Conference and hotel services under framework agreements for three years - County Assembly of Nyamira

What is being bought

The County Assembly of Nyamira is inviting sealed bids for the provision of conference and hotel services under a framework agreement for a maximum of three years, renewable annually subject to satisfactory performance. Bids are submitted electronically through the IFMIS Supplier Portal, and the tender is awarded as and when required (AWR) against a price list covering hotel rooms, conference facilities, cocktail parties, lunches/dinners, gala dinners and breakfast meetings. No quantities or locations for individual services are stated in the reviewed pages beyond the Nyamira County Assembly venue.

Key facts

Closing

Tue 3 Nov 2026, 12:15 pm
Closing date and time for submission through the IFMIS Supplier Portal, as stated on the cover page. Clarification and addenda status after this date: none reviewed. D2 p.1

Bid / tender security

Not stated in the documents we reviewed Not stated D2 p.9

Tender fee

No charge for the tender document. Tenderers may review the tender document for free. Standard rule D2 p.7

Site visit

Not stated in the documents we reviewed Not stated P

Pre-bid meeting

Not stated in the documents we reviewed Not stated P

Reserved for

Not stated in the documents we reviewed Not stated P

Contract value

Not stated in the documents we reviewed Not stated P

Tender opening

Tenders are opened immediately through the IFMIS system at the County Assembly of Nyamira Former CDF Hall behind Nyamira Stage, in the presence of tenderers or representatives who choose to attend. D2 p.11

Tender validity

Tenders must remain valid for 120 days after the date of tender opening. D1 p.1

Who can apply

• The invitation is open to all tenderers eligible as described in the instructions to tenderers. Successful tenderers must provide the services for the stipulated term from the date of commencement. Standard rule D2 p.7

Application checklist

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

Required from every bidder

• Copy of certificate of registration or incorporation. Standard rule D2 p.16
• Duly filled and stamped Confidential Questionnaire. Standard rule D2 p.16
• Copy of KRA PIN certificate. Standard rule D2 p.16
• CR 12 or List of Directors. Standard rule D2 p.16
• A business permit from the County. Standard rule D2 p.16
• Certified copy of Food Hygiene License from the relevant Government Agency, or certification by Public Health or such other hospitality industry requirements. Standard rule D2 p.16
• A Price list in the form provided in the tender documents must be attached. Standard rule D2 p.16

Experience, licences and financial capacity

Technical

• Tenderers must quote for all items in the price list table (hotel categories, conference packages, cocktail, lunch/dinner, gala dinner and breakfast meeting rates). D2 p.16
• Services must be performed at the time specified in the Schedule of Requirements, which was not provided in the reviewed pages. Standard rule D2 p.13
• Services must conform to the standards mentioned in the Schedule of Requirements. Standard rule D2 p.18

Financial

• Prices must be net inclusive of all taxes, in Kenya Shillings, and remain valid for 120 days after tender opening. D1 p.1
• Prices quoted must remain fixed during the contract term unless otherwise agreed. Price variation is not allowed for contracts not exceeding one year. Standard rule D2 p.9
• The indicated service charge for hotel services will not change during the contract period unless guided by Central Bank of Kenya index rates or inflation rates in the market. D2 p.16
• Performance security amount: the GCC says within 28 days of contract award notification; the instructions say within 30 days of receiving notification of award. Form and amount are in the Special Conditions and Performance Security Form, not reviewed. Conflicting D2 p.18

How and where to submit

• Complete tender documents must be submitted electronically through the IFMIS Supplier Portal, as required in the document. Conflicting D1 p.1
• Instructions 2.15 describe sealed original and copy envelopes (marked ORIGINAL and COPY), addressed to the procuring entity, which conflicts with electronic-only submission on the portal. Conflicting D2 p.11
• Tenderers must prepare two copies, marked ORIGINAL TENDER and COPY OF TENDER, signed and initialled on all pages. Standard rule D2 p.10
• Clarification requests must be in writing at least three days before the closing date (D1), but the instructions say seven days before the deadline. The sources differ. Conflicting D1 p.1
• Tenderers who download the document must send company name, postal, physical, email and telephone addresses to tenders@nyamiraassembly.go.ke for clarifications and addenda. D1 p.1

Lots and categories

• No lots stated in the reviewed pages. Not stated P

What the addenda changed

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

Not covered in the documents we reviewed

• Schedule of Requirements and Details of Service (service specifications and locations).
• Special Conditions of Contract (payment terms, price adjustment, performance security amount).
• Bid security (tender security) amount and validity period from the Invitation to Tender or appendix.
• Price schedule and price list form details (hotel categories, county).
• Any addenda or clarifications issued after the notice.
• Site visit or pre-bid meeting details, if any.
• Estimated contract value and maximum framework value.
• Form of tender, confidential questionnaire, tender security form and declaration form (Section VI).
• Evaluation and award details beyond the appendix (ranking method and performance scoring).
• Pages 2-6, 17, 20-24 and 27-39 of the bidding document were not reviewed.

Terms explained

Framework agreement

An agreement with selected suppliers under which orders are placed later (call-offs) when services are needed, rather than a single fixed contract.

AWR (As and When Required)

Services are ordered only when needed, with no guaranteed quantity.

IFMIS Supplier Portal

Government electronic procurement system (suppliers.treasury.go.ke) where the tender must be submitted.

MR

Mandatory requirement in the appendix; a preliminary check item that must be submitted.

Responsive / substantially responsive

A tender that meets all terms and conditions without material deviation; non-responsive tenders are rejected.

Tender security

A bank guarantee, cash, insurance guarantee or letter of credit lodged with the tender to protect against withdrawal or failure to sign the contract.

Performance security

Security provided by the successful tenderer after award to guarantee performance of the contract.

Call-off

An individual order placed under the framework agreement.

CR 12

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

KRA PIN

Kenya Revenue Authority tax identification number.

Preliminary examination

Initial check that tenders are complete, signed, secured and generally in order before evaluation.

Validity period

Period during which the tender price and terms must remain binding after opening.