Oryx Energies B2C Signage Tender

Instructions to Bidders

Document Number : T01-

O-PJM-RFQ-001 Revision: 00 Status: IFI Rev. Date: 28th Feb 2020
Page 1 on 9

INVITATION TO TENDER

B2C SIGNAGE

Rev Date Description Written Reviewed Approved

0 25.02.20 First issuance E. Abelé G. Cambray S. Babo
 Oryx Energies B2C Signage Tender
Instructions to Bidders

Document Number : T01-

O-PJM-RFQ-001 Revision: 00 Status: IFI Rev. Date: 28th Feb 2020
Page 2 on 9

CONTENTS
1. PURPOSE ........................................................................................................................................ 3
2. BACKGROUND ............................................................................................................................. 3
3. PROJECT DESCRIPTION ........................................................................................................... 3
4. MANDATORY PROPOSAL REQUIREMENTS ....................................................................... 4
5. CONTRACT.................................................................................................................................... 6
6. GENERAL SPECIFICATIONS .................................................................................................... 6
TENDER DOSSIER 6
COPYRIGHT 6
EXPENSES 6
TENDER CONDITIONS 7
7. DATE FOR SUBMISSION OF THE TENDERS ........................................................................ 9
 Oryx Energies B2C Signage Tender
Instructions to Bidders

Document Number : T01-

O-PJM-RFQ-001 Revision: 00 Status: IFI Rev. Date: 28th Feb 2020
Page 3 on 9

1. PURPOSE
The purpose of this document is to specify the minimum requirements to be followed by Bidders for the
Tender process.
The Bidders will find in this document all relevant information required for submitting a firm and
committing Technical proposal as well as a Commercial Proposal including the filled Bill of
Quantities and a Time Schedule as specified in this document
At the end of Tender phase, Oryx Energies will perform a Tenders evaluation and selection.

2. BACKGROUND

Oryx Energies has decided to expand and re-brand a certain number of its Retail Network across Africa
and is launching a formal Tender for the fabrication, supply and transport of signage items and
equipment.

3. PROJECT DESCRIPTION

The objective of the project is to:

 Do the procurement
 Transportation CIF Country

of BRANDING materials. This tender has the objective of purchasing the whole need of
branding materials for the year 2020.

Site exact locations are still confidential but here under is the list of countries targeted:

N# Country Affiliate’s name EXISTING NEW STATIONS

STATIONS

1 Benin OBSA 11 4

2 Burkina Faso OFSA 13 0

3 Cote D’Ivoire OOCI 11 6

4 Kenya OEKL 4 2

5 Mali OMSA 9 0

6 Rwanda OORL 0 3

7 Senegal OSSA 6 3

8 Tanzania OOCL 32 7
 Oryx Energies B2C Signage Tender
Instructions to Bidders

Document Number : T01-

O-PJM-RFQ-001 Revision: 00 Status: IFI Rev. Date: 28th Feb 2020
Page 4 on 9

9 Uganda OOUL 5 5

10 Zambia OOZL 6 3

TOTAL 97 33

4. MANDATORY PROPOSAL REQUIREMENTS

4.1 DESCRIPTION OF THE SCOPE OF WORKS

The BIDDER is expected to bid in full knowledge of the requested services and context of the project.
The BIDDER is expected to include in his quotation:
- The Bill of Quantity duly filled. Bills for all countries are to be filled. All items fo the Bills are to be
filled. Incomplete bills may lead to Bidder disqualification.
- A Time schedule for fabrication and shipment per Oryx Affiliate.

4.2 TRANSPORT

The Bidder is responsible for the transportation of the Supplied equipment and material to CIF of each
Oryx Affiliate. Custom clearance in Countries are excluded.
The Bidder shall issue on due time to the Oryx Affiliate the required documentation to enable the Affiliate
to complete the customs process.
Documentation to be:
- Sent as draft minimum 2 weeks ahead of departure date, for check and review by Oryx logistics
department
- sent by mail and the originals by DHL (or similar) immediately after goods departure (When Bill of
lading is available).
Any cost related to delay or inconsistences in the issuance of the documentation will be charged back to
the Supplier.
The documentation listed below is a minimum:
- PVOC certificate (Pre-shipment Verification of Conformity by qualified third party) where applicable
- Packing list
- Commercial invoice, with HS codes
- Bill of lading

The Bidder shall specify is he intends to do one single shipment per Country or multiple shipments.

4.3 HSSE AND QA/QC

4.2.1 HSSE

The Bidder shall include in his Proposal provision for ensuring on all locations where Work (fabrication)
is performed the health, safety and welfare of all personnel involved in the performance and/or
inspection of the Work, including personnel of Oryx Energies, subcontractors and designated third
parties, and in particular for:
- Providing all necessary information in respect of any potential hazard associated with the
performance of the Work,
 Oryx Energies B2C Signage Tender
Instructions to Bidders

Document Number : T01-

O-PJM-RFQ-001 Revision: 00 Status: IFI Rev. Date: 28th Feb 2020
Page 5 on 9

- Providing appropriate safety equipment, gear and protective clothing (PPE equipment),
- Taking adequate safety, prevention, health, measures.
The Bidder will have to comply with applicable laws, and take all necessary measures with respect the
environment protection and security in relation to the type of Work undertaken.

