RELATING TO THE MAINTENANCE OF RESIDENTIAL CITIES, BUILDINGS AND ANNEXED FACILITIES OF SONARA

OPEN NATIONAL INVITATION TO TENDER

N° 005.24/ONIT/SONARA/CIPM/2024 OF 2^nd/04/2024

RELATING TO THE MAINTENANCE OF RESIDENTIAL CITIES, BUILDINGS AND ANNEXED FACILITIES OF SONARA

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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 relating to the maintenance of residential cities, buildings and annexed facilities of SONARA.

2. CONSISTENCY OF SERVICES

The operational services relating to this project and detailed in the terms of reference (TOR), are summarized in the four (04) activities broken down as follows:

1. a) Carrying out the work

For the potential Service Provider, this involves implementing maintenance actions whose quality and frequency have an impact on the efficiency of the installations.

1. b) Monitoring of installations and equipment that compose them

The potential Service Provider will ensure the monitoring of the installations and the equipment which compose them, with the devices and instruments with which they are permanently equipped.

1. c) Maintenance of all systems

The potential Service Provider will have to carry out preventive, corrective and predictive maintenance on all of the systems making up this project.

1. d) Modifications and improvements aimed at increasing equipment reliability and reducing costs

It is the duty of the potential Service Provider to evaluate the relevance and suggest investments/modifications of the system in order to increase its intrinsic performance or allow optimal operation.

3. EXECUTION DEADLINE :

The maximum timeframe provided by the the Project Owner for the execution of the services covered by this call for tenders is eight (08) months for lot nº1, and nine (09) months for lot nº2.

4. ALLOTMENT

The services covered by this project consist of two (02) lots distributed as follows:

• Lot n°1: Maintenance of buildings and auxiliary installations of the SONARA city of Bota
• Lot n°2: Maintenance of the buildings and auxiliary installations of the Refinery enclosure and the SONARA city of Cap Limboh

5. ESTIMATED COST

The overall estimated cost of the services as recorded in the preliminary study support, is evaluated at the sum of CFAF 63.923.963 (sixty three million nine hundred and twenty three thousand nine hundred and sixty three francs) all taxes included detailed by lot as below :

• Lot n°1: CFAF 30.384.900 (thirty million three hundred eighty-four thousand and nine hundred francs)
• Lot n°2: CFAF 33.539.063 (thirty-three million five hundred thirty-nine thousand and sixty-three francs)

6. PARTICIPATION AND ORIGIN

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

7. FINANCING :

Services of this invitation to tender shall be financed by the SONARA maintenance budget (ED124-X05-0198)

8. PROVISIONAL BOND

Under penalty of rejection, each bidder must, for each of the lots to which he is tendering, attach to his administrative documents, a bid bond established by a credit institution authorized by the Ministry in charge of finance, to issue bid bonds within the framework of Public Contracts in Cameroon and state in list of under file n°11 of the present Call For Tenders, for an amount of :

• Lot n°1: CFAF 600 (five hundred nine thousand and six hundred francs)
• Lot n°2: CFAF 500 (five hundred sixty two thousand and five hundred francs)

and valid for thirty (30) days beyond the original bid validity date.

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 necessarily date from less than three (03) months preceding the date of submission of tenders or have been drawn up after the date of signature of the Notice of Call for Tenders.

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 65.000 (sixty-five thousand) at BICEC, using the following references:

BICEC

Account / 335 98800001 89

Special customer account CAS – ARMP

Remitter: Name of bidder/SONARA/ITT n°005.24

11. SUBMISSION OF BIDS

N.B: Each lot constitutes a separate offer; in the case a bidder subscribes for both lots, 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 Ltd – P.O. Box 365 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 8^th/05/2024 at 10 a.m. local time, bearing the following label:

INVITATION TO TENDER N°005.24 / ONIT / SONARA / CIPM / 2024 OF 2^nd/04/2024

MAINTENANCE OF RESIDENTIAL CITIES, BUILDINGS AND ANNEX FACILITIES OF SONARA

Lot n°……… : ……………………………………………..

‘’To be opened during the tender session only”

12. ADMISSIBILITY OF BIDS

Under penalty 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 in accordance with the requirements of the ongoing Call for Tenders will be declared inadmissible; this will notably be the case in the absence of a bid bond issued by a credit institution approved by the Ministry in charge of Finance.

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 8^th/05/2024 at 10:30 am in the SONARA 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 points.

14. EVALUATION CRITERIA

The criteria for the selection of tenderers for both lots are as follows:

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 be verified include:

• Presentation of the bid. ………………………………………………………………………….. 05 points
• Qualification …………………………………..……………………………………………………………… 30 points
• Methodology and organization of services ……………………………….. 35 points
• Material means ……………………………….…………………………………………………………… 30 points
• TOTAL ………………………………………………………..………………………………..… 100 points

14.2.Eliminatory criteria

• Incomplete administrative file,
• Failure to present references (at least 02 whose cumulative execution time is > 12 months) in the field of maintenance of large buildings (cf. housing estates, ministerial buildings or social buildings, hotels) in the bodies state electricity / plumbing / civil engineering [attach: copy of Markets/Contracts/Orders and receipt of corresponding services.] ;
• Failure to obtained at least 70 points out of 100 after adding 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 whose technical and financial proposals put together will be assessed as the most cost-effective bid based on the formula GN = 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 2^nd/04/2024

The Project owner

El Hadj BAKO Harouna