IEBC Tender IEBC/OT/26/006/2026-2027: Installation, Testing, Commissioning, Support and Maintenance of CRMS

What is being bought

The Independent Electoral and Boundaries Commission (IEBC) is tendering for the installation, testing, commissioning, support and maintenance of a Candidate Registration Management System (CRMS) for its Nairobi headquarters at Anniversary Towers, University Way. Tenders are sealed hard-copy submissions, with a Tender Security of KES 2,000,000 required. Quantities beyond the system scope are not stated in the reviewed pages.

Key facts

Closing

Thu 5 Nov 2026, 11:00 am
Tenders must be deposited in the Tender Box at the 5th Floor reception, Anniversary Towers, on or before 5 November 2026 at 11:00 am EAT. P

Bid / tender security

Tender security of KES 2,000,000 in cash, bank guarantee, guarantee from an IRA-licensed insurance company, or guarantee from a CBK-licensed financial institution, payable to IEBC. Valid for 240 days after bid submission deadline. No other form is accepted. Conflicting D1 p.4

Tender fee

Tender documents can be downloaded free of charge. No submission fee is stated in the reviewed material. D1 p.4

Site visit

Optional
A site visit is encouraged but optional, at the tenderer's own cost and risk. Standard rule D1 p.11

Pre-bid meeting

Not stated in the documents we reviewed Not stated D1 p.12

Reserved for

No reservation applies. The TDS states that reservations are not applicable, so the tender is open to all interested tenderers. D1 p.37

Contract value

Not stated in the documents we reviewed Not stated D1 p.4

Tender opening

Tenders are opened immediately after the deadline in the presence of tenderers' designated representatives who choose to attend. The data sheet gives a different opening date (23 October 2026) that conflicts with the closing date. Conflicting D1 p.5

Tender validity

Tenders remain valid for 210 days after the submission deadline. D1 p.35

Who can apply

• Tendering is open to all eligible, qualified and interested tenderers under an open competitive method using a standardized tender document. D1 p.4
• A Kenyan tenderer is eligible only if it provides evidence of having fulfilled its tax obligations by producing a valid tax compliance certificate or tax exemption certificate issued by the Kenya Revenue Authority. Standard rule D1 p.10
• Joint ventures are not applicable to this tender (TDS: maximum number of JV members not applicable). D1 p.33

Application checklist

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

Required from every bidder

• Legal capacity: copy of certificate of incorporation, business registration or equivalent (for foreign tenderers), and a Power of Attorney. D1 p.39
• Valid Tax Compliance Certificate issued by KRA. D1 p.39
• Tender security in the form listed below, valid for 240 days (see bid_security). D1 p.39
• Duly filled, signed and stamped Form of Tender, and Form SD1 declaration that the tenderer is not debarred. D1 p.40
• Form SD2 Declaration on Corruption and Fraudulent Practice, Declaration of Commitment to the Code of Ethics, and Appendix 1 Fraud and Corruption, plus a signed and stamped Form of Tender. D1 p.40
• Tenderer's Eligibility: duly filled, signed and stamped Confidential Business Questionnaire, confirming the tenderer meets all eligibility requirements, and no conflict of interest. D1 p.40
• Tender document must be sequentially paginated and serialized on each page, including all attachments. D1 p.40
• Duly filled, signed and stamped Price Schedule in the format provided. D1 p.40
• Valid certificate from the Office of the Data Protection Commissioner (ODPC) as a Data Controller and Data Processor. D1 p.40
• ICTA supplier accreditation: ICTA Grade 1 or Grade 2 in ICT Systems and Applications, OR ICTA Grade 1 or Grade 2 in Information Security, OR ICTA Grade 1 in Cloud Computing. Validity will be confirmed with ICTA. D1 p.40
• Audited financial statements for 2023, 2024 and 2025: unqualified, with auditor's certificates, signed and stamped by a registered auditor. D1 p.58
• Evidence of ability to fund the project: a line of credit from a reputable financial institution. D1 p.58
• Tender must include a working demonstration URL/link to a sample CRMS software environment, kept operational through evaluation, with credentials provided if requested. D1 p.51

