Can Invitation for Tender Board Meetings be done via Substituted Service like WhatsApp in Cameroon?

While it is generally accepted in many jurisdictions that invitations for meetings, such as Tender Board Meetings, should be delivered physically with acknowledgment of receipt, the COVID-19 pandemic has prompted some to reconsider this approach. Some institutions have begun accepting WhatsApp as a means of communication, recognizing the double tick as prima facie evidence of delivery. However, this poses challenges in areas where internet connectivity is limited or slow.

Public procurement in Cameroon is regulated by specific laws and guidelines that typically mandate formal procedures for notifications and communications. Official invitations are generally expected to be sent through formal channels such as letters, official emails, journal for public contracts or public notices like the Council Notice Board. Relying on informal channels like WhatsApp could raise concerns about transparency and equitable access to information for all stakeholders. Public institutions strive to ensure that all interested parties receive consistent information through formal means. Furthermore, formal invitations provide a documented record of communication, which is crucial for accountability and legal purposes. WhatsApp may not offer the same level of documentation.

For Tender Board meetings, it is advisable to adhere to established protocols. This means using official communication methods while potentially employing WhatsApp as a supplementary tool for reminders or informal discussions.

While WhatsApp can facilitate quick communication, it is best to rely on formal methods for official invitations to Tender Board meetings to ensure compliance with legal requirements and maintain transparency.

Berka Dzekem, IPRF, MMP, MCP, MFP,Lecturer Public Contracts ENAM and runs Seminars on Public Contracts in the Advanced Program on Public Management (PSSFP) and the Supreme State Audit (CONSUPE) Cameroon.