The Lord Mayor of ELAK Council, the Contracting Authority, hereby launches Request for Quotation to equip the Town Hall with office furniture and computer equipment in ELAK Council, Bui Division of the North West Region

The services of this contract comprise notably: (supply of equipment, transportation, handling, setting up and acceptance, where appropriate to be indicated by the Contracting Authority or Project Owner).

The estimated cost after preliminary studies is 80,000,000 (Eighty Million) FCFA all taxes inclusive

The supplies are divided into One lot:

Participation in this Invitation to tender is open on equal terms to all category C companies with a base in Cameroon, excluding companies under suspension following the termination of a contract, in accordance with the Public Contracts Code

Supplies which form the subject of this invitation to tender shall be financed by the budget of FEICOM and ELAK council for 2026 financial year.

The file may be consulted as soon as this tender notice is published, during working hours, in the ELAK Council Award Service or at the Regional Office of the Public Contracts Regulatory Agency (ARMP) for the North West, during working hours

The file may be obtained from the ELAK Council Contract Award Service against payment of a non-refundable sum of One Hundred thousand (100,000) FCFA payable at the Municipal Treasury of ELAK Council.

During collection of the Tender File, bidders should register by leaving their full address (Telephone, E-mail, Post Box, Fax, etc.).

However, pursuant to the provisions of point 82 of the circular implementing the Public Contracts Code, a bidder who instead paid the Tender File acquisition fee to the public treasury due to the hurdles faced in the municipal revenue office, should include in his bid a duly established bailiff report and/or proof of referral to the Lord Mayor, with a copy to the local administrative authority, ARMP, MINMAP and FEICOM, against payment a duly signed and dated receipt.

Bids shall be written in English or French, in 7 (Seven) copies, that is 1 (One) original and 6 (Six) copies marked as such, and an electronic version of the said bids, shall be placed in a sealed envelope, stamped and sealed, with no distinctive sign on the bidder's identity, and submitted at the SIGAMP Service of the ELAK Council not later than 04/11/2026 at 10:00AM, local time and should be marked as follows:

REQUEST FOR QUOTATION

N° 09/RQ/MINDDEVEL/EC/FEICOM/ECITB/NWR/2026 OF 21/10/2026 TO EQUIP THE ELAK COUNCIL TOWN HALL WITH OFFICE FURNITURE AND COMPUTER EQUIPMENT IN ELAK COUNCIL AREA, BUI DIVISION OF THE NORTH WEST REGION

(THROUGH EMERGENCY PROCEDURE)

(To be opened only during the bids opening session)

The maximum deadline provided by the Project Owner or Delegated Contracting Authority for the delivery of the supplies forming the subject of this invitation to tender is three (03) calendar months with effect from the date of notification of the administrative order of work commencement.

Each bidder shall attach to his administrative documents a bid bond issued by a financial body or institution approved by the Minister in charge of Finance to issue public procurement guarantees and whose list is in document 14 of the Tender File and whose amount is 400,000 (Four Hundred Thousand) FCFA ATI and valid up to 30 (thirty) days beyond the initial bids validity date. The absence or non-compliance of the bid bond issued by a first-rate bank or category one financial establishment authorised by the Ministry in charge of Finance to issue public procurement guarantees, shall lead to the complete rejection of the bid.

A bid bond provided but having no bearing with the tender shall be considered as absent.

The said guarantee must be provided alongside a deposit receipt issued by the Deposits and Consignments Fund (CDEC). In case of bank or certified cheque provided in lieu of a guarantee, the latter must be made payable to CDEC for the Project Owner. The said cheque must be forwarded to CDEC by the financial institution within at least 7 (seven) working days before the opening of bids date.

Under penalty of being rejected, the required administrative documents must imperatively be provided in originals or certified true copies by the issuing service or competent administrative authority, in accordance with the stipulations of the Special Regulations of the Invitation to Tender. They must be less than 3 (three) months old or have been established after the date the Tender Notice was signed.

