Provision of hotel services, conference facilities and outside catering - Framework Agreement NCA/F/06/2026-2027, Nyandarua County Assembly

What is being bought

Framework agreement for provision of hotel services, conference facilities and outside catering for Nyandarua County Assembly for 2026-2028 (two years, renewable one year subject to performance). Call-off contracts will be issued as required; no guaranteed volume. Submission and opening are at Ol Kalou, Nyandarua County.

Key facts

Closing

Mon 23 Nov 2026, 11:00 am
Tenders must be received on or before 23 November 2026 at 11:00 AM local time at the Clerk's address; late tenders are not accepted. Portal closing time matches the tender document. D2 p.26

Bid / tender security

No tender security required (TDS: Tender Security shall be required – N/A; Tender Securing Declaration not required). D2 p.26

Tender fee

No tender fee stated. Tender documents may be downloaded free of charge. D1 p.1

Site visit

Optional
Site visit not required; ITT 7.1 encourages but does not require a site visit at tenderer's expense. Pre-arranged pre-tender site visit will not be held. D2 p.25

Pre-bid meeting

Optional
No pre-tender conference will be held. Questions in writing must reach the procuring entity not later than four (4) days before the submission deadline, by email procurement@nyandaruaassembly.go.ke. D2 p.25

Reserved for

Not reserved. The TDS states the tender is open to all bidders; portal lists no reserved group. P

Contract value

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

Tender opening

Opened immediately after the deadline at Nyandarua County Assembly parking ground next to Office Block Wing B, in presence of tenderers' representatives who choose to attend. D2 p.26

Tender validity

Tender validity period is 180 days from the submission deadline. D2 p.26

Who can apply

• Open to all eligible bidders in Kenya under open competitive tendering; the TDS states the invitation is open to all bidders and no reserved group applies. D2 p.26
• Foreign tenderers, state-owned enterprises and joint ventures are subject to eligibility rules in ITT 4; the TDS sets the foreign 40% local sourcing requirement as not applicable (NA) and JV maximum members as N/A. Standard rule D2 p.25

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, Code of Ethics), Fraud and Corruption form, Tenderer information form. D2 p.28
• Duly filled, dated, stamped and signed Form of Tender. D2 p.28
• Certificate of Registration / Incorporation. D2 p.28
• Copy of a VALID tax compliance certificate from the Kenya Revenue Authority, valid at the date of opening. D2 p.28
• Detailed company profile showing physical address, telephone contacts, active email address and organisational structure. D2 p.28
• Valid business licence(s)/permit from the applicable County Government. D2 p.28
• Properly bound, paginated and serialised tender document, with each page numbered in chronological order using numerals (1, 2, 3 ... n). D2 p.28
• Valid health licences: medical certificate and food hygiene certificate. D2 p.28
• Certified copy of Power of Attorney authorising the signing of the bid on behalf of the bidder. TDS: duly dated and stamped Power of Attorney signed by a legally authorised representative. D2 p.28

Required only in some situations

• Valid CR12 issued within 12 months of tender closure (where applicable); sole proprietors provide a copy of ID. D2 p.28

Experience, licences and financial capacity

Technical

• Firm experience of 2 years in provision of conference facilities / hotel services / outside catering (10 marks). D2 p.29
• Two (2) verifiable reference letters (10 marks). D2 p.29
• Evidence of five current signed contracts/LSOs for conference/hotel/outside catering provision to an organisation equivalent to Nyandarua County Assembly (25 marks). D2 p.29
• Hotel profile brochure and pictures attached (9 marks). D2 p.29
• Signed, dated and stamped price schedule (20 marks). Summary package rates per person/group include full day and half day conference, gala dinner, cocktail parties, team building, breakfast and buffet lunch. D2 p.29

Financial

• Evidence of financial resources/capacity (bank balance, letter of credit facility from a financial institution etc.) attached (6 marks). D2 p.29
• Credit facility from suppliers: 30 days 10 marks; 60 days 15 marks; 90 days and above 20 marks (written proof required). D2 p.29
• Financial evaluation: bidders ranked per region/county from lowest quoted cost per pax; ranked bidders selected for the Framework Agreement under PPADA 2015 Section 114. D2 p.30

How and where to submit

• Submit in a single sealed envelope bearing the tender name and reference number, addressed to The Clerk, Nyandarua County Assembly, P.O. Box 720-20303, Ol Kalou, and deposited in the Tender Box at reception of Office Block Wing B adjacent to Ol Kalou Law Court. Tenders not fitting the box go to the Procurement Office. Original marked ORIGINAL; no copies required (TDS). D2 p.3
• Only one original is required; no copies (TDS ITT 22.1). Original and copies marking: the original must be typed or written in indelible ink and signed. D2 p.27
• Electronic submission not permitted; physical deposit only. D2 p.26

Lots and categories

• No lots; single contract. Separate prices per lot not applicable. D2 p.25

What the addenda changed

• No addenda reviewed. Not stated P

Not covered in the documents we reviewed

• Full contents of pages 6-8, 15-16, 19-24, 31-35 and parts of the Form of Tender and Section V/VII Terms of Reference (services specification, quantities, locations).
• Section III item 9 referenced for foreign sourcing (not applicable per TDS, but details unseen).
• Mandatory site visit status not confirmed in unreviewed pages.
• Any addenda after the original tender document.
• Standstill and performance security detail beyond ITT 43 pages.

Terms explained

Framework agreement

A standing agreement with selected firms; work is awarded later through call-off contracts with no guaranteed volume.

Call-off contract

A specific order placed under a framework agreement.

TDS

Tender Data Sheet: tender-specific values that override the general Instructions to Tenderers.

Responsive

A tender that meets all mandatory requirements of the tender document without material deviation.

Tender validity

The period during which the bid must remain open for acceptance, counted from the submission deadline.

Tax compliance certificate

KRA certificate showing tax obligations are met, valid on the opening date.

Power of Attorney

Written authority allowing a named person to sign the tender for the company.

Pax

Per person; prices are quoted as cost per person or per group.