Provision of generator repair, services and maintenance - Framework agreement (Nyandarua County Assembly, NCA/F/07/2026-2027)

What is being bought

Nyandarua County Assembly invites sealed tenders for a framework agreement for generator repair, servicing and maintenance for the financial years 2026-2028. The framework runs for two years and may be renewed for one further year subject to performance; services are ordered later through call-off contracts with no guaranteed volume. Services are delivered at the Assembly's location in Ol Kalou, Nyandarua; the tender does not state quantities.

Key facts

Closing

Mon 23 Nov 2026, 11:00 am
Tenders must be received at the address by 11:00 AM local time on 23 November 2026. Late tenders are not accepted. The portal closing date matches. D2 p.24

Bid / tender security

No tender security or tender-securing declaration is required (TDS lists both as N/A). The standard tender bond form exists in the document but the TDS does not require it. D2 p.24

Tender fee

Not stated in the documents we reviewed Not stated D1 p.1

Site visit

Optional
A site visit is encouraged at the tenderer's own cost and risk, not compulsory. The TDS states no pre-arranged pre-tender site visit will be held. Standard rule D2 p.9

Pre-bid meeting

Optional
No pre-tender conference will be held and no pre-arranged pre-tender site visit will be held, according to the TDS. D2 p.24

Reserved for

Not reserved. The tender is open to all bidders (portal lists no reserved group). D2 p.25

Contract value

Not stated in the documents we reviewed Not stated D2 p.4

Tender opening

Tenders are opened immediately after the closing time at Nyandarua County Assembly parking ground (reserved area) next to Office Block Wing B, in the presence of tenderers' representatives who choose to attend. D2 p.3

Tender validity

Tenders remain valid for 180 days from the submission deadline date. D2 p.24

Who can apply

• Open to all eligible bidders in Kenya under an open competitive tendering method. The tender data sheet also states the group is open to all bidders (no reservation). D2 p.3
• A Kenyan tenderer is eligible only if it provides evidence of fulfilling its tax obligations, by a valid tax compliance certificate or tax exemption certificate issued by the Kenya Revenue Authority. Standard rule D2 p.8
• State-owned enterprises or institutions in Kenya may compete only if they can show they are legally and financially autonomous, operate under commercial law, and are not under supervision of the Procuring Entity. Standard rule D2 p.8
• Foreign tenderers 40% local-content requirement does not apply to this tender according to the Tender Data Sheet (listed as NA). D2 p.24

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.26
• Duly filled, dated, stamped and signed Form of Tender. D2 p.26
• Certificate of Registration or Incorporation. D2 p.26
• Copy of a VALID tax compliance certificate from the Kenya Revenue Authority, valid at the date of tender opening. D2 p.26
• Detailed company profile showing the physical address, telephone contacts, active email address and organisational structure. D2 p.26
• Valid business licence(s) or permit from the applicable County Government. D2 p.27
• Copy of a valid CR 12 issued within 12 months of the tender closing date (where applicable); sole proprietors provide a copy of ID. D2 p.27
• Tender document with all attachments must be serialized through pagination. D2 p.27
• Valid copy of National Construction Authority Certificate (Electrical Engineering Service Contractor) as written in the Section III list. Its relevance to a generator service tender is not explained; confirm with the Assembly. D2 p.27
• Valid copy of Contractor Annual Practicing License for NCA as an Electrical Engineering Service Contractor, as written in the Section III list. Confirm with the Assembly whether it applies. D2 p.27
• Certified copy of Power of Attorney authorizing the person who signs the bid on behalf of the bidder. The TDS also requires a duly dated and stamped Power of Attorney signed by a legally authorized representative. D2 p.27

Required only in some situations

• If the bidder is a joint venture (JV): a copy of the Joint Venture Agreement signed by all members, or a signed form of intent to execute a JV agreement with a copy of the proposed agreement. The TDS states maximum JV members is N/A. Standard rule D2 p.11

Experience, licences and financial capacity

Technical

• Preliminary description of the proposed work method and schedule must be included in the tender. Standard rule D2 p.8
• Years in business is scored: four years and above scores the most (25 marks), 3 years 19 marks, 2 years 13 marks, 1 year 6 marks. D2 p.27
• Submit two (2) verifiable reference letters, scored 5 marks each (10 marks in total). D2 p.27
• Provide at least five (5) evidences of past experience in similar business, in the form of LSOs or contract agreements alongside job cards for each evidence; 5 marks for each evidence attached (25 marks in total). D2 p.27
• Duly filled, signed and stamped price schedule (10 marks). D2 p.27
• Only bidders who score 70% and above in the technical evaluation (out of 100) proceed to financial evaluation. D2 p.27
• Bidders must fill and submit the qualification forms provided in the tender document. D2 p.27

