Supply and delivery of 32 NGAAF 100-seater high peak t…

What is being bought

The National Government Affirmative Action Fund (NGAAF) Vihiga invites sealed tenders to supply and deliver 32 NGAAF-branded 100-seater high peak tents, delivered to the NGAAF Vihiga office at Mbale. Tenderers may bid for one lot only. Prices are in Kenya shillings.

What could disqualify you

A tender not accompanied by a substantially responsive tender security is rejected as non-responsive. D1 p.18
Late tenders will be rejected. D1 p.8
A tenderer proven to have been involved in corrupt, coercive, obstructive, collusive or fraudulent practice is automatically disqualified. Standard rule D1 p.12
A firm submitting more than one tender (or participating as subcontractor in another tender) causes disqualification of all tenders in which it is involved. Standard rule D1 p.12
A tenderer debarred by the PPRA is ineligible to tender or be awarded a contract. Standard rule D1 p.12
A tender valid for a shorter period than the stated tender validity is rejected as non-responsive. Standard rule D1 p.17
A tender envelope not sealed and marked as required is not accepted and the entity takes no responsibility for premature opening. Standard rule D1 p.19
A Kenyan tenderer must provide a current tax clearance certificate or tax exemption certificate from KRA, otherwise evaluation requirement is not met. Standard rule D1 p.13

Key facts

Closing: Tue 17 Nov 2026, 10:00 am
Closing deadline for tender submission is 17 November 2026 at 10:00 a.m. Consistent with the portal closing date; no addenda changed it. D1 p.30
Bid / tender security: Conflict: TDS requires a Tender Security from a bank recognised by the Central Bank of Kenya of KES 72,000, and also states a Tender-Securing Declaration shall be required. Ask the procuring entity which form applies. Conflicting D1 p.29
Tender fee: Not stated in the documents we reviewed Not stated D1 p.8
Site visit: Not stated in the documents we reviewed Not stated D1 p.30
Pre-bid meeting: Optional
A pre-tender conference will not be held. D1 p.28
Reserved for: No reservation to a specific group: margin of preference and/or reservation shall not apply. Open to all tenderers who meet the SME registration condition stated in the invitation. D1 p.30
Contract value: Not stated in the documents we reviewed Not stated D1 p.32
Tender opening: Tenders are opened publicly on 17 November 2026 at 10:00 a.m. at Mbale town, Cherry House along Kakamega-Kisumu Road, attended by tenderers' representatives who choose to attend. D1 p.30
Tender validity: Tenders remain valid for 21 days from the submission deadline. D1 p.29

Who can apply

Tendering is open to Small and Medium Enterprises registered appropriately with the Registrar of Companies, per the invitation. Tender data sheet says tenderers must be registered with the Registrar of Companies. D1 p.8
Maximum number of members in a joint venture is one, so joint ventures are effectively not permitted. D1 p.28

Application checklist

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

Required from every bidder

Experience, licences and financial capacity

Technical

Goods: 100 seater high peak tents, NGAAF branded with Vihiga NGAAF logo and colours, made of tough material to shield outdoor vendors and their goods from adverse weather, stated as 2200cm in diameter. D1 p.33
Spare parts and functioning period for the goods is stated as 365 days. D1 p.29
Tenderers must provide documentary evidence (literature, data) with an item-by-item description of technical characteristics and any statement of deviations. Standard rule D1 p.17

Financial

Supplier must show access to liquid assets, unencumbered real assets, lines of credit or other financial means (independent of advance payment) sufficient for supply cash flow of KES 3,000,000.00. D1 p.39
Minimum average annual supply turnover of KES 5,000,000.00 (total certified payments received for contracts, divided by number of years; years not filled in the template). D1 p.39
Must have satisfactorily and substantially completed at least three contracts of a similar nature, as prime supplier or JV member, each of minimum value KES 5,000,000.00 or equivalent. D1 p.39

