Framework contract for air ticket services for Business Hustler Opportunities sub-sector, 3 years as and when needed (re-tender)

What is being bought

A three-year framework contract for the provision of air tickets (domestic, regional and international, business or economy class, with insurance, visa processing and hotel transfers where stated) for the Business Hustler Opportunities sub-sector of Nairobi City County Government, ordered as and when needed. The tender reference is NCC/BHO/FW/016/2026-20267. Quantities are not fixed and bidders quote unit rates by destination.

Key facts

Closing

Fri 30 Oct 2026, 11:00 am
Closing (deadline for receipt of tenders): 30 October 2026 at 11:00 (no addenda were provided, so this is the current deadline). P

Bid / tender security

Source conflict: the invitation says bid security is not a requirement, but the Tender Data Sheet and the mandatory checklist require a tender-securing declaration or tender security of KES 100,000 (bank guarantee or insurance guarantee approved by PPRA). Conflicting D1 p.2

Tender fee

No tender fee is stated. The invitation says tender documents may be viewed and downloaded for free. D1 p.2

Site visit

Optional
No pre-arranged site visit will take place for this tender. D1 p.30

Pre-bid meeting

Not stated in the documents we reviewed Not stated D1 p.30

Reserved for

Not stated in the documents we reviewed Not stated P

Contract value

No contract value is stated; the price schedule states that a total price is not required and bidders quote unit rates. D1 p.36

Tender opening

Public opening of tenders at Weights and Measures Building Complex, 2nd Floor, Popo Road, Supply Chain Management office, in the presence of tenderers' representatives. Representatives must bring a National ID or passport. D1 p.30

Tender validity

Tenders must remain valid for 140 days from the submission deadline. A shorter validity period makes the tender non-responsive. D1 p.30

Who can apply

• Open to all qualified and interested tenderers from Nairobi County and other counties in Kenya. A tenderer may be a private firm, a state-owned entity meeting ITT 4.7, or a joint venture (JV). Maximum JV members: not applicable. D1 p.2
• A state-owned enterprise may only tender if it shows it is legally and financially autonomous, operates under commercial law and is not under supervision of the Procuring Entity. Standard rule D1 p.7

Application checklist

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

Required from every bidder

• Certificate of registration or incorporation. D1 p.33
• Valid Tax Compliance Certificate from KRA, or tax exemption certificate. D1 p.33
• Current business permit or trade licence from Nairobi City County, valid. D1 p.33
• Tender signed by the person authorised to do so, with Power of Attorney or sworn affidavit. The affidavit must confirm the signatory is authorised. D1 p.30
• Form of Tender completed, signed and stamped in the provided format. D1 p.33
• Tender Bid Security Form for KES 100,000 (bank guarantee or insurance guarantee approved by PPRA). See bid_security conflict. Conflicting D1 p.33
• Confidential Business Questionnaire, Tenderer's information form, and Form SD1 (not debarred) and SD2 (no corrupt or fraudulent practices) self-declarations, each completed and signed. D1 p.33
• CR12 and copies of ID for all listed directors of limited companies; copy of ID for sole proprietors. D1 p.33
• Disclosure of interest and conflict of interest forms, certificate of independent tender determination, and declaration of commitment to the code of ethics, all filled, signed and stamped. D1 p.33
• Kenya Association of Travel Agents membership certificate must be attached. D1 p.33
• Priced price schedule in the prescribed format. D1 p.33

Required only in some situations

• Joint venture only: copy of the JV agreement or a signed form of intent with the proposed agreement. Standard rule D1 p.12

Experience, licences and financial capacity

Technical

• Experience: five assignments above KES 3 million per year from corporate clients, with LSOs/LPOs or contracts in the last five years (20 marks). D1 p.34
• Airline partnerships: appointment letters from five major airlines (10 marks). D1 p.34
• Methodology for urgent booking cancellations and refunds (10 marks). D1 p.34
• Physical facilities: address and contacts with title or lease and latest utility bill (10 marks; zero if not provided). D1 p.34
• Key personnel: a team of three staff with CVs and certificates, including a degree in hospitality in top management and a diploma in ticketing with IATA diploma (15 marks). D1 p.35
• Commitment letter undertaking to deliver the service and meet contract timelines (10 marks). D1 p.35
• Professional indemnity insurance valid, minimum KES 800,000 (10 marks). D1 p.35
• Pass mark for technical evaluation is 70 out of 100 marks. D1 p.35

Financial

• Financial capacity (15 marks): liquidity ratios with stamped bank statements for the last two years, or a line of credit letter from a bank. D1 p.35
• All costs must include applicable mandatory levies (0.003% Public Procurement Capacity Building Levy) and all applicable taxes; bids with arithmetic errors are disqualified. D1 p.42

How and where to submit

• Bids must be physically delivered in a single sealed envelope or package marked with the tender name and reference number, addressed to the County Chief Officer, Business Hustler Opportunities, Weights and Measures Building Complex, 2nd Floor, Popo Road (South C), P.O. Box 30075-00100, GPO Nairobi, and dropped in the tender box. Tenders must be received on or before 30 October 2026 at 11:00am. D1 p.3
• Electronic submission is not allowed. Tenderers shall not have the option of submitting their Tenders electronically. D1 p.30
• Original plus ONE copy of the tender is required. Original must be marked ORIGINAL and copy marked COPIES; each inner envelope must show the Procuring Entity name and address, the tenderer name and address, and the tender name and reference number. D1 p.30
• All pages of the tender must be chronologically serialized and the bid bound with serialized (paginated) pages including all annexes. D1 p.33

Lots and categories

• Lot Lots (Option 1 or 2): Multiple contracts are not permitted, but evaluation is by lot with the lowest evaluated tenderer per lot. The procuring entity has not indicated which of two award options (Option 1 or Option 2) it will use, and the TDS states the award is to a minimum of seven service providers. Unverified D1 p.43

What the addenda changed

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

Not covered in the documents we reviewed

• Section IV tendering forms and Section V (procuring entity's requirements) were largely not provided; the full TOR and tender form wording must be checked.
• Full Section III price and evaluation rules, including the chosen lot award option (Option 1 or 2).
• Full Stage Two technical mandatory requirements and detailed price schedule content.
• Any addenda (none were provided) and any clarification responses.
• Whether bid security is required (conflict noted) and the required form and validity of the tender-securing declaration.
• Any tender-specific procurement complaint procedure and the adjudicator details in the TDS.
• Performance security amount and contract signing details.
• Form of Tender and the Confidential Business Questionnaire templates.

Terms explained

Framework contract

An agreement with several pre-selected suppliers who are called on as and when a need arises, without a fixed quantity.

TDS

Tender Data Sheet: the section of the tender document with the specific values for this tender that override the general instructions.

Tender security / tender-securing declaration

Money or guarantee (or a signed declaration) provided with the bid to show good faith; it can be forfeited if the bidder withdraws or fails to sign the contract.

Responsive / non-responsive

A bid that meets all mandatory requirements is responsive; one that does not is rejected without further evaluation.

AGPO

Affirmative action procurement for youth, women and persons with disability; no reservation applies to this tender as stated.

MR / LSO / LPO

LSO (Local Service Order) or LPO (Local Purchase Order) are buyer orders proving past business; they are used as evidence of experience.

JV

Joint venture: two or more firms bidding together, with all members jointly liable.

Tax compliance certificate

KRA certificate proving tax obligations are up to date.

Lowest evaluated tender

The responsive tender that meets qualification criteria and has the lowest evaluated cost.

Liquidity ratio

A measure of ability to pay short-term debts, shown from bank statements.