REPUBLIC OF KENYA

MINISTRY OF PUBLIC SERVICE, PERFORMANCE AND DELIVERY MANAGEMENT

STATE DEPARTMENT FOR PUBLIC SERVICE
HUDUMA KENYA SECRETARIAT

REQUEST FOR PROPOSALS TO OPERATE THE CYBER CAFÉ SERVICES IN THE

HUDUMA CENTRES IN SPECIFIC COUNTIES

TENDER NO. SDPS/HKS/RFP/02/2023-2024

SELECTION OF FIRMS TO OPERATE CYBER CAFÉS IN THE 52 HUDUMA

CENTRES
(1) NAIROBI-GPO, (2)NAIROBI-KIBRA, (3)NAIROBI-CITY SQUARE, (4)NAIROBI-
MAKADARA, (5) NAIROBI-EASTLEIGH, (6)KISUMU, (7)KISII, (8)NAKURU,
(9)ELDORET, (10)EMBU, (11)NYERI, (12)KAKAMEGA, (13)MOMBASA, (14)GARISSA,
(15)KIAMBU, (16)KIRINYAGA, (17)BOMET, (18) BUSIA, (19)ELGEYO-MARAKWET,
(20)ISIOLO, (21)KILIFI, (22)KITALE, (23)KITUI, (24)KWALE, (25)LAIKIPIA, (26)LAMU,
(27)NANDI, (28)NAROK, (29)NYAMIRA, (30)SIAYA, (31)TAITA-TAVETA, (32)TANA
RIVER, (33)THARAKA-NITHI, (34)TURKANA, (35)VIHIGA, (36)WEST-POKOT,
(37)BARINGO, (38)BUNGOMA, (39)HOMABAY, (40)KERICHO, (41)MAKUENI,
(42)MANDERA, (43)MARSABIT, (44)MIGORI, (45)MERU, (46)NYANDARUA, (47)WAJIR,
(48)MACHAKOS, (49)SAMBURU, (50)MURANGA, (51)KAJIADO-WEST (NAMANGA
TOWN) AND (52)KAJIADO-CENTRAL (KAJIADO TOWN POSTA).

TENDER CLOSING DATE: TUESDAY, 11TH JUNE, 2024 AT 11.00AM

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 TABLE OF CONTENTS
SECTION I - LETTER OF INVITATION........... ………………………………………………

SECTION II – INFORMATION TO TENDERERS (ITC) .............................................................. 6

SECTION II: - INFORMATION TO TENDERERS (ITT) .............................................................. 7

SECTION III: - TERMS OF REFERENCE .................................................................................... 17

(Amended and issued pursuant to PPRA CIRCULAR No. 02/2022) ............................................. 19

(1) TENDERER'S ELIGIBILITY-CONFIDENTIAL BUSINESS QUESTIONNAIRE ............ 21

1) CERTIFICATE OF INDEPENDENT TENDER DETERMINATION ............................ 24
(3) SELF-DECLARATION FORMS ..................................................................................... 26
FORM SD1 .................................................................................................................................. 26

DECLARATION AND COMMITMENT TO THE CODE OF ETHICS ................... 25

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 INVITATION TO TENDER (ITT)
PROCURING ENTITY: MINISTRY OF PERFORMANCE AND DELIVERY
MANAGEMENT.
STATE DEPARTMENT FOR PUBLIC SERVICE
HUDUMA KENYA SECRETARIAT
P.O BOX 47716-00100 NAIROBI

CONTRACT NAME AND DESCRIPTION: REQUEST FOR PROPOSALS TO

OPERATE THE CYBER CAFÉ SERVICES IN THE HUDUMA CENTRES IN
SPECIFIC COUNTIES.
TENDER NO: SDPS/HKS/RFP/02/2023-2024

1. The Ministry of Public Service, Performance and Delivery Management, State

Department of Public Service invites sealed tenders from eligible candidates for
Provision of Cyber Services. in specific Counties.

2. Tender documents with detailed specifications shall be downloaded free of charge

from the Ministry’s website www.hudumakenya.go.ke and PPIP portal
www.tenders.go.ke. invites sealed proposals for the provision of cyber café services
at Huduma Centre specific County.

3. Tender is a youth empowerment program and is reserved to youth categories

operating from County hosting the Huduma Centre.

4. Qualified and interested tenderers may obtain further information and inspect the
Tender Documents during office hours 0900 to 1700 hours at the address given below.

