1. Purpose

The Minister of External Relations, project owner, launches, in emergency procedure, a National Open Call for Tenders for the maintenance of the computer equipment at the Ministry of External Relations.

Overall, the services expected from the Company or the Group of Companies aim at the optimal functioning of the computer equipment.

2. Components of the services

- The maintenance services of the computer equipment at the Ministry of External Relations, which will be executed for the period from the date of notification of the service order for the commencement of the services to 31 December 2022, on working days from 8 a.m. to 4 p.m., consist of :

The maintenance of microcomputers, preventive maintenance of central units, keyboards, screens, mice, for a minimum of thirty (30) computers per quarter;

The maintenance of two (02) servers, eight (08) UPS, five (05) switches, five (05) Wi-Fi access points, three (03) patch bays, per quarter;

- The restoration of the hard disk architecture (partitioning, formatting, reinstallation of the operating system according to the procedures defined by MINREX, logical reorganization, data backup) in case of problem;

- Monitoring of hard disks and reporting of future failures;

- Repair or replacement of defective equipment for a minimum of thirty (30) computers per quarter;

- Troubleshooting of a minimum of five (05) monitors per quarter and replacement of defective video cables;

- Regular maintenance of at least fifteen (15) printers and five (05) scanners per quarter;

- Renewal of ESET Endpoint Security antivirus licenses for at least one hundred (100) workstations and servers per quarter;

- Maintenance of UPS and verification of their resistance to power outages (replacement of defective batteries), including a minimum of eight (08) per quarter;

- The repair and maintenance of the Wifi terminals and their power supplies;

- The preventive maintenance and dusting of patchbays and interconnection equipment;

- Maintenance of the computer network (replacement of network sockets, connection cables, downstream cords and optical jumpers).

3. Estimated cost

The target cost of the services, subject of the said maintenance, is CFA Francs Twenty One Million Six Hundred Thousand (21 600 000).

4. Allotment

This invitation to tender consists of a single lot: Maintenance of computer equipment at the Ministry of External Relations.

5. Participation and origin

Participation in this invitation to tender is open to Cameroonian companies and/or groups of companies.

6.  Financing

The services, subject of this invitation to tender, are financed by the Operating Budget of the Ministry of External Relations - Fiscal Year 2022, Imputation: 56 06 079 01 390000 6165.

7. Consultation of the Bidding Documents

The bidding documents may be consulted free of charge during working hours at the Directorate of General Affairs (Sub-Directorate of Budget, Equipment and Maintenance, Contracts Department, Gate 508, Tel: 222 20 39 40) of the Ministry of External Relations in Yaounde, and the electronic version on the website www.diplocam.cm, as soon as this Notice is published in the written press, by posting in the premises of the Ministry of External Relations and/or by electronic means.

8. Acquisition of the Bidding Documents

The Bidding Documents may be obtained from the Directorate of General Affairs (Sub-Directorate of Budget, Equipment and Maintenance, Contracts Department, Gate 508, Tel. 222 20 39 40) of the Ministry of External Relations in Yaounde, as soon as this Notice is published in the press, posted in the premises of the Ministry of External Relations and/or electronically, on presentation of a receipt of payment to the Public Treasury of the non-refundable sum of Forty Three Thousand (43,000) CFA Francs, representing the cost of purchasing the file.

9. Submission of bids

The documents constituting the bids will be written in French or English, divided into three volumes below, placed in a quadruple envelope including

- The outer envelope ;

- Envelope A containing the Administrative Documents (Volume 1);

- Envelope B containing the Technical Bid (Volume 2);

- Envelope C containing the Financial Offer (Volume 3).

All the constituent parts of the bids ("Envelope A: ADMINISTRATIVE FILE", "Envelope B: TECHNICAL BID" and "Envelope C: FINANCIAL BID"), shall be placed in the sealed outer envelope bearing only the mention of the Invitation to Tender in question.

The individual parts of each bid shall be numbered in the order of the bidding documents and separated by dividers of a color other than white.

Bids, written in French or English, in seven (07) copies, the original and six (06) copies marked as such, in conformity with the requirements of the bidding documents, shall be delivered against a receipt or sent by registered mail with acknowledgement of receipt to the Directorate of General Affairs (Sub-Directorate of Budget, Equipment and Maintenance, Contracts Department, Gate 508, Tel: 222 20 39 40) of the Ministry of External Relations in Yaoundé, no later than February 9, 2022 at 2 p.m. sharp.

