Financing: MINTP Budget for the 2015 Financial Year (project under direct labour)

Line: 36 470 01 33 00 115 2029

The Minister for Public Works, Project Owner, hereby issues a Open National Invitation to Tender for the above works.

1. 1. Object

The tender concerns the identification study to set up a cartographic pool at the Geographical Information Systems Unit of the Planning, Programming and Standards Division.

1. 2. Scope of works

The objective of the services whose details are indicated in the Terms of Reference is first of all to take stock of the human and material resources deployed in cartographic production and secondly the identification and evaluation of the necessary needs to set up a cartographic operational pool. This shall include the following tasks:

a)      Identification of needs in:

• Training of staff of the GIS Unit;
• Equipment;
• Computer equipment and logistics;

b)      Evaluyation of the cost of the said needs;

c)      Proposal of a schedule to set up, draft a procedure manual for the updating of the data bank on infrastructures.

The services shall comprise especially the following tasks:

ü  Phase 1: Stock taking of cartographic production at MINTP

The objective of this phase shall be to describe the situation with its advantages and inconviniences. This shall take 1 month.

ü  Phase 2: Identification and evaluation of needs

During this phase, the needs required to set up a cartographic operational pool shall be identified, evaluated and an implementation schedule elaborated. This shall be done in relation to the the situation observed in the preceding phase. This phase shall take 1.5 months.

ü  Phase 3: General reoprt of the study

This phase shall consist in the drafting of the general report of the study with recommendations for an efficient implementation. This shall take 1 month.

1. 3. Eligibility

Participation in this tender shall be open to all consulting firms with  good experience in Geographical Information Systems.

Indeed, only one consultant submitted a tender and was pre-selected after Request for Expression of Interest  No 04/ASMI/MINTP/2014 of 5 February 2015issued to this effect.

In keeping with the regulation, the draft tender document shall be open.

Joint-ventures between the pre-selected consulting firms shall not be authorized.

1. 4. Financing

Works under this tender shall be financed by the MINTP Budget for the 2015 Financial Year, Line: 36 470 01 33 00 125 2029, for an estimated cost of forty million (40 000 000) CFA F inclusive of taxes.

1. Timeframe

The maximum execution timeframe for the execution of the contract four (4) calendar

months.

1. Contracting Authority

Following the evaluation of offers, the contract shall be signed between the Minister for Public Works (Project Owner) and the successful tenderer.

1. Provisional guarantee

Tenders shall include a provisional guarantee (bid bond), issued in keeping with the tender model by a first class banking institution approved by the Minister in charge of finance. It shall stand at eight hundred thousand (800 000) CFA F.

The provisional guarantees of unsuccessful tenderers shall be released automatically at most thirty (30) days with effect from the expiration of tender validity. That of the successful tenderer shall be released after the constitution of the definitive guarantee.

Ordinary or certified cheques shall not be accepted as provisional guarantee.

1. Consultation of tender documents

The tender documents may be consulted at the MINTP Department of General Affairs, Sub-Department of Public Contracts, Tenders Service by the Yaounde Municipal Lake.

1. 9. Acquisition of tender documents

The tender documents may be obtained at the MINTP Department of General Affairs, Sub-Department of Public Contracts, Tenders Service by the Yaounde Municipal Lake, upon presentation of a receipt of payment into the public treasury of a non-refundable fee of sixty thousand (60 000) CFA F.

The said receipt must identify the payer as representing the consulting firm  willing to participate in the tender.

1. Presentation of tenders

The constituent documents of the tender shall be divided into the following

three volumes enclosed in a simple envelope:

• Envelope A containing the administrative document (volume 1)
• Envelope B containing the technical proposal (volume 2)
• Envelpoe C containing the financial offer (volume 3).

All the constituent documents of the tender (envelopes A, B and C) shall be enclosed in

a large and sealed outer envelope bearing only the subject of the tender concerned.

The different documents of each offer shall be numbered in the order of the tender and separated with dividers of the same colour.

1. Application deadline

Interested tenderers shall have thirty (30) days to apply, with effect from the date of publication of this tender.