4.2.2 QA/QC

Quality requirements being essential for the performance of the Works, the Bidder shall take into
account in his Proposal a proper Quality Assurance plan and Quality Control system, and a suitable
organization securing the various related functions.
At all stages of the Work, including engineering, fabrication, transport, the Bidder will have to perform,
and have performed by the future Subcontractors, any and all review, inspections and tests as required
by the applicable laws and requirements of Oryx Energies.
The QA/QC task shall include reporting and corresponding meetings for all items like quality follow up,
quality documentation management.

4.4 MANAGEMENT

The Bidder shall take into account all management, administration and secretarial services necessary for
the overall administration of the Works, including the provision of a management team including but not
limited to; Project Manager, General service HSE manager, QA/QC Manager, technical manager and
engineering team, Procurement officer(s), etc., fluent in English language.
Management shall include weekly and monthly reporting for all disciplines, planning and progress
measurement control, documentation management, final dossier.

4.5 TIME SCHEDULE

The Bidder shall submit a detailed time schedule PER COUNTRY as part of his proposal. The time
schedule will have to comply with the following milestones:

 CHOICE OF SUPPLIER PER COUNTRY AND DEFINITIVE QUANTITIES PER COUNTRY: 15th
April 2020
 ORDER AND PREPAYMENT 15th May 2020
 SHIPPING OF MATERIAL 31st July 2020

4.6 COMMERCIAL PROPOSAL

Bills of quantities shall be duly and entirely filled. Bidder shall specify the Currency per Country. No
conversion rate or fluctuation will be accepted.

The Price shall exclude the following taxes: VAT.

The Price shall include Withholding tax where applicable.

Payment terms to be specified in the offer.

 Oryx Energies B2C Signage Tender
Instructions to Bidders

Document Number : T01-

O-PJM-RFQ-001 Revision: 00 Status: IFI Rev. Date: 28th Feb 2020
Page 6 on 9

5. CONTRACT

A “Supply of Equipment” Contract will be agreed between the Parties. The Bidder may submit its
proposed Particular conditions along with its Proposal.
After Contract Award the Bidder will have to endorse all Oryx Energies documents and will be fully
responsible for all works, functionality and quality and will have no right whatsoever regarding any faults
in these Tender Documents.

The Bidder will have to issue a Bond guaranty on first demand for agreed prepayment.

6. GENERAL SPECIFICATIONS

TENDER DOSSIER
The Tender shall be valid for a period of 60 calendar days from the date of submission.

Each applicant shall submit a Tender dossier electronically by E-mail that will be presented as follows:

Document Format Sent to:

Gregoire.cambray@oryxenergies.com
Commercial Proposal PDF – XLS BOQ Emmanuel.abele@oryxenergies.com
Sophonie.babo@oryxenergies.com

Gregoire.cambray@oryxenergies.com
Technical Proposal and planning PDF Emmanuel.abele@oryxenergies.com
Sophonie.babo@oryxenergies.com

COPYRIGHT
The Bidder shall not sell, transfer, mortgage, lease or otherwise dispose of any tangible or intangible
assets including any intellectual property under the contracted agreement without prior written consent of
Oryx Energies

EXPENSES
The Bidder is responsible for all direct and indirect expenses incurred to satisfy this request for Tender.
Contractors will not be reimbursed for any costs incurred in connection with the preparation and
submission of their Tender nor for any subsequent meetings or visits to The Company offices and The
Company Site prior to award of the Contract.
 Oryx Energies B2C Signage Tender
Instructions to Bidders

Document Number : T01-

O-PJM-RFQ-001 Revision: 00 Status: IFI Rev. Date: 28th Feb 2020
Page 7 on 9

TENDER CONDITIONS
The COMPANY reserves the right to reject Tenders which include Sub-contractors who have insufficient
experience in similar works.
Sub-contractors are subject to the COMPANY’s approval.
Contractors receiving the Tender Documents are requested to respond by e-mail within five (5) working
days after the Invitation to Tender date, confirming:
 That all Tender documents have been received in good order;
 The intent to submit a Tender;
 The appointment of a dedicated contact person for all matters relating to the submission of the
Tender including address, relevant telephone/facsimile numbers and e-mail address.

CLARIFICATION OF TENDERS
To assist ORYX ENERGIES in the examination, evaluation and comparison of Tenders, ORYX
ENERGIES may require clarifications, changes, additions or deletions from the Tenderers. A formal
meeting may be held with each Bidder individually reviewing his proposal and discussing possible
clarifications, changes, additions or deletions.

The request for clarification and the response shall be in writing, no changes in the price or substance of
the Tender shall be sought, offered or permitted.

EVALUATION OF TENDERS
To assist in the examination, evaluation, and comparison of tenders, ORYX ENERGIES may, at its
discretion, ask any Bidder for clarification of its tender, including breakdowns of its prices. Such
clarification may be requested at any stage up to the contract award decision.

