Nyandarua County: Supply and delivery of KICOSCA uniforms and equipment (ref 2654040)

What is being bought

Supply and delivery of KICOSCA uniforms and equipment for the Department of Youth Affairs, Sports and Innovation, Nyandarua County Government, delivered to Ol'Kalou, Nyandarua. Quantities and item specifications are in the Schedule of Requirements (Section V), which was not provided. Single contract with no lots, reserved for youth, women and persons with disability (PWD) groups according to the Tender Data Sheet (TDS); the portal lists AGPO instead, so check this.

Key facts

Closing

Tue 27 Oct 2026, 11:00 pm
Closing per the portal record at 23:00. The TDS says the deadline is as indicated in the IFMIS Portal, so confirm the date and time on IFMIS before submitting. P

Bid / tender security

Tender security: a Tender-Securing Declaration (for AGPO) or a Tender Security of 2% of the tender sum, in original form, as specified in the TDS. The tender security must be valid for 30 days beyond the tender validity period (standard ITT 18.4). D1 p.24

Tender fee

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

Site visit

Not stated in the documents we reviewed Not stated D1 p.25

Pre-bid meeting

Optional
No pre-tender conference will be held. Questions must reach the entity not later than three days before the tender closing date. D1 p.23

Reserved for

Tender is reserved for Youth, Women and Persons with Disability (PWD) enterprises. The portal record lists the reserved group as AGPO, which conflicts with the TDS. Under ITT 32.5, no tender may be reserved to more than one group, so clarify with the procuring entity before bidding. Conflicting D1 p.25

Contract value

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

Tender opening

Public opening at the entrance of the County Government office reception area, next to the tender box, in Ol'Kalou. The opening date and time are stated only as 'As indicated in the IFMIS Portal'. D1 p.25

Tender validity

Tenders remain valid for 140 days from the submission deadline. If the award is delayed beyond the initial validity period, the entity may request an extension of up to 90 days. D1 p.24

Who can apply

• Only businesses registered as belonging to the reserved group (youth, women or PWD enterprises, per the TDS) are eligible to tender. Registration authority to be specified in the TDS is not stated (ITT 3.11 says N/A). D1 p.25
• Kenyan tenderers must be tax compliant and provide evidence of having fulfilled tax obligations with a current tax clearance or tax exemption certificate issued by KRA. Standard rule D1 p.9

Application checklist

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

Required from every bidder

• Valid copy of Certificate of Business Registration or Incorporation. D1 p.28
• Copy of current, valid CR12 certificate and director IDs issued within the last one year; or copy of ID for a sole proprietorship. D1 p.28
• Copy of current and valid Tax Compliance Certificate. D1 p.28
• Current business permit or trade licence. D1 p.28
• Form of Tender, duly filled, signed and stamped, in the format provided. D1 p.28
• Confidential Business Questionnaire, duly filled, signed and stamped, in the format provided. D1 p.28
• Self-declaration form SD1 that the tenderer is not debarred under the Public Procurement and Asset Disposal Act 2015, duly filled, signed and stamped. D1 p.28
• Self-declaration form SD2 that the tenderer will not engage in corrupt or fraudulent practice, duly filled, signed and stamped. D1 p.28
• Self-declaration and commitment form to the Code of Ethics, duly filled, signed and stamped. D1 p.28
• Form of Tender-Securing Declaration with a validity period of 140 days, duly filled, signed and stamped, for AGPO groups. D1 p.28
• Valid AGPO certificate for youth, women or persons with disability. D1 p.28
• Certificate of Independent Determination form, in the format provided. D1 p.28
• Power of Attorney certified by a Commissioner for Oaths, or authorization letter signed by directors in the CR12 (or by the majority shareholder director), naming the authorized signatory, if the signer is not a director. D1 p.28
• Price schedule must be duly completed, signed and stamped. D1 p.30
• Schedule of Requirements must be filled, stamped and signed (scored under technical evaluation). D1 p.29

Experience, licences and financial capacity

Technical

• Tenderers must chronologically serialize all pages of the tender submitted. D1 p.28
• Goods must be delivered to the County Government of Nyandarua Department of Youth Affairs, Sports and Innovation in Ol'Kalou (final destination, project site). D1 p.24
• Quantity may be increased or decreased by up to 15% at award, without changes to unit prices or other terms. D1 p.25
• Technical scoring (100 points): supply of goods to a county government or organization (5 points per similar assignment, max 5 assignments, 25%); Schedule of Requirements signed (15%); credit facility period (20%); evidence of financial resources (20%); delivery lead time after LPO (20%: 2 weeks 20 points, 4 weeks 10, over 5 weeks 5). D1 p.29
• Tender-Securing Declaration: a credit facility commitment letter (duly signed and stamped) is needed for the credit scoring item. D1 p.29
• No foreign currency: tender prices must be in Kenya shillings. D1 p.24

