Nyandarua County Assembly framework contract for motor vehicle fuel, oil and lubricants (NCA/F/01/2026-2027)

What is being bought

A framework contract with a closed panel of firms for supply of motor vehicle fuel, oil, lubricants and other related services to Nyandarua County Assembly, Ol Kalou. The Assembly orders fuel as and when required, under call-off contracts, for two financial years (2026/2027 and 2027/2028) with one renewable year. Quantities are not stated in the material reviewed.

Key facts

Closing

Mon 23 Nov 2026, 11:00 am
Tenders must be received at the Clerk's address no later than this date and time; late tenders are rejected. Physical submission only. D1 p.2

Bid / tender security

No tender security is required for this tender (ITT 18.1 TDS). D2 p.24

Tender fee

Tender documents may be downloaded free of charge from www.nyandaruaassembly.go.ke or tenders.go.ke. No application or tender fee is stated in the material reviewed. D2 p.3

Site visit

Not stated in the documents we reviewed Not stated

Pre-bid meeting

Optional
No pre-tender meeting will take place. D2 p.23

Reserved for

Open to all tenderers. No reservation for youth, women, persons with disabilities or AGPO groups; the portal lists no reserved group. Other items in the same advert are reserved; this tender is not. D2 p.25

Contract value

Not stated in the documents we reviewed Not stated

Tender opening

Tenders are opened immediately after the closing time at the parking ground next to Office Block Wing B, Nyandarua County Assembly, Ol Kalou, in the presence of tenderers or representatives who choose to attend. D1 p.2

Tender validity

Tenders remain valid for 150 days from the submission deadline. D2 p.24

Who can apply

• Open competitive (national) tender open to all qualified and interested tenderers, awarded as a framework agreement. D2 p.3
• Reservation: the tender is open to all; not reserved for youth, women, persons with disabilities or AGPO groups. D2 p.25
• Tenderers must be registered with the Ministry of Energy (stated in the TDS). D2 p.23
• The Framework Agreement is a closed panel: no firms may be added during its term except replacements are not allowed; only removal of firms from the panel is possible. D2 p.3
• A Kenyan tenderer must show it has met its tax obligations by producing a current tax clearance certificate or tax exemption certificate issued by the Kenya Revenue Authority. Standard rule D2 p.8
• Goods and related services must originate from an eligible country; a joint venture is not applicable under the TDS. Standard rule D2 p.8

Application checklist

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

Required from every bidder

• MR1: Certified copy of Registration Certificate or Certificate of Incorporation. D2 p.27
• MR2: Valid tax compliance certificate valid at the time of tender opening, or tax exemption certificate issued by the Kenya Revenue Authority. D2 p.27
• MR4: Duly filled, signed and stamped Confidential Business Questionnaire. D2 p.27
• MR5: Duly filled, signed and stamped form of tender. D2 p.27
• MR6: Current and valid business licence or permit from the applicable County Government. D2 p.27
• MR7: Duly filled Certificate of Independent Tender Determination. D2 p.27
• MR8: Completed, stamped and signed price schedule in the format provided; any deviation from the format leads to disqualification. D2 p.27
• MR9: Self-declaration that the tenderer will not engage in any corrupt or fraudulent practice. D2 p.27
• MR10: Duly filled, signed and stamped declaration and commitment to the code of ethics. D2 p.27
• MR11: Self-declaration that the tenderer is not debarred under the Public Procurement and Asset Disposal Act 2015. D2 p.27
• MR12: Bid document duly serialized chronologically on all pages and properly bound (spiral or perfect cover, hard cover or case bound). D2 p.27
• Authorization to sign: a Power of Attorney confirming the signatory is authorized, attached to the tender. D2 p.24

Required only in some situations

• MR3: Copy of a valid CR12 issued within 6 months of tender closure, only where applicable; sole proprietors provide copy of ID instead. D2 p.27

Experience, licences and financial capacity

Technical

• TR1 Experience: at least 5 LPO/LSO/signed contracts for similar services within the last 2 years (20 marks; others prorated). D2 p.28
• TR2 Geographical coverage: at least one station in Nakuru, Gilgil, Nyahururu, Naivasha or within Nyandarua County; attach business permit (25 marks). D2 p.28
• TR3 Financial capacity: evidence of financial resources or capacity (bank balance or statement, letter of credit facility) for the last one year (20 marks). D2 p.28
• TR4 Fuel management system: proof of successful fuel management system for corporate clients with a copy of a report showing operations and frequency of reports (10 marks). D2 p.28
• TR5 Company profile and structure showing rank and qualifications of key personnel: station manager, accountant and 3 fuel pump operators (15 marks). D2 p.28
• TR6 Credit facility: written proof of supply of goods on credit terms; 90 days scores 10 marks, 60 days 5 marks, 30 days 2 marks. D2 p.28
• Technical evaluation totals 100 points; only bidders scoring 70% and above proceed to financial evaluation. D2 p.28
• Manufacturer's authorization is not required for this tender. D2 p.24
• Spare parts list: the goods are expected to function for 2 years, and tenderers must give particulars and sources of spare parts needed for that period. D2 p.24
• Items listed as made or assembled in Kenya (including oil and gas) must be sourced from Kenya with no substitutions from foreign sources. Standard rule D2 p.8

