Full board accommodation for Nairobi KICOSCA team in West Pokot, 22-29 Nov 2026 (NCC/TSDC/Y&S/T/62/2026-2027)

What is being bought

Nairobi City County Government invites sealed tenders for service provision of full board accommodation for the Nairobi KICOSCA team in West Pokot County for seven days, from 22 to 29 November 2026. This is an open tender, and the portal lists written hard-copy submission only; electronic tenders are not permitted.

Key facts

Closing

Fri 6 Nov 2026, 11:00 am
Tenders must be delivered by hand to City Hall, 4th Floor Room 400, Supply Chain Management, by the deadline. No later date was found in the reviewed pages. D1 p.25

Bid / tender security

Tender security of KSHS 680,000 is required with the tender, in original form. The Tender Security may be cash, bank guarantee, insurer guarantee, letter of credit, or guarantee from an approved microfinance, Sacco, YEDF or WEF. It must be valid for 30 days beyond the tender validity period. D1 p.25

Tender fee

No tender fee is stated: the fee field reads NIL, and documents downloaded electronically from the portal are free. D1 p.5

Site visit

Not stated in the documents we reviewed Not stated D1

Pre-bid meeting

اختياري
No pre-tender conference will be held. D1 p.24

Reserved for

Open tender. The contract is not reserved to youth, women, persons with disabilities or AGPO groups. D1 p.25

Contract value

Not stated in the documents we reviewed Not stated D1

Tender opening

Tenders are opened publicly at City Hall, 4th Floor Room 400, Supply Chain Management, Mama Ngina Street, in the presence of tenderers' representatives who choose to attend. At least 3 committee members sign. D1 p.26

Tender validity

Tenders remain valid for 140 days, counted from the submission deadline date. D1 p.25

Who can apply

• Tendering is open to all qualified and interested tenderers. No reservation to any group (youth, women, persons with disability or AGPO) is stated. D1 p.5
• A Kenyan tenderer must provide evidence of having fulfilled its tax obligations by producing a current tax clearance or tax exemption certificate issued by KRA. Standard rule D1 p.10
• Tenderers that are state-owned enterprises may compete only if they are a legal public entity, financially autonomous and operating under commercial law. Public employees and their close relatives are not eligible. Standard rule D1 p.9
• A tenderer debarred by the PPRA is ineligible to tender or be awarded a contract. The debarment list is on www.ppra.go.ke. Standard rule D1 p.9

Application checklist

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

Required from every bidder

• MR1 Form of Tender: completed without alterations to the text, properly filled on the tenderer's letterhead, signed and stamped. D1 p.29
• MR2 Certificate of Incorporation: copy certified by a Commissioner for Oaths. D1 p.29
• MR3 Tax Compliance Certificate: valid and current at the date of tender opening. D1 p.29
• MR4 CR12 obtained within 6 months from the tender advert date from the registrar of companies, and National IDs/passports of local directors (sole proprietors provide national IDs). Copy certified by a Commissioner for Oaths. D1 p.29
• MR5 Business licence (Year 2025) from the county government, valid and current and relevant to the services. D1 p.29
• MR6 Confidential Business Questionnaire, properly filled, signed and certified, with proof of citizenship and directors' shareholding attached. D1 p.29
• MR7 Certificate of Independent Tender Determination, properly filled, stamped and signed. D1 p.29
• MR8 Self-declaration on debarment (PPAD Act 2015), properly filled, stamped and signed. D1 p.29
• MR9 Self-declaration on corruption / fraudulent practices, properly filled, stamped and signed. D1 p.29
• MR10 Declaration and Commitment to Ethics, properly filled, stamped and signed. D1 p.29
• MR11 Schedule of Prices, properly filled, stamped and signed, with prices in Kenya Shillings. D1 p.29
• MR12 Tenderer Information Form, properly filled, stamped and signed, with no alterations to its format or substitutions, and certified copies of originals attached. D1 p.29
• MR13 Power of Attorney: a duly signed and executed power of attorney for the person signing the tender. D1 p.30
• MR14 Serialization: all pages chronologically and sequentially serialized including the cover page (1, 2, 3...), and the document must not be mutilated. D1 p.30
• MR15 Tender Security of Ksh 680,000 must be provided. D1 p.30

