Supply and delivery of tents for welfare groups, North Kinangop Ward, Nyandarua County (ref 2654392)

What is being bought

Nyandarua County Government (Department of Youth Affairs, Sports and Innovation) invites sealed tenders to supply and deliver tents for welfare groups in North Kinangop Ward. Final delivery destination is the Department of Youth Affairs, Sports and Innovation in Ol Kalou. Quantities and specifications are in Section V (Schedule of Requirements), which was not in the reviewed pages.

Key facts

Closing

Thu 5 Nov 2026, 11:00 am
Closing deadline per the portal record. The TDS says the deadline is as indicated in the IFMIS portal, so verify the time on the portal before submitting. P

Bid / tender security

Tender-Securing Declaration for AGPO groups, or a Tender Security of 2% of the tender sum in original form (form and validity per ITT 18). The amount is in the TDS. D1 p.24

Tender fee

Tender documents may be downloaded free of charge from the procuring entity website. D1 p.4

Site visit

Not stated in the documents we reviewed Not stated P

Pre-bid meeting

اختياري
No pre-tender conference will be held. D1 p.23

Reserved for

Reservation conflicts: the invitation and portal say reserved for youth; the TDS (ITT 32.5) says reserved for WOMEN; the TDS (ITT 32.3) says reservation shall not apply. The bidder cannot resolve this from the documents. Conflicting D1 p.25

Contract value

Contract value is not stated in the reviewed material. A Capacity Building levy of 0.03% of contract value is deducted from the supplier under the Public Procurement Capacity Building Levy Order 2023, unless the contract is fully financed by development partners. D1 p.4

Tender opening

Public opening at the entrance of the County Government Office reception area, next to the tender box, in the presence of tenderers' representatives who attend. Date and time are as indicated in the IFMIS. D1 p.25

Tender validity

Tenders remain valid for 140 days, counted from the submission deadline. D1 p.24

Who can apply

• Open National Tender method, using a standardized tender document. Eligibility is set by ITT 3 and the mandatory requirements listed below. Whether the tender is reserved for a group is shown under reserved_for. D1 p.4
• A Kenyan tenderer must provide evidence of tax compliance: a current tax clearance certificate or tax exemption certificate issued by the Kenya Revenue Authority. 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: copy of valid company certificate of business registration or incorporation. D1 p.28
• MR2: copy of current and valid CR12 certificate and director's IDs issued within the last one year, or copy of ID for a sole proprietorship. D1 p.28
• MR3: copy of current and valid tax compliance certificate. D1 p.28
• MR4: current business permit or trade licence. D1 p.28
• MR5: duly filled, signed and stamped Form of Tender; Confidential Business Questionnaire; Form SD1 (not debarred); Form SD2 (no corrupt or fraudulent practice); Code of Ethics self-declaration; and Form of Tender-Securing Declaration with 140-day validity for AGPO groups. All in the format provided. D1 p.28
• MR6: valid AGPO certificate for youth, as listed in the mandatory preliminary table. D1 p.28
• MR7: Certificate of Independent Determination, in the format provided. D1 p.28
• MR8: submit hard copies (original and copy) and submit online via the IFMIS portal using the negotiation number provided. See conflict on copies. Conflicting D1 p.28
• MR9: sequentially serialize all pages of the bid document submitted. D1 p.28
• MR10: power of attorney certified by a Commissioner for Oaths, or a duly signed authorization letter (signed by directors in the CR12, or by the director with the highest shares) naming the person authorized to submit and sign, if the signer is not a director. D1 p.28

Experience, licences and financial capacity

Technical

• Proof of past supply of goods to any county government or organization: 5 points per similar assignment, maximum 25 points. D1 p.29
• Schedule of Requirements filled, stamped and signed: 15 points. D1 p.29
• Maximum credit period offered: more than 3 months 20 points; 1 to 3 months 10 points; less than 1 month 5 points (max 20 points). Attach a signed and stamped commitment letter. D1 p.29
• Evidence of financial resources (bank statement, lines of credit, overdraft etc.) to supply the goods in full: 20 points if resources equal or exceed project cost; 10 points if below; 0 if sources not indicated. D1 p.29
• Delivery lead time after a Local Purchase Order: 2 weeks 20 points; 4 weeks 10 points; more than 5 weeks 5 points. D1 p.29
• Price schedule must be duly completed, signed and stamped; price is compared against prevailing market prices and award goes to the lowest responsive bidder. D1 p.30

