Tender for BCEAO Automatic Fire Suppression System Cylinders in Togo

Tender Reference: T00/SAPS/0003/2026

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

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

Description of Existing Facilities:

Server Room: 2 automatic fire suppression systems

Generator Room: 2 automatic fire suppression systems

Central Archives: 8 automatic fire suppression systems

Material Specifications:

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

Novec 1230 Cylinders: For the server room and central archives, fill 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 actuators, leak pressure switches, and all installation and commissioning work.

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

Environmentally friendly extinguishing agents and solutions will receive particular attention.

Procurement List (Excluding Taxes and Customs Duties):

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

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

Novec 1230 Fire Suppression Cylinders (140 kg) and 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 fully detailed in the tender documents.

Bid Language: French

Bid Document Composition: Bid documents must include the following four parts:

Bid Letter (using the template in Annex 1)

Company Profile (including name, address, business scope)

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

Financial Quotation (excluding taxes and customs duties)

Qualification Document Requirements:

Commercial Registration Certificate or RCCM Registration Proof

Installation Permit Certificate

Authorization Document for the Authorized Signatory

Proof of Civil Liability Insurance for the Company's Manager

Tax Clearance Certificate

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

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

Outer Envelope: Only indicate the recipient's address (BCEAO Headquarters in Lomé) and the tender title "Project for Supply and Installation of Automatic Fire Suppression System Cylinders - To be opened only at bid opening"

Inner Envelope: Sealed and indicating the bidder's name

Submission Address:

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

Email Submission: courrier.t00@bceao.int

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

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

Tax Arrangements: In accordance with Article 28 of the Treaty of the West African Monetary Union and Article 7 of the Statutes of the Central Bank of West African States, this project is exempt from all taxes, customs duties, and related fees within the member states of the Union. The customs exemption procedures are handled by the Central Bank of West African States.

Payment Terms:

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

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

Remaining 5% as a performance 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, and guaranteed by the manufacturer against manufacturing defects

In case of non-conformity during the warranty period, the supplier bears all costs of return, replacement, and reinstallation

Performance Period: The supplier must specify the delivery and installation period in the bid document, calculated from the date of the order. Late delivery will incur a penalty of one-thousandth (1‰) of the order value per day, with the total penalty not exceeding 5% of the contract value.

Acceptance Procedure:

Provisional Acceptance: After equipment installation is complete and system functionality 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 through negotiation

If negotiation 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 Central Bank of West African States. The Central Bank of West African States reserves the right to reject all bids or cancel the tender procedure at any stage.