ONIT for the supply of twenty-two (22) brand new multifunctional photocopiers to SONARA

OPEN NATIONAL INVITATION TO TENDER N°031.23 / ONIT / SONARA / CIPM / 2023 OF 20^th/07/2023

Related to THE SUPPLY OF TWENTY-TWO (22) BRAND NEW MULTIFUNCTIONAL PHOTOCOPIERS TO SONARA

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1. SUBJECT OF THE INVITATION TO TENDER:

The General Manager of SONARA (Contracting Authority), launches an open national tender for the supply of twenty-two (22) brand new multifunctional photocopiers to SONARA.

2. NATURE OF SERVICES:

The supplier selected at the end of this procedure will be responsible for delivering to SONARA a batch of twenty-two (22) brand new multifunction photocopiers, in accordance with the technical specifications defined in the Description of Supply (DF) and following the detail below:

3. EXECUTION DEADLINE:

The maximum time limit laid by the project owner for the realization of services subject of this tender is six (06) months, as from the date of notification of the corresponding order of service.

4. ALLOTMENT:

The contract is not allotted.

5. ESTIMATED COST:

The estimated cost of the operation following prior studies stands at CFAF 230.868.000 (two hundred and thirty million eight hundred and sixty-eight thousand francs) all taxes included.

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 forming the subject of this invitation to tender shall be financed by the SONARA investment budget [ID122-A02-2424].

8. PROVISIONNAL BID BOND:

Under risk of being rejected, each bidder must include in his administrative documents, a bid bond issued by a first rate-bank approved by the Ministry in charge of Finance featuring on the list in document 11 of the Tender File, of an amount of CFAF 3.872.000 (three million eight hundred and seventy-two thousand francs) and valid for thirty (30) days beyond the original date of the validity of the offers.

CONSULTATION OF TENDER FILE:

The file may be consulted during working hours at the Contracts Division of the National Refining Company (SONARA), P.O. Box 365 Limbé, as soon as this notice is published.

9. ACQUISITION OF THE TENDER FILE:

The file may be obtained from the SONARA’s Contracts Division P.O. Box 365 Limbé upon presentation of a receipt of payment of a non-refundable amount of CFAF 150.000 (one hundred and fifty thousand francs) at any BICEC branch using the following references:

BICEC

Account / 335 98800001 89

Special customer account CAS – ARMP

Name of bidder/SONARA/ITT n°031.23

10. 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 (SONARA), P.O. Box 365 – Limbé latest on the 29^th/08/2023 at 10 a.m. local time, bearing the following label:

INVITATION TO TENDER N°031.23 / ONIT / SONARA / CIPM / 2023 OF 20^th/07/2023

SUPPLY OF TWENTY-TWO (22) BRAND NEW MULTIFUNCTIONAL PHOTOCOPIERS TO SONARA

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

11. ADMISSIBILITY OF OFFERS:

Subject to rejection, 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 signature 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 will be the case in absence of a bid bond issued by a first class bank registered by the Ministry in charge of finance.

12. OPENING OF BIDS:

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 the 29^th/082023 at 10:30 am at the Company restaurant SONARA in Limbé, 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% of ‘’Yes’’ following addition of essential criteria’s notes.

13. EVALUATION CRITERIA:

13.1 Essential criteria

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

• Presentation and consistency of the bid;
• Equipment;
• After sales service.

13.2 Eliminatory criteria

• Incomplete administrative file ;
• Failure to take into account the major specifications of the photocopiers listed in the Description of Supply (DF), namely:

– scanner (scanning of documents in A4 and A3 format with the possibility of sending the file to e-mail addresses);

– USB input;

– network socket;

– minimum speed by type of photocopier;

– minimum scanner memory required;

– finishing and sorting module;

– color function for color copiers;

–  access code ;

– possibility of individualizing consumption for printing and copying by Service;

– possibility of selective use and extraction by user and by period.

• Failure to present a representation agreement or any other document certifying the bidder as the representative of the brand of the photocopiers offered;
• Lack of sworn commitment by the bidder to produce the certificates of origin and conformity of the proposed photocopiers issued by the manufacturer of the equipment, prior to their delivery to the SONARA site.
• Failure to present references [at least three (03)] in the supply of brand new multifunction photocopiers (attach a copy of the Contracts / supply orders and corresponding acceptance report);
• Failure to obtain at least 70% of ‘’YES’’ after addition of the essential criteria’s notes.

14. SELECTION METHOD OF CONSULTANT:

The consultant selected shall be the bidder whose technical selected offer is qualified financially as the lower price.

15. AWARD:

The contract shall be awarded to the bidder whose qualified technical offer is judged in compliance with the Tender file and financial offer considered as the lowest price.

16. VALIDITY OF OFFERS:

Bidders shall remain committed to their offers for three (03) months from the deadline set for the submission of tenders.

17. COMPLEMENTARY INFORMATION:

Further technical information may be obtained during working hours at the Contracts Division of the National Refining Company (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 Limbe, the 20^th/07/2023

The Project Owner

Jean-Paul SIMO NJONO