Financial

• Evidence of financial resources or capacity (for example bank balance or letter of credit facility from a financial institution); attach evidence (10 marks). D2 p.27
• Credit facility: written proof of supply of goods on credit terms. 30 days = 10 marks; 60 days = 15 marks; 90 days and above = 20 marks (20 marks in total). D2 p.27
• Prices are not subject to adjustment during the contract. Charge rates or pricing mechanisms are agreed with each firm and are valid for the term of the framework agreement. D2 p.24
• Price must include all duties, taxes and levies payable under the contract as of 30 days before the tender deadline. Standard rule D2 p.12
• Tender currency and payment currency are Kenya Shillings. Standard rule D2 p.12
• Ranked bidders by evaluated price (lowest first) are selected for inclusion in the framework agreement for call-off procurement under Section 114 of the Public Procurement and Asset Disposal Act 2015. D2 p.28
• Performance security: not applicable according to the TDS (listed as N/A). D2 p.25

How and where to submit

• Tenders must be physical hard copies. Electronic tenders will not be permitted; the TDS also states tenderers have no option to submit electronically. D2 p.3
• Address for submission: The Clerk, Nyandarua County Assembly, P.O. Box 720-20303, Ol Kalou. Deposit in the tender box at the reception of Office Block Wing B, adjacent to Ol Kalou Law Court. Tenders that do not fit the box go to the Procurement Office and are recorded in its register. D2 p.3
• Deliver the tender in a single sealed envelope or package bearing the tender name and reference number, addressed to the Procuring Entity, with a warning not to open before the opening time. Inside, place separate sealed envelopes marked ORIGINAL and COPIES, each showing the Procuring Entity name and address, the tenderer's name and address, and the tender reference number. Standard rule D2 p.15
• One original only; no copies required (TDS). The original must be typed or written in indelible ink and signed by an authorized person, with the name and position printed under the signature. D2 p.25
• The original and all copies must be typed or written in indelible ink and signed by an authorized person. Entries or amendments must be signed or initialed. Standard rule D2 p.15
• Questions for clarification must be submitted in writing by email to procurement@nyandaruaassembly.go.ke not later than four (4) days before the tender deadline. D2 p.24
• Tenderers should serialize all pages of the tender documents submitted. D2 p.3

Lots and categories

• Lot Lot 1 (as listed in Form of Tender): The TDS states the number of lots is N/A and that separate prices per lot are not allowed. However, the Form of Tender summary lists two entries labelled Lot 1 (112KVA Generator) and Lot 1 (300KVA Generator). Ask the Assembly how lots are to be priced. Conflicting D2 p.30

Not covered in the documents we reviewed

• Only 31 of 112 pages of the tender document were reviewed; Section V (Procuring Entity's Requirements, service specifications), Section VI/VII conditions, Section IV forms and the activity schedule were not provided.
• No addenda (A1, A2...) were provided; confirm there are no changes to the 23 November 2026 11:00 deadline.
• Whether the two NCA electrical-engineering certificates (preliminary items 9 and 10) apply to a generator service tender.
• Clarify the correct tender reference (NCA/F/07 versus NCA/T/07) and the number and pricing of lots (Lot 1 duplicates).
• Performance security: TDS says N/A but ITT 47.1 refers to GCC 3.9 (not reviewed); confirm.
• Standard contract and call-off terms, payment terms and any service response times were not reviewed.
• No tender fee or price estimate is stated in the material reviewed.
• Standstill and complaint details beyond ITT 43 and the specified 14-day period were not reviewed.

Terms explained

Framework agreement

A standing agreement with selected firms for a period (here two years). Work is ordered later through call-off contracts; the Assembly does not guarantee any volume.

Call-off contract

An individual order placed with a framework firm for a specific job under the framework agreement.

TDS (Tender Data Sheet)

Section II of the tender document, which sets tender-specific rules that override the general Instructions to Tenderers.

Tender security / Tender-Securing Declaration

A bid bond or signed declaration guaranteeing the bid. Here the TDS says it is not required (N/A).

Responsive / substantially responsive

A tender that meets all mandatory requirements and conditions. A non-responsive tender is rejected before evaluation.

Power of Attorney

A written authority that allows a named person to sign the tender for the company; must be dated, stamped and signed.

Tax compliance certificate

A Kenya Revenue Authority certificate showing tax obligations are met; must be valid on the tender opening date.

CR 12

A company registry certificate listing company directors and shareholders, issued by the Registrar of Companies. Must be issued within 12 months before closing where applicable.

Standstill period

A 14-day waiting period after notice of intention to award, during which unsuccessful bidders can file a complaint before the contract is signed.

Joint venture (JV)

Two or more firms bidding together; a JV agreement or intent to execute one must be submitted.

Lowest evaluated tender

The responsive, qualified tender with the lowest evaluated price among bidders scoring 70% or more on technical criteria.