For assistance in setting up of an integrated system for monitoring audit and risk management missions at SONARA

OPEN NATIONAL INVITATION TO TENDER N° 031.24 / ONIT / SONARA / CIPM / 2024 OF THE 22^nd/10/2024

Related to ASSISTANCE IN SETTING UP OF AN INTEGRATED SYSTEM FOR MONITORING AUDIT AND RISK MANAGEMENT MISSIONS AT SONARA.

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1. SUBJECT OF THE TENDER

The General Manager of the National Refining Company (SONARA), Contracting Authority, launches an Open National Call for Tenders for assistance in setting up of an integrated system for monitoring audit and risk management missions at SONARA.

2. CONSISTENCY OF SERVICES

The selected service provider will be responsible for developing and implementing a system allowing auditors to have operational tools and mechanisms adapted for the evaluation and monitoring of governance, risk management and control processes.

The envisaged system must allow the collection, processing and analysis of data, and make a concrete and continuous link with learning to improve the culture of control within SONARA and support operational and strategic decision-making.

In close collaboration with the Internal Audit Department (DAI) team, the consultant must:

• Assess the practical needs and capabilities of the audit team in terms of information collection, consolidation and analysis tools;
• Evaluate the level of compliance and assess the level of control of corporate governance, risk management and control processes;
• Evaluate the level of maturity and performance of the DAI on the application of IIA standards by explaining the strengths and weaknesses of the existing situation, deducing and proposing points for improvement;
• Identify areas for improvement in risk management, control and compliance
• Develop a detailed report indicating future directions and recommendations (in terms of operational and decision-making data);
• Define and implement new strategies to improve governance, methodologies and risk management and control policies;
• Design and deploy digital roadmaps for audit and internal control risk management functions;
• Structuring methodologies and standardizing-risk management- practices;
• Structure methodologies and standardizing risk management practices;
• Define a battery of indicators for monitoring and evaluating the implementation of the recommendations formulated;
• Develop generic risk reporting and data analysis services;
• Develop tools (dashboards) for monitoring and evaluating the performance of risk management and control (GRC) processes;
• Develop and make available to the DAI tools to support governance, risk management and control (GRC);
• Train and support the audit team on the tools and processes put in place in order to facilitate their use and appropriation and promote the operationalization of its monitoring-evaluation mechanism.

3. EXECUTION DEADLINE :

The maximum timeframe provided by the Client for the performance of the services covered by this call for tenders is sixty (60) working days.

4. ALLOTMENT

This contract is not allotted.

5. ESTIMATED COST

The estimated cost of this operation is CFAF40.008.375 (forty million eight thousand three hundred and seventy-five francs)all taxes inclusive.

6. PARTICIPATION AND ORIGIN

Participation in this invitation to tender is open to all Cameroon-based companies with the required competence and expertise in the specific domain.

7. FINANCING :

Services of this invitation to tender shall be financed by the SONARA operating budget (FB124-X58-0425).

8. PROVISIONAL BOND

Under penalty of rejection, each bidder must attach to their administrative documents, a bid bond established by a banking establishment or a financial organization authorized to issue bonds within the framework of public contracts in Cameroon (see file nº11), of an amount of CFAF 671.000 (six hundred and seventy-one thousand francs)and valid for thirty (30) days beyond the original date of validity of the offers.

9. CONSULTATION OF THE TENDER DOCUMENTS:

The file can be consulted at SONARA premises, P.O. Box 365 Limbé (General Management / Contracts Division) during working hours upon publication of this Invitation to Tender Notice.

10. ACQUISITION OF THE TENDER DOCUMENTS :

The Bidding Documents can be obtained upon publication of this notice at the SONARA Contracts Division P.O. Box 365 Limbé, against presentation of the receipt of payment of a sum of CFAF 50.000 (fifty thousand francs)at BICEC, using the following references:                                       BICEC

Account / 335 98800001 89

Special customer account CAS – ARMP

Remitter: Name of bidder/SONARA/ONIT n°031.24

11. SUBMISSION OF BIDS

Tenders submitted in English or French in six (06) copies, one original and five (05) copies labelled as such, should reach the Contracts Division of the National Refining Company Ltd – P.O. BOX 65 Limbe-Cameroun, Tel: (+237) 233.42.38.15 or 233.33.22.38 / Fax: (+237) 233.42.41.99 or 233.33.22.35, lateston the 27th/11/2024 at 10 a.m. local time, bearing the following label:

INVITATION TO TENDER n°031.24 / ONIT / SONARA / CIPM / 2024 OF THE 22^nd/10/2024

ASSISTANCE IN SETTING UP OF AN INTEGRATED SYSTEM

FOR MONITORING AUDIT AND RISK MANAGEMENT MISSIONS AT SONARA

‘’To be opened during the tender session only”

12. ADMISSIBILITY OF BIDS

Under penalty of rejection, the other documents in the administrative file required must be produced in originals or certified copies by the issuing service or an administrative authority, in accordance with the stipulations of the Special Regulations of the Call for Tenders.

They must date from less than three (03) months preceding the original date of submission of offers or have been established after the date of signature of the Call for Tenders.

Any offer not in conformity with the requirements of the Tender Document will be declared inadmissible; this will be the case notably in the absence of a bid bond issued by a banking establishment or a financial organization authorized to issue bonds for public contracts in Cameroon (see file nº11).

13. OPENING OF TENDER ENVELOPES

The opening of tenders will be done in two stages; the opening of administrative and technical bids will take place first, followed in a second step by that of financial bids from bidders who have obtained the minimum technical score required:

• The opening of administrative documents and technical proposals shall take place on the 27^th/11/2024 at 10:30 am in the company restaurant in Limbé, and would be done by the SONARA Internal Tenders Board (CIPM); only bidders or their duly mandated representative having full knowledge of the file can attend the tender’s opening session.
• That of financial bids will take place at the end of the technical analysis and will only concern bidders who have obtained at least 80 points out of a total of 100following addition of the essential criteria’s notes.

14. EVALUATION CRITERIA

14.1 Essential criteria

The examination of essential criteria shall consist in verifying that the bidder’s offer is in conformity with the terms of reference (TOR) and the special requirements of the tender document. The points to beverifiedinclude:

• Presentation, organization and methodology ………………………25 points
• Governance, risks and control (GRC) system / solution ………….30 points
• Qualification and experience of key personnel ……………..…….. 35 points
• Experience of the bidder in the field concerned …..…..……………10 points

TOTAL.  ……………………………………………………………….100 points

14.2 Eliminatory criteria

• Incomplete administrative file ;
• Failure to obtain at least 80 points on a score of 100 after addition of the essential criteria’s notes.

15. SELECTION METHOD OF THE SERVICE PROVIDER

The service provider shall be selected through the Quality and Price postulate.

16. AWARD OF CONTRACT

The contract shall be awarded to the company technical and financial proposals put together will be assessed as the most cost-effective bid based on the formula NG = 0,8TN+0,2FN outlined in the tender file.

17. DURATION AND VALIDITY OF OFFERS

Bidders shall be bound by their offers for a period of three (03) months with effect from the deadline of submission of the tender documents.

18. ADDITIONAL INFORMATION

Further technical information may be obtained during working hours from Contracts Division of the National Refining Company Ltd, P.O. Box. 365 Limbe – Cameroon, Tel: (+237)233 42 3815 or 233 33 22 38 / Fax: (+237)233 42 41 99 or 233 33 22 35.

Done in Limbe, on the 22^nd/10/2024

The Project owner

El Hadj BAKO HAROUNA