ERP System Design, Supply, Installation and Maintenance - GRA Tender GRA/TND/01/2025-2026

What is being bought

The Gambling Regulatory Authority (GRA) requests bids for the design, supply, delivery, installation, configuration, testing, commissioning and maintenance of an Enterprise Resource Planning (ERP) system, as a single open tender with no lots. Bids are to be delivered to the GRA Tender Box on the 7th Floor, ACK Garden Annex, Nairobi. The reviewed pages do not give a quantity or detailed scope list beyond the Terms of Reference extracts.

Key facts

Closing

Fri 23 Oct 2026, 11:00 am
Tenders must be received on or before this date and time at the Tender Box, 7th Floor, ACK Garden Annex. Late tenders are rejected. P

Bid / tender security

Tender Security (bid bond) is required in original form. Conflict: the invitation notice says KES 5,000,000.00; the TDS says KES 300,000. Accepted forms: guarantee from an insurance company licensed by IRA and listed by PPRA, or a CBK-licensed bank. Valid 30 days beyond tender validity. Tender-Securing Declaration allowed only if specified. Conflicting D1 p.2

Tender fee

Tender documents may be downloaded free of charge from the GRA website or the tenders.go.ke portal. No tender application fee is stated in the reviewed pages. D1 p.2

Site visit

Optional
Site visit: the ITT says visiting the site is encouraged at the tenderer's own cost and risk. The Terms of Reference, however, says bidders are expected to conduct a site visit. Ask GRA whether it is compulsory. Conflicting D1 p.53

Pre-bid meeting

Optional
No pre-tender meeting will take place, according to the TDS. D1 p.30

Reserved for

No youth, women, persons with disability or AGPO reservation is stated. The portal lists no reserved groups. The Section III 100% Kenyan-ownership rule is a nationality restriction, not a group reservation. P

Contract value

Not stated in the documents we reviewed Not stated D1

Tender opening

Tenders are opened publicly in the Boardroom, 7th Floor, ACK Garden Annex, soon after the closing time, in the presence of bidder representatives who attend. The exact opening time is not stated. D1 p.2

Tender validity

Tenders remain valid for 180 days after the submission deadline. Tenders valid for a shorter period are rejected. D1 p.30

Who can apply

• Tenderers must be firms that are 100% owned by Kenyans, shown by current CR12/CR13 filings. The Section III preliminary requirement states the tender is exclusively reserved to such firms. This conflicts with the general ITT foreign-tenderer rules (see conflicts). D1 p.53
• A Kenyan tenderer must show it has met its tax obligations by producing a valid tax compliance certificate (or tax exemption certificate) issued by the Kenya Revenue Authority. Standard rule D1 p.11
• Foreign tenderers are permitted in principle but must source at least 40% of contract inputs (supplies, subcontracts and labour) from national suppliers and contractors, and must provide documentary evidence. Foreign tenderers not meeting this are automatically disqualified. A foreign tenderer is one with less than 51% Kenyan ownership or that subcontracts more than 10% of the contract price to foreign contractors. This conflicts with the 100% Kenyan-ownership rule in Section III. Conflicting D1 p.11
• Joint ventures (JVs) must seek an exemption from the Competition Authority of Kenya under Section 25 of the Competition Act 2010. Exemption is not needed to tender but is a condition of contract award and signature. The JV must be given the opportunity to obtain it. Standard rule D1 p.11

Application checklist

Tick items off as you prepare. Your ticks stay on this device only.

Required from every bidder

• Copy of Certificate of Incorporation/Registration and current CR12/CR13 showing 100% Kenyan ownership, plus certified copies of national IDs of all company directors, certified by a commissioner for oaths or an advocate. D1 p.53
• Copy of a valid Tax Compliance Certificate from the Kenya Revenue Authority, valid at least up to the tender closing date. D1 p.53
• Copy of a valid Business Permit issued by the County Government. D1 p.53
• Certified copies of financial statements for three years (2023, 2024 and 2025), supported by audited balance sheets. D1 p.53
• Form of Tender and Price Schedules, completed without alterations to the text, with all blank spaces filled in. Standard rule D1 p.13
• Written authorization for the person signing the tender to commit the tenderer, with the signatory name and position typed under the signature. Standard rule D1 p.19
• Preliminary Project Plan covering management, coordination, resources, implementation, training, testing and warranty/support sub-plans (as listed in the TDS), with a Gantt-format schedule. Standard rule D1 p.16
• Item-by-item commentary demonstrating responsiveness to each Technical Requirement, with explicit cross-references to supporting pages. The commentary prevails over any catalogues. Standard rule D1 p.16
• Written confirmation accepting responsibility for successful integration and inter-operability of all system components. Standard rule D1 p.16
• Financial forms (Form FIN-2 Average Annual Turnover and Form F-3 Financial Resources) with sources of financing, completed per Section III. D1 p.88

Required only in some situations

• Joint Venture: a copy of the Joint Venture Agreement signed by all members showing which parts of the system each member will do, or a Form of intent to execute one. Standard rule D1 p.13
• Foreign tenderers only: documentary evidence that at least 40% of contract inputs are sourced from national suppliers and contractors. Standard rule D1 p.11

