For

Tenders for the completion of SONARA’s fixed assets inventory

OPEN NATIONAL INVITATION TO TENDER

N° 020.21 / ONIT / SONARA / CIPM / 2021 OF 12/08/2021

For

THE COMPLETION OF SONARA’s FIXED ASSETS INVENTORY

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  1. SUBJECT OF THE TENDER

The General Manager of the National Refining Company, Contracting Authority, is launching an Open National Call for Tenders for the completion of SONARA’s fixed assets inventory.

 

  1. CONSISTENCY OF SERVICES

The objective of this consultation is to allow the selection of a specialized and experienced company, with a view to carry out an exhaustive physical inventory of SONARA’s fixed assets and update the inventory, management and accounting procedures for these.

These will include:

  • Take stock of the current management of fixed assets at SONARA;
  • Record on all SONARA sites the fixed assets belonging to it while respecting the provisions of the revised SYSCOHADA in this area;
  • Ensure their exact location, and proceed with a codification, the nomenclature of which will be defined with the officials of SONARA;
  • Reconcile inventoried assets with the accounting file, identify assets existing in the field and not mentioned in the accounts;
  • Identify assets in accounts not found in the field;
  • Update the fixed assets file and update the inventory and accounting procedures for fixed assets;
  • Value the inventory file and propose adjustment entries.

 

  1. EXECUTION DEADLINE :

The maximum timeframe provided by the Client for the performance of the services covered by this call for tenders is:

  • Lot n°1 : seventy-five (75) working days
  • Lot n°2 : ninety (90) working days
  • Lot n°3 : ninety (90) working days

 

  1. ALLOTMENT

The services covered by this project consist of three (03) lots divided as follows:

  • Lot n°1: Analysis of the existing situation, proposals on the harmonization of codification and labeling; updating of the fixed assets management procedure; centralization of the results of batches n ° 2 and n ° 3 and proposal for regularization entries;
  • Lot n°2: Inventory and valuation of the installations, technical materials, tools and equipment of the laboratory as well as of the control room;
  • Lot n°3: Inventory and valuation of buildings, installations and administrative facilities including containers, rolling stock and administrative fixed assets (office and living furniture and equipment).

 

  1. ESTIMATED COST

The estimated cost of the operation will be borne by the operating budget of SONARA.

 

  1. PARTICIPATION AND ORIGIN

Participation to this call for tenders is open to all Cameroonian-based companies or established in Cameroon, and operating in this specific field.

 

  1. FINANCING :

Services of this invitation to tender shall be financed by the SONARA budget (FG621-X58-0594)

 

  1. PROVISIONAL BOND

To avoid rejection, for each of the lots to which he submits, each bidder must include in his administrative documents, a bid bond drawn up and signed by a credit institution authorized by the Ministry in charge of finance, to issue bid bonds within the framework of Public Procurement in Cameroon and which figures on document N°11 of the ITT, up to the fixed amount per lot as below, and valid for thirty (30) days beyond the original bid validity date:

  • Lot n°1: CFAF720.000 (one million seven hundred and twenty thousand)
  • Lot n°2: CFAF500.000 (two million and five hundred thousand)
  • Lot n°3: CFAF  670.000 (three million six hundred and seventy thousand)

The other administrative documents required must either be original, or the true copies certified by the issuing service or an administrative authority; Senior Divisional Officer, Divisional Officer….), in accordance with the stipulations of the special rules and regulations of the invitation to tender.

They must be dated less than three (03) months preceding the date of submission of the tender, or must have been signed after the date of signing of the invitation to tender.

Any bid which does not conform to the prescriptions of this invitation to tender shall be declared inadmissible. Such as the bid bond issued by a credit institution authorized by the Ministry in charge of finance or the non-respect for the patterns of each section of the tender file, will attract rejection of the bid.

 

  1. 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 Limbe (General Management / Contracts Division).

 

  1. 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 200.000 (two hundred thousand) at BICEC, using the following references:

BICEC

Account / 335 98800001 89

Special customer account CAS – ARMP

Remitter: Name of bidder/SONARA/ITT n°020.21

  1. SUBMISSION OF BIDS

N.B: Each lot constitutes a separate offer; in the case a bidder subscribes for more than one lot, the main lot will contain the original administrative documents and the other lots will contain copies thereof. However, each lot must contain the original bid bond of the corresponding tender deposit.

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 LtdP.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, latest on 16/09/2021 at 10 a.m. local time, bearing the following label:   

INVITATION TO TENDER N°020.21 / ONIT / SONARA / CIPM / 2021 OF 12/08/2021

COMPLETION OF SONARA’s FIXED ASSETS INVENTORY

Lot n°……… : ……………………………………………..