5. Tender documents may be obtained electronically from the Website

www.hudumakenya.go.ke PPIP Portal./www.tenders.go.ke. Tender documents
obtained electronically will be free of charge. Tenderers downloading documents
from a designated Website shall advise the Procurement Entity that they have
downloaded the tender documents, giving full contact addresses of the tenderer to
Email: [email protected];

6. Tender documents may be viewed and downloaded for free from the website
www.hudumakenya.go.ke. PPIP Portal./www.tenders.go.ke.Tenderers who
download the tender document must forward their particulars immediately to Email:
[email protected];

7. Completed proposal documents are to be submitted enclosed in plain sealed envelope

marked Tender No. SDPS/HKS/RFP/02/2023-2024- For the Provision of Cyber Café
Services at the specific Huduma Centre they will be operating and must be deposited
in the Tender Box at Lonrho House, 15th Floor to be received on or before Tuesday
11th June, 2024 at 11.00AM to be addressed to;

The Ag. Chief Executive Officer

Huduma Kenya Secretariat,
P.O Box 47716-00100, Nairobi
15th Floor Lonrho House- Tender Box

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 A. Address for obtaining further information and for purchasing tender
documents

Huduma Kenya Secretariat

Supply Chain Office- 14th Floor Lonrho House, Standard Street,

Nairobi Postal Address: 47716- 00100 Nairobi

Head Supply Chain Management Service- Benard Omondi

Email:[email protected]

B. Address for Submission of Tenders. Huduma Kenya Secretariat

The Ag. Chief Executive Officer,
P.O Box 47716-00100, Nairobi
15th Floor Lonrho House- Tender Box

C. Address for Opening of Tenders.

Huduma Kenya Secretariat
P.O Box 47716-00100, Nairobi
15th Floor Lonrho House- Board Room

Authorized official
Name: MUGAMBI NJERU
Designation: Ag. Chief Executive Officer
Signature: --------------------------------------- Date: ------------------------------------------
---

Official of The Ministry issuing invitation:

Name: Benard Omondi
Designation: Head Supply Chain Management Service
Signature: ------------------------------------------- Date: --------------------------------------

7. Tenders will be opened immediately after the deadline date and time specified above
or any deadline date and time specified later. Tenders will be publicly opened in the
presence of the Tenderers' designated representatives who choose to attend at the
address below.
8. Late tenders will be rejected.

Tender Submission Format

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This order and arrangement shall be considered as the Tender Submission Format.
Tenderers shall tick against each item indicating that they have provided it.

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 SECTION II – INFORMATION TO TENDERERS (ITC)

Table of Contents

Page
2.1 Introduction 7

2.2 Clarification and amendment of tender document 7

2.3 Preparation of Technical Proposal 7

2.4 Submission, Receipt and opening of proposals 7

2.5 Evaluation of Technical proposal 8

2.6 Award of Contract 8

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 SECTION II: - INFORMATION TO TENDERERS (ITT)

2.1 Introduction

2.1.1 The Ministry named in the Appendix to “ITC” will select a firm among those invited to submit
a proposal, in accordance with the method of selection detailed in the appendix. The method
of selection shall be as indicated by the Ministry of Public Service, Performance and Delivery
Management/Huduma Kenya in the Appendix.

2.1.2 The Ministry’s employees, committee members, board members and their relative (spouse and
children) are not eligible to participate.

2.2 Clarification and Amendment of Tender Documents

2.2.1 Tenderers may request a clarification of any of the tender documents only up to seven [7] days
before the proposal submission date. Any request for clarification must be sent in writing
by paper mail, cable, telex, facsimile or electronic mail to the of Ministry’s address indicated
in the Appendix “ITC”. The will respond by cable, telex, facsimile or electronic mail to such
requests and will send written copies of the response (including an explanation of the query
but without identifying the source of inquiry) to all invited Tenderers who intend to submit
proposals.

2.2.2 At any time before the submission of proposals, the Ministry a may for any reason, whether at
his own initiative or in response to a clarification requested by an invited firm, amend the
tender. Any amendment shall be issued in writing through addenda. Addenda shall be sent
by mail, cable, telex or facsimile to all invited Tenderers and will be binding on them. The
Ministry may at his discretion extend the deadline for the submission of proposals.

2.3 Preparation of Technical Proposal

2.3.1 The Tenderers proposal shall be written in English language

2.3.2 In preparing the Technical Proposal, Tenderers are expected to examine the documents
constituting this tender in detail. Material deficiencies in providing the information requested
may result in rejection of a proposal.

