To ensure the catering and hostelry management in SONARA

OPEN NATIONAL INVITATION TO TENDER N° 010.24 / ONIT / SONARA / CIPM / 2024 OF 28^th/05/2024

Related to CATERING AND HOSTELRY MANAGEMENT IN SONARA

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1. PURPOSE OF THE CALL FOR TENDER

The General Manager of SONARA launches an Open National Invitation to Tender to ensure the catering and hostelry management in SONARA.

2. CONSISTENCE OF SERVICE

On a technical level and in accordance with the description of the terms of reference (TOR), the services provided by the potential Co-contractor include:

(A) For catering management

– Development of menus under the conditions provided for in the ToR;

– Supply, preparation and service of all activities described in the ToR;

– Providing SONARA with a competent supervisor to ensure the proper execution of services;

– Coverage of costs linked to certain activities [cleaning products and detergents with their technical sheets, single-use clothing, products linked to hygiene, entertainment, decoration, layout, etc. removal, delivery of household waste and packaging to the trash bin (in compliance with selective sorting instructions), office supplies, telephone consumption, postage and bacteriological analyses];

– Supplier and customer accounting and all accounting activities specific to the operation of the site;

– Securing small equipment and foodstuffs.

(B) For the management of the hostelry

– Reception, meal service, accommodation for SONARA guests and other household tasks following the rules of the art.

3. EXECUTION DEADLINE

The maximum time limit laid by the project owner for the realization of services, subject of this tender is six (6) months, as from the date of notification of the service order:

4. NUMBER OF LOTS 

The benefits are not allotted.

5. ESTIMATED COST

The estimated cost of the operation after the preliminary studies is CFAF 135.658.800 (one hundred and thirty-five million, six hundred and fifty-eight thousand eight 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 SONARA budget (FD224-X23-0185).                  

8. PROVISIONAL BID BOND

Under penalty of rejection, each tenderer must attach to his administrative documents, a provisional bid bond established by a first-class bank approved by the Ministry in charge of finance and listed in Exhibit 11 of the tender document, of an amount of CFAF 2.275.200 (two million two hundred and seventy-five thousand two hundred 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 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 –P.O. Box 365 Limbé, upon presentation of a receipt of payment of a non-refundable amount of CFAF 130.000 (one hundred and thirty 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°010.24

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 18^th/06/2024 at 10 a.m. local time, bearing the following label:

INVITATION TO TENDER N°010.24 / ONIT / SONARA / CIPM / 2024 OF 28^th/05/2024

CATERING AND HOSTELRY MANAGEMENT IN 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; such may be notably in case of absence of a provisional bid bond issued by a first-class bank approved with the Ministry of Finance.

13. OPENING OF TENDER BIDS

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 a second phase which concerns 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 18^th/06/2024 at 10:30 am at the SONARA’s 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 opening of the financial bids will take place at the end of the technical analysis and will concern only tenderers with the minimum score of 70 points out of 100.

14. BIDDERS EVALUATION CRITERIA

14.1. Essential criteria

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

• Presentation and consistency of the bid …………………………… 05 points
• Methodology ……….…………………………………………………………………..……….. 30 points
• Hygiene …………………………………………..………………………………………………..…. 25 points
• Staff ………………………………………………………..…………………………………………….. 20 points
• Description of the procedure linked to preparation of the dishes … 06 points
• Quality ……………………………….…………………………………………………………………. 14 points

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

14.2. ELIMINATORY CRITERIA

• Incomplete administrative file,
• Absence of references [at least two (02) with a minimum duration of one year per reference] in the field of collective catering for at least 300 people (attach a copy of the 1^st and last page of the contracts/purchase orders + report of corresponding reception);
• Absence of references [at least two (02) of a minimum duration of one year per reference] in the services relating to the management of a hostelry (attach a copy of the 1^st and last page of the contracts/purchase orders + report of corresponding reception);
• Absence of references [at least two (02) with a minimum duration of one year per reference] in the services relating to the management of a leisure space (attach a copy of the 1^st and last page of the contracts/purchase orders + report of corresponding reception);
• Failure to obtain at least a score of 70 points out 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 chosen Service Provider will be the one whose combination of technical and financial offer is evaluated the best based on the formula GN = 0.7TN + 0.3FN.

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 28^th/05/2024

The Project Owner

El hadj BAKO HAROUNA