RESTRICTED NATIONAL INVITATION TO TENDER NO. 026/AONR/CUY/CIPM/2021 OF 01/09/2021 FOR THE DESIGN AND IMPLEMENTATION OF AN ELECTRONIC DOCUMENT MANAGEMENT AND DIGITAL ARCHIVING SOFTWARE FOR THE URBAN COMMUNITY OF YAOUNDE. Financing : Budget of the CUY, Fiscal year 2021 and following, Line 222 190

Source of funding :  AUTONOMOUS BUDGET(BA)

1. Purpose

The Mayor of the City of Yaoundé is launching this restricted National Invitation to Tender for the design and implementation of an electronic document management and digital archiving software for the Yaoundé Urban Community.

2. Consistency of the services

The service includes :

- Mission 1: Diagnostic analysis of the existing system;

- Mission 2: the proposal of a global organization scheme for mail and physical documents and digital archiving

- Mission 3 : the implementation of the dematerialization solution

- Mission 4 : testing of the proposed solution, acceptance, commissioning and production of the operating file;

- Mission 5: training of administrators and end users.

3. Estimated cost

The estimated cost of the service is one hundred million (100,000,000) CFA francs, all taxes included.

4. Allocation

The service is in a single lot.

5. Participation and origin

Participation in this invitation to tender is restricted to the consultants shortlisted below following the notice of expression of interest No. 004/AM/CUY/2021 of January 25, 2021 for project management of roads and other networks, project management of urban planning and buildings, the project management of sanitation projects, public lighting, traffic lights and green spaces and for the project management of computer, geomatic and communication projects on behalf of the Yaounde Urban Community for the 2021 fiscal year.

6. Financing

The services covered by this restricted invitation to tender are financed by the budget of the Yaoundé Urban Community, fiscal year 2021 and following, line: 222 190 (Computer equipment).

7. Consultation of the File

The physical file can be consulted during working hours at the Sub-Directorate of Public Procurement of the Yaoundé Urban Community and the electronic version on the COLEPS platform at the following addresses: http://www.marchespublics.cm or http://www.publiccontracts.cm, as soon as this notice is published in the Journal des Marchés (JDM), Cameroon-Tribune or COLEPS.

The electronic version of the tender documents can be consulted on the COLEPS platform

8. Acquisition of the File

The file can be obtained during working hours at the Sub-Directorate of Public Procurement of the Yaoundé Urban Community, 2nd floor of the Yaoundé City Hall building, upon publication of this notice, against payment of a non-refundable sum of one hundred thousand (100,000) CFA francs, payable to the CAS account No. 335988 opened by ARMP in the BICEC branches.

It is also possible to obtain the electronic version of the DAO by free download on the COLEPS platform available at the above addresses. However, the online submission is conditioned by the payment of the DAO purchase fees.

File size and format

For the online submission, the maximum sizes of the documents that will transit on the platform and constitute the bidder's offer are as follows

¬ 5 MB for the Administrative Offer ;

¬ 15 MB for the Technical Offer;

¬ 5 MB for the Financial Offer.

The accepted formats are as follows:

¬ PDF format for text documents;

¬ JPEG for images.

The applicant must use compression software to reduce the size of the files to be transmitted.

 9. Submission of bids

Each bid must be written in French or English.

For off-line submission, the bid in seven (07) copies including one (01) original and six (06) copies marked as such, shall reach the Sub-Directorate of Public Procurement of the Yaounde Urban Community, no later than 05/10/2021 at 1:00 p.m. and shall bear the mention:

"RESTRICTED NATIONAL TENDER N° 026/AONR/CUY/CIPM/2021 OF 01/09/2021 FOR THE DESIGN AND IMPLEMENTATION OF AN ELECTRONIC DOCUMENT MANAGEMENT AND DIGITAL ARCHIVING SOFTWARE AT THE URBAN COMMUNITY OF YAOUNDE".

