Framework tender NCC/BHO/FW/011/2026-2027: supply of assorted cleaning materials, Nairobi City County (3 years, as and when needed)

What is being bought

Nairobi City County Government invites sealed tenders for framework agreements to supply and deliver assorted cleaning materials for its Business and Hustler Opportunities sub-sector over 3 years as and when needed. Bidders may tender for one or more items; the Schedule of Requirements was only partly reviewed (items 28 and 29 seen, e.g. sanitary services and vacuum cleaners), with delivery to Weights and Measure Complex, 2nd Floor, Popo Road South C.

Key facts

Closing

Fri 30 Oct 2026, 11:00 am
Tenders must be delivered on or before 30 October 2026 at 11:00am to the Tender Box, Weights and Measure Complex, 2nd Floor, Popo Road South C. No addenda reviewed. D1 p.27

Bid / tender security

Tender security of KSh 100,000 (One Hundred Thousand Shillings) required, in the form of a bank guarantee or insurance guarantee approved by PPRA, or a tender-securing declaration as allowed under ITT 18. Must be valid 30 days beyond the tender validity period. D1 p.5

Tender fee

Not stated in the documents we reviewed Not stated D1 p.5

Site visit

Not stated in the documents we reviewed Not stated D1

Pre-bid meeting

Optionnel
A pre-tender conference will not be held. D1 p.26

Reserved for

No reservation: the invitation is open to all eligible candidates and no reservation applies under the tender data sheet. D1 p.27

Contract value

Not stated in the documents we reviewed Not stated P

Tender opening

Tenders opened immediately after the deadline at Weights and Measure Complex, 2nd Floor, Popo Road South C, in presence of tenderers' representatives who attend. Three representatives of the procuring entity sign. D1 p.27

Tender validity

Tender validity period is 140 days from the submission deadline; tender security must extend 30 days beyond validity. D1 p.26

Who can apply

• Tender is open to all eligible candidates (open competitive tendering). Tender data sheet says the invitation is open to all eligible candidates and no group reservation applies. D1 p.28

Application checklist

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

Required from every bidder

• Certificate of Registration/Incorporation. D1 p.30
• Valid Tax Compliance Certificate from KRA or tax exemption certificate. D1 p.30
• Current business permit or trade licence (Nairobi City County). D1 p.30
• Tender signed by the person authorized to do so (Power of Attorney or sworn affidavit). D1 p.30
• Form of Tender duly completed, signed and stamped in the prescribed format. D1 p.30
• Tender bid security form for KSh 100,000.00 (see bid_security). D1 p.30
• Duly filled Confidential Business Questionnaire in the format provided. D1 p.30
• Attach CR12 and copies of ID of all listed directors for limited companies; copy of ID for sole proprietors. D1 p.30
• Self-declaration (Form SD 1) that the bidder is not debarred from public procurement. D1 p.30
• Self-declaration (Form SD 2) that the bidder will not engage in corrupt or fraudulent practices. D1 p.30
• Dully filled, signed and stamped Tenderer's information form in the format provided. D1 p.30
• Fill, sign and stamp disclosure of interest / conflict of interest forms. D1 p.30
• Fill, sign and stamp certificate of independent tender determination. D1 p.30
• Declaration of commitment to the code of ethics. D1 p.30
• Dully filled Price Schedule of the goods in the prescribed format, with unit prices and brand for each item. D1 p.30
• Original of the tender document plus one copy. D1 p.30
• Tender document bound and serialized (paginated), including all annexes. D1 p.30
• Power of Attorney naming authorised signatories (written authorisation to sign for the tenderer). D1 p.27
• Valid tax compliance certificate: a Kenyan tenderer must provide a current tax clearance or exemption certificate from KRA. Standard rule D1 p.10
• Technical evaluation documents: experience (5 LPOs/LSOs above KSh 3 million per annum, 4 marks each), 2 references, delivery schedule, physical facilities proof, key personnel CVs for 3 staff, financial capacity (2 years bank statements or line of credit letter), after-sales commitment letter and commitment letter to supply. D1 p.31

Experience, licences and financial capacity

Technical

• Technical pass mark is 70 out of 100; bidders scoring below 70 are eliminated. Experience: five assignments above KSh 3 million per annum (4 marks per LSO/LPO, max 20). References: five clients, 2 marks per letter (max 10). Delivery: 7 days or less 10 marks; 7-14 days 5; 14-21 days 2.5; over 21 days 0 (max 10). Physical facilities 10. Key personnel team of three, 15 marks. Financial capacity 15 (bank statements for two years, or line of credit letter 5 marks). After-sale service 10. Commitment letter 10. D1 p.32
• Price schedule: bidders must indicate the brand for items quoted where applicable; unit price per item is the primary basis for award on a need basis; prices must be valid for 140 days. Each schedule must be quoted in full or it is disqualified. D1 p.32

Financial

• Tender prices are evaluated per item unit price; lowest evaluated bid per item/lot. Each item evaluated separately; price schedules must cover all items in a schedule. Amount in words prevails over figures if they differ. D1 p.32
• Performance security of KSh 100,000 (ITT 47.3). Post-qualification financial thresholds (turnover, financial capability) are blank in the template and were not filled in. D1 p.28

How and where to submit

• Physical hard-copy tenders only, delivered to the Tender Box at Weights and Measure Complex, 2nd Floor, Popo Road South C, P.O Box 30075-00100, GPO Nairobi, addressed to the County Chief Officer BHO. One original plus ONE copy. D1 p.6
• Serialize all pages of the tender in ascending order. D1 p.5
• Fill in the Form of Tender unit price column only, not the total tender sum. D1 p.5
• Tenders must be in English; supporting documents in another language need accurate English translation. Standard rule D1 p.11
• Tenders must be made in sealed form and the tender bid security must be included. D1 p.5

Lots and categories

• Lots are not used; tenderers may quote for any items or schedules, and each item is evaluated and awarded separately. Multiple-lot award method (Option 1 or 2) was not selected in the TDS. Unverified D1 p.33

What the addenda changed

• No addenda reviewed. Not stated P

Not covered in the documents we reviewed

• Schedule of Requirements (Section V) item list, quantities and specifications for items 1-27 (only items 28-29 seen).
• Full Form of Tender, price schedules and Form SD1/SD2 templates.
• Section III post-qualification financial thresholds (turnover, cash flow, years of experience) were blank in the template.
• Section II entry for ITT 33.6 and TDS entries for ITT 47.3 delivery period and Performance security clauses.
• Contract value and estimated quantities for the framework agreement.
• Any addenda after the portal record.

Terms explained

TDS

Tender Data Sheet: the section with tender-specific values that overrides the general Instructions to Tenderers.

Tender security

Money or guarantee lodged with the tender to show seriousness; forfeited if the bidder withdraws or fails to sign.

AGPO

Affirmative action procurement reserved for youth, women and persons with disability; not reserved in this tender.

Responsive

The tender meets all mandatory requirements and conditions; a non-responsive tender is rejected.

Framework agreement

A standing agreement with suppliers at agreed unit prices, with orders placed as and when needed.

MR / CR12

CR12 is the Companies Registry return listing company directors and shareholders.