Kiambu County ERP system supply, installation, training and support tender CGK/FEP/T/4/2026/2027

What is being bought

Kiambu County Government invites sealed bids to supply, deliver, install, test, train users on, commission and support an Enterprise Resource Planning (ERP) system covering twelve business modules (revenue, land, development approvals, housing, HR, GIS, case management, records, fleet, projects, inventory and citizen portal) plus supply of large-scale scanners. Tenders are dropped off in person at the County HQ tender box in Kiambu Town.

Key facts

Closing

Mon 9 Nov 2026, 10:00 am
Tenders close on Monday 9 November 2026 at 10:00 am (East Africa time). The portal record shows the same closing date and time, and no addenda were reviewed. D1 p.1

Bid / tender security

Tender security of Ksh. 2,000,000 from a financial institution licensed by the Central Bank of Kenya, valid beyond 30 days of the tender validity period. Forms allowed: cash, bank guarantee, insurance guarantee or CBK-licensed institution guarantee. Original must be submitted. D2 p.42

Tender fee

The tender document can be downloaded free of charge from www.tenders.go.ke or www.kiambu.go.ke. Bidders bear their own costs of preparing tenders. D1 p.1

Site visit

Optional
Site visit is optional and at the tenderer's own cost and risk. Tenderers are encouraged to visit the site before tendering. Standard rule D2 p.18

Pre-bid meeting

Not stated in the documents we reviewed Not stated D2

Reserved for

No reservation. The invitation is open to all tenderers, as the appendix reservation field is N/A. D2 p.43

Contract value

Not stated in the documents we reviewed Not stated D1 p.1

Tender opening

Tenders are opened in public immediately after the closing time, in the presence of bidders' representatives, at the Governor's Boardroom, Ground Floor, County Government of Kiambu Headquarters, Kiambu Town. D2 p.42

Tender validity

Not stated in the documents we reviewed Not stated D2

Who can apply

• Open to all eligible bidders. The Invitation to Tender says tenders are open to firms who are qualified and eligible to bid. D1 p.1
• A Kenyan tenderer must provide evidence of tax obligations fulfilled, by producing a valid tax compliance certificate or tax exemption certificate issued by KRA. Standard rule D2 p.18
• Foreign tenderers must source at least 40% of contract inputs (supplies, subcontracts, labour) from national suppliers and contractors and show documentary evidence in the tender; foreign tenderers not meeting this are automatically disqualified. Standard rule D2 p.17
• Firms tendering as a Joint Venture must seek exemption from the Competition Authority of Kenya. Exemption is not a condition for tender but is a condition of contract award and signature. Standard rule D2 p.17

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. D2 p.46
• Copy of current CR 12/13 dated not more than six months before the closing date of this tender. D2 p.46
• Copy of valid Tax Compliance Certificate. D2 p.46
• Copy of KRA PIN certificate. D2 p.46
• Copies of current ICTA certificates for Communication security, ICT Networks and Data Center. D2 p.46
• Proof that the system has been integrated for payment by a reputable bank. D2 p.46
• Tender signed by the person lawfully authorized to do so, or through a power of attorney. D2 p.46
• Original and copy of the tender document, paginated, serialized and numbered sequentially and initialed on all pages including attachments. D2 p.46
• Original tender security (see bid_security). D2 p.46
• A Flash Disk demonstrating the ERP system, sealed in a separate envelope clearly marked ERP DEMO. D2 p.46
• Duly filled, signed and stamped certificate of independent tender determination form. D2 p.46
• Duly filled, signed and stamped Self Declaration form SD1 confirming the tenderer is not debarred under the Public Procurement and Asset Disposal Act 2015. D2 p.46
• Written confirmation authorizing the signatory, consisting of name, title and ID number or personal identification document. Standard rule D2 p.42

Experience, licences and financial capacity

Technical

• Business application software must provide the functionality for all twelve modules and comply with functional, architectural, security and performance requirements. D2 p.113
• Each of the twelve modules must be tested against approved functional requirements, workflows, calculations, reports, access controls and audit trails before installation is deemed to have occurred. D2 p.113
• Scope includes supply of large-scale scanners for scanning large documents such as physical planning documents, in addition to the ERP modules. D2 p.46
• Bidders should provide a flash disk demonstrating the ERP system. The best evaluated tender may be subjected to demonstration tests before award. D2 p.43

How and where to submit

• Hand-deliver sealed tenders in a plain envelope clearly marked with the Tender Name and Tender Number, into the tender box at the Ground Floor main reception, County Government of Kiambu Headquarters (Governor's offices), Kiambu Town. Electronic submission is not allowed. D2 p.42
• Address: Attention Chief Officer, Information Communication Technology, Postal Address 2344-00900 Kiambu, Kiambu Town, Kenya. D2 p.42
• Submit the original plus 1 copy of the tender. D2 p.42
• Outer envelopes must be addressed to the Procuring Entity, bear the identification of this tendering process, and carry a warning not to open before the tender opening time and date. Standard rule D2 p.30

Lots and categories

• Section III says tenderers are evaluated by Lots and the lowest evaluated tenderer identified for each Lot, but the Tender Data Sheet and documents reviewed do not list any lots. Bidders cannot price modules separately (ITT 40.2). Unverified D2 p.41

Not covered in the documents we reviewed

• Tender validity period (TDS not provided)
• Any addenda (none were reviewed)
• Pre-tender meeting or site visit dates and whether mandatory
• Financial requirements such as turnover or liquidity thresholds
• Experience and personnel qualification thresholds (Section III forms)
• Lot structure and whether the scope is split into lots
• Evaluation method and rated criteria weightings
• Clarification of the drop-off point: the notice says Governor's Reception, the TDS says Ground Floor main reception
• Pages not reviewed: 184 of 211 pages of the tender document

Terms explained

Tender security

A guarantee or cash deposit submitted with the bid to show the bidder will honour it. Here Ksh 2,000,000 from a CBK-licensed institution.

TDS (Tender Data Sheet)

The section of the tender document that sets the tender-specific values, such as deadlines, security amount and validity.

AGPO

Affirmative action procurement scheme reserving some tenders for youth, women and persons with disability. This tender is not reserved.

Responsive

A bid that meets all mandatory requirements. Non-responsive bids are rejected before evaluation.

Joint Venture (JV)

Two or more firms bidding together; requires exemption from the Competition Authority of Kenya as a condition of award.

CR 12

Company Registry return of directors and shareholders, which must be dated within six months of closing here.

ICTA certificate

Certificate from the ICT Authority confirming compliance in a specific ICT area, here communication security, networks and data centre.

Preliminary examination

Initial check that bids are signed, complete and meet mandatory requirements before technical or price evaluation.

Addendum

A written change to the tender documents issued before closing; it overrides earlier terms.