FOR THE ESTABLISHMENT OF A FRAMEWORK AGREEMENT FOR FUEL SUPPLY SERVICES TO THE UNHCR EGYPT FLEET CLOSING DATE AND TIME: 11/12/2026 – 23:59H, Egypt local time Supply Unit - [email hidden]

Description DATE: 11/11/2026 SIMPLIFIED REQUEST FOR PROPOSAL: UNHCR SRFP/CAI/005/2026 FOR THE ESTABLISHMENT OF A FRAMEWORK AGREEMENT FOR FUEL SUPPLY SERVICES TO THE UNHCR EGYPT FLEET CLOSING DATE AND TIME: 11/12/2026 – 23:59H, Egypt local time INTRODUCTION TO UNHCR 1.1. UNHCR, the United Nations (UN) Refugee Agency, is a global organisation dedicated to saving lives, protecting rights and building a better future for people forced to flee their homes because of conflict and persecution. We lead international action to protect refugees, forcibly displaced communities and stateless people. We deliver life-saving assistance, help safeguard fundamental human rights and develop solutions that ensure people have a safe place called home where they can build a better future. We also work to ensure that stateless people are granted a nationality. We work in over 130 countries, using our expertise to protect and care for millions. simplified Request for proposal (SRFP) SRFP overview 2.1. The purpose of this SRFP from the Office of the United Nations High Commissioner for Refugees (UNHCR) is to invite qualified suppliers to submit a proposal (hereafter also referred to as offer/bid) for UNHCR Office in Cairo, for the establishment of a Framework Agreement for fuel supply services to the UNHCR Egypt fleet, as fully detailed in the Terms of Reference (TORs) attached as Annex A of this document. 2.2. Other UN Agencies, Funds and Programmes shall be entitled to the same prices and terms as those contained in the offer of the successful bidder and could form the basis for a Contract/Framework Agreement with other UN Agencies. 2.3. It is strongly recommended that this SRFP and its Annexes be read thoroughly. Failure to observe the procedures laid out in these documents may result in disqualification. 2.4. UNHCR intends to award a single Framework Agreement (FA) to one (1) service provider for an initial period of one (1) year, with the possibility of extension for one (1) additional year, subject to satisfactory performance and budget availability (maximum total duration of two (2) years). The FA does not carry any minimum purchase commitment by UNHCR. All Purchase Orders for fuel will be issued against the FA and linked to it in the UNHCR Cloud ERP system. The successful bidder will be required to maintain its quoted service margin/discount and fees, without revision, for the full duration of the FA, including the extension year; fuel unit prices follow the official retail prices regulated by the Egyptian Ministry of Petroleum. 2.5. This SRFP is an invitation to submit proposals to UNHCR and is not intended and shall not be construed in any way as an offer to contract with your firm or as giving rise to any binding commitments on the part of UNHCR, whether expressed or implied. No binding Contract or other understanding or arrangement, whether expressed or implied, will exist between the bidder and UNHCR and nothing in, or in connection with this SRFP shall give rise to any liability on the part of UNHCR until a Contract is signed by UNHCR and the successful bidder. 2.6. Sub-Contracting: Please take careful note of the provisions on sub-contracting in the attached UNHCR General Conditions of Contract for the Provision of Goods (Annex D). 2.7. The deadline for submission is: 11/12/2026 – 23:59H, Egypt local time (see section I. 3.35 below). Any proposal received after the deadline will be rejected. Bids must be submitted electronically through the UNHCR Cloud ERP Supplier Portal (https://supplier-portal.unhcr.org) or by email to the secured tender email address •••••@•••••.•••Sign up to see this detail (see section 3.35). Any bid sent to another UNHCR email address, including •••••@•••••.•••Sign up to see this detail, or by any other means will be rejected. UNHCR may, at its discretion, extend the deadline for submissions of proposals by notifying all prospective bidders simultaneously in writing. The extension may include modifications of the solicitation documents, either initiated by UNHCR or in response to a prospective supplier’s clarification request. 2.8. UNHCR reserves the right to cancel a solicitation at any stage of the procurement process prior to final notice of award of a Contract. SRFP requirements 2.9. The estimated requirement of UNHCR is specified in Annex A: an indicative budget of EGP 450,000 per annum for the supply of fuel (Petrol 92, Petrol 95 and Diesel) to UNHCR Egypt’s fleet of seven (7) active vehicles, stationed mainly in Cairo and Alexandria and travelling on missions across Egypt. 