Financial

• Prices are fixed in KES and no foreign currency is allowed; the TDS says prices are subject to adjustment per EPRA directives. D2 p.24
• Prices shall be subject to adjustment during contract performance following directives from the Energy and Petroleum Regulatory Authority (EPRA); fuel price remains as regulated by EPRA. D2 p.23
• Quantities may not be increased or decreased (0% variation allowed). D2 p.25
• Performance security is stated as NONE in the TDS, but the Form of Tender commits the tenderer to obtain performance security if accepted. Conflicting D2 p.25
• Price evaluation applies to items or lots as specified; the Assembly orders fuel as and when required and is not bound to order all, under a two-year framework agreement. D2 p.29
• Framework agreement for a period of two financial years (2026/2027 and 2027/2028), renewable for another 1 year; call-off contracts among shortlisted firms. D2 p.29

How and where to submit

• Hard copy submission: complete tender in a plain sealed envelope marked with tender name and reference number, deposited in the Tender Box at reception of Nyandarua County Assembly New Office Block Wing B, or addressed by post to The Clerk. D1 p.2
• Address for submission: The Clerk, Nyandarua County Assembly, P.O. Box 720-20303, Ol Kalou. D2 p.3
• Tenders that do not fit in the tender box are deposited at the Procurement Office and recorded in the register there. D2 p.4
• Tender must be delivered in a single sealed envelope or package bearing the name and reference number of the tender; the original and copies are placed in separate sealed envelopes marked ORIGINAL and COPIES. Standard rule D2 p.14
• Number of copies beyond the original: not applicable (N/A) in the TDS. D2 p.24
• Electronic submission is not available (TDS states Electronic Procurement System N/A). D2 p.23
• Tender must be written in English; supporting documents in another language need an accurate English translation. Standard rule D2 p.10
• All pages of the tender must be chronologically serialized. Standard rule D2 p.10
• Clarification requests must be in writing to procurement@nyandaruaassembly.go.ke no later than four (4) days before the submission deadline. D2 p.23

Lots and categories

• No lots stated; a single framework contract for fuel, oil, lubricants and related services. Not stated

What the addenda changed

• No addenda were provided in the material reviewed. Not stated

Not covered in the documents we reviewed

• Addenda to the tender (A1, A2 etc.) were not provided, so later changes to dates or requirements cannot be checked.
• Section V Schedule of Requirements, quantities and minimum fuel specifications are not in the material (TDS quantity field is blank).
• Contract value or budget estimate is not stated.
• Site visit requirement is not confirmed in the material reviewed.
• Forms in Section IV (Form of Tender, price schedule format, Confidential Business Questionnaire) were only partly provided.
• Financial evaluation scoring method is not explained beyond Stage 3 summary.
• Opening committee details and any electronic opening procedure are not stated.
• Lot structure is not stated; treated as a single contract.

Terms explained

Framework agreement

A contract that sets prices and terms with a panel of suppliers; actual orders are placed later through call-off contracts.

Call-off contract

An individual order placed under the framework agreement when the Assembly needs goods or services.

Closed panel

Once the panel of firms is set, no new firms can be added during the term; only removal is allowed.

TDS (Tender Data Sheet)

Section II of the tender document that sets specific tender rules and values, overriding the general Instructions to Tenderers.

Tender security

A bid bond or guarantee that protects the buyer if a bidder withdraws; here the TDS says none is required.

Performance security

A guarantee given by the winning bidder after award; the TDS says none, but the Form of Tender suggests one may be needed.

MR (Mandatory Requirement)

A pass/fail requirement at preliminary evaluation; failing any one means the tender is non-responsive.

Responsive

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

AGPO

Affirmative action groups (youth, women, persons with disabilities) who may be given reserved tenders; not applicable here.

LPO/LSO

Local Purchase Order / Local Service Order, documents evidencing past orders used to prove experience.

EPRA

Energy and Petroleum Regulatory Authority, which regulates fuel prices in Kenya.

CR12

Company Registry return showing shareholders and directors, required where applicable and issued within 6 months of closing.

Power of Attorney

A written document authorizing a named person to sign and bind the tenderer.