Experience, licences and financial capacity

Technical

• The ERP solution must include data from the Authority since inception, with other relevant data from former systems available for reference. The proposal must include deliverables for smooth phased migration. D1 p.53
• Bidders must advise GRA on hardware needed for the ERP implementation, after studying the current scenario in the TOR and conducting a site visit. D1 p.53
• Evaluation runs in four stages: Stage 1 mandatory preliminary requirements (Yes/No); Stage 2 technical evaluation (technical scoring plus demo); Stage 3 financial evaluation of quoted prices; Stage 4 due diligence. D1 p.53

Financial

• Average annual IT systems sale, supply and installation turnover of at least KES 5,000,000 for each of the last three financial years, supported by audited balance sheets. D1 p.53
• Financial statements must reflect the tenderer's own finances (or the JV member's), not sister or parent companies, and must be audited by a certified accountant. They must be complete with all notes and cover completed, audited accounting periods only. D1 p.88
• Prices must be quoted in Kenya shillings. D1 p.30
• Prices are fixed and must not be adjusted during contract performance. D1 p.30
• Recurrent cost items (for example licence renewals, support and maintenance) must be tendered and priced separately, as the TDS requires. D1 p.30

How and where to submit

• Submit physically: one sealed envelope addressed to The Director General, Gambling Regulatory Authority, P.O. Box 30933-00100, Nairobi, deposited in the Tender Box on the 7th Floor, ACK Garden Annex. Outer envelope must not show the tenderer name. D1 p.2
• Portal lists electronic submission as an option, but the tender documents describe only physical sealed submission. Electronic submission procedures are not set out in the TDS. Ask GRA before relying on electronic submission. Conflicting P
• Tender must be delivered as one sealed envelope containing separate sealed envelopes marked ORIGINAL and COPIES. Each inner envelope must show the tenderer name and address, the tender identification and a warning not to open before opening time. Standard rule D1 p.19
• Number of copies: the TDS does not state the number of copies. The original must be marked ORIGINAL and copies marked COPY. Not stated D1 p.13
• All pages must be chronologically serialised. Tender must be typed or written in indelible ink, signed by an authorised person, and written in English. Standard rule D1 p.14
• Written clarification questions must reach the Procuring Entity at procurement@gra.go.ke or the address in the TDS (P.O. Box 43977-00100, Nairobi) by this date and time. The GRA response will be sent to all bidders. D1 p.30

Lots and categories

• Lot N/A: Not applicable. The tender is a single contract with no lots. D1 p.30

What the addenda changed

• No addenda were provided in the reviewed material. Not stated P

Not covered in the documents we reviewed

• No addenda were provided, so any later changes to dates, forms or requirements are unknown.
• Section IV tendering forms (Form of Tender, price schedules, Tender Security form and Technical Responsiveness Checklist) were not provided.
• Section V to VIII (Procuring Entity Requirements, technical requirements, implementation schedule and inventory tables) were not provided.
• Section III Stage 2 technical scoring weights, demo requirements and Stage 4 due diligence criteria were not provided.
• Number of copies required (TDS ITT 23.1) was not stated in the reviewed pages.
• Electronic tender submission procedures (TDS ITT 25.1) were not stated.
• Contract value or budget was not stated.
• Performance security amount and timing were not provided.
• Contract scope details, delivery locations and implementation timeline were not provided beyond the Terms of Reference extracts.
• Exact opening time and any electronic opening procedure were not stated.
• Whether the site visit is compulsory, and the date and booking route for it, were not clear.
• Some TDS lines (ITT 21.1 and 22.1) may appear on pages not included in the review.

Terms explained

TDS

Tender Data Sheet: the tender-specific section that overrides the general Instructions to Tenderers (ITT).

ITT

Instructions to Tenderers: the standard rules for preparing, submitting and evaluating tenders.

Tender Security (bid bond)

Guarantee from a bank or insurer that protects the buyer if a bidder withdraws or fails to sign.

Tender-Securing Declaration

A signed declaration that can replace a Tender Security only where the TDS allows it. Breaching it can lead to debarment.

Responsive / substantially responsive

A tender that meets all requirements without material deviation, reservation or omission. Non-responsive tenders are rejected.

Preliminary examination

The first check that forms are signed, securities are attached and the tender is complete. Failing it removes the bid.

CR12 / CR13

Kenyan company registry returns showing a company's directors and shareholders and their shareholding.

Tax Compliance Certificate

KRA certificate confirming tax obligations are met, valid up to the closing date.

Joint Venture (JV)

Two or more firms bidding together under a joint venture agreement, with rules for each member.

AGPO

Affirmative action procurement for youth, women and persons with disability. No AGPO reservation is stated here.

Recurrent cost

Ongoing costs after installation, such as licence renewals, support and maintenance, priced separately.

Addendum

A written amendment to the tender documents that overrides earlier terms. None was provided.

Best Evaluated Tender

The tender with the best combined technical and financial score, after meeting all mandatory requirements.