2.10. These figures have been stated to enable bidders to have an indication of the projected requirements. They do not represent a commitment from UNHCR to purchase a minimum quantity or value of fuel. Consumption will be on demand and regulated by issuance of Purchase Orders against the Framework Agreement. Request for proposal SRFP DOCUMENTS 3.1. The following Annexes form an integral part of this Request for Proposal: Annex A: Terms of Reference (TORs) Annex B: Financial Offer Form Annex C: UNHCR Vendor Registration Form for Commercial Suppliers Annex D: UNHCR General Conditions of Contract for the Provision of Goods Annex E: UN Supplier Code of Conduct Annex F: Confirmation on vendors sanction list. Annex G: Guidelines for the UNHCR Cloud ERP Supplier Portal (registration and online bid submission) Acknowledgement 3.2. We would appreciate your informing us of the receipt of this Request for Proposal by return e-mail to •••••@•••••.•••Sign up to see this detail as to: Your confirmation of receipt of this SRFP Whether or not you will be submitting an offer for this SRFP IMPORTANT: Failure to send the above requested information may result in disqualification of your offer from further evaluation. REQUESTS FOR CLARIFICATION 3.3. Bidders are required to submit any request for clarification or any question in respect of this SRFP through e-mail to •••••@•••••.•••Sign up to see this detail. The deadline for receipt of questions is 01/12/2026 – 23:59H, Egypt local time. Bidders are requested to keep all questions concise. UNHCR will reply to the questions received as soon as possible by sending a notification to all invited bidders at the same time (see section 3.5 below). 3.4. Bidders’ information session: UNHCR may hold one information session on this SRFP, in person or online, before the deadline for questions. If held, all invited bidders will be notified of its date and time at the same time and may attend on the same terms. Minutes of the session, including all questions raised and UNHCR’s answers, will be shared with all invited bidders through •••••@•••••.•••Sign up to see this detail. Attendance is not mandatory. 3.5. All questions received and UNHCR’s answers will be shared with all invited bidders at the same time through •••••@•••••.•••Sign up to see this detail, without identifying the bidder who asked the question. UNHCR will not provide any information on this SRFP to an individual bidder that is not shared with all bidders. your proposal 3.6. Your proposal must be prepared in English. 3.7. Please submit your proposal using the Annexes listed under section A.3.1. and filling out the forms provided. Proposals not conforming to the requested formats may not be taken into consideration. 3.8. The proposal submitted shall comprise the following two separate sets of documents: a) Technical offer and b) Financial offer. CONTENT OF THE TECHNICAL OFFER 3.9. The Terms of Reference (TORs) of the services requested by UNHCR can be found in Annex A. Bidders must clearly state and disclose any discrepancies with the specifications, and the Terms of Reference provided. IMPORTANT: No pricing information should be included in the technical offer. Failure to comply with this requirement will result in disqualification. The technical offer should contain all technical information required and be submitted separately from the financial offer. 3.10. Your Technical Offer should be concisely presented and structured in the following order to include, but not necessarily be limited to, the following information: TECHNICAL OFFER DESCRIPTION OF CONTENT 1 Description of the company and the company’s qualifications Description of your company including the following documents: company profile, valid commercial register extract, tax registration card, licence to operate fuel retail and distribution in Egypt, last audit reports. Year founded If multi-location company, specify headquarters location Number of active filling stations in the proposed network in Cairo, Alexandria and in the other governorates (full list of stations to be attached, see item 6) Similar fleet management and fuel card contracts successfully completed or currently underway, with references (diplomatic missions, international organizations or large corporate fleets) Years of experience in fleet management and fuel card services (minimum five (5) years) Include any information that will facilitate our evaluation of your company’s substantive reliability, financial and managerial capacity to provide the goods or services/works. 