"To be opened only during the opening session".

¬ For online submission, the bid must be transmitted by the bidder on the COLEPS platform no later than 05/10/2021 at 13:00. A backup copy of the offer recorded on a USB key or CD/DVD must be sent in a sealed envelope with the clear and legible indication "backup copy", in addition to the above mention within the time limit.

10. Delivery Time

The maximum delivery time is nine (9) months.

11. Temporary Bond

Each bidder must attach to its administrative documents a bid bond issued by a first class bank or financial institution approved by the Minister of Finance and listed in Exhibit 11 of the DAO. This amount is one million (1,000,000) CFA francs and is valid for one hundred and twenty (120) days.

12. Admissibility of Bids

Under penalty of rejection, the required administrative documents must be produced in originals or copies certified by the issuing department or a competent administrative authority, in accordance with the provisions of the Special Rules for Invitations to Tender. They must be valid or dated within three (3) months or have been drawn up after the date of signature of the invitation to tender.

Any incomplete bid in accordance with the requirements of the bidding documents will be declared inadmissible. In particular, the absence of a bid bond issued by a bank or a first class financial institution approved by the Minister of Finance or failure to comply with the model documents in the bidding documents will result in the outright rejection of the bid without any appeal.

13. Opening of Tenders

Tenders will be opened in two stages: first, the administrative and technical tenders will be opened, followed by the financial tenders of the tenderers who have obtained the minimum technical score required.

The opening of the administrative documents and technical offers will take place on 05/10/2021 at 2 p.m. by the Yaounde Urban Community's Internal Contract Awarding Commission, in the Salle des actes of the Town Hall.

Only bidders may attend this opening session or be represented by a duly mandated person of their choice.

The opening of the financial bids will take place at the end of the technical analysis and will concern only those bidders who have obtained a minimum score of seventy out of one hundred (70/100) points.

 14.  Evaluation criteria

      1.  Eliminatory Criteria

The eliminatory criteria will be:

1. absence of the bid bond at the bid opening;

2. absence or non-conformity of a document in the administrative file after a period of 48 hours granted by the Internal Contract Award Commission

3. falsified documents or false declaration;

4. a technical score of less than seventy out of one hundred (70/100) points

5. the absence of a declaration on honour that it has not abandoned a site in the last three (3) years

6. Failure to comply with the file formats required for online bid submission, if applicable;

7. the absence of the backup copy in case of malfunction of the COLEPS platform for offline submission, if applicable

8. the presence of information on the financial offer in the administrative file or the technical offer

9. the absence of a table filled in the financial offer.

 2. Essential Criteria

The essential criteria relating to the qualification of the candidates will be evaluated as follows:

a) presentation of the offers (3 points);

b) the consultant's references (specific experience relevant to the service) (20 points);

c) critical analysis of the terms of reference, adequacy of the proposed methodology and work plan to the terms of reference (25 points);

d) qualifications and skills of key personnel (45 points);

e) logistical means (5 points).

Method of selecting the contractor

The consultant will be selected by the quality/cost selection method, in accordance with the procedures described in these bidding documents.

14. Award

The contract will be awarded to the bidder whose qualified technical bid is evaluated as the best.

15. Duration Validity of Bids

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

16. Additional Information

Additional information can be obtained during working hours at the Sub-Directorate of Public Contracts of the Yaoundé Urban Community, 2nd floor of the Yaoundé City Hall building or online on the COLEPS platform at the following addresses: http://www.marchespublics.cm and http://www.publiccontracts.cm.

1.      Technical assistant

For technical assistance, in case of a problem related to the use of the platform, please call (+237) 222 238 155 / 222 235 669 or write to the email address: dsi@minmap.cm. 

N.B.: For any attempt of corruption or bad practices, please call CONAC at 1517.

YAOUNDE 06-09-2021

The MAYOR

MESSI ATANGANA Luc

Source : ARMP