Experience, licences and financial capacity

Technical

• Delivery period upon award and issuance of LPO: within 7-14 working days scores 15 marks, 14-21 working days scores 10 marks, above 21 days scores 0. D1 p.30
• A written undertaking that prices remain valid for 140 days from the date of contract is mandatory and scores 5 marks. D1 p.30
• Maximum volume of business at any one time (20 marks section), with documentary evidence such as audited accounts or bank statements for the last 6 months. D1 p.30
• Credit facility: letter stating credit terms the bidder would give (30 days or 60 days) scores 5 marks. D1 p.30
• Litigation history: disclose any litigation, current or in the last three years, with parties and disputed amount; state so if none (10 marks). D1 p.30
• Experience in the same supply industry: over 10 years scores 5 marks, 5-10 years scores 3 marks, below 5 years prorated, with evidence attached. D1 p.30
• Attach at least 5 purchase orders or contracts for similar services in the last 3 years, with recommendation letters (5 or more scores 20 marks; 4 scores 16; 3 scores 12; 2 scores 8; 1 scores 4). D1 p.30
• Letter of commitment to deliver services within the set delivery timelines during the contract period (5 marks). D1 p.31
• Conformity with technical specifications: attach a brochure of the service (5 marks). D1 p.31

Financial

• Prices must be quoted in Kenya Shillings. Foreign currency requirements are not allowed. D1 p.25
• Financial stage: tenders that pass mandatory and technical stages are evaluated on price, and the lowest evaluated bidder is considered for award. The county checks whether prices are within prevailing market rates. D1 p.31

How and where to submit

• Deliver the tender by hand to City Hall, 4th Floor Room 400, Supply Chain Management, Mama Ngina Street, P.O Box 30075-00100 Nairobi, addressed to the Director Supply Chain Management, and deposit it in the tender box. D1 p.5
• Bulky tenders that do not fit into the tender box are deposited at the Reception Desk and recorded in the register there. D1 p.25
• Submit one original marked ORIGINAL and ONE (1) COPY marked COPY. D1 p.25
• Place the tender in a single sealed envelope, package or container bearing the name and reference number of the tender, with a warning not to open before the opening time. Inside, separate sealed envelopes marked ORIGINAL and COPIES. Standard rule D1 p.16
• Inner envelopes must bear the name and address of the Procuring Entity, the name and address of the tenderer, and the tender name and reference number. Standard rule D1 p.16
• The original and all copies must be typed or written in indelible ink and signed by a person duly authorized; the written authorization is a power of attorney attached to the tender. D1 p.25
• Electronic submission is not allowed for this tender. D1 p.25

Lots and categories

• No lots are stated. Price evaluation is done for the item as a whole. D1 p.25

Not covered in the documents we reviewed

• Addenda (A1, A2...) are not provided, so any changes to dates, security or requirements are unknown.
• Section IV tendering forms, Section V schedule of requirements / service specification (meals, room types, numbers of persons) and Section VII special conditions (payment, delivery and performance security) were not provided.
• Contract value estimate and any procuring entity budget figure are not stated in the pages reviewed.
• Whether a site visit is compulsory or optional is not stated in the pages reviewed.
• Pages covering the full Instructions to Tenderers (ITT 1-13, 24-31) and the General Conditions of Contract were not reviewed; some standard rules are taken from the pages given only.
• The form of the tender security and the bank guarantee format required, if any, beyond the TDS wording, are not specified in the pages reviewed.
• Procuring entity's preference on bank guarantee format and expiry date details (ITT 18.4) are in general template text only.

Terms explained

Tender Data Sheet (TDS)

The section of the tender document with the specific details that override the general Instructions to Tenderers.

Instructions to Tenderers (ITT)

The standard rules that govern how tenders are prepared, submitted, evaluated and awarded.

Tender Security

A guarantee (cash, bank guarantee or similar) submitted with the bid, forfeited if a tenderer withdraws or fails to sign.

Mandatory Requirement (MR)

A preliminary pass/fail document or form; missing any one disqualifies the tender.

Responsive / non-responsive

A tender that meets all required conditions is responsive; one that does not is rejected without further consideration.

Power of Attorney

A signed document authorising a named person to sign and bind the company to the tender.

Serialization

Numbering every page in sequence, including the cover page, so no page is missing.

LPO

Local Purchase Order, the buyer's order issued upon award.

CR12

Company register return issued by the Registrar of Companies showing directors and shareholders.

AGPO

Access to Government Procurement Opportunities for youth, women and persons with disability; not applicable here since the tender is open.

Tender validity

The number of days the tenderer's price must remain binding after the submission deadline.