Framework Agreement for Provision of Conference Facilities for 2 Years

FRAMEWORK AGREEMENT FOR PROVISION OF CONFERENCE FACILITIES FOR 2 YEARS

Tender number: NKPCU/775/0024/2026-27

Procuring entity: NEW KENYA PLANTERS CO-OPERATIVE UNION

Procurement category: Non Consultancy Services

Procurement method: Framework Agreement

Bidding access: Open

Framework agreement: Yes

Source of funds: GoK

Technical evaluation: Yes/ No Basis

Evaluation basis: Item wise

Bid validity: 140 days

Clarifications until: 02 Oct 2026 16:00 (Nairobi time)

Published: 24 Sep 2026 23:00 (Nairobi time)

Closing: 08 Oct 2026 15:00 (Nairobi time)

Bid opening: 08 Oct 2026 15:01 (Nairobi time)

Eligibility documents required

- SELF - DECLARATION FORM SD 1&2 - VALID TAX COMPLIANCE CERTIFICATE - CERTIFICATE OF INCORPORATION / REGISTRATION - CR12 OR EQUIVALENT NOT OLDER THAN SIX (6) MONTHS, WITH COPIES OF DIRECTOR IDENTIFICATION - TENDER SECURITY OF FIFTY THOUSAND KENYA SHILLINGS ( KSH 50,000) - SECTION IV-TENDERING FORMS TENDERERS DECLARATION : FORM OF TENDER Table Header : - TENDERER DECLARATION Supplier response a) No reservations: We have examined and have no reservations to the Tendering document, including Addenda issued in accordance with Instructions to tenderers (ITT 10); b) Eligibility: We meet the eligibility requirements and have no conflict of interest in accordance with ITT 4; c) Tender/Proposal-Securing Declaration: We have not been suspended nor declared ineligible by the Procuring Entity based on execution of a Tender-Securing Declaration. Or Proposal-Securing Declaration in Kenya in accordance with ITT 21; d) Conformity: We offer to supply in conformity with the Tendering document and in accordance with the Delivery Schedules specified in the Schedule of Requirements. e) Tender Validity Period: Our Tender shall be valid for the period specified in TDS 19.1 (as amended, if applicable) from the date fixed for the Tender submission deadline specified in TDS 23.1 (as amended, if applicable), and it shall remain binding upon us and may be accepted at any time before the expiration of that period; f) Performance Security: If our Tender is accepted, we commit to obtain a performance security in accordance with the Tender document; g) One Tender per tenderer: We are not submitting any other Tender(s) as an individual tenderer, and we are not participating in any other Tender(s) as a Joint Venture member, or as a subcontractor, and meet the requirements of ITT 4.3, other than alternative Tenders submitted in accordance with ITT 14; h) Suspension and Debarment: We, along with any of our subcontractors, suppliers, consultants, manufacturers, or service providers for any part of the contract, are not subject to, and not controlled by any entity or individual that is subject to, a temporary suspension by the procuring entity or a debarment imposed by the Public Procurement Regulatory Authority. Further, we are not ineligible under the Kenya laws or official regulations or pursuant to a decision of International organizations to which Kenya is a member; i) Binding Contract: We understand that this Tender, together with your written acceptance thereof included in your Letter of Award, shall not constitute a binding contract between us, until a formal contract is prepared and executed; j) Procuring Entity Not Bound to Accept: We understand that you are not bound to accept the lowest evaluated cost Tender, the Best