Milk, beverages, cleaning materials and hospitality items framework - Nyandarua County Assembly

What is being bought

Nyandarua County Assembly (Ol Kalou) invites sealed tenders for a framework agreement for the provision of milk, beverages, cleaning materials and assorted hospitality items for 2026-2027 (tender NCA/F/08/2026-2027). The framework runs for two years and may be renewed for one further year subject to performance; call-off contracts are awarded to selected firms as needed, with no guaranteed volume. No quantities or delivery locations are stated in the pages reviewed.

Key facts

Closing

Mon 23 Nov 2026, 11:00 am
Tenders must be delivered on or before 23 November 2026 at 11:00 AM local time. Late tenders are not accepted. P

Bid / tender security

Tender security is not required for this tender according to the TDS. D2 p.32

Tender fee

Not stated in the documents we reviewed Not stated D2 p.2

Site visit

Not stated in the documents we reviewed Not stated

Pre-bid meeting

اختياري
A pre-tender conference will NOT be held. D2 p.31

Reserved for

Not reserved. The tender is open to all eligible tenderers. The TDS states a margin of preference and/or reservation shall not apply, and the portal lists no reserved group. D2 p.33

Contract value

Not stated in the documents we reviewed Not stated

Tender opening

Tenders are opened immediately after the deadline at Nyandarua County Assembly parking ground (reserved area) next to the new Office Block Wing B, Ol Kalou, in the presence of tenderers or their representatives who choose to attend. P

Tender validity

Tenders remain valid for 180 days, counted from the tender submission deadline. D2 p.32

Who can apply

• Open to all eligible tenderers in Kenya. Tender is not reserved to any group. D2 p.31
• Public employees and their close relatives (spouses, children, brothers, sisters, uncles and aunts) are not eligible to participate in the tender. Public officers, their spouses, parents, children, siblings and business associates are also barred from tendering or being awarded a contract. Standard rule D2 p.6
• A joint venture (JV) may tender. Each JV member is jointly and severally liable, and the JV must nominate a Representative with authority to act for all members. The maximum number of JV members is N/A in the TDS. Standard rule D2 p.6

Application checklist

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

Required from every bidder

• Duly filled, dated, stamped and signed forms: Confidential Business Questionnaire, Disclosure of interest, Certificate of Independent Tender Determination, Self-Declaration Forms (SD1, SD2 and Declaration and Commitment to the Code of Ethics), Fraud and Corruption form, and Tenderer information form. D2 p.35
• Duly filled, dated, stamped and signed Form of Tender. D2 p.35
• Certificate of Registration or Incorporation. D2 p.35
• Copy of a VALID tax compliance certificate from the Kenya Revenue Authority, valid at the date of opening. D2 p.35
• Detailed company profile showing the physical address, telephone contacts, active email address and organizational structure. D2 p.36
• Valid CR 12 issued within 12 months of tender closure (where applicable); sole proprietors provide a copy of ID. D2 p.36
• Tender document properly bound (spiral or perfect cover, hard copy or case bound), paginated and serialized with numerical page numbers 1, 2, 3 up to the last page in chronological order. D2 p.36
• Certified copy of Power of Attorney authorizing the signing of the bid on behalf of the bidder. D2 p.36

Experience, licences and financial capacity

Technical

• Firm experience in providing milk, beverages and cleaning materials or related services for the last 2 years: up to 10 marks (5 marks each). D2 p.37
• Submit two (2) verifiable reference letters: 10 marks (5 marks each). D2 p.37
• Evidence of two signed contracts or LSOs for provision of milk, beverages and cleaning materials or related services to an organization of the same magnitude as Nyandarua County Assembly: 10 marks (5 marks each). D2 p.37
• Dully filled, signed and stamped price schedule: 20 marks. D2 p.37
• Supplier availability: a written document on company letterhead showing postal address, contact person, email, telephone/mobile and website, 4 marks each (20 marks total). D2 p.37
• Total technical score is 100; the pass mark to reach financial evaluation is 70%. D2 p.37

Financial

• Credit facility (scored up to 20 marks): written proof of supply of goods on credit terms; 30 days 10 marks, 60 days 15 marks, 90 days and above 20 marks. D2 p.37
• Evidence of financial resources or capacity (for example bank balance or letter of credit facility from a financial institution), attached as evidence: up to 10 marks. D2 p.37
• Financial evaluation ranks bidders separately for the Milk, Beverages and Hospitality Items category and the Cleaning Items category by evaluated price; the lowest-priced bidders in each category are selected for the framework agreement under Section 114 of the Public Procurement and Asset Disposal Act 2015. D2 p.38
• Prices quoted shall not be subject to adjustment during performance of the contract. D2 p.32
• Tender currency and payment currency: Kenya Shillings. D2 p.32

How and where to submit

• Physical hard copy only. Electronic tenders will not be permitted; the TDS states tenderers shall not have the option of submitting electronically. D2 p.2
• Submit the ORIGINAL copy only. No additional copies are required. D2 p.32
• Place the completed tender in a plain sealed envelope marked with the tender name and reference number, and deposit it in the Tender Box at the reception of Nyandarua County Assembly, New Office Block Wing B, adjacent to Ol Kalou High Court or Law Courts, or address it to The Clerk, Nyandarua County Assembly, P.O. Box 720-20303, Ol Kalou. D1 p.2
• Tenders that do not fit in the tender box must be deposited at the Procurement Office and recorded in the register there. D2 p.33
• Pages must be serialized in chronological order before submission. D2 p.2
• Clarification requests must be in writing to procurement@nyandaruaassembly.go.ke and reach the Procuring Entity not later than four (4) days prior to the tender deadline. Responses are published on www.nyandaruaassembly.go.ke. D2 p.31

Lots and categories

• Lot N/A: No lots: the TDS states the number of lots is N/A. The tender is awarded by category ranking as set out in the financial evaluation. D2 p.31

Not covered in the documents we reviewed

• Section V Schedule of Requirements: items, quantities, specifications, delivery schedule and place of delivery
• Section VII Special Conditions of Contract and General Conditions: payment terms and performance requirements
• Any addenda to the tender (none were provided)
• Contract value or estimated budget for the framework
• Tender fee or charges, if any, beyond the free download
• Site visit requirement (not mentioned in the pages reviewed)
• Full Section IV forms (Confidential Business Questionnaire, Self-Declaration forms, Form of Tender price table pages 46-53)
• Section III post-qualification details for pages 39-43 that were only partially reviewed
• Clarity on which price categories are to be quoted (see conflicts)

Terms explained

Framework agreement

A standing agreement with selected suppliers. Orders are placed later through call-offs, and there is no guaranteed volume or award.

Call-off contract

A specific order placed under the framework agreement when the county needs goods.

TDS (Tender Data Sheet)

Section II of the tender document. It sets the specific rules for this tender and overrides the general Instructions to Tenderers where they differ.

Tender security

A guarantee or deposit submitted with a bid. Here the TDS says it is not required.

Responsive / substantially responsive

A tender that meets all mandatory requirements. A non-responsive tender is rejected without further evaluation.

Lowest evaluated tender

The responsive bid with the lowest evaluated price among qualified bidders.

Certificate of Independent Tender Determination

A signed declaration that the bidder did not collude with other bidders.

CR 12

A company return issued by the Registrar of Companies listing directors and shareholders; here it must be dated within 12 months of closing.

Power of attorney

A signed document authorizing the person who signs the bid to act for the company.

Preliminary evaluation

The first check that all mandatory forms and documents are present. Missing items mean automatic disqualification.