KISM/TEN/08/2026-2027 Framework Agreement for Provisio…

What is being bought

The Kenya Institute of Supplies Management (KISM) invites sealed tenders for a one-year framework agreement for event management services, reserved for AGPO tenderers, with orders placed on an as-and-when-required basis. The priced schedule lists tents, furniture, décor, audio-visual equipment, photography and videography, and related items, with KISM Towers, Ngong Road, Nairobi as the submission and opening location.

What could disqualify you

Foreign tenderers not meeting the 40% national sourcing requirement will be automatically disqualified. Standard rule D2 p.7
Late tenders will be rejected. D2 p.2
Electronic tenders are not permitted; tenders must be delivered physically to the tender box. D2 p.2
Tenders must be in book style, perfectly bound, page-marked with a table of contents and must not have loose pages (preliminary pass/fail MR1). D2 p.25
A Tender Securing Declaration form that is not dully filled, signed and stamped fails the preliminary examination (MR6). D2 p.25
Tenders not passing the preliminary examination are non-responsive and are not considered further. D2 p.25
A tender not accompanied by a substantially responsive Tender Security shall be rejected, but this applies only where a Tender Security is specified; here a Tender-Securing Declaration is specified instead. Standard rule D2 p.12

Key facts

Closing: Thu 22 Oct 2026, 11:00 am
Tenders must be delivered on or before this date and time; late tenders are rejected. D2 p.2
Bid / tender security: No tender security is required; a Tender-Securing Declaration is required instead. The tender notice mentions Original Tender Security, which conflicts with the tender document. Conflicting D2 p.22
Tender fee: Tender documents may be downloaded free of charge; no tender fee is stated in the reviewed pages. D2 p.2
Site visit: Optional
No site visit will be held. D2 p.21
Pre-bid meeting: Optional
No pre-tender conference will be held. D2 p.21
Reserved for: Reserved for AGPO (youth, women and persons with disabilities). P
Contract value: Not stated in the documents we reviewed Not stated D2 p.28
Tender opening: Public opening at the 12th Floor Boardroom, KISM Towers, in the presence of tenderers' representatives who choose to attend. D2 p.22
Tender validity: Tenders remain valid for 140 days from the submission deadline. D2 p.22

Who can apply

Tendering is open to qualified and interested AGPO tenderers only (AGPO reservation applies to youth, women and persons with disabilities as per the preliminary requirements). D2 p.2
Tenderers must be firms that Kenyans own: the tender is exclusively reserved to firms that Kenyans own (100% Kenyan ownership shown by CR12 or certified list of directors and shareholders, or proof for a sole proprietorship). D2 p.25
A foreign tenderer (not registered in Kenya, or with less than 51 percent Kenyan citizen ownership) must show it sources at least 40% of contract inputs from national suppliers and contractors. Joint ventures are treated as foreign tenderers on the same test. Standard rule D2 p.7

Application checklist

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

Required from every bidder

Required only in some situations

Written confirmation of authority for the person signing: a duly signed and stamped Power of Attorney commissioned by a Commissioner for Oaths or notarized by a Notary Public, required where the signer is not the Chief Executive of the firm. D2 p.26
Joint ventures must seek exemption from the Competition Authority; exemption is not required to tender but is a condition of contract award and signature. Standard rule D2 p.7

Experience, licences and financial capacity

Technical

Preliminary method statement: all tenderers must provide a preliminary description of the proposed work method and schedule, including drawings and charts as necessary. Standard rule D2 p.7
Technical capacity evaluation (max 100 marks): experience with at least 5 public clients in past 5 years (25), recommendation letters within last two years (25), physical location proof (3), team leader and key personnel CVs (8 plus 8), relevant experience (14), liquidity (12), credit period (5). Bidders scoring 70% or above qualify for financial evaluation. D2 p.26
Experience: evidence of similar assignments for at least 5 public clients in the past 5 years, shown by LPOs, LSOs or contracts (5 marks per client up to a maximum of 5 clients). D2 p.26
Recommendation letters from clients written within the last two years (5 marks each up to a maximum of 5). D2 p.26
Physical location: details of physical address and contacts with a copy of a lease, title, utility bill or county government licence (3 marks). D2 p.26
Team: three CVs (Team Leader plus 2 key technical staff). Team Leader: degree 8 marks, diploma 5, certificate 3. Two other staff: degree/diploma 4, certificate 2. D2 p.26
Relevant experience: Team Leader 1 mark per year up to 6 years (detailed CV); two other key staff 1 mark per year up to 4 years (detailed CV). D2 p.27
Scope conflict: the priced schedule header describes Provision of Audiovisual and Conference Equipment, while the tender title and ITT describe event management services. Tenderers should clarify the scope with KISM. Conflicting D2 p.28