Evaluated Tender or any other Tender that you may receive; k) Fraud and Corruption: We hereby certify that we have taken steps to ensure that no person acting for us or on our behalf engages in any type of Fraud and Corruption. Further, we confirm that we have read and understood the full content and scope of fraud and corruption as informed in “Appendix 1- Fraud and Corruption” . l) Code of Ethical Conduct: We have read and understood the contents of the Code of Ethics for persons participating in Public Procurement and Asset Disposal and my responsibilities under the Code and we commit to abide by the provisions of the Code of Ethics copy available from www.ppra.go.ke during the procurement process and the execution of any resulting contract; m) Anti-competitive and Collusive practices: We hereby certify and confirm that the tender is genuine, non-collusive and made with the intention of accepting the contract if awarded. We have arrived at the Tender independently without consultation, communication, agreement or arrangement with, any competitor on but not limited to prices; methods, factors or formulas used to calculate prices; the intention or decision to submit, or not to submit, a tender; or the submission of a tender which does not meet the specifications of the request for Tenders except as disclosed in the Tenderer’s Eligibility - Confidential Business Questionnaire. Further, we confirm that the terms of the Tender have not been, and will not be, knowingly disclosed by the Tenderer, directly or indirectly to any competitor, prior to the date and time of the official tender opening, or of the awarding of the Contract, whichever comes first, unless otherwise required by law or as specifically disclosed above.; n) Beneficial Ownership Information: We commit to provide to the procuring entity the Beneficial Ownership Information in conformity with the Beneficial Ownership Disclosure Form upon receipt of notification of intention to enter into a contract in the event we are the successful tenderer in this subject procurement proceeding; o) We, the Tenderer, have duly completed, signed and stamped the following Forms as part of our Tender: i) Tenderer’s Eligibility & Confidential Business Questionnaire ii) Self-Declaration of the Tenderer (FORM SD 1 & SD 2) Table Footer : - OPTION 1- TENDER PRICE (INCASE OF ONE LOT) : FORM OF TENDER Table Header : LOT NO. TOTAL PRICE IN FIGURES TOTAL PRICE IN WORDS CURRENCIES] Table Footer : NOTE: TENDERERS ARE NOT REQUIRED TO FILL THE TENDER PRICE UNDER MINI COMPLETION Sr no. Formula 1 TOTAL PRICE IN WORDS =TOTAL PRICE IN FIGURES OPTION 2 - TENDER PRICE ( MULTIPLE LOTS) : FORM OF TENDER Table Header : - LOT NUMBER / DECRIPTION TOTAL PRICE IN FIGURES TOTAL PRICE IN WORDS CURRENCY Table Footer : - Sr no. Formula 1 TOTAL PRICE IN WORDS=TOTAL PRICE IN FIGURES COMMISSIONS, GRATUITIES AND FEES : FORM OF TENDER Table Header : WE HAVE PAID, OR WILL PAY THE FOLLOWING COMMISSIONS, GRATUITIES, OR FEES WITH RESPECT TO THE TENDERING PROCESS OR IMPLEMENTATION OF THE CONTRACT: NAME OF RECIPIENT ADDRESS REASON AMOUNT Table Footer : - STATE-OWNED ENTERPRISE OR INSTITUTION: : FORM OF TENDER Table Header : - TYPE OF ENTERPRISE OR INSTITUTION TENDERER'S RESPONSE OPTION 1 : WE ARE NOT A STATE- OWNED ENTERPRISE OR INSTITUTION OPTION 2 : WE ARE A STATE-OWNED ENTERPRISE OR INSTITUTION BUT MEET THE REQUIREMENTS OF ITT 4.6 Table Footer : - SIGN OFF : FORM OF TENDER Table Header : - STATEMENT ENDERER'S RESPONSE NAME TITLE OR DESIGNATION OF THE PERSON SIGNING DATE WE CONFIRM THAT THE INFORMATION GIVEN IS CORRECT AND WE UNDERSTAND THAT GIVING FALSE INFORMATION WILL LEAD TO DI SQUALIFICATION Table Footer : THE PERSON SIGNING THE TENDER SHALL HAVE THE POWER OF ATTORNEY GIVE BY THE TENDERER. THE POWER OF ATTORNEY SHALL BE ATTACHED WITH THE TENDER SCHEDULE TENDERER’S DETAILS: : TENDERERS ELIGIBILITY CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM Table Header : - TENDERER’S NAME TENDERER’S ACTUAL OR INTENDED COUNTRY OF REGISTRATION TENDERER’S YEAR OF REGISTRATION TENDERER’S LEGAL ADDRESS IN COUNTRY OF REGISTRATION Table Footer : - JV DETAILS : TENDERERS ELIGIBILITY CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM Table Header : - JV’S NAME JV’S ACTUAL OR INTENDED COUNTRY OF REGISTRATION JV’S YEAR OF REGISTRATION JV’S LEGAL ADDRESS IN COUNTRY OF REGISTRATION Table Footer : - TENDERER’S/JV MEMBER’S AUTHORIZED REPRESENTATIVE INFORMATION : TENDERERS ELIGIBILITY CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM Table Header : - NAME ADDRESS TELEPHONE NO. EMAIL Table Footer : - ATTACHED COPIES OF ORIGINAL DOCUMENTS : TENDERERS ELIGIBILITY CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM Table Header : TENDERERS ARE REQUIRED TO ATTACH COPIES OF THE FOLLOWING DOCUMENTS STATEMENT TENDERER'S RESPONSE FOR KENYAN TENDERERS A CURRENT TAX CLEARANCE CERTIFICATE OR TAX EXEMPTION CERTIFICATE ISSUED BY THE KENYA REVENUE AUTHORITY IN ACCORDANCE WITH ITT 3.13. ARTICLES OF INCORPORATION (OR EQUIVALENT DOCUMENTS OF CONSTITUTION OR ASSOCIATION), AND/OR DOCUMENTS OF REGISTRATION OF THE LEGAL ENTITY NAMED ABOVE, IN ACCORDANCE WITH ITT 3.6. IN CASE OF JV, LETTER OF INTENT TO FORM JV OR JV AGREEMENT, IN ACCORDANCE WITH ITT 3.1. IN CASE OF STATE-OWNED ENTERPRISE OR INSTITUTION, IN ACCORDANCE WITH ITT 3.1 DOCUMENTS ESTABLISHI (I) LEGAL AND FINANCIAL AUTONOMY NG: (II) OPERATION UNDER COMMERCIAL LAW(III) ESTABLISHING THAT THE TENDERER IS NOT UNDER THE SUPERVISION OF THE PROCURING ENTITY ; INCLUDED ARE THE ORGANIZATIONAL CHART AND A LIST OF BOARD OF DIRECTORS Table Footer : - A) SOLE PROPRIETOR DETAILS : TENDERERS ELIGIBILITY CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM Table Header : GENERAL AND SPECIFIC DETAILS NAME IN FULL AGE NATIONALITY COUNTRY OF ORIGIN CITIZENSHIP Table Footer : B) PARTNERSHIP DETAILS. : TENDERERS ELIGIBILITY CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM Table Header : - NAMES OF PARTNERS NATIONALITY CITIZENSHIP PERCENTAGE OF SHARES OWNED Table Footer : - C) REGISTERED COMPANY-COMPANY DETAILS : TENDERERS ELIGIBILITY CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM Table Header : - TYPE OF COMPANY NOMINAL CAPITAL KENYA SHILLINGS STATE ISSUED CAPITAL KENYA SHILLINGS Table Footer : - DIRECTORS DETAILS : TENDERERS ELIGIBILITY CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM Table Header : - NAME OF DIRECTOR NATIONALITY CITIZENSHIP PERCENTAGE OF SHARES OWNED Table Footer : - DISCLOSURE OF INTEREST- INTEREST OF THE FIRM IN THE PROCURING ENTITY. : TENDERERS ELIGIBILITY CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM Table Header : - STATEMENT TENDERER'S RESPONSE IS THERE ANY PERSON(S) IN THE PROCURING ENTITY WHO HAS ANY INTEREST OR RELATIONSHIP IN THIS FIRM Table Footer : IF YES, PROVIDE DETAILS IN THE TABLE THAT FOLLOWS. RELATIONS WITH TENDERER IN THE PROCURING ENTITY : TENDERERS ELIGIBILITY CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM Table Header : - NAME OF PERSON DESIGNATION IN THE PROCURING ENTITY INTEREST OR RELATIONSHIP WITH TENDERER Table Footer : - CONFLICT OF INTEREST DISCLOSURE : TENDERERS ELIGIBILITY CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM Table Header : - STATEMENT TYENDERER'S RESPONSE IF YES PROVIDE DETAILS OF THE RELATIONSHIP WITH TENDERER . TENDERER IS DIRECTLY OR INDIRECTLY CONTROLLED BY OR IS UNDER COMMON CONTROL WITH ANOTHER TENDERER. TENDERER RECEIVES OR HAS RECEIVED ANY DIRECT OR INDIRECT SUBSIDY FROM ANOTHER TENDERER. TENDERER HAS THE SAME LEGAL REPRESENTATIVE AS ANOTHER TENDERER. TENDERER HAS A RELATIONSHIP WITH ANOTHER TENDERER, DIRECTLY OR THROUGH COMMON THIRD PARTIES THAT PUTS IT IN A POSITION TO INFLUENCE THE TENDER OF ANOTHER TENDERER, OR INFLUENCE THE DECISIONS OF THE PROCURING ENTITY REGARDING THIS TENDER. ANY OF THE TENDERER’S AFFILIATES PARTICIPATED AS A CONSULTANT IN THE PREPARATION OF THE DESIGN OR TECHNICAL SPECIFICATIONS OF THE WORKS THAT ARE THE SUBJECT OF THE TENDER. TENDERER HAS A CLOSE BUSINESS OR FAMILY RELATIONSHIP WITH A STAFF OF THE PROCURING ENTITY. HAS THE CONFLICT STEMMING FROM SUCH RELATIONSHIP STATED IN ITEM 6 ABOVE BEEN RESOLVED IN A MANNER ACCEPTABLE TO THE PROCURING ENTITY THROUGHOUT THE TENDERING PROCESS AND EXECUTION OF THE CONTRACT THE TENDERER HAS ENTERED INTO CONSULTATIONS, COMMUNICATIONS, AGREEMENTS OR ARRANGEMENTS WITH ONE OR MORE COMPETITORS REGARDING THIS REQUEST FOR TENDERS AND THE TENDERER DISCLOSES, COMPLETE DETAILS THEREOF, INCLUDING THE NAMES OF THE COMPETITORS AND THE NATURE OF, AND REASONS FOR, SUCH CONSULTATIONS, COMMUNICATIONS, AGREEMENTS OR ARRANGEMENTS. Table Footer : - CONFIRMATION AND CERTIFICATION : TENDERERS ELIGIBILITY CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM Table Header : - STATEMENT TENDERRER'S RESPONSE NAME TITLE OR DESIGNATION DATE WE CONFIRM THAT INFORMATION PROVIDED ABOVE IS CORRECT AND WE UNDERSTAND THAT GIVING FALSE INFORMATION WILL LEAD TO DI SQUALIFICATION OF OUR TENDER. Table Footer : A) LOCAL LABOR : FOREIGN TENDERERS 40 PERCENT RULE Table Header : - ITEM DESCRIPTION OF WORK ITEM DESCRIBE LOCATION OF SOURCE COST IN KENYA. SHILLINGS COMMENTS, IF ANY Table Footer : - B) SUB-CONTRACTS FROM LOCAL SOURCES : FOREIGN TENDERERS 40 PERCENT RULE Table Header : - DESCRIPTION OF WORK ITEM DESCRIBE LOCATION OF SOURCE COST IN KENYA. SHILLINGS COMMENTS, IF ANY Table Footer : - C) LOCAL MATERIALS : FOREIGN TENDERERS 40 PERCENT RULE Table Header : - DESCRIPTION OF WORK ITEM DESCRIBE LOCATION OF SOURCE COST IN KENYA. SHILLINGS COMMENTS, IF ANY Table Footer : - D) USE OF LOCAL PLANT AND EQUIPMENT : FOREIGN TENDERERS 40 PERCENT RULE Table Header : - DESCRIPTION OF WORK ITEM DESCRIBE LOCATION OF SOURCE COST IN KENYA SHILLINGS COMMENTS, IF ANY Table Footer : - E) ANY OTHER ITEMS : FOREIGN TENDERERS 40 PERCENT RULE Table Header : ADD ANY OTHER ITEMS WHERE APPLICABLE DESCRIPTION OF WORK ITEM DESCRIBE LOCATION OF SOURCE COST IN KENYA SHILLINGS COMMENTS, IF ANY Table Footer : - TOTAL COST LOCAL CONTENT : FOREIGN TENDERERS 40 PERCENT RULE Table Header : - TOTAL COST LOCAL CONTENT PERCENTAGE OF CONTRACT PRICE Table Footer : - EQUIPMENT INFORMATION : FORM EQU- EQUIPMENT Table Header : THE TENDERER SHALL PROVIDE ADEQUATE INFORMATION TO DEMONSTRATE CLEARLY THAT IT HAS THE CAPABILITY TO MEET THE REQUIREMENTS FOR THE KEY EQUIPMENT LISTED IN SECTION III, EVALUATION AND QUALIFICATION CRITERIA. A SEPARATE FORM SHALL