Financial

• Manufacturer: access to liquid assets, credit lines or other financial means sufficient for the supply cash flow of the quoted items, and minimum average annual supply turnover of KES 2 million over the last 3 years. D1 p.32
• Supplier (not manufacturer): minimum average annual supply turnover of KES 1 million over the last 3 years, plus access to adequate financial means. The manufacturer must meet the experience criteria. D1 p.33
• Tender prices are fixed and not subject to adjustment during contract performance. D1 p.24
• A consistent history of court or arbitral awards against the tenderer in the last 3 years may result in rejection of the tender. D1 p.33

How and where to submit

• Electronic submission through the IFMIS GOK System is required (TDS). Physical hard copies (original and copy) are also required under MR8 and the tender box is named in the TDS. These two requirements conflict and must be clarified. Conflicting D1 p.25
• Hard copies (original and copy) and online submission via IFMIS Portal using the Negotiation Number provided in the Invitation to Tender. Conflicting D1 p.28
• Physical deliveries go to the Chief Officer, Youth Affairs Sports and Innovation, P.O. Box 701-20303 Ol'Kalou. The TDS also refers to a tender box at the entrance of the County Government office reception area. D1 p.5
• Copies: the TDS says no copies beyond the original, but MR8 requires an original and a copy. Clarify before submitting. Conflicting D1 p.24
• Tender must be in a single sealed envelope or package bearing the tender name and reference number, addressed to the procuring entity. Inside, ORIGINAL and COPIES envelopes each carry the entity name and address, tenderer name and address, and tender reference. Standard rule D1 p.15
• Power of attorney for the signatory must be certified by a Commissioner of Oaths and attached to the tender. Originals must be typed or written in indelible ink and signed. D1 p.24
• Tenders must be submitted to the reception area tender box, unless too large for the tender box, in which case they go to the Supply Chain Management Offices, P.O. Box 701-20303 Ol'Kalou (email sports@gmail.com per the TDS). D1 p.24

Lots and categories

• Lot N/A: Single contract. No lots. D1 p.23

What the addenda changed

• No addenda were included in the material reviewed. Any addenda must be checked on the portal and the entity website before submitting. Not stated P

Not covered in the documents we reviewed

• Section V Schedule of Requirements (item specifications, quantities and delivery lead time)
• Contract value or budget estimate for the tender
• Addenda (none supplied; check portal and entity website before submitting)
• Opening date and time (TDS gives only 'As indicated in the IFMIS Portal')
• Section IV forms (Form of Tender, Tender-Securing Declaration, SD1/SD2, CON-2, Exp-1, price schedules)
• Performance security (TDS ITT 47.3 says N/A; confirm)
• Standstill and complaints pages in full, and General and Special Conditions of Contract
• Confirmation of which reserved group (AGPO, or youth/women/PWD) applies
• Site visit requirement (not stated)

Terms explained

TDS

Tender Data Sheet. Section II of the tender document. It gives tender-specific values and overrides the general instructions where they conflict.

ITT

Instructions to Tenderers. The general rules in the standard tender document.

AGPO

Access to Government Procurement Opportunities. Reserved groups of youth, women and persons with disability, who must hold a valid AGPO certificate.

MR

Mandatory Requirement. A preliminary pass/fail check (MR1 to MR10). Failing any one makes the tender non-responsive.

Responsive / non-responsive

A responsive tender meets all mandatory requirements and conditions. A non-responsive tender is rejected and not evaluated further.

Tender security / Tender-Securing Declaration

A guarantee (or, for AGPO groups, a signed declaration) that the tenderer will not withdraw during validity and will sign the contract. Here 2% of the tender sum; forfeited if the tenderer withdraws or fails to sign.

IFMIS

Integrated Financial Management Information System. The electronic procurement system the TDS names for submission and opening.

CR12

Kenyan company return showing directors and shareholders, issued by the Registrar of Companies.

Power of Attorney

Document authorizing a named person to sign and submit the tender on behalf of the company.

JV

Joint Venture. Two or more firms tendering together. Not allowed unless the TDS permits it, and the TDS shows N/A for maximum JV members.

Lowest Evaluated Tender

The tender that is responsive, meets the qualification criteria and offers the lowest evaluated price.

PPRA

Public Procurement Regulatory Authority. Maintains the debarred list and handles complaints.