Provision of Air Ticketing Services under Framework Agreement for Three Years - County Assembly of Nyamira, Tender 2675013-2026/2027

What is being bought

The County Assembly of Nyamira is inviting bids for air ticketing services under a framework agreement for a maximum of three years, renewable annually subject to satisfactory performance. The work covers three lots: domestic round trips Kisumu to Mombasa and Nairobi, regional round trips Nairobi to Entebbe, and an international round trip Nairobi to Washington Dulles (DCA), each in Economy and Business classes.

Key facts

Closing

Thu 12 Nov 2026, 12:15 pm
Closing date and time for submission through the IFMIS portal, as stated in the invitation and tender cover. Clause 2.26.1 gives a different date (see conflicts). Conflicting D2 p.1

Bid / tender security

Tender security is not applicable under the appendix to the Instructions, which prevails over clause 2.12 (which otherwise requires up to 2% of tender price). D2 p.15

Tender fee

The price to be charged for the tender document is Kshs.0. Tenderers may review the document free of charge before purchase. D2 p.6

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 their representatives who choose to attend. D2 p.4

Tender validity

Prices must remain valid for 120 days after the date of tender opening. This overrides the 60-day default in clause 2.13.1. D2 p.4

Who can apply

• The tender is open to all eligible tenderers as described in the Instructions to Tenderers, but it is run through a framework agreement. Successful tenderers provide services for the stated term from the commencement date. D2 p.6
• Tenderers must hold valid IATA registration as at the date of tender opening (appendix to Instructions to Tenderers, clause 2.11c). D2 p.15

Application checklist

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

Required from every bidder

• Certificate of incorporation or registration (attach copy). D2 p.15
• KRA PIN certificate. D2 p.15
• Valid KRA Tax Compliance Certificate as at the date of tender opening. D2 p.15
• Certificate of registration by IATA, valid as at the date of tender opening. D2 p.15
• A CR12 OR a certified list of directors. D2 p.15
• A price list must be submitted using the Price List table (Lots 1 to 3). D2 p.15
• Bio-data form in line with Executive Order No.2 of 2018 (registration details, PIN, tax compliance certificate, business permit number, lists of directors, shareholders and beneficial owners, contacts). Standard rule D2 p.35
• Documentary evidence of eligibility and qualifications, a confidential business questionnaire, and a signed declaration form (no corrupt or fraudulent practices). Standard rule D2 p.8

Experience, licences and financial capacity

Technical

• Tenderers must have the necessary qualifications, capability, experience, services, equipment and facilities to provide the service. Standard rule D2 p.12
• Service scope: arrange, amend and pay for all travel bookings; prepare itineraries; use the most cost-effective routes; re-confirm bookings; make changes; process refunds and credit notes for unused tickets within 30 days; pass on airline concessions to the Assembly. D2 p.22
• Tickets or e-tickets must be issued on proper authorisation from the Assembly, with the shortest lead time, ideally not more than 5 hours. Services must run from 7:00 to 18:30 on working days, with a 24-hour emergency contact for weekends and official holidays. D2 p.22
• Appoint dedicated personnel for the Assembly account, with a minimum of 3 years experience, and provide replacement staff for absence. Submit monthly reports showing tickets issued, routes, officers ticketed and ticket cost. D2 p.23

Financial

• Prices must be quoted in Kenya Shillings, net inclusive of all taxes. D1 p.1
• Quote a fixed service charge per lot and ticket class (Economy and Business), inclusive of taxes, with the minimum annual tickets stated in the price list. D2 p.15
• The indicated service charge 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
• Award goes to the lowest evaluated firm(s) that meets the minimum evaluation criteria, through call-offs. Orders go to the highest-ranked bidder first, then the second, and so on if the first will not provide tickets. D2 p.16

How and where to submit

• Tenders are submitted electronically through the IFMIS Supplier Portal (www.suppliers.treasury.go.ke) so as to be received by the closing date and time. D1 p.1
• Physical submission rules (two copies marked ORIGINAL and COPY, sealed envelopes, outer envelope marked DO NOT OPEN) appear in the Instructions, but the sealing clause is marked NOT APPLICABLE. Confirm the method with the procuring entity. Conflicting D2 p.9

Lots and categories

• Lot 1: Lot 1: Air tickets for domestic air travel, round trip Kisumu to Mombasa and Nairobi, Economy and Business classes. D2 p.15
• Lot 2: Lot 2: Air tickets for regional air travel, round trip Nairobi to Entebbe, Economy and Business classes. D2 p.15
• Lot 3: Lot 3: Air ticket for international air travel, round trip Nairobi to Washington Ronald Reagan National (DCA), USA, Economy and Business classes. D2 p.15

What the addenda changed

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

Not covered in the documents we reviewed

• Any addenda (A1, A2...) and their changes to dates or requirements
• Section IV Special Conditions of Contract and Section V Schedule of Requirements (service delivery times, payment terms)
• Section VI technical specifications beyond the service description, and the price schedule and form of tender
• Standard forms (tender form, contract form, confidential questionnaire, declaration form) on pages 33-38
• Clarification on the submission method (electronic only or physical copies) and the correct closing date
• Whether a pre-bid meeting or site visit applies
• Contract value and any estimated annual ticket volumes beyond minimum annual tickets

Terms explained

Framework agreement

An arrangement with selected suppliers for a set period under which individual orders (call-offs) are placed when needed, rather than a single fixed purchase.

Call-off

An individual order placed under a framework agreement.

IFMIS supplier portal

The government online system (www.suppliers.treasury.go.ke) through which tenders are submitted and opened electronically.

IATA registration

Accreditation from the International Air Transport Association, required for air ticket sales; must be valid on the opening date.

MR (Mandatory Requirement)

A requirement that must be met at the preliminary stage; the appendix lists MR1 to MR5.

Tender security

A guarantee submitted with a bid to protect the entity against withdrawal; here the appendix states it is not applicable.

Responsive / substantially responsive

A tender that conforms to all terms and conditions of the tender documents without material deviations; non-responsive tenders are rejected.

TDS (Tender Data Sheet)

The tender-specific data sheet; the appendix to the Instructions plays this role in this document.

CR12

The Kenyan company return form listing company directors and shareholders; accepted as an alternative to a certified list of directors under MR4.

AGPO

Access to Government Procurement Opportunities, a preference scheme for youth, women and persons with disabilities. None is stated for this tender.

Executive Order No.2 of 2018 bio-data

The supplier information form required under the standard forms, covering registration, PIN, tax compliance, directors, shareholders and beneficial owners.