BE PREPARED FOR EACH ITEM OF EQUIPMENT LISTED, OR FOR ALTERNATIVE EQUIPMENT PROPOSED BY THE TENDERER. NAME OF MANUFACTURER MODEL AND POWER RATING CAPACITY YEAR OF MANUFACTURE CURRENT LOCATION DETAILS OF CURRENT COMMITMENTS INDICATE SOURCE OF THE EQUIPMENT (SELECT - COMBO) Table Footer : OMIT THE FOLLOWING INFORMATION FOR EQUIPMENT OWNED BY THE TENDERER. EQUIPMENT OWNERSHIP : FORM EQU- EQUIPMENT Table Header : - NAME OF OWNER ADDRESS OF OWNER TELEPHONE CONTACT NAME AND TITLE MOBILE PHONE NUMBER E-MAIL AGREEMENTS FRAMEWORK AGREEMENT FOR PROVISION OF CONFERENCE FACILITIES FOR 2 YEARS Table Footer : - CONTRACTOR' REPRESENTATIVE AND KEY PERSONNEL : FORM PER 1- CONTRACTORS REPRESENTATIVE AND KEY PERSONNEL SCHEDULE Table Header : TENDERERS SHOULD PROVIDE THE NAMES AND DETAILS OF THE SUITABLY QUALIFIED CONTRACTOR'S REPRESENTATIVE AND KEY PERSONNEL TO PERFORM THE CONTRACT. THE DATA ON THEIR EXPERIENCE SHOULD BE SUPPLIED USING THE FORM PER-2 BELOW FOR EACH CANDIDATE. TITLE OR POSITION NAME OF CANDIDATE: DURATION OF APPOINTMENT: TIME COMMITMENT: FOR THIS POSITION EXPECTED TIME SCHEDULE FOR THIS POSITION: Table Footer : - NON-PERFORMED CONTRACTS IN ACCORDANCE WITH SECTION III EVALUATION AND QUALIFICATION CRITERIA : FORM CON 2- HISTORICAL CONTRACT NON- PERFORMANCE PENDING LITIGATION AND LITIGATION HISTORY Technical Evaluation Process : - Table Header : - STATEMENT YEAR TENDERER'S RESPONSE CONTRACT NON- PERFORMANCE OCCURED DURING THE PERIOD SPECIFIED IN SECTION III, EVALUATION AND QUALIFICATION CRITERIA, SUB-FACTOR. (4B (VI)-A) 20242025 Table Footer : F YES , GIVE DETAILS IN TABLE BELOW DETAILS OF NON-PERFORMED CONTRACTS : FORM CON 2- HISTORICAL CONTRACT NON-PERFORMANCE PENDING LITIGATION AND LITIGATION HISTORY Technical Evaluation Process : - Table Header : - TENDERER/JV'S MEMBER NAME YEAR NON- PERFORMED PORTION OF CONTRACT CONTRACT NAME CONTRACT NUMBER NAME OF PROCURING ENTITY: ADDRESS OF PROCURING ENTITY: REASON(S) FOR NO NPERFORMANCE: TOTAL CONTRACT AMOUNT Table Footer : - PENDING LITIGATION, IN ACCORDANCE WITH SECTION III, EVALUATION AND QUALIFICATION CRITERIA : FORM CON 2- HISTORICAL CONTRACT NON- PERFORMANCE PENDING LITIGATION AND LITIGATION HISTORY Technical Evaluation Process : - Table Header : - STATEMENT TENDERER'S RESPONE THERE IS PENDING LITIGATION IN ACCORDANCE WITH SECTION III, EVALUATION AND QUALIFICATION CRITERIA, SUB-FACTOR (4B (VI)-B. Table Footer : IF YES GIVE DETAILS BELOW DETAILS OF PENDING LITIGATION : FORM CON 2- HISTORICAL CONTRACT NON-PERFORMANCE PENDING LITIGATION AND LITIGATION HISTORY Technical Evaluation Process : - Table Header : - TENDERER'S /JV NAME YEAR OF DISPUTE TOTAL CONTRACT AMOUNT (KES) AMOUNT IN DISPUTE (KES) CONTRACT NAME CONTRACT NUMBER NAME OF PROCURING ENTITY MATTER IN DISPUTE PARTY WHO INITIATED THE DISPUTE STATUS OF DISPUTE Table Footer : - LITIGATION HISTORY IN ACCORDANCE WITH SECTION III, EVALUATION AND QUALIFICATION CRITERIA : FORM CON 2- HISTORICAL CONTRACT NON- PERFORMANCE PENDING LITIGATION AND LITIGATION HISTORY Technical Evaluation Process : - Table Header : - STATEMENT TENDERER'S RESPONSE IS THERE ANY LITIGATION HISTORY IN ACCORDANCE WITH SECTION III, EVALUATION AND QUALIFICATION CRITERIA, SUB-FACTOR 4.6. Table Footer : IF YES PROVIDE DETAILS BELOW DETAILS OF LITIGATION HISTORY : FORM CON 2- HISTORICAL CONTRACT NON-PERFORMANCE PENDING LITIGATION AND LITIGATION HISTORY Technical Evaluation Process :

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