Requests for clarification and the responses shall be in writing or Email with confirmation of receipt and
no change in the price or substance of the tender shall be sought, offered, or permitted except as
required to confirm the correction of arithmetic errors discovered by ORYX ENERGIES during evaluation
of the tenders.
The Bidder shall have available qualified personnel to attend these meetings at short notice.

CONTACTING THE COMPANY

No Bidder shall contact the COMPANY on any matter relating to its Tender, from the time of the Tender
opening to the time the Contract is awarded.

Any effort by a Bidder to influence the COMPANY or any of its staff in its Tender evaluation, Tender
comparison or Contract award decisions may result in the rejection of the Contractor’s Proposal.

The Company reserves the right for himself or specified representative to contact by fax or telephone
and to have the full permission to Site visit any of the Contractor’s referenced projects or of their joint
ventures or of their subcontractors at any time before or after the award.

AWARD OF CONTRACT
The Company is not bound to accept the lowest or any valid Tender which he has received.

The Company will award the Contract to the Bidder whose tender has been determined to be responsive
to the tender documents and who has offered the lowest evaluated tender price, provided that such
Bidder has been assessed to be qualified to perform the contract satisfactorily.
 Oryx Energies B2C Signage Tender
Instructions to Bidders

Document Number : T01-

O-PJM-RFQ-001 Revision: 00 Status: IFI Rev. Date: 28th Feb 2020
Page 8 on 9

Prior to expiration of the period of tender validity The Company will notify the successful tenderer, that its
tender has been accepted. The notification of award shall specify the sum which The Company will pay
the Bidder in consideration of the execution and completion of the Works and the remedying of any
defects therein by the Bidder as prescribed in the Contract (hereinafter and in the Conditions of Contract
called “the Contract Price”).

The notification of award (hereinafter and in the Conditions of Contract called “the Letter of Acceptance“)
will constitute the formation of the Contract.

At the same time that The Company notifies the successful tenderer that its tender has been accepted,
The Company will send the tenderer the Agreement in the form provided in the tender documents,
incorporating all understandings between the parties.

Within FOURTEEN (14) days of receipt of the Agreement, the successful Bidder shall sign the
Agreement and return it to the COMPANY, together with the required Performance Security.

Upon fulfilment of the above, The Company will promptly notify the other tenderers that their tenders
have been unsuccessful and their Tender Security will be returned as promptly as possible.

CORRUPT AND FRAUDULENT PRACTICES

Contractors shall observe the highest standard of ethics during the procurement and execution of the
contract. In pursuance of this policy, The Company

(a) defines, for the purposes of this provision, the terms set forth below as follows:

(i) "corrupt practice" means the offering, giving, receiving, or soliciting of anything of value to
influence the action of a public official, or the threatening of injury to person, property or reputation, in
connection with the procurement process or in contract execution in order to obtain or retain business or
other improper advantage in the conduct of business; and
(ii) "fraudulent practice" means a misrepresentation of facts in order to influence a procurement
process or the execution of a contract to the detriment of The Company, and includes collusive practices
among tenderers (prior to or after tender submission) designed to establish tender prices at artificial,
non-competitive levels and to deprive The Company of the benefits of free and open competition;
(b) will reject a proposal for award if it determines that a tenderer recommended for award has
engaged in corrupt or fraudulent practices in competing for the contract in question.

TENDERERS OBLIGATIONS
The Contractors shall treat all information given in the Tender Documents as private and confidential.
The Contractors shall submit their binding Tender in the English language

INSURANCE
Liability: Bidder must subscribe and maintain into force, at its expenses, with a first class insurance
company reputedly solvent, a public liability insurance covering risks inherent in its activities under this
contract. Bidder undertakes to provide an insurance certificate to the COMPANY previously to the
contract signature. Coverage will be limited to the amount of the Contract

Transportation: in the context of the contract, the BIDDER must subscribe to insurances for any
transport risk covering the whole value of the equipment from the management in factories by the
Bidder, its suppliers or subcontractors, or any other acting under his instructions, until CIF incoterm.

DEFECT NOTIFICATON PERIOD:

Defect notification Period starts after taking over and punch-list clearing.
 Oryx Energies B2C Signage Tender
Instructions to Bidders

Document Number : T01-

O-PJM-RFQ-001 Revision: 00 Status: IFI Rev. Date: 28th Feb 2020
Page 9 on 9

- One (1) year for all equipments and items

The guarantee is a contractual matter that is different from the expected lifetime. The guarantee is
normally backed-up by an insurance contract covering the defect notification period.

7. DATE FOR SUBMISSION OF THE TENDERS

The dossiers shall be submitted on – and not prior - 19th of March

By E-mail:
To the attention of:
Grégoire Cambray: gregoire.cambray@oryxenergies.com
Emmanuel Abelé : emmanuel.abele@oryxenergies.com
Sophonie Babo : Sophonie.babo@oryxenergies.com

APPENDIX 1: LIST OF MATERIAL

APPENDIX 2: TECHNICAL SPECIFICATION (“SERVICE STATION CONCEPT
GUIDEBOOK”)
APPENDIX 3: BILL OF QUANTITY