For maintenance of SONARA’s refrigeration and air conditioning installations and equipment, for the year 2025

OPEN NATIONAL INVITATION TO TENDER N° 026.24/ONIT/SONARA/CIPM/2024 OF 8^th/10/2024

Related to MAINTENANCE OF SONARA’S REFRIGERATION AND AIR CONDITIONING INSTALLATIONS AND EQUIPMENT FOR THE YEAR 2025

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1. PURPOSE OF THE CALL FOR TENDER

The General Manager of SONARA launches an Open National Invitation to Tender for maintenance of SONARA’s refrigeration and air conditioning installations and equipment, for the year 2025.

2. CONSISTENCE OF SERVICES

The service provider selected at the end of this ongoing procedure will be responsible for ensuring all preventive and curative maintenance services for the equipment and cold and air conditioning installations of the Refinery, the Guest House, the Club House, as well as the residential quarters of Cap Limboh and Bota following the description of the terms of reference (TOR).

On a practical level, these include:

• To ensure the installation of new refrigeration and air conditioning equipment acquired by SONARA;
• To ensure preventive maintenance operations on all installations and equipment for which the Co-contractor demonstrates competence (cf. monitoring, periodic tests, permutations of redundant equipment, replacement of fully depreciated parts, dust removal from condenser batteries, etc.);
• To carry out maintenance (curative and corrective) on all the systems it operates;
• To ensure that the maintenance plan is updated.

3. EXECUTION DEADLINE

The maximum time limit laid by the project owner for the realization of services, subject of this tender is twelve (12) months as from the date of notification of the corresponding service order.

4. NUMBER OF LOTS 

The contract is made up of one (01) lot only.

5. ESTIMATED COST

The estimated cost of the operation following prior studies stands at CFAF 48.296.250(forty-eight million two hundred and ninety-six thousand two hundred and fifty francs) All Taxes Included.

6. PARTICIPATION AND ORIGIN

Participation shall be open to all Cameroon-based companies with the required competence, expertise and experience in this specific domain.

7. FUNDING

This contract shall be financed by the maintenance budget of SONARA.

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 a value equal to FCFA 810.000(eight hundred and ten thousand francs) and valid for thirty (30) days beyond the original date of validity of the offers.

9. CONSULTATION OF THE TENDER FILE

Upon publication of this notice, the tender file may be consulted during working hours at SONARA, P.O. Box 365Limbé (General Management / Contracts Division).

10. ACQUISITION OF THE TENDER FILE

Once the tender notice is made known, tender documents can be obtained at the Contracts Division of SONARA-PO Box 365 Limbé, upon presentation of a receipt of payment of a non-refundable amount of CFAF 70.000(seventy thousand francs)payable to BICEC under the following references:

BICEC

Account / 335 98800001 89

Special Customer Account CAS – ARMP

Remitter: Bidder’s Name / SONARA / ITT n°026.24

11. SUBMISSION OF BIDS

Each bid drafted in English or in French in six (06) copies including one (01) original and five (05) copies labelled as such, shall be deposited against an acknowledgement of receipt at the Contracts Division of the National Refining Company Ltd (SONARA) P.O. BOX 365 – Limbé, latest on the 6^th/11/2024 at 10 a.m. local time, bearing the following label:      INVITATION TO TENDER N°026.24/ONIT/SONARA/CIPM/2024 OF 8^th/10/2024

MAINTENANCE OF SONARA’S REFRIGERATION AND AIR CONDITIONING INSTALLATIONS AND EQUIPMENT FOR THE YEAR 2025

«To be opened during the tenders-opening session only»

12. ADMISSIBILITY OFFERS

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 bids will be done in two phases; the opening of the administrative and technical bids will take place initially and will be followed by the second phase which is the financial offers of the bidders who meet the minimum technical score required.

• The opening of administrative documents and technical bids will take place on 6^th/11/2024 at 10:30 am at the Company restaurant in Limbe, by the SONARA’s Internal Tenders Board; only bidders may attend the opening session or be represented by a person of their choice duly authorized.
• The financial bids will take place at the end of the technical analysis and it will concern only bidders with the minimum score of 70 points out of 100 following addition of essential criteria’s notes.

14. REQUIREMENTS FOR SELECTING ENTERPRISES

14.1. Essential Criteria

The examination of the essential criteria will consist of a verification of the conformity of bidders’ files with respect to the requirements of the Terms of References  (ToR) in accordance with the stipulations of RPAO. The checklist will be based on:

• Presentation of the bid………………………………..……………………. 05 points
• Experience in the maintenance of specific equipment………….………. 15 points
• Qualification…………………………………………………………..…….. 40 points
• Methodology and organization of the project.…….……………………. 25 points
• Most important material means…………………..………………………. 10 points

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

14.2. Eliminatory criteria

• Incomplete administrative file;
• Failure to provide references [at least two (02) whose cumulative execution times are greater than or equal to twenty-four (24) months] in the field of refrigeration and air conditioning maintenance (attach copies of the Markets/Contracts/Orders and minutes or corresponding receipt sheets);
• Failure to obtain at least 70 points out of 100 after addition of the essential criteria’s notes.

15. METHOD OF SELECTION OF THE SERVICE PROVIDER

The Provider will be selected according to a formula combining quality and price.

16. AWARD:

The Contract will be awarded to the bidder whose qualified technical and financial offer will be evaluated as the best bid, on the basis of the formula GN = 0.7 TN + 0.3 FN.

17. TENDER VALIDITY

The bidders remain bound by their offers for a period of three (03) months with effect from the date of opening of bids.

18. FURTHER INFORMATION

Further technical information may be obtained during working hours at the Contracts Division of the National Refining Company Ltd (SONARA), P.O. BOX 365 – Limbé – Cameroon (Tel: 233.42.38.15 or 233.33.22.38 / Fax: 233.42 .41.99 or 233.33.22.35).

Done in Limbé, the 8^th/10/2024

The General Manager

El hadj BAKO HAROUNA