Any bid falling short of the prescriptions of this Tender Notice and Tender File shall be declared inadmissible. Notably, the absence of the stamped bid bond issued by a first-rate bank approved by the Ministry in charge of Finance or non-compliance with the templates of Tender File documents shall lead to the complete rejection of the bid without any room for petition. Moreover, bids received after the closing date and time for submission shall not be admissible.

The administrative documents, technical and financial bids must be placed in separate envelopes submitted in a sealed envelope.

Envelopes carrying distinctive signs on the bidder's identity, received after the closing date and time for submission, non-compliant with the tendering method, without indicating the identity of the Tender File and non-compliance with the number of copies stated in the Special Regulations of the Invitation to Tender or bid in copy only shall be rejected.

Bids shall be opened in one phases at the conference hall of the ELAK Council

The opening of the administrative documents technical and financial offers shall take place on 04/11/2026 at 10:00AM by the Elak Council Internal Tenders Board in the conference hall of ELAK Council.

Only bidders may attend this opening session or be represented by a single duly authorised person of their choice, even in the case of a group of enterprises.

Under pain of rejection, the documents required in the administrative file must be produced in originals or in copies certified as true by the issuing department or the competent administrative authority, in accordance with the stipulations of the Special Regulations. They must be less than three (3) months old from the original date of submission of tenders or have been drawn up after the date of signature of the tender notice.

In the event of the absence or non-conformity of any document in the administrative file at the bids opening session after a period of 48 hours granted by the Board, the bid shall be rejected.

Only bidders may attend or be represented by a duly mandated person..

[The start of the bid-opening session must not be later than one hour after the time-limit for the submission of bids as specified n the Tender File]

[These criteria fix the minimum conditions to be met to qualify for evaluation according to the essential criteria. They should not be the subject of scoring. The non respect of these criteria shall lead to the rejection of the bid by the bidder]. They include notably:

•          False declaration or falsified document;

•          Absence of the certificate of categorisation (C);

•          Non-compliance with major technical specifications of the supply ((to be listed);

•          Failure to meet 70% of the essential criteria;

•          Absence of quantified unit price ;

•          Non-compliance with the model tender;

•          Absence of prospectus accompanied by the technical sheets from the manufacturer;

•          Absence of agreement or authorization from the manufacturer, where applicable.

•          Absence of the bid bond accompanied by the deposit receipt issued by CDEC, in accordance with Circular Letter No. 000014/PR/MINMAP/CAB of 23 July 2025 relating to the terms and conditions for establishing, depositing, keeping, releasing, returning, releasing and fulfilling public contracts guarantees;

14.2  Essential criteria

[The so-called essential criteria are those primordial or key used to judge the technical and financial capacity of candidates to execute the services or deliver the supplies forming the subject of the invitation to tender].

The criteria relating to the qualification of candidates could indicatively be on the following:

•          Turnover:

•          Supplier's references

•          Availability of material and essential equipment

•          Experience of supervisory staff

•          Manufacturer's authorisation

•          Availability of spare parts

•          After-sales service

•          (It is important to avoid arbitrariness in determining qualification)

The details are shown in the bids evaluation grid. Only bidders who presented a compliant administrative file and who obtained at least 70% shall be qualified to be awarded the contract

The Contracting Authority shall award the contract on the basis of the lowest financial bid to the bidder fulfilling the required technical and financial qualification criteria. The said bidder having previously obtained a technical mark of at least 70% of “yes” favourable opinion.

16.  Validity of offers

Bidders will remain committed to their offers for [Indicate the duration between 60 and 90 days] from the deadline set for the submission of bids.

Complementary information may be obtained during working hours from General Secretariat of ELAK Council P.O. Box 13; Tel: 694 175 092

18. Fight against corruption and malpractices

To report any malpractices, incidents or acts of corruption, kindly call CONAC on the number 1517, the Authority in charge of Public Contracts (MINMAP) (SMS or call) on the numbers: (+237) …………, FEICOM on the number 8567 or the PO/DPO on the number: (237) 694 175 092

Done at ELAK on 21 OCT 2026

The Lord Mayor of ELAK Council

(Project Owner)