2.3.3 The Technical Proposal shall not include any financial information.

2.4 Submission, Receipt, and Opening of Proposals

2.4.1 The original proposal shall be prepared in indelible ink. It shall contain no interlineations or
overwriting, except as necessary to correct errors made by the firm itself. Any such
corrections must be initialed by the persons or person authorized to sign the proposals.

2.4.2 The Technical Proposal shall be placed in a sealed envelope clearly marked “TECHNICAL
PROPOSAL, DO NOT OPEN, EXCEPT IN PRESENCE OF THE COMMITTEE.”
EVALUATION Include the name of the Huduma Centre tendered for

2.4.3 The completed Technical must be delivered at the submission address on or before the time
and date stated in the Appendix “ITC”. Any proposal received after the closing time for
submission of proposals shall be returned to the respective Tenderer unopened.

2.4.4 After the deadline for submission of proposals, the Technical Proposal shall be opened
immediately by the opening committee.

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2.5 Evaluation of Technical Proposal

2.6.1 The evaluation committee appointed by the of Ministry shall evaluate the proposals on the basis
of their responsiveness to the Terms of Reference and Technical Specifications.

2.5.1 Each responsive proposal will be given a technical score. A proposal shall be rejected at this
stage if it does not respond to important aspects of the Terms of Reference or if it fails to
achieve the minimum technical score indicated in the Appendix “ITC”.

2.6 Award of Contract

2.6.1 The selected firm is expected to commence the assignment on the date and at the location
specified in Appendix “A”.

2.6.2 The parties to the contract shall have it signed within 30 days from the date of notification of
contract award unless there is an administrative review request.

2.6.3 The Ministry may at any time terminate procurement proceedings before contract award and
shall not be liable to any person for the termination.

2.6.4 The of shall give prompt notice of the termination to the Tenderers and on request give its
reasons for termination within 14 days of receiving the request from any Tenderer.

2.6.5 To qualify for contract awards, the Tenderer shall have the following:
(a) Necessary qualifications, capability experience, services, equipment and facilities to
provide what is being procured.
(b) Legal capacity to enter into a contract for procurement
(c) Shall not be insolvent, in receivership, bankrupt or in the process of being wound up and
is not the subject of legal proceedings relating to the foregoing.
(d) Shall not be debarred from participating in public procurement.

Appendix to Instructions to Tenderer

1.5.1 The evaluation committee appointed by the Ministry shall evaluate the proposals following the
criteria set out in the Terms of Reference based on the following;

Stage1: Preliminary Examination

S/N Mandatory Eligibility criteria YES/NO
1. Copy of Registration/Incorporation under the Companies Act
(Business Registration Certificate or Company Registration
Certificate.)

2. Valid Tax Compliance Certificate.

3. Must provide copy of PIN certificate
4. Valid trading license from the county the Huduma Centre is hosted.
(County Single Business Permit (For the County Tendered for.
To demonstrate Business operates in the respective county).
5. Valid YAGPO Certificate
6. Must submit a duly filled form of tender in the prescribed format.

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 7. Must submit a duly filled, signed and stamped
Confidential Business Questionnaire in the
format provided.
8. Must submit Certificate of Independent Tender
Determination
9. Must indicate on the sealed envelopes the Huduma Centre tendered
for.

10. Must submit a dully Filled and Stamped Form

SD1
11. Must submit a dully Filled and Stamped Form
SD2
12. Must submit a dully filled disclosure of
interest/no conflicts of interest
13. Firm has submitted the required number of
copies of tender document (1 Original and 1
Copy) within the same sealed and marked
envelope.
14. Document must be serially paginated on every
page and TAPE BOUND
15. Must submit a dully filled and Stamped
Declaration and commitment to the Code of
Ethics Form
FINAL DETERMINATION (R/NR)

Tenderers will be required to pass the Preliminary Evaluation having submitted all the requested
mandatory documentation before being considered for Technical Evaluation.

Stage 2: Technical Evaluation

ON-BOARDING OF HUDUMA CENTRE CYBER CAFÉ OPERATOR –

SPECIFICATIONS AND EVALUATION CRITERIA

1. BACKGROUND
The Huduma Kenya Program aims at transforming service delivery to Kenyans by enabling citizens
to access various Public Services and information from a single location (Huduma Centres) and
through integrated electronic service channels.