‘’To be opened during the tender session only”

 

  1. ADMISSIBILITY OF BIDS

Under pain of rejection, the other administrative documents required must either be original, or the true copies certified by the issuing service or an administrative authority, in accordance with the stipulations of the special rules and regulations of the invitation to tender.

They must obligatorily be dated less than three (03) months preceding the date of submission of the tender, or must have been signed after the date of signing of the invitation to tender.

Any incomplete bid which does not conform to the prescriptions of this invitation to tender shall be declared inadmissible. Such as the absence of a bid bond issued by a credit institution approved by the Ministry in charge of Finance.

 

  1. 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 16/09/2021 at 10:30 am in the SONARA restaurant in Limbe, 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 80 points out of a total of 100 points.

 

  1. EVALUATION CRITERIA

The criteria for the selection of tenderers are as follows:

Lot n°1: Analysis of the existing situation, proposals on the harmonization of codification and labeling; updating of the fixed assets management procedure; centralization of the results of batches n°2 and n°3 and proposal for regularization entries;

14.1(a).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 be verified include:

  • Consistency of the bid. …………………………………………………. 05 pts
  • Methodology and organization of the mission ………………………….. 35 pts
  • Qualification and experience of key personnel ………………….…..35 pts
  • Experience of the firm in the field concerned …………………….… 20 pts
  • logistics ………………………………………………………………….. 05 pts
  • TOTAL ………………………………………………………..……. 100 points

 

14.1(b).Eliminatory criteria

  • Incomplete administrative file,
  • Failure to obtained at least 80 points out of 100 when adding the scores for the essential criteria,
  • Failure to present references (at least 02) in carrying out inventories of fixed assets [attach: copy of Market / Contract / Order and receipt of services.];
  • Failure to attended the bidders conference (Attach certificate of attendance to the conference);
  • False statements.

 

Lot n°2: Inventory and valuation of the installations, technical materials, tools and equipment of the laboratory as well as of the control room;

14.2(a).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 be verified include:

  • Consistency of the bid. …………………………………………………. 05 pts
  • Methodology and organization of the mission ………………………….. 25 pts
  • Qualification and experience of key personnel ………………….…..30 pts
  • Experience of the firm in the field concerned …………………….… 10 pts
  • logistics ………………………………………………………………….. 30 pts
  • TOTAL ………………………………………………………..……. 100 points

 

14.2(b).Eliminatory criteria

  • Incomplete administrative file,
  • Failure to obtained at least 80 points out of 100 when adding the scores for the essential criteria,
  • Failure to present references (at least 02) in carrying out inventories of industrial assets [attach: copy of Market / Contract / Order and receipt of services.];
  • Failure to attended the bidders conference (Attach certificate of attendance to the conference);
  • False statements.

 

Lot n°3: Inventory and valuation of buildings, installations and administrative facilities including containers, rolling stock and administrative fixed assets (office and living furniture and equipment);

14.3(a).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 be verified include:

  • Consistency of the bid. …………………………………………………. 05 pts
  • Methodology and organization of the mission ………………………….. 20 pts
  • Qualification and experience of key personnel ………………….…..35 pts
  • Experience of the firm in the field concerned …………………….… 10 pts
  • logistics ………………………………………………………………….. 30 pts
  • TOTAL ………………………………………………………..……. 100 points

 

14.3(b).Eliminatory criteria

  • Incomplete administrative file,
  • Failure to obtained at least 80 points out of 100 when adding the scores for the essential criteria,
  • Failure to present references (at least 02) in carrying out inventories of administrative or/and industrial assets [attach: copy of Market / Contract / Order and receipt of services.];
  • Failure to attended the bidders conference (Attach certificate of attendance to the conference);
  • False statements.

 

  1. SELECTION METHOD OF THE SERVICE PROVIDER

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

 

  1. AWARD OF CONTRACT

N.B: A bidder can subscribe for one or more lots, but cannot be consecutive winner of lot n ° 1 and lots n ° 2 and / or 3 due to their incompatibility.

In the event a bidder present the most cost-effective bid for several lots, the Contracting Authority will award the lot (s) from its preferred list specified in the financial offer according to the hypothesis:

  • Hypothesis 1: allocation of lot n° 1 only
  • Hypothesis 2: allocation of lot n° 2 only
  • Hypothesis 3: allocation of lot n° 3 only
  • Hypothesis 4: joint allocation of lots n°2 and 3.

The contract shall be awarded to the company whose technical and financial proposals put together will be assessed as the most cost-effective bid based on the formula NG=0.8 TN + 0.2 FN outlined in the tender file.

 

  1. 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. 

 

  1. 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 12/08/2021

The Project owner

Jean-Paul SIMO NJONOU

Certificat de système de qualité

SONARA

National Refining Company Ltd.

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