1. Submission of tenders

Drafted in English or French and in septuplicate (7) copies including one (1) original and six (6) copies labelled as such, tenders in a sealed envelope shall be submitted at the MINTP Department of General Affairs, Sub-Department of Public Contracts, Tenders Service, tel: 222 23 14 22 by the Yaounde Municipal Lake no later than 08/07/2015 at 10 a.m. They shall bear the following:

“OPEN NATIONAL INVITATION TO TENDER No 46/AONO/MINTP/CMPM/2015 of 02/06/2015 for identification study to set up a cartographic pool at the Geographical Information Systems Unit of the Planning, Programming and Standards Division

Financing: MINTP Budget for the 2015 Financial Year (project under direct labour)

Line: 36 470 01 33 00 115 2029

To be opened only at the tender-evaluation session”.

1. Tender compliance

Tenders received after the submission deadline and those not respecting the presentation and separation mode of offers shall be rejected.

Any tender not in keeping with the requirements of this tender, especially the absence of

the provisional guarantee, issued in keeping with the tender model by a first class banking institution approved by the Ministry in charge of finance and valid for a period of thirty (30) days with effect from the tender-submission deadline,  shall be rejected.

Lest they be rejected, shall be submitted only the originals or true copies of the relevant administrative documents, certified by the issuing service in keeping with the requirements of the Special Tender Regulations. They must date not less than three (3) months old at the initial tender-submission deadline.

1. Opening of tenders

Tenders shall be opened in two stages:

The administrative documents and the technical proposals shall be opened by the MINTP Ministerial Tenders Board (CMPM) on 08/07/2015 at 11 a.m, in the meeting room of the Centre Delegation of Public Works in Yaounde.

All tenderers may attend this opening session or each have themselves represented by  one duly mandated person of their choice (even in the event of joint-venture) with sound knowledge of their files.

Following the examination of the administrative documents and the evaluation of the technical proposals, the financial offers shall be opened under the same conditions on a later date to be communicated to tenderers with compliant administrative file having scored a technical mark of at least 75 out of 100 points.

1. Tender evaluation criteria

15.1Eliminatory criteria

1)    Incomplete or non-compliant administrative, technical and financial file;

2)    False de

3)    Omission of a quantified unit price in the financial offer;

4)    Absence of a price sub-detail;

5)    Technical mark of less than 75 out of 100 points;

15.2Essential criteria

• Technical proposals

The technical offers shall be evaluated as per the following essential criteria whose details a re indicated in the evaluation grid:

a)      Staff:                                                             45 points;

b)      Logistics and equipment:                              10 points;

c)      Reference of the consulting firm:                  30 points;

d)     Organization, methodology and planning:    15 points

N.B: Only the financial offers of tenderers having scored a technical mark of at least seventy-five out of one hundred (75/100) points shall be evaluated.

• Financial offers

Only the financial offers of tenderers with the compliant administrative documents (stage 1)  and technical proposals (stage 2) shall be evaluated as per the following formula:

NM = MMd x 100 / MS

NM = Tenderer’s financial mark

MMd = Lowest bidder’s evaluated amount

MS = Tenderer’s evaluated amount

The technical mark and the financial mark shall be weighted to obtain the final mark N (Technico-financial mark) according to the following formula:

N = [(70 xTechnical mark) + (30 x Financial mark)] / 100

16. Tender validity

Tenderers shall be bound by their tenders for a period of ninety (90) days with effect

from the tender-submission deadline.

17. Contract award

The Project Owner shall award the contract to the tenderer with the best bid deemed to be essentially in keeping with the tender file and having the relevant technical and financial capacities to successfully execute the works.

18.  Further information

Additional information may be obtained during working hours at the General Directorate of Technical Studies, Geographical Information Systems Unit of the Planning, Programming and Standards Division, Tel: 222 22 14 49 by the Yaounde Municipal Lake, or at the Department of General Affairs, Sub-Department of Public Contracts, Tenders Service, Tel: 222 23 14 22, Minstry of Public Works.

Yaounde,02/06/2015

The Minister for Public Works

Project Owner