Financial

• If you are a supplier (not the manufacturer): minimum average annual supply turnover of Kenya Shillings One Million over the last 3 years, from certified payments received. D1 p.33
• If you are a supplier: access to or availability of liquid assets, unencumbered real assets, lines of credit or other financial means (independent of any advance payment) sufficient for the supply cash flow of the quoted items. D1 p.33
• If you are a manufacturer: minimum average annual supply turnover of Kenya Shillings Two Million over the last 3 years. D1 p.32
• Must have satisfactorily and substantially completed at least one contract of a similar nature (in Kenya, East Africa or abroad) as prime supplier or JV member, of a minimum value equal to the value of the quoted items. No amount is stated in the reviewed pages. D1 p.33
• Financial position must remain sound assuming pending litigation is resolved against the tenderer. Pending litigation is declared on Form CON-2. Standard rule D1 p.33
• No consistent history of court or arbitral award decisions against the tenderer in the last 3 years; a consistent history may lead to rejection. Declare on Form CON-2. Standard rule D1 p.33

How and where to submit

• Tenders must be submitted electronically through the IFMIS GOK System. The portal record also lists electronic and written (physical) submission. D1 p.25
• Physical tender box: the tender box at the entrance of the County Government Office reception area. Address: Chief Officer, Youth Affairs Sports and Innovation, County Government of Nyandarua, P.O. Box 701-20303, Ol Kalou. D1 p.25
• Serial numbering: all pages of the tender must be chronologically serialized. D1 p.4
• Sealing: place the tender in a single sealed envelope, package or container bearing the name and reference number of the tender. Inside, separate sealed envelopes marked ORIGINAL and COPIES. Inner envelopes show the procuring entity name and address, the tenderer name and address, and the tender reference number. Standard rule D1 p.15
• Copies: the TDS states the number of copies is None beyond the original, but MR8 requires hard copies (original and copy). See conflicts. Conflicting D1 p.24
• Tenders that cannot fit in the tender box go to Supply Chain Management Offices, Department of Youth Affairs Sports and Innovation, P.O. Box 701-20303 Ol Kalou. The TDS gives sports@gmail.com for this address. Conflicting D1 p.24

Lots and categories

• Lot N/A: No lots. The ITT is a single contract. D1 p.23

What the addenda changed

• No addenda were included in the reviewed material. Check the portal and the procuring entity email for addenda before submitting. Not stated P

Not covered in the documents we reviewed

• Section V Schedule of Requirements: quantities, specifications, and delivery schedule for the tents
• Opening date and time (TDS says as per IFMIS)
• Contract value or budget estimate
• Section IV forms (Form of Tender, Tender-Securing Declaration, Form CON-2, SD1, SD2)
• Bid security form and 30-day validity beyond tender validity (standard ITT 18.4 wording, not confirmed in TDS)
• Any addenda or clarifications issued after the tender was published
• Site visit requirement (none found in reviewed pages)
• Whether performance security applies (TDS ITT 47.3 says N/A)
• Section VII / Special Conditions of Contract and payment terms
• Standstill period detail is standard text only; confirm in tender documents

Terms explained

AGPO

Access to Government Procurement Opportunities: a reservation scheme for youth, women and persons with disability enterprises, registered with the authority.

MR

Mandatory Requirement in the preliminary evaluation table; failing any one makes the tender non-responsive.

TDS

Tender Data Sheet: the tender-specific section that sets the values for the standard Instructions to Tenderers.

ITT

Instructions to Tenderers: the standard rules for preparing and submitting a tender.

IFMIS

Integrated Financial Management Information System, the government e-procurement system used for submitting tenders here.

Tender Security / Tender-Securing Declaration

A financial guarantee (2% of tender sum here) or a signed declaration that secures the tender; a declaration can lead to debarment if breached.

Responsive / non-responsive

A tender is responsive if it meets all mandatory requirements; a non-responsive tender is rejected without further evaluation.

CR12

Company Registrar certificate listing company directors and shareholders, required under MR2.

Power of Attorney

A written authority, certified by a Commissioner for Oaths, letting a named person sign for the tenderer.

Capacity Building levy

A 0.03% levy on contract value deducted from the supplier and paid to PPRA under the 2023 Order.

Standstill period

A 14-day period after notification of award during which unsuccessful tenderers may lodge complaints.

Lot

A separate part of a tender that can be bid for separately; not applicable here.