debris removal and professional fees – bidder shall state applicable limits/sub-limits and deductibles.
• Temporary protection / mitigation expenses – bidder shall state applicable limits/sub-limits and deductibles.

4.2 Property to be Insured

• Medical stock and logistics stock, as identified in the agreed stock and location schedules, subject to the final policy terms.

• Cold-chain support equipment and accessories

4.3 Basis of Cover

• The bidder shall clearly state the valuation basis applicable to each category of insured property and explain how indemnity will be calculated for partial and total losses.
• Limits of indemnity and sub-limits
• Deductibles / excesses
• Territorial scope
• The bidder shall clearly state whether an average clause or other underinsurance provision applies, the applicable threshold, and how any underinsurance deduction would be calculated.
• Exclusions
• Warranties and conditions precedent, if any
• Claims notification requirements and deadlines
• Policy period and renewal terms

4.4 Claims Handling Requirements

• Acknowledge receipt of a claim within 3 business day.
• Appoint a surveyor/loss adjuster when required
• Provide a clear list of documents needed to process each claim
• Keep MSF informed of claim status
• Settle valid claims within an agreed timeframe after receipt of complete documentation and completion of the assessment.
• Identify a named focal point for policy administration and claims

4.5 Service Expectations

• Local servicing capacity in Iraq or legally authorized arrangements enabling effective local service
• Responsive communication in English and Arabic
• Certificate(s) of insurance and final policy documentation
• Endorsement processing during the policy period within the agreed service timeline.
• Claims reports and policy utilization summaries on request
• Support for additions/removals of stocks through a documented notification and endorsement process, including applicable premium adjustments.

5. Deliverables

1. Final quotation and confirmed coverage summary
2. Policy schedule and full policy wording
3. Certificates of insurance, where requested
4. Endorsements for agreed amendments during the policy period
5. Claims submission guidance and claims contact details
6. Periodic claims status updates upon request
7. Renewal proposal, where applicable, before policy expiry and within the agreed MSF renewal timeline.

6. Proposed Contract Period

The initial policy period is expected to be 12 months, tentatively from 3 January 2027 to 31 December 2027, subject to contract signature, underwriting acceptance, and issuance of the policy documents.

MSF may, at its sole discretion and subject to satisfactory performance, budget availability, operational need, and applicable internal procedures, consider renewal or extension in accordance with agreed contractual terms and market conditions.

7. Key Commercial and Contractual Points

• Insured party name: Médecins Sans Frontières (MSF) Switzerland
• Insured locations and stocks as per final agreed schedules
• Currency of quotation and payment: to be specified by MSF in the tender documents and financial offer form.
• Applicable taxes and fees
• Policy inception and expiry dates
• Claims notification channel and timelines
• Endorsement process for additions/deletions of assets
• Cancellation terms
• Dispute resolution / governing law, as legally appropriate and approved by MSF
• Confidentiality obligations
• All exclusions, limitations, conditions, warranties, conditions precedent, sub-limits, deductibles and assumptions must be clearly disclosed by the insurer in the technical and financial offer and reflected in the final policy documentation.

In case of inconsistency between the tender requirements, agreed schedules, endorsements and the insurer's standard policy wording, the order of precedence shall be agreed during contract finalization and documented in the final policy/contract.

8. Annexes

The following annexes form part of this TOR and should be finalized by MSF before launch:

• Annex 1: Stock List
• Annex 2: Location Schedule
• Annex 3: Claims History

Annex 1: Stocks and Location Schedule

Annex 3: Claims History

Recommended period: previous 3 to 5 years, where available.

Tender's Files

6aba5f0371d78-itb-insuarance-msf.docx
6aba5f0373d42-itb-insuarance-msf.docx
6aba5f03740f5-tor-insurance-msf-1-.docx