In this regard, there are auxiliary online services offered in the Huduma Centres through Cyber
Cafes’ that are exclusively reserved for Youth Owned Enterprises. These Cyber Cafes are
onboarded through a competitive public procurement process and to which they are awarded
tenders to operate Cyber Cafes within Huduma Centres. The objective of the setting up of the Cyber
Cafés in Huduma Centres is:

a. To provide customers with a facility to access online Government Services; and

b. To also empower the youth by creating employment through a preferential Youth Access to
Government Procurement Opportunities (YAGPO).

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 With the operationalization of the Huduma Centres , there is need to onboard cyber café services
as one of the auxiliary services offered through the Huduma Centre. Additionally, it is proposed
that the service provider for the cyber café be a local proprietor hailing from the specific County
the Huduma Centre is in.

TECHNICAL SPECIFICATIONS
The tenderer is required to demonstrate technical capacity to provide the necessary services. The
following specifications have been provided and the tenderer will be required to meet the
specifications set in order to qualify for consideration.

ANNEX 1 CYBER CAFE SPECIFICATIONS

Huduma Kenya Secretariat is seeking sealed bids from interested and qualified Youth Bidders to
provide Cyber Cafe Services in Huduma Centres. The sealed bids to state the specific Huduma
Centre Cyber Café that a Youth Enterprise is bidding from the below list of 52 Huduma Centers.

The Cyber Cafes are in the following fifty two (52) Huduma Centres, namely:
(1) Nairobi-GPO, (2)Nairobi-Kibra, (3)Nairobi-City Square, (4)Nairobi-Makadara, (5) Nairobi-
Eastleigh, (6)Kisumu, (7)Kisii, (8)Nakuru, (9)Eldoret, (10)Embu, (11)Nyeri, (12)Kakamega,
(13)Mombasa, (14)Garissa, (15)Kiambu, (16)Kirinyaga, (17)Bomet, (18) Busia, (19)Elgeyo-
Marakwet, (20)Isiolo, (21)Kilifi, (22)Kitale, (23)Kitui, (24)Kwale, (25)Laikipia, (26)Lamu,
(27)Nandi, (28)Narok, (29)Nyamira, (30)Siaya, (31)Taita-Taveta, (32)Tana River, (33)Tharaka-
Nithi, (34)Turkana, (35)Vihiga, (36)West-Pokot, (37)Baringo, (38)Bungoma, (39)Homabay,
(40)Kericho, (41)Makueni, (42)Mandera, (43)Marsabit, (44)Migori, (45)Meru, (46)Nyandarua,
(47)Wajir, (48)Machakos, (49)Samburu, (50)Muranga, (51)Kajiado-West (Namanga town) and
(52)Kajiado-Central (Kajiado town Posta).
The bid should respond to the below specifications:

SPECIFICATIONS THAT THE CYBER CAFÉ BID SHOULD RESPOND TO

Specification Details

Technical Proposal  Provide a detailed proposal demonstrating:

o Business case:
 Objectives
 Approach
 Benefits
 Future business ideas
o Setup of a Cyber Cafe and auxiliary services, namely:
 General Cyber Café Services which include:
Surfing/internet access, printing, scanning,
photocopying (colour and black and white),
lamination, binding of documents, passport photo
taking and any other Cyber Café Services.
 Stationary bureau

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SPECIFICATIONS THAT THE CYBER CAFÉ BID SHOULD RESPOND TO

Specification Details

 Miniature refreshment and snack shop

 Mobile money services
 Mobile banking services
o How to offer Government services:
 General information on Government services
 Self-service and Government assisted services
o Team Structure of personnel who will be running the cyber

Personal Computers (PCs)  Personal Computer (PCs) with minimum specifications as

follows:
o Processor- Intel Core Processor-Intel Core i5 (6th
Generation) 6500/3.2GHz or higher
o System Memory-6GB SDRAM; Transfer rates of up to
1600MT/s
o Minimum Storage Sub System-500GB 7200 RPM SATA or
128 GB SSD Hard Drive
o Hard Drive; DVD Super Multi Rewriter
o Display/Graphics-20" Diagonal HD Antiglare LED -
Backlit (1366*768)
o Application Software-Microsoft Office® 2013 Professional
o Kaspersky Internet Security Software (Latest)
o Operating System-Genuine Windows® 10 Professional
64bit
o I/O Interface-3 USB ports

Printing Services  The Cyber Cafe will be offering Printing and Photo copying
Services:
o The Printer and Photo Copier should have:
 Black & White Multifunctional System -
Print/Scan/Copy/Optional Fax
 Minimum speed of 42 pages per minute.
 Network Print and Supported Protocols- TCP/IP
(IPv4, IPv6, SSL, HTTPs), IPX/SPX, AppleTalk,
NetBEUI

Network Cables  At least 15 Cat 6 Ethernet patch codes with RJ 45 connectors

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SPECIFICATIONS THAT THE CYBER CAFÉ BID SHOULD RESPOND TO

Specification Details

Contact Details  Name.

