Tender for BCEAO Automatic Fire Suppression System Cylinders in Togo

Tender Number: T00/SAPS/0003/2026

Tender Name: Supply and Installation of Automatic Fire Suppression System Cylinders

Project Description: Supply and installation of new fire suppression cylinders for the automatic fire suppression system at the BCEAO (Central Bank of West African States) headquarters in Lomé, covering three areas: server room, generator room, and central archives. The work specifically includes the dismantling and removal of existing cylinders, supply and installation of new cylinders and accessories, overall system inspection and commissioning, and testing of the equipment after it is put into operation.

Description of Existing Facilities:

Server Room: 2 sets of automatic fire suppression systems

Generator Room: 2 sets of automatic fire suppression systems

Central Archives: 8 sets of automatic fire suppression systems

Material Specifications:

CO₂ Cylinders: For the generator room, filling weight 45 kg, storage pressure 57.3 bar

Novec 1230 Cylinders: For the server room and central archives, filling weight 140 kg, storage pressure 25 bar (20°C), pressurized with nitrogen to 36 bar

Each system must be equipped with fixed brackets, discharge hoses, electrical initiators, leakage pressure switches, and all installation and commissioning work.

Bidders must provide complete technical documentation (product technical manuals) for the offered products.

Environmentally friendly extinguishing agents and solutions will be given special attention.

Procurement List (excluding taxes and duties):

CO₂ Fire Suppression Cylinders (45 kg) with Installation Kit: 2 sets

Novec 1230 Fire Suppression Cylinders (140 kg) with Installation Kit (Server Room): 2 sets

Novec 1230 Fire Suppression Cylinders (140 kg) with Installation Kit (Central Archives): 8 sets

Dismantling and Recycling of Old Cylinders: 1 item

Project Location: Togo, Lomé, BCEAO Headquarters in Lomé (Avenue Abdoulaye FADIGA)

Site Visit: A mandatory site visit is scheduled for Tuesday, March 31, 2026, at 10:00 AM (GMT). Bidders must attend to fully assess site conditions, handling difficulties, and other requirements not detailed in the tender documents.

Tender Language: French

Composition of Tender Documents: Tender documents must include the following four parts:

Tender Letter (using the template from Attachment 1)

Company Profile (including name, address, business coverage)

Technical Proposal (including equipment technical data, maintenance plan, personnel qualifications, similar project experience, implementation methodology, etc.)

Financial Offer (excluding taxes and duties)

Qualification Document Requirements:

Business Registration Certificate or RCCM Registration Proof

Installation License/Certificate

Authorization Document for the Signatory

Proof of Civil Liability Insurance for the Company's Responsible Person

Tax Clearance Certificate

A copy of the tender documents signed, dated on each page, and handwritten with "Read and Approved"

Tender Submission Method: Tender documents must be submitted in sealed double envelopes:

Outer Envelope: Only indicate the recipient address (BCEAO Lomé Headquarters) and the tender name: "Supply and Installation of Automatic Fire Suppression System Cylinders Project - To be Opened Only at Bid Opening"

Inner Envelope: Sealed and indicating the bidder's name

Submission Address:

Physical Submission: Office 1108, 11th Floor, Lomé Headquarters (Office of the Head of Administration, Assets, and Security)

Email Submission: courrier.t00@bceao.int

Submission Deadline: April 17, 2026, 5:30 PM (GMT)

Currency and Payment: The tender and payment currency is the West African CFA Franc (FCFA). Suppliers outside the CFA Franc zone may quote in Euros, but all offers will be converted to FCFA for evaluation.

Tax Arrangements: In accordance with Article 28 of the Treaty of the West African Monetary Union and Article 7 of the BCEAO Statutes, this project is exempt from all taxes, duties, and related fees within the member states of the Union. The BCEAO is responsible for processing the customs exemption formalities.

Payment Terms:

30% advance payment upon contract signing (subject to provision of a bank guarantee)

65% payment upon delivery, installation, and provisional acceptance (based on signing of provisional acceptance minutes)

Remaining 5% as a retention guarantee, payable after the one-year warranty period ends and final acceptance is approved

Warranty Requirements:

Warranty period of not less than 1 year

Equipment must be brand new, of good quality, with manufacturer's warranty against manufacturing defects

During the warranty period, the supplier bears all costs for replacement, return, and reinstallation in case of non-conformity

Performance Period: The supplier must specify the delivery and installation period in the tender documents, calculated from the date of the purchase order. A penalty of one-thousandth (1‰) of the order value per day of delay will be applied, with the total penalty not exceeding 5% of the contract value.

Acceptance Procedure:

Provisional Acceptance: After equipment installation is complete and system functional tests are successful, both parties sign the provisional acceptance minutes.

Final Acceptance: After the warranty period ends, both parties sign the final acceptance minutes.

Dispute Resolution:

Priority given to amicable settlement

If amicable settlement fails, the dispute shall be submitted to the Common Court of Justice and Arbitration (CCJA) of the Organization for the Harmonization of Business Law in Africa (OHADA) for final arbitration. Arbitration shall be conducted in Lomé, Togo, in French, in accordance with Togolese law, by a single arbitrator appointed by the CCJA under its arbitration rules. Arbitration costs shall be borne by the losing party.

Evaluation Criteria: Evaluation will be based on a comprehensive assessment of technical proposal compliance and price analysis. The contract will be awarded to the bidder whose technical proposal meets the requirements and offers the best economic advantage to the BCEAO. The BCEAO reserves the right to reject all bids or cancel the tender procedure at any stage.