The closed envelopes containing the bids must be marked only with the words:

"NATIONAL OPEN TENDER N° 08/AONO/MINREX/CIPM/2022 OF JANUARY 20, 2022, IN EMERGENCY PROCEDURE, FOR THE MAINTENANCE OF COMPUTER EQUIPMENT AT THE MINISTRY OF FOREIGN RELATIONS.

TO BE OPENED ONLY DURING THE OPENING SESSION.

10. Delivery time

The delivery period for the services, subject of the maintenance concerned, is ten decimal five (10.5) months. This period shall run from the date of notification of the service order to start the services.

11. Provisional Bond

Each bid must be accompanied by a bid bond issued by a bank or insurance company approved and authorized by the Minister of Finance, in accordance with Exhibit 11 of the bidding documents, in the amount of Four Hundred and Thirty Two Thousand (432,000) CFA francs.

This bond shall be valid for one hundred and twenty (120) days from the deadline for submission of bids.

Any bid that does not comply with the requirements of this Notice and the bidding documents will be declared inadmissible, in particular the absence of a bid bond issued by a bank or insurance company approved and authorized by the Minister of Finance will result in the rejection or elimination of the bid without any appeal.

12. Admissibility of Bids

The required administrative documents must be submitted in originals or in copies certified as true by the issuing authority, in accordance with the list provided in the Special Rules for Invitations to Tender, or they will be rejected.

They must be less than three (03) months old from the deadline for submission of bids, and the deadline for validity of the said documents must be after the date of the launch of the invitation to tender.

Any bid that does not comply with the requirements of these bidding documents will be declared inadmissible, particularly the absence of a bid bond issued by a bank or insurance company approved and authorized by the Minister of Finance, in accordance with Exhibit 11 of the bidding documents.

Failure to comply with the specimen documents in the bidding documents, a false statement, or a falsified document will result in the rejection or elimination of the bid without recourse.

13. Opening of Bids

Bids will be opened at one time in the series of four envelopes (outer envelope, "Envelope A: ADMINISTRATIVE FILE", "Envelope B: TECHNICAL BID" and "Envelope C: FINANCIAL OFFER"), one after the other, in the following chronological order: i) Outer envelope, ii) "Envelope A: ADMINISTRATIVE FILE", iii) "Envelope B: TECHNICAL OFFER" and iv) "Envelope C: FINANCIAL OFFER".

It shall be carried out on February 09, 2022 at 3 p.m. sharp in the conference room of the new building of the Ministry of External Relations, by the Internal Commission for the Award of Contracts (CIPM) at the Ministry of External Relations, sitting in the presence of the bidders who so desire or their duly authorized representatives and having full knowledge of their bids.

14. Evaluation criteria

1. Eliminatory criteria

- Absence of the bid bond at the opening of the bids;

- Absence or non-conformity of a document in the administrative file beyond the additional 48-hour period to be granted, if applicable;

- Falsified document(s) or false declaration(s);

- Absence of a declaration on honor attesting to the fact that no contract has been abandoned in the last three years and that the company is not on the list of defaulting companies established by MINMAP;

- Absence or non-compliance of the Contractor;

- Failure to satisfy at least five (05) of the seven (07) essential criteria;

- Omission of a unit price or a quantified lump sum price in the financial offer;

2. Essential Criteria

The technical bid of each Bidder whose Administrative File and Technical Bid comply with the eliminatory criteria will be evaluated according to the following essential criteria :

The evaluation grid for the offers appears in Exhibit N° 12.

Only those offers that have satisfied at least five (05) of the seven (07) essential criteria at the end of this technical evaluation will be declared compliant and admitted to the financial evaluation.

3. Financial evaluation

Only the financial offers of the bids that have not been disqualified, after the examination of the conformity of the administrative documents and the technical evaluation, will be evaluated to determine the corrected amounts.

15. Award

The Letter Order will be awarded to the Bidder whose bid is determined to be substantially responsive to the Bidding Documents, has met at least five (05) of the seven (07) essential criteria, and is evaluated as the lowest evaluated bid.

16. Duration Validity of Bids

Bidders shall remain bound by their bids for a period of ninety (90) days from the deadline for submission of bids.

17. Additional Information

Additional information may be obtained from the Directorate of General Affairs (Sub-Directorate of Budget, Equipment and Maintenance, Contracts Department, Gate 508, Tel: 222 20 39 40) of the Ministry of External Relations in Yaoundé or online on the COLEPS platform at the following addresses: http://www.marchespublics.cm and http://www.publiccontracts.cm.