 Personal or firm’s email.

 Phone Number.

 Postal address.

Statutory/ Preliminary  Business Registration Certificate or Company Registration

Documents and Pagination Certificate.

 YAGPO (Youth Access to Government Procurement

Opportunities).

 Tax Compliance.

 PIN Certificate.

 County Single Business Permit (For the County Tendered for.

To demonstrate Business operates in the respective county).

 Pagination and tape bound of the entire document submitted

including attachments.

 Must indicate on the sealed envelopes the Huduma Centre

tendered for.

 Must submit a duly filled form of tender in the prescribed format.

 Must submit a duly filled, signed and stamped Confidential

Business Questionnaire in the format provided.

 Must submit a duly filled Certificate of Independent Tender

Determination.

 Must submit a duly filled and stamped Form SD1.

 Must submit a duly and stamped Form SD2.

 Must submit a duly filled disclosure of interest/no conflicts of

interest

 Firm has submitted the required number of copies of tender

document (1 Original and 1 Copy) within the same sealed and
marked envelope.

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ANNEX 2 CYBER CAFE EVALUATION CRITERIA
CYBER CAFÉ EVALUATION CRITERIA

Specification Details Evaluation Scores/ Notes

1st Stage Evaluation

Preliminary Bidder/ Tenderer documents to be checked as A bidder to only proceed to 2nd

Evaluation having the below: stage evaluation if they have
provided ALL
 Business Registration Certificate or statutory/preliminary
Company Registration Certificate. documents, tender to be fully
paginated, tape bound and
 YAGPO (Youth Access to envelope properly marked and
Government Procurement the requested copies provided.
Opportunities).

 Tax Compliance.
Lack of any of the preliminary
 PIN Certificate. documentation, partial provision of
the statutory/preliminary
 County Single Business Permit (For the documents and/or lack of full
County Tendered for. To demonstrate pagination, tape bounding,
Business operates in the respective marking of the envelope as per the
county). Mandatory eligibility criteria
renders the tenderer/bidder non-
 Paginated the entire document responsive at the 1st Stage of
submitted including attachments and evaluation.
document is tape bound.

 Indicate on the sealed envelopes the 1st Stage Determination being

Huduma Centre tendered for. Responsive/ Not Responsive.
 Submitted a duly filled form of tender in
the prescribed format.

 Submitted a duly filled, signed and

stamped Confidential Business
Questionnaire in the format provided.

 Submitted a duly filled Certificate of

Independent Tender Determination.

 Submitted a duly filled and stamped

Form SD1.

 Submitted a duly and stamped Form

SD2.

 Submitted a duly filled disclosure of

interest/no conflicts of interest

 Submitted the required number of copies

of tender document (1 Original and 1

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CYBER CAFÉ EVALUATION CRITERIA

Specification Details Evaluation Scores/ Notes

Copy) within the same sealed and

marked envelope.

1st Stage Determination being Responsive/ Not Responsive.

2nd Stage Evaluation

Technical  Provide a detailed proposal 75% distributed as follows:

Proposal demonstrating:
 Business case: 15%
o Business case:
 Setup of a Cyber Cafe and
 Objectives auxiliary services 20%
 Approach  How to offer Government
services: 25%
 Benefits
 Team Structure of
 Future business ideas
personnel who will be
o Setup of a Cyber Café and running the cyber: 15%
auxiliary services, namely:
 General Cyber Café
Services which include:
Surfing/internet access,
printing, scanning,
photocopying (colour
and black and white),
lamination, binding of
documents, passport
photo taking and any
other Cyber Café
Services.
 Stationary bureau
 Miniature refreshment
and snack shop
 Mobile money services
 Mobile banking services
o How to offer Government
services:
 General information on
Government services
 Self-service and
Government assisted
services
o Team Structure of personnel who
will be running the cyber