2 Understanding of the requirements for goods, services, works, proposed approach, solutions, methodology and outputs Any comments or suggestions on the TOR, along with a detailed description of how your company would respond to the TOR: Description of the fuel card system: card issuance mapped to vehicle license plates and drivers, fuel type lock, odometer reading input at the pump Description of the online management portal: real-time monitoring, active controls (lock/unlock, spending limits), automated monthly reports Confirmation of compliance with the mandatory requirements of the TOR (see section 3.12), including fallback procedures in case of network failure and replacement of lost cards within 48 hours 3 Account management and customer support Name and CV of the Account Manager assigned to UNHCR, and description of the 24/7 customer service hotline and the process for troubleshooting and dispute resolution. 4 UNHCR Vendor Registration Form Annex C If your company is not already registered with UNHCR, you should complete, sign and submit with your technical proposal the Vendor Registration Form If your company is already registered with UNHCR, please submit an empty Vendor Registration Form clearly indicating your UNHCR supplier ID 5 UNHCR General Conditions of Contract for the Provision of Goods – Annex D Your technical offer must contain your acknowledgement of the UNHCR General Conditions of Contract for the Provision of Goods by signing Annex D. However, please note that submitting an offer for this SRFP is deemed as full acceptance of UNHCR’s GCCs 6 List of filling stations Complete list of the active filling stations in the proposed network, in Excel format, showing for each station: name, full address, governorate, GPS coordinates or map link, and operating hours. This list is used to score Criterion 1 (section 3.26). 7 UN Supplier Code of Conduct – Annex E Annex E signed and stamped by an authorised representative of the company. 8 Confirmation on vendors sanction list – Annex F Annex F signed and stamped by an authorised representative of the company. 3.11. The bidders have to show that: They hold the registration and licences required to operate fuel retail and distribution in Egypt, and can provide fuel at the stations listed in their offer in Cairo, Alexandria and all other governorates. The fuel supplied complies with official Egyptian national standards at all times. The assigned Account Manager will not be replaced without prior written notice to UNHCR. The company shall guarantee that the fuel supply will be uninterrupted for the duration of the Contract, including fallback verification procedures in case of a terminal or network failure. Lost or damaged cards will be blocked immediately and replacement cards delivered to UNHCR offices within 48 hours. 3.12. Mandatory requirements (pass/fail): the smart fleet card system and the online management portal described in Annex A, sections 2.2 and 2.3, are mandatory. The bidder must confirm in its technical offer that, from the start of the Framework Agreement, it will provide: (i) cards mapped to vehicle licence plates and assigned drivers; (ii) a fuel type lock; (iii) mandatory odometer reading input at the pump; (iv) real-time transaction monitoring on the portal; (v) instant locking and unlocking of cards and spending limits; and (vi) automated monthly consumption reports. The requirements listed in section 3.11 are also mandatory. Features beyond this minimum and the quality of the proposed solution are scored under Criterion 2 (section 3.26). CONTENT OF THE FINANCIAL OFFER 3.13. Your separate Financial Offer must be submitted in Egyptian Pounds (EGP) only. Offers in any other currency will not be accepted. 3.14. The financial offer must be all-inclusive: it must cover every margin and fee that will be charged to UNHCR under the Framework Agreement. No fee or charge other than those listed in Annex B will be accepted or paid. 3.15. The financial offer shall include the following information: Service margin (+) or discount (–), as a percentage of the official retail pump price regulated by the Egyptian Ministry of Petroleum, applicable to all fuel types (Petrol 92, Petrol 95 and Diesel). The fuel unit price itself must be the official regulated price. Fees for card issuance (per card, for seven (7) cards), annual online portal maintenance and card replacement. Any assumption made for the provision of the estimates without compromising the delivery of services. Billing: a single consolidated monthly invoice for all vehicles, with the detailed transaction log from the online portal; payment terms as per section 3.44. The service margin/discount and all fees are fixed for the full duration of the Framework Agreement, including the extension year, and will not be revised. 