How and where to submit

Submit in writing as a sealed physical tender to P.O. Box 83-50300 Maragoli (Attention: NGAAF Coordinator, Vihiga County), or hand/courier delivery to Mbale town, Cherry House along Kakamega-Kisumu Road. Portal lists written physical/hard copy only. D1 p.30
Electronic tenders: the template option (will or will not be permitted) is blank, so electronic submission is not stated; portal record shows written submission only. Not stated D1 p.8
Provide one original and one copy. Mark the original 'ORIGINAL' and the copy 'COPY'. Original prevails in any discrepancy. D1 p.29
Pack in a single sealed envelope/package/container bearing the tender name and reference number, with inner sealed envelopes marked ORIGINAL and COPIES. Inner envelopes show procuring entity and tenderer names and address and reference number. Standard rule D1 p.19
Serialize all pages of the tender documents submitted chronologically. D1 p.8
Tenders that cannot fit the tender box are received by an authorised officer who signs a tender submission register. D1 p.30
Tenders must be signed by an authorised person with name and position typed under the signature; all corrections must be initialed. Standard rule D1 p.19

Lots and categories

Lot 1: Tenderers are allowed to tender for one lot only (single lot tender). D1 p.8

What the addenda changed

No addenda were provided in the reviewed material. 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.

Tender security form: TDS ITT 18.1 says a Tender Security from a bank recognised by CBK of KES 72,000 shall be required and also that a Tender-Securing Declaration shall be required; the template bracket says only one of these applies. (D1 p.29 (ITT 18.1 TDS) and D1 p.29 bracket note)
Quantity variation limit: TDS ITT 41.1 gives maximum increase and decrease as N/A, but a further ITT 41.1 line says quantities may increase or decrease by not exceeding 5%. (D1 p.32 (ITT 41.1 TDS lines))
Enquiry and clarification deadlines: TDS gives the clarification deadline as 29 January 2026 and question deadline as 26 January 2026, both before the advertisement date of 3 November 2026 and the closing date. (D1 p.28 (ITT 6.1, 6.3) and D1 p.7 (advertisement date))

Not covered in the documents we reviewed

Full Section V Schedule of Requirements and technical specification beyond the short description
Tender fee amount for purchasing the document (blank in template)
Estimated contract value and price schedule amounts
Whether electronic submission is permitted (template option blank)
Tender Security or Tender-Securing Declaration form in Section IV, and any manufacturer's authorisation form
Years used for average turnover and years for contract history and litigation in Section III
Any site visit requirement
Any addenda or clarification responses after the advertisement
Delivery schedule dates (earliest and final delivery dates)
Payment terms (SCC) and performance security details if any

Terms explained

TDS: Tender Data Sheet: the tender-specific section that sets values such as deadlines, security amounts and document numbers, and overrides the general instructions.
Tender Security: A bank guarantee or similar demand guarantee paid with the tender to show seriousness; if missing or not substantially responsive, the tender is rejected.
Tender-Securing Declaration: A signed declaration on the prescribed form, used instead of a financial security, which can lead to debarment if the bidder withdraws or fails to sign.
Responsive / non-responsive: A tender that meets all mandatory requirements is responsive; one that does not is rejected without further evaluation.
AGPO: Affirmative Action Procurement (Access to Government Procurement Opportunities) for youth, women and persons with disabilities; not applied to this tender.
Manufacturer's Authorization: A letter from the manufacturer confirming that the bidder is authorised to supply the goods in Kenya.
Lot: A separate group of items priced and awarded as its own contract; here the tender has one lot.
Tender validity: The period, counted from the submission deadline, during which the bidder's offer must remain open.
Post-qualification: Checking the lowest evaluated tenderer's documents before award to confirm it meets the qualification criteria.

Supply and delivery of 32 NGAAF 100-seater high peak tents (NGAAF branded) - Vihiga NGAAF, ref VHG/NGAAF/BHPT/01/2026-2027