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CYBER CAFÉ EVALUATION CRITERIA

Specification Details Evaluation Scores/ Notes

Personal  Personal Computer (PCs) with minimum 10%

Computers specifications as follows:
(PCs) Details of PCs that will be installed
o Processor- Intel Core Processor- meeting this specification
Intel Core i5 (6th Generation)
6500/3.2GHz or higher
o System Memory-6GB SDRAM;
Transfer rates of up to 1600MT/s
o Minimum Storage Sub System-
500GB 7200 RPM SATA or 128
GB SSD Hard Drive
o Hard Drive; DVD Super Multi
Rewriter
o Display/Graphics-20" Diagonal
HD Antiglare LED - Backlit
(1366*768)
o Application Software-Microsoft
Office® 2013 Professional
o Kaspersky Internet Security
Software (Latest)
o Operating System-Genuine
Windows® 10 Professional 64bit
o I/O Interface-3 USB ports

Printing  The Cyber Cafe will be offering Printing 10%

Services and Photo copying Services:
Details of Printing and Photo
o The Printer and Photo Copier copying equipment that will be
should have: installed and meeting this
specification
 Black & White
Multifunctional System -
Print/Scan/Copy/Optional
Fax
 Minimum speed of 42 pages
per minute.
 Network Print and Supported
Protocols- TCP/IP (IPv4,
IPv6, SSL, HTTPs),
IPX/SPX, AppleTalk,
NetBEUI

Network  At least 15 Cat 6 Ethernet patch codes 5%

Cables with RJ 45 connectors

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CYBER CAFÉ EVALUATION CRITERIA

Specification Details Evaluation Scores/ Notes

Details of Network Cables that will

be utilized

2nd Stage Determination – The Pass mark is 80%. The award will be made to the proposal with the
highest technical scores above the pass mark.

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 SECTION III: - TERMS OF REFERENCE
3.1 Background

Huduma Kenya Programme is a Vision 2030 Flagship Project established vide Gazette Notice No.
2177 of 4th April 2014 to transform the Public Service by among others developing integrated ‘one-
stop-shop’ Service Delivery channels for citizens’ convenient access to Government services.
Huduma Kenya Secretariat (HKS) continues to engage with Ministries, Departments, Agencies and
Counties (MDACs) to deploy their services in Huduma Service Delivery platforms and to provide
quality services to Citizens. To achieve this mandate, HKS has so far operationalized the following
Huduma Service Delivery Platforms: 53 Huduma Centres in all the 47 Counties, Huduma Contact
Centre, Huduma Mashinani and Huduma electronic unified front-end platforms in order to provide
quality services to Citizens.

In this regard, there are auxiliary online services offered in the Huduma Centres through Cyber
Cafes’ that are exclusively reserved for youth owned enterprises. These Cyber Cafes are on boarded
through a competitive public procurement process and to which they are awarded tenders to operate
Cyber Cafes within Huduma Centres.
3.2 Objectives
The objective of the setting up of the Cyber Cafés in Huduma Centres is to:
a. Provide customers with a facility to access online Government Services; and
b. To also empower the youth by creating employment through a preferential Access to
Government Procurement Opportunities.

The required Cyber Cafe will be in: (1) Nairobi-GPO, (2)Nairobi-Kibra, (3)Nairobi-City Square,
(4)Nairobi-Makadara, (5) Nairobi-Eastleigh, (6)Kisumu, (7)Kisii, (8)Nakuru, (9)Eldoret, (10)Embu,
(11)Nyeri, (12)Kakamega, (13)Mombasa, (14)Garissa, (15)Kiambu, (16)Kirinyaga, (17)Bomet,
(18) Busia, (19)Elgeyo-Marakwet, (20)Isiolo, (21)Kilifi, (22)Kitale, (23)Kitui, (24)Kwale,
(25)Laikipia, (26)Lamu, (27)Nandi, (28)Narok, (29)Nyamira, (30)Siaya, (31)Taita-Taveta, (32)Tana
River, (33)Tharaka-Nithi, (34)Turkana, (35)Vihiga, (36)West-Pokot, (37)Baringo, (38)Bungoma,
(39)Homabay, (40)Kericho, (41)Makueni, (42)Mandera, (43)Marsabit, (44)Migori, (45)Meru,
(46)Nyandarua, (47)Wajir, (48)Machakos, (49)Samburu, (50)Muranga, (51)Kajiado-West (