Provision of conference and hotel services under frame…

Official documents take precedence. NairobiCity is an independent information service, not the procuring entity or a government body. This summary was prepared from the official documents with AI assistance; every requirement was matched to the document wording, but it can still contain mistakes. Before you apply, read the official tender documents and any addenda.

What is being bought

Provision of conference and hotel services under a framework agreement for a maximum of three years, renewable annually subject to satisfactory performance, for the County Assembly of Nyamira. Services are priced per person/per day and as-and-when-required items listed in the price list form; locations and quantities are not stated in the reviewed pages.

What could disqualify you

Procuring entity's employees, committee members, board members and their relatives (spouse and children) are not eligible unless specially allowed under section 131 of the Act. Standard rule D2 p.7
Tenderers involved in corrupt or fraudulent practices or debarred from public procurement are not eligible. Standard rule D2 p.7
Tender not secured with tender security in the required amount and form will be rejected as non-responsive. Standard rule D2 p.10
A tender valid for a shorter period than required will be rejected as non-responsive. Standard rule D2 p.10
Tenders with adjustable price quotations will be treated as non-responsive and rejected. Standard rule D2 p.9
Tenders must conform to all terms without material deviation; a non-responsive tender cannot be corrected later to become responsive. Standard rule D2 p.13
Tenders offering to perform services longer than the required delivery time will be treated as non-responsive and rejected. Standard rule D2 p.14
Preliminary mandatory evaluation: missing any listed document (MR1 to MR7) is a preliminary check item; tenders must be properly signed and complete. Standard rule D2 p.16

Key facts

Closing: Thu 12 Nov 2026, 12:15 pm
Tenders must be received by the Procuring entity no later than 12 November 2026 at 12:15 pm via the IFMIS Supplier Portal; no addendum extending the deadline was provided. D1 p.1
Bid / tender security: Tender security is required, not exceeding 2 per cent of the tender price, in Kenya Shillings or freely convertible currency, as bank guarantee, cash, approved insurance guarantee or letter of credit; amount in the invitation to tender not stated. Standard rule D2 p.9
Tender fee: No charge for the tender document; it may be reviewed for free. 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: Tender opening immediately through the IFMIS system at the County Assembly of Nyamira Former CDF Hall behind Nyamira Stage, in presence of tenderers' representatives who choose to attend. D1 p.1
Tender validity: Prices and tender remain valid for 120 days after date of tender opening. D1 p.1

Who can apply

Open to all tenderers eligible as described in the instructions to tenderers. Standard rule D2 p.7
Tenderers must have the necessary qualifications, capability, experience, services, equipment and facilities to provide what is being procured, legal capacity to contract, and must not be insolvent, bankrupt or debarred from public procurement. Standard rule D2 p.13

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.16
Duly filled and stamped Confidential Questionnaire. D2 p.16
Copy of KRA PIN certificate. D2 p.16
CR 12 or List of Directors. D2 p.16
Business permit from the County. D2 p.16
Certified copy of Food Hygiene License from relevant Government Agency / Certification by Public Health or other hospitality industry requirements. D2 p.16
Price list in the form provided (price list form with rates for all items). D2 p.16
Tender security form, Confidential business questionnaire and Declaration form are listed as tender components. Standard rule D2 p.8

Experience, licences and financial capacity

Technical

Quote for all items in the price table (items 1 to 6 including AWR items); services performed at the time specified in the Schedule of Requirements. D2 p.16
Cocktail party drinks beyond snacks and beverages require prior authority (MUST seek authority for other drinks). D2 p.16
Services provided shall conform to the standards 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 date of tender opening. D1 p.1
Prices fixed during contract term; price variation not allowed for contracts up to 12 months. Service charges will not change during the contract period unless guided by Central Bank of Kenya index rates or inflation rates. Standard rule D2 p.9
Award is to the lowest responsive bidder(s) for AWR, with call-offs to highest ranked bidders; the indicated service charge will not change during the contract period unless guided by CBK index or inflation rates. D2 p.16

How and where to submit

Submit complete tender documents through the IFMIS Supplier Portal (www.suppliers.treasury.go.ke) as per the tender requirements. D1 p.1
Tenderers prepare two copies: one marked ORIGINAL TENDER and one COPY OF TENDER; the original governs any discrepancy. Standard rule D2 p.11
Original and all copies signed by an authorised person, with all pages initialled; no unexplained erasures or overwriting. Standard rule D2 p.11
Tenders may be modified or withdrawn before the deadline by written notice; no modification after the deadline. Standard rule D2 p.12
Bidders who download the tender must submit company name, postal, physical, email and telephone addresses to tenders@nyamiraassembly.go.ke to receive clarifications and addenda. D1 p.1

Lots and categories

No lots stated in the reviewed pages. Not stated D2 p.16

What the addenda changed

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

Points to confirm with the procuring entity

The documents do not agree with each other on these points. Ask the procuring entity for a written clarification before you submit.

Clarification deadline: Invitation says clarification requests must be made at least three days before closing; the general conditions say the entity responds to requests received no later than seven days before the deadline. (D1 p.1 and D2 p.8)
Performance security timing: Clause 2.27 says furnish within 30 days of notification of award; clause 3.6 says within 28 days of contract award notification. (D2 p.17 and D2 p.18)
Tender security amount: Invitation to tender does not state a security amount; general clause gives maximum 2 per cent, and the clause numbering references are inconsistent. (D2 p.9)

Not covered in the documents we reviewed

Tender security amount and validity stated in the invitation/TDS
Special Conditions of Contract and Schedule of Requirements (service locations, quantities, delivery times)
Price schedule details and hotel category/county requirements
Confidential questionnaire, tender security form and declaration form content
Whether AGPO or other reservation applies
Contract value / estimated budget
Addenda, if any, after the notice date
Remaining 21 pages of the bidding document not reviewed

Terms explained

Framework agreement: An agreement with selected suppliers that sets terms; specific orders (call-offs) are placed when services are needed over the period.
AWR (As and When Required): Services ordered only when the entity needs them, not a fixed quantity.
Tender security: A financial guarantee submitted with the bid to protect the entity if the bidder withdraws or fails to sign or perform.
Responsive / non-responsive: A tender that meets all required terms without material deviation is responsive; otherwise it is rejected.
TDS: Tender Data Sheet with tender-specific values; not separately provided here.
AGPO: Access to Government Procurement Opportunities for youth, women and persons with disability; no reservation stated.
CR 12: Company registry return listing directors and shareholders of a company.
IFMIS: Integrated Financial Management Information System, the government e-procurement supplier portal used for submission.

Official documents

Provision Of Conference And Hotel Services Under Framework Agreements For A Period Of Three Years
Tender notice · 2 pages
Provision Of Conference And Hotel Services Under Framework Agreements For A Period Of Three Years
Tender document · 39 pages
Tender page on tenders.go.ke

Change history

No changes recorded since we first found this tender.

Verification

Last checked against the portal: 4 Nov 2026, 12:23 am EAT

Documents last verified: 4 Nov 2026, 12:23 am EAT

Summary checked automatically - every requirement quoted from the documents: 2 Nov 2026, 8:13 pm EAT

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