Experience, licences and financial capacity

Technical

• The CRMS must allow political parties and independent candidates to manage candidate information and photos; returning officers to clear candidates against legal requirements, confirm voter registration status, validate certificates against party signatories, verify independent candidates are not party members; and change candidate status (registered, pending, withdrawn, deceased, disqualified). D1 p.51
• Mandatory technical criteria also include: symbol approval and uniqueness checks, party membership lists, reporting, candidate lists, ballot templates and posters, Form 21 certificates, Form 34/35 generation, and document management for scanned candidate documents. D1 p.55
• Security: secure sockets for confidential transactions, automatic logout after inactivity, no password display, encrypted back-end databases, and back-end access only for authenticated administrators. D1 p.126
• Provide secure APIs/interfaces for authorized integration with relevant IEBC systems and external institutional systems, and backup, recovery and archival capability. D1 p.124
• Tenderers must tender recurrent cost items (maintenance, licence renewals, support) for the post-warranty period, quoted as service prices. D1 p.35
• Recurrent costs are evaluated over the initial operation period. The exact number of years is not stated in the reviewed pages. Not stated D1 p.44

Financial

• Minimum average annual turnover of KES 100,000,000 calculated from total certified payments received for contracts in progress or completed within the last three years. D1 p.48
• Access to financial resources (liquid assets, unencumbered real assets, lines of credit, other means excluding contractual advances) of a minimum KES 100 million cash-flow. Unverified D1 p.48
• General experience: experience under information system contracts as prime supplier, JV member or subcontractor for at least the last three years before the submission deadline. D1 p.48
• Specific experience: at least three contracts within the last three years, each with a value of at least KES 10 million, successfully and substantially completed and similar to the proposed system. D1 p.48

Lots and categories

• The TDS says the number of lots is not applicable. However, Section III refers to evaluation by lots and multiple contracts. Confirm with IEBC. Conflicting D1 p.35

What the addenda changed

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

Not covered in the documents we reviewed

• Minimum technical pass score (St) is not filled in (blank in Section III).
• Specific experience similarity definition for the 2.4.2 requirement is blank ('Specify minimum key requirements').
• Contract value or budget.
• Number of years for recurrent cost evaluation.
• Pre-tender meeting and site visit dates, if any.
• Section III technical scoring tables are partly blank (points and criteria not filled in).
• Any addenda after the original tender document.
• Pages 36, 52-54 and other standard forms not provided; technical requirements sections beyond those reviewed.
• Exact page for item 13A demonstration requirement may be 52-54, not 51.
• Sample requirements mentioned in the invitation (sample to be deposited) are not described in the reviewed material.

Terms explained

TDS

Tender Data Sheet: the tender-specific values (amounts, dates, rules) that override the standard Instructions to Tenderers.

ITT

Instructions to Tenderers: the standard rules for preparing and submitting a tender.

Tender security

Money or guarantee submitted with the tender to protect the buyer if the bidder withdraws or fails to sign. Here KES 2,000,000.

Preliminary examination

Initial check of mandatory items (signed forms, security, certificates). Failure makes a tender non-responsive.

Responsive

A tender that meets all mandatory requirements and is eligible for evaluation.

Tender Box

Physical box at IEBC reception where hard-copy tenders must be deposited. Electronic submission is not allowed.

Form SD1 / SD2

Sworn declarations: SD1 that the tenderer is not debarred from procurement; SD2 on corruption and fraudulent practices.

Confidential Business Questionnaire

Form in which the tenderer provides its business and eligibility details to the buyer.

ICTA

ICT Authority, which grades supplier accreditation for ICT systems, information security and cloud computing.

ODPC

Office of the Data Protection Commissioner, which certifies data controllers and processors.

Recurrent costs

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

AGPO / reserved groups

Preference schemes for youth, women, persons with disabilities and other groups. Here reservations are not applicable.

JV

Joint venture: two or more firms bidding together. Not applicable to this tender.