For carrying out of the organizational and operational diagnosis of the internal control function of SONARA

OPEN NATIONAL INVITATION TO TENDER N° 029.24 / ONIT / SONARA / CIPM / 2024 OF THE 8^th/11/2024

Related to CARRYING OUT OF THE ORGANIZATIONAL AND OPERATIONAL DIAGNOSIS OF THE INTERNAL CONTROL FUNCTION OF 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 carrying out of the organizational and operational diagnosis of the internal control function of SONARA.

2. CONSISTENCY OF SERVICES

The services expected within the framework of this mission should allow the management of SONARA to have a clear and precise view of its internal control function, highlighting its strengths and weaknesses, with a view to further optimizing it; to do this, the potential Co-contractor undertakes to:

• Make an inventory of the internal control environment of SONARA;
• Evaluate the organizational and operational system of each internal control process;
• Establish the gap between existing systems and best practices (existing repositories);
• Recommend short-term and medium-term optimization measures;
• Propose an Action Plan for implementing the recommended measures;
• Formulate relevant recommendations on the processes impacting the proper functioning of the internal control function.

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 CFAF35.775.000 (thirty seven million seven hundred and seventy-five thousand 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 (FB424-X58-1934).

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 600.000 (six hundred thousand francs)and valid for 30 days, beyond the original date of validity of the offers.

9. CONSULTATION OF THE TENDER DOCUMENTS:

As soon as this notice is published, the file may be consulted during working hours at SONARA P.O. Box 365 Limbé (General Management / Contracts Division).

10. ACQUISITION OF THE TENDER DOCUMENTS :

Once the tender notice is made known, tender documents can be obtained at the Contracts Division of the National Refining Company Ltd – P.O. Box 365 Limbé, upon presentation of a receipt of payment of a non-refundable amount 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°029.24

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 Divisionof 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 4^th/12/2024 at 10 a.m. local time, bearing the following label:

INVITATION TO TENDER n°029.24 / ONIT / SONARA / CIPM / 2024 OF THE 8^th/11/2024

CARRYING OUT OF THE ORGANIZATIONAL AND OPERATIONAL DIAGNOSIS

OF THE INTERNAL CONTROL FUNCTION OF 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 shall be done on two phases; the opening of administrative and technical documents will take place on phase one and shall be followed by that of financial proposals of bidders having obtained the required minimum technical score:

• The opening of administrative documents and technical proposals shall take place on the 4^th/12/2024 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 tenders opening session.
• The opening of financial bids will take place at the end of technical analysis and will solely concern bidders who would have obtained a minimum score of 70 points out of a total of 100.

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:

• Consistency of the bid …………………………………..…….……. 02 points
• Methodology and Organization of the mission..……….………… 20 points
• Qualification and experience of key personnel …………………….. 35 points
• Experience of the firm in the field …………….………….…………40 points
• Work logistics ……………………………………………………………………03 points

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

14.2 Eliminatory criteria

• Incomplete administrative file ;
• Failure to obtain at least 70 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 = 0,7TN+0,3FN 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 8^th/11/2024

The Project owner

El Hadj BAKO HAROUNA

Copy:                   – MINMAP

– ARMP

– SONARA Internal Tenders Board (CIPM)

– GM/Contracts Division (posting and other publications)