3.16. The Financial Offer must be submitted as per the Financial Offer Form (Annex B). Bids that have a different price structure may not be accepted. 3.17. UNHCR is exempt from all direct taxes and customs duties. Fuel will be invoiced at the official retail pump price regulated by the Egyptian Ministry of Petroleum, which already includes all applicable taxes; no VAT or other tax may be added to it. The service margin/discount and the fees must be quoted inclusive of VAT at the applicable rate, and the bidder must state in Annex B the VAT rate included in each item. OFFER VALIDITY PERIOD, BID AND CONTRACT PREPARATION COSTS 3.18. Your offer must be valid for 120 days from the deadline for submission. UNHCR will make its best effort to select a company within this period. 3.19. The bidder will bear all costs of preparing and submitting a bid, and of preparing and negotiating a Contract, including any travel or any other related costs or expenses, UNHCR will not be responsible for or reimburse any such costs. Such costs cannot be included as a direct cost chargeable to UNHCR under an awarded contract or otherwise. EVALUATION OF PROPOSALS 3.20. Each proposal from a bidder will be considered and evaluated separately and independently. Bidders shall submit a complete proposal for this SRFP. References to previous or on-going proposals or contracts will not be considered. Award of a previous Contract does not guarantee or give preference for the award of a new Contract related to future solicitations on the same subject. 3.21. UNHCR will conduct the evaluation of valid technical and financial offers submitted, undertaking the following steps: i) preliminary examination and evaluation of minimum qualification criteria, ii) evaluation of technical offers, iii) evaluation of financial offers. The minimum qualification criteria (pass/fail), taken from the Terms of Reference, are listed below. An offer that fails any of them will not be evaluated further: A valid commercial register, tax registration card and licence to operate fuel retail and distribution networks in Egypt; Confirmation of all mandatory requirements for the card system, the online portal and the service conditions (sections 3.11 and 3.12); A minimum of five (5) years of experience in fleet management and fuel card services; A 24/7 dedicated customer service hotline and an assigned Account Manager for UNHCR; A completed Annex C (or UNHCR supplier ID) and signed Annexes D, E and F. Station network coverage, customer references and the quality of the card system, portal, account management and customer support are not pass/fail criteria: they are scored under section 3.26, using the sub-criteria below. Supplier qualification and registration 3.22. During the evaluation, the supplier(s) qualification will be determined by UNHCR, after analysis and validation of the Vendor Registration Form, or self-registration in Cloud ERP supplier portal, and supporting documentation required. Such analysis and validation involve consideration of several factors supported by relevant documentation such as financial standing, core business, track record, contract capacity, verification that the supplier is not part of UN ineligibility lists. 3.23. Bidders who successfully register and have their profiles validated in the UNHCR Cloud ERP supplier portal will be visible to UNHCR in the Cloud ERP supplier database. 3.24. Failure to provide the required documentation may lead to disqualification of your offer. Technical and Financial evaluation 3.25. UNHCR has established evaluation criteria which govern the selection of proposals received for this SRFP. For the award of a Contract, UNHCR will conduct a combined evaluation, combining the scores of both the technical and the financial offer. The percentage assigned to each component is determined in advance as follows: Combined Score = (Technical Score, maximum 60 points – weight 60%) + (Financial Score, maximum 40 points – weight 40%) 3.26. The Technical Offer will be evaluated using the following criteria and point distribution, representing 60% of the total combined score (maximum 60 points). Criteria Points Description Criterion 1 Network Coverage & Distribution 25 points out of 60 Number of active stations in Cairo and Alexandria, proximity to UNHCR offices, and number of governorates covered (sub-criteria 1.1 to 1.4 below). Criterion 2 Fuel Card System & Portal Functionality 25 points out of 60 Card controls, portal functions and reporting, and implementation and fallback arrangements beyond the mandatory minimum in section 3.12 (sub-criteria 2.1 to 2.3 below). Criterion 3 Company Profile & Experience 10 points out of 60 Customer references, Account Manager and customer support (sub-criteria 3.1 to 3.3 below). Total Technical score 60 points The points under each criterion are earned as follows: Sub-criterion Max. points How the points are earned 1.1 Active stations in Greater Cairo 8 8 x (number of active stations offered in Greater Cairo / highest number offered by any bidder evaluated). 1.2 Active stations in Alexandria 5 5 x (number of active stations offered in Alexandria / highest number offered by any bidder evaluated). 1.3 Proximity to UNHCR offices 6 For each UNHCR office, in Cairo and in Alexandria (addresses in Annex A, section 1.1): 3 or more stations within 5 km by road = 3 points; 1 to 2 stations = 1.5 points; none = 0. 1.4 Nationwide coverage 6 Number of the 27 governorates with at least one active station: 27 = 6 points; 22 to 26 = 4 points; 15 to 21 = 2 points; fewer than 15 = 0. 2.1 Card security and controls beyond the mandatory minimum 8 For example driver PIN, daily or monthly volume or value limits per card, restrictions by time or station, SMS or e-mail alerts. Scored on the scale below. 2.2 Portal functions and reporting 10 For example user roles and access rights, export to Excel, consumption and km per litre per vehicle, exception reports and alerts, transaction history for the full duration. Scored on the scale below. 2.3 Implementation plan and fallback arrangements 7 Timeline for card issuance and portal set-up, training of UNHCR fleet staff, and the fallback procedure in case of terminal or network failure. Scored on the scale below. 3.1 Customer references 4 Similar contracts with diplomatic missions, international organisations or large corporate fleets in the last five (5) years, with contact details: 3 or more = 4 points; 2 = 3 points; 1 = 1.5 points; none = 0. 3.2 Account Manager 3 Years of experience in key account or fleet card management (CV): 5 years or more = 3 points; 3 to 4 years = 2 points; 1 to 2 years = 1 point; less than 1 year = 0. 3.3 Customer support 3 Guaranteed response and resolution times of the 24/7 hotline, and the escalation and dispute resolution process. Scored on the scale below. Total 60 Scoring scale for sub-criteria 2.1, 2.2, 2.3 and 3.3: Excellent – exceeds the requirements, detailed and supported by evidence (100% of the points); Good – fully meets the requirements with sufficient detail (70%); Adequate – meets the minimum with limited detail (40%); Poor or not addressed (0%). Claims not supported by the technical offer will not be scored. UNHCR may verify the list of stations and the references. Minimum Technical Threshold: 42 points out of 60 points (70%) 3.27. The technical offer score is the sum of the points awarded under the three criteria above (maximum 60 points) and counts for 60% of the combined score. 3.28. For this SRFP, the minimum technical score for submissions to be considered technically compliant will be 42 points out of 60 points (70%). Offers scoring below this threshold will not be considered further and their financial offers will not be opened. 3.29. UNHCR may request a demonstration of the fuel card system and the online portal, or a visit to the bidder’s premises, to verify the information in the technical offer. If so, it will be offered to all bidders that meet the minimum qualification criteria on the same basis (same scope, agenda and time allocation), and minutes will be kept on file. 3.30. The Financial Offer will use the following percentage distribution: 40% of the total combined score (maximum 40 points). The financial offer will be analyzed only for those suppliers that pass the technical evaluation. 3.31. For the financial evaluation, the maximum points (40) will be awarded to the technically compliant financial proposal with the lowest evaluated cost. The other technically compliant bids will receive points using the lowest evaluated cost as a numerator, applying the formula: Financial Score = 40 x [lowest evaluated cost] / [evaluated cost of the offer]. 