Framework Agreement for Provision of Conference Services

FRAMEWORK AGREEMENT FOR PROVISION OF CONFERENCE SERVICES

Tender number: NTSA/922/0031/2026-27

Procuring entity: NATIONAL TRANSPORT AND SAFETY AUTHORITY

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: 156 days

Clarifications until: 28 Oct 2026 17:01 (Nairobi time)

Published: 19 Oct 2026 17:00 (Nairobi time)

Closing: 06 Nov 2026 11:00 (Nairobi time)

Bid opening: 06 Nov 2026 11:01 (Nairobi time)

Eligibility documents required

- SELF - DECLARATION FORM SD 1&2 - BUSINESS PERMIT ISSUED BY THE COUNTY GOVERNMENT WHERE THE BUSIN ESS IS DOMICILED - VALID COPY OF PUBLIC HEALTH CERTFICATE - COPY OF CR 12 ISSUED WITHIN THE LAST SIX MONTHS - COPY OF VALID TOURISM REGULATORY AUTHORITY OPERATING LICENCE - VALID HOTEL CLASSIFICATION CERTIFICATE ISSUED BY TOURSIM REGULATORY AUTHORITY - A COPY OF THE HOTEL BROCHURE OF ALL THE DETAILS INCLUDING THE MEAL PACKAGES, PHOTOS OF THE CONFERENCE AMENITIES - Table Header : - ACTIVITY DESCRIPTION INFORMATION Table Footer : - TECHNICAL EVALUATION CRITERIA : TECHNICAL EVALUATION CRITERIA Technical Evaluation Process : - Table Header : PROVISION OF FULLDAY CONFERENCE FACILITY SR/NO ITEM DESCRIPTION MINIMUM REQUIREMENT SUPPLIER RESPONSE SUPPLIER REMARKS 1 CONFERENCE HALL ADEQUATE, CLEAN, WELL- MAINTAINED AND PROFESSIO NALLY FURNISHED CONFERENCE ROOM SUITABLE FOR THE SPECIFIED NUMBER OF PARTICIPANTS 2 SEATING ARRANGEMENT CLASSROOM, U- SHAPE, BOARDROOM OR THEATRE ARRANGEMENT, AS SPECIFIED IN THE BOOKING REQUEST. 3 SEATING CAPACITY MUST ACCOMMODATE THE NUMBER OF PARTICIPANTS STATED WITHOUT OVERC ROWDING. 4 TABLES AND CHAIRS ADEQUATE, STABLE, CLEAN AND COMFORTABLE TABLES AND CHAIRS FOR ALL PARTICIPANTS 5 LIGHTING AND VENTILATION ADEQUATE LIGHTING AND EFFECTIVE VENTILATION OR AIR CONDITIONING, WHERE APPLICABLE 6 WASHROOMS CLEAN, ACCESSIBLE AND ADEQUATELY MAINTAINED WASHROOM FACILITIES. 7 INTERNET RELIABLE WI-FI ACCESS FOR PARTICIPANTS AND FACILITATORS, WHERE REQUIRED. 8 PARKING ADEQUATE PARKING ARRAN GEMENTS, SUBJECT TO THE VENUE'S CAPACITY AND THE BOOKING REQUIREMENTS. 9 CONFERENCE EQUIPMENT AND TECHNICAL SUPPORT PUBLIC ADDRESS SYSTEM FUNCTIONAL SOUND SYSTEM APPROPRIATE FOR THE SIZE OF THE CONFERENCE HALL. MICROPHONES ADEQUATE WORKING MICROPHONES, INCLUDING WIRELESS MICROPHONES WHERE REQUIRED. PROJECTOR AND SCREEN FUNCTIONAL MULTIMEDIA PROJECTOR AND SUITABLE PROJECTION SCREEN. PRESENTATION EQUIPMENT LAPTOP OR OTHER PRESENTATION EQUIPMENT, WHERE REQUESTED. FLIP CHARTS FLIP CHART STANDS, WRITING PADS AND MARKERS, WHERE REQUIRED. EXTENSION CABLES ADEQUATE SAFE EXTENSION CABLES AND POWER ADAPTERS FOR THE EQUIPMENT PROVIDED. TECHNICAL SUPPORT ON- SITE TECHNICAL ASSISTANCE BEFORE AND DURING THE CONFERENCE. EQUIPMENT TESTING ALL EQUIPMENT MUST BE TESTED AND CONFIRMED OPERATIONAL BEFORE THE CO MMENCEMENT OF THE CONFERENCE. 10 MEALS AND REFRESHMENTS MORNING TEA (10:00AM) TEA, COFFEE, DRINKING WATER AND ASSORTED LIGHT REFRESHMENTS, SUCH AS MANDAZI, PASTRIES OR EQUIVALENT. LUNCH A COMPLETE, BALANCED MEAL COMPRISING A MAIN DISH, STARCH, VEGETABLES OR SALAD, AND AN APPROPRIATE AC COMPANIMENT. AFTERNOON TEA (4:00PM) TEA, COFFEE, DRINKING WATER AND ASSORTED LIGHT REFRESHMENTS. DRINKING WATER SAFE DRINKING WATER AVAILABLE THROUGHOUT THE CONFERENCE, WITH ADEQUATE QUANTITIES FOR ALL PARTICIPANTS. SPECIAL DIETARY NEEDS VEGETARIAN, DIABETIC, RELIGIOUS OR OTHER SPECIAL DIETARY OPTIONS, AS CO MMUNICATED IN ADVANCE. FOOD HYGIENE MEALS AND REFRESHMENTS MUST BE FRESHLY PREPARED, HYGIENICALLY HANDLED AND SERVED IN CLEAN UTENSILS. SERVICE MEALS MUST BE SERVED AT THE AGREED TIMES WITHOUT UNNECESSARILY INTERRUPTING CONFERENCE PROCEEDINGS. CATERING STAFF ADEQUATE, PRESENTABLE AND APPROPRIATELY TRAINED SERVICE PERSONNEL. 11 CONFERENCE SUPPORT SERVICES REGISTRATION AREA DESIGNATED SPACE FOR PARTICIPANT REGISTRATION, WHERE REQUIRED. CONFERENCE STATIONERY NOTEPADS, PENS AND WRITING MATERIALS, WHERE INCLUDED IN THE ORDER. SIGNAGE DIRECTIONAL OR EVENT SIGNAGE, WHERE REQUIRED. SERVICE COORDINATION A DESIGNATED CONTACT PERSON TO COORDINATE VENUE, CATERING AND TECHNICAL SERVICES. SET- UP VENUE, SEATING, EQUIPMENT AND CATERING ARRANGEMENTS COMPLETED BEFORE THE SCHEDULED START TIME. CLEANING CLEANING OF THE CONFERENCE HALL AND CATERING AREAS BEFORE, DURING AND AFTER THE EVENT. WASTE MANAGEMENT PROVISION OF WASTE BINS AND PROPER DISPOSAL OF GENERATED WASTE. EMERGENCY ARRANGEMENTS APPROPRIATE EMERGENCY EXITS AND BASIC EMERGENCY RESPONSE ARRANGEMENTS. Table Footer : PROVISION OF FULLDAY CONFERENCE FACILITY TECHNICAL EVALUATION CRITERIA : TECHNICAL EVALUATION CRITERIA Technical Evaluation Process :

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