OPEN NATIONAL INVITATION TO TENDER N° 005.23/ONIT/SONARA/CIPM/2023 OF 1^st/03/2023

FOR THE MAINTENANCE OF COOLING AND AIR-CONDITIONING EQUIPMENT AND INSTALLATIONS OF SONARA

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1. PURPOSE OF THE CALL FOR TENDER

The General Manager of SONARA launches an Open National Invitation to Tender for the maintenance services of cooling and air-conditioning equipment and installations of SONARA.

2. CONSISTENCE OF SERVICES

The provider retained at the end of this procedure will be in charge to ensure preventive and curative maintenance services of cooling and air-conditioning equipment and installations in the Refinery, Guest House, as well as the residential quarters of Cape Limboh and Bota.

Concretely, the services include :

• Periodic testing of the equipment, swapping of redundant equipment;
• Monitoring of the installations and the equipment involved, with apparatus and instruments which are permanently allocated to them;
• The maintenance of the entire systems;
• Corrective maintenance according to the standards of the manufacturer (equipment whose criticality is vital for the running of operations will be given priority in interventions);
• Preventive maintenance according to the fixed planning by the manufacturer, the standards, procedures and instructions in force in SONARA.

3. EXECUTION DEADLINE

The maximum time limit laid by the project owner for the realization of services, subject of this tender is ten (10) months as from the date of notification of the order of the corresponding service start the services.

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 40.306.500 (forty million three hundred six thousand and five hundred 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 operating budget SONARA (ED223-X05-1000).

8. PROVISIONAL BOND

To avoid rejection, each bidder must include in his administrative documents, a bid bond drawn up and signed by a bank or a first class financial institution registered by the ministry in charge of finance and which figures on document N°11 of the ITT, of an amount of CFAF 676.000 (six hundred and seventy-six thousand francs) and valid for 30 days, beyond the original date of validity of the offers.

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 first class bank registered 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.

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 365 Limbe (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 Limbe, upon presentation of a receipt of payment of a non-refundable amount of CFAF 60.000 (sixty 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°005.23

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 – Limbe, latest on the 4^th/04/2023 at 10 a.m. local time, bearing the following label:

INVITATION TO TENDER N°005.23/ONIT/SONARA/CIPM/2023 OF 1^st/03/2023

“MAINTENANCE OF COOLING AND AIR-CONDITIONING EQUIPMENT AND INSTALLATIONS OF SONARA”

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

12. ADMISSIBILITY OFFERS

Subject to rejection, other administrative documents required will imperatively be produced in originals or certified copies by the issuing authority in accordance with the provisions of 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 the invitation to tender.

Any offer not in conformity with the requirements of this notice and tender file will be declared inadmissible. Notably the absence of a bid bond issued by a first class bank approved with the Ministry of Finance, or failure to respect the models of documents of tender file will result in rejection of the offer.

13. OPENING OF TENDER ENVELOPES

The opening of bids will be done in two stages; 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 4^th/04/2023 at 10:30 am at the Company restaurant SONARA 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 tenderers with the minimum score of 70 points out of 100.

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 provided references [at least two (02) whose cumulative execution time is greater than or equal to twenty-four (24) months] in the field of refrigeration and air conditioning maintenance;
• Failure to obtain at least 70 points on a score of 100 during 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 – Limbe – Cameroon (Tel: 233.42.38.15 or 233.33.22.38 / Fax: 233.42 .41.99 or 233.33.22.35).

Done in Limbe, the 1^st/03/2023

The Project Owner

 Jean-Paul SIMO NJONOU