3.32. Evaluated cost (EGP) for the full duration of the Framework Agreement (two (2) years: initial year plus optional extension year) = [2 x EGP 450,000 indicative annual fuel budget x (1 + service margin %)] + [number of cards (7) x card issuance fee] + [2 x annual portal maintenance fee] + [2 x card replacement fee, as an assumed number of replacements for evaluation purposes only]. A discount is entered as a negative percentage. Margins and fees are evaluated inclusive of VAT, as entered in Annex B. Fuel unit prices are the official regulated prices and are the same for all bidders. 3.33. All offers must be submitted in Egyptian Pounds (EGP). Offers submitted in any other currency will not be accepted. Clarifications of Proposals: 3.34. To assist in the examination, evaluation and comparison of proposals, UNHCR may at its discretion ask the bidder for clarification about the content of the proposal. The request for clarification and the response shall be in writing and no change in price or substance of the proposal shall be sought, offered or accepted. SUBMISSION OF BIDS 3.35. The offers must bear your official letterhead, clearly identifying your company. They must be received on or before the deadline: 11/12/2026 – 23:59H, Egypt local time, through one of the following two channels only: a) Cloud ERP e-tendering (preferred): electronically, through the UNHCR Cloud ERP Supplier Portal at https://supplier-portal.unhcr.org. Log in, search for the negotiation SRFP/CAI/005/2026 and upload the technical offer and the financial offer as separate documents in the sections provided, following the guidelines in Annex G. Bidders that are not yet registered must self-register in the Supplier Portal well before the deadline; the system does not accept bids after the deadline. b) Email: by email to the secured tender email address •••••@•••••.•••Sign up to see this detail, with the technical offer and the financial offer sent as separate documents, as described in section 3.37. 3.36. Take note that sending your proposal, or copies of it, to any address other than the Cloud ERP Supplier Portal or •••••@•••••.•••Sign up to see this detail (including •••••@•••••.•••Sign up to see this detail, the responsible buyer or any other UNHCR staff) will result in disqualification. The address •••••@•••••.•••Sign up to see this detail is to be used only for acknowledgements and requests for clarification (sections 3.2 and 3.3). IMPORTANT: The technical offer and financial offer shall be clearly separated and submitted in separate documents. Failure to do so may result in disqualification. 3.37. If you submit your offer by email to •••••@•••••.•••Sign up to see this detail, please indicate in the subject field of your email: SRFP Number Name of your firm with the title of the attachment Number of documents that are sent (example: 1/3, 2/3, 3/4) Example: SRFP/CAI/005/2026 Company ABC (document 1 of 3) 3.38. UNHCR will not be responsible for locating or securing any information not identified or shared in the bid. Therefore, bidders must ensure that sufficient information is available, and include as part of the bid, any descriptive material, such as extracts and descriptions, that would enhance their understanding of their offer. BID ACCEPTANCE 3.39. UNHCR reserves the right to accept the whole or part of your bid for this SRFP. 3.40. UNHCR may at its discretion increase or decrease the proposed content when awarding the Contract and would not expect a variation of the rate submitted in case of decreasing the content. Any such adjustments would be negotiated with the successful bidder during the finalization of the Contract. 3.41. 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, conforming to UNHCR’s general procurement principles and procedures. 3.42. A bid acceptance or any advance notice or information of award is not to be considered as a Contract. CURRENCY, PAYMENT TERMS AND GENERAL CONDITIONS OF CONTRACTS 3.43. Any Purchase Order issued under the Framework Agreement will be made in Egyptian Pounds (EGP). Payment of invoices will be made in accordance with the UNHCR General Conditions of Contract for the Provision of Goods (Annex D), in the currency in which the Purchase Order is issued. 3.44. UNHCR’s standard payment terms are by bank transfer, net thirty (30) days after satisfactory delivery and receipt of documents in order. Payments shall only be processed after confirmation by the UNHCR business owner of the delivery of the fuel invoiced (consolidated monthly invoice with the detailed transaction log from the online portal), and after acceptance of the supplier’s invoice. 3.45. UNHCR will not provide any advance payments or payments by letter of credit. 3.46. Please note that the UNHCR General Conditions of Contract for the Provision of Goods (Annex D) will be strictly adhered to for the purpose of any future Contracts awarded.