Financial

Financial capability: liquidity ratio for the years 2021, 2022 and 2023, duly signed and stamped by a registered Certified Public Accountant. Greater than 2:1 scores 4 marks each year, equal to 1:1 scores 3 marks, less than 1:1 scores 0. D2 p.27
Credit period: 60 days scores 5 marks, 45 days scores 4, 30 days scores 2; attach a commitment letter. D2 p.27
Prices must be within fair market rates. Multiple awards go to bidders meeting all criteria, entering a one-year framework contract on an as-and-when-required basis. KISM may do due diligence on submitted documents. D2 p.27
Include 0.03% PPRA capacity building levy before taxes in the quote; prices are stated as inclusive of taxes. D2 p.28

How and where to submit

Physical hard-copy tenders only, deposited in the Tender Box at the 12th Floor Reception, KISM Towers, Ngong Road (next to Double Tree by Hilton). Address: The Chief Executive Officer, KISM, P.O. Box 30400-00100 Nairobi. D2 p.3
Tenders must be serialized: all pages submitted must be chronologically serialized. D2 p.2
Number of copies: the tender specifies N/A for copies in addition to the original; the number of copies required is not stated. Not stated D2 p.22
Clarification questions in writing must reach KISM by 15 October 2026 at 11:00 am; responses are published on www.kism.or.ke and tenders.go.ke. D2 p.21

Lots and categories

No lots: the number and identification of lots is N/A; tenderers may not quote separate prices for different lots. D2 p.21

What the addenda changed

No addenda were included in the material reviewed. 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.

Bid security: The tender notice says original tender security is to be deposited with the tenders; the tender document's TDS says a Tender Security shall not be required and only a Tender-Securing Declaration is required. Ask KISM which applies. (D1 p.1; D2 p.22)
Scope of services: Title and ITT describe event management services, but the priced schedule header says Provision of Audiovisual and Conference Equipment. Ask KISM which scope is being procured. (D2 p.2; D2 p.28)

Not covered in the documents we reviewed

Addenda (A1, A2 etc.) if any, which could change dates or requirements
Pages of D2 not reviewed (22 of 151 pages reviewed), including full Instructions to Tenderers, Section IV tender forms, and conditions of contract
Number of copies required beyond the original
Full priced activity schedule and BOQ pricing format
Answers to clarification questions
Pricing format and whether prices must be quoted per unit or as a total
Whether Competition Authority exemption is needed before award
Intended completion date detail beyond November 2027

Terms explained

AGPO: Access to Government Procurement Opportunities: a reservation for youth, women and persons with disabilities owned businesses.
TDS: Tender Data Sheet: the tender-specific section that overrides the general Instructions to Tenderers.
Tender-Securing Declaration: A signed declaration, instead of a bank guarantee or cash, that the tenderer will accept debarment if it withdraws or fails to sign the contract.
MR: Mandatory Requirement: a pass or fail preliminary check; failing one makes the tender non-responsive.
Responsive: A tender that meets all mandatory terms of the tender document without material deviation.
Framework agreement: A standing agreement with several suppliers; KISM orders from them as needed, here as and when required, for up to one year.
CR12: Company registry return listing a company's directors and shareholders.
JV: Joint venture: two or more firms tendering together.
PPRA: Public Procurement Regulatory Authority.

KISM/TEN/08/2026-2027 Framework Agreement for Provision of Event Management Services (Reserved for AGPO)