CALL FOR TENDER – SELECTION OF A COMPANY WITH BRANCHES IN THE CONGO BASIN SUB – REGION FOR THE PROVISION OF GEOLOCATION, MONITORING & VEHICLE SERVICES 134 views0 applications

1. Background

The World Wide Fund for Nature is an independent conservation organization, working to preserve the natural world for the benefit of people and wildlife. Whether it’s individuals, communities, businesses, or governments, we’re part of a growing coalition calling on leaders around the world to put nature on the path to restoration by 2030. Together, we seek to protect and restore natural habitats, halt the mass extinction of wildlife, and ensure that our production and consumption patterns are sustainable.

As part of the management of its vehicle fleet, WWF is seeking to deploy an integrated and sub-regional system for the management and security of its vehicle fleet, covering the entire Congo Basin sub-region.

The selected company must have branches or operational partners in all the countries concerned to ensure installation, monitoring and local maintenance.

2. Services requested

The benefits are broken down into three distinct components. Each tenderer must submit a specific technical and financial offer for each:

1. Real-time vehicle geolocation
   • Supply, installation and configuration of GPS devices.
   • Technical platform for instant access to location data.
2. Vehicle monitoring
   • Automated collection of fuel consumption data.
   • Generation of detailed statistical reports on trips.
   • Configurable alert system.
3. Monitoring and security
   • Built-in alarm device.
   • Technical solution for remote vehicle stop or stop.
   • Secure alert management.

3. Goods subject to the service

These are the rolling stock of the WWF representations in Cameroon, DRC, Congo-Brazza, Central African Republic and Gabon. In the appendix, the list of vehicles subject to this call for tenders.

4. Conditions related to the sub-region

• The company will have to demonstrate its ability to intervene in all the countries of the Congo Basin (DRC, Congo-Brazzaville, Central African Republic, Gabon, Cameroon) with an appropriate local organization. And/or be physically established in at least three (03) countries of the sub-region.
• Maintenance and technical support must be provided locally to limit intervention times.
• The deployment will have to be gradual according to a validated country-by-country schedule.

5. Bidder Profile

The bidder shall:

• Be in good standing administratively
• Have a proven experience of at least 5 years in the installation and monitoring of vehicle geolocation tools.
• Have the human and material resources required to perform this service.
• Demonstrate expertise in this or similar service providers and justify it with supporting documentation.
• A complete tax file
• A letter of submission that includes a detailed presentation of the company and evidence of local presence in the sub-region (branches, partners).
• A technical solution proposed for each component (hardware, software, connectivity, warranties).
• A separate financial offer for each service (installation, subscriptions, maintenance, after-sales service).
• A deployment schedule.
• Operational references in the sub-region of similar services.
• User training methods.

6. Content of the tenders to be submitted

• A complete tax file
• A letter of submission that includes a detailed presentation of the company and evidence of local presence in the sub-region (branches, partners).
• A technical solution proposed for each component (hardware, software, connectivity, warranties).
• A separate financial offer for each service (installation, subscriptions, maintenance, after-sales service).
• A deployment schedule.
• Operational references in the sub-region of similar services.
• User training methods.

7. Technical characteristics of the requirements

Bidders must scrupulously comply with the requirements set out in this tender documents. No changes, replacements or other modifications to the specifications specifications in this RFP will be accepted without written approval from WWF.

a. Period of validity of the offer

Offers will remain valid for 180 days.

b. Preparation of the file

The tenderer’s file must include a technical offer, a financial offer and the various administrative documents as mentioned in point 5.

Tenders must be provided in separate envelopes and exclusively electronically.

The financial offer will include:

• The Letter of Submission

• The estimated cost of quantities according to the services requested **(**Eliminatory)

The technical offer will consist of the following documents respectively:

i. Administrative documents

• Presentation of your structure (legal status, share capital, organizational chart, name of the managers, field of activity, size, operation), mention of the exact geographical location (city, district, landline telephone number, etc.)
• Commercial register (in relation to the subject matter of the contract) or any other similar document **(**Eliminatory)
• The certificate of tax compliance valid at the time of submission of the tenders (Legalized copy) **(**Eliminatory)
• The CNPS certificate of social regularity valid at the time of submission of the offers (Legalized copy)
• The Tender Documents (RFP): A copy of the Tender Documents will be attached to the bidder’s bid attesting that it is deemed to have read all the conditions that govern this call for tenders. This document will be initialled on each page by the tenderer who signed the deed of commitment, with date, signature and stamp on the last page preceding the annexes.
• The bank domiciliation certificate
• To be the holder of the contract, the successful tenderer must present valid certificates confirming its regular tax and social security situation on the date of notification of the award. Failure to produce the tax and social security documents within five days of the date of notification of the award shall result in the withdrawal of the contract with a view to a re-award. These certificates relate to the country in which the Directorate-General is located.

ii. Financial file

• The certificate of non-bankruptcy for the year dated less than 03 months at the time of the submission of the offers.
• Financial capacity: The objective of this criterion is to ensure in general that the bidder has sufficient financial means to carry out the contract. We will base ourselves on the increase in the tenderer’s turnover over the last three years.

iii. Technical file

• Overall description of the service: the tenderer must have a work plan proposed containing the quality of the proposed programme, the methodology that the manager intends to put in place, the deadlines for processing requests and solicitations, the main guarantees and/or provision of after-sales services, and the user training plan. **(**Eliminatory)
• General and Specific Experience: The Bidder will be required to demonstrate a minimum of five (5) years of general experience. To do so, the tenderer must have carried out during each of the last three (03) years mentioned (2022, 2023, 2024) at least one (01) contract per year of a similar nature to the subject of this consultation. The tenderer must send a certificate of good performance for each reference.

The administrative documentation as well as the financial file is that of the country of the main representation/General Directorate of the structure. The one who will be the guarantor of the performance of this contract.

In the event of non-compliance, the offer will be rejected during the opening session, according to the committee’s discretion. WWF Cameroon reserves the right to verify the authenticity of documents.

8. Submission of Bids

Bids should be presented as follows:

• A file of the elements of the technical offer bearing the mention “TECHNICAL OFFER + NAME OF THE COMPANY”
• A file of the elements of the financial offer bearing the mention “FINANCIAL OFFER + NAME OF THE COMPANY”.
• The PDF format is the recommended format for the transmission of the documentation for this tender notice
• Elimination criteria: If a bidder does not meet any of the criteria, it will be immediately excluded from the tender procedure:
• Submission of bids on time.

9. Pre-selection procedure

Bidders will be shortlisted based on three criteria.

10. Evaluation Criteria

Criterion Weighting (%)

Technical suitability of solutions 40%

Regional presence and capacity 20%

Overall price and per service 25%

Regional references and experiences 10%

Deadline and planning 5%

11. Changes in quantities following the award

The prices obtained remain valid for 365 days.

In the event of a change in certain information, and in accordance with WWF Cameroon’s procurement procedures, the Procurement and Logistics Department will contact the supplier to whom the contract has been awarded for new orders while demanding the application of the negotiated prices. The terms of collaboration will be mentioned in a formalized legal commitment.

The Procurement and Logistics Department reserves the right to reduce the quantities compared to those indicated in the context of this call for tenders and without any change in the negotiated unit prices.

The supplier acknowledges that these variations do not result in any prejudice to WWF Cameroon.

12. Duration of the contract

• Initial duration of the contract: 1 year, renewable once subject to satisfactory evaluation.

Annex I: Number of vehicles by country

Country No. of Vehicle

Central African Republic 25

Cameroon 33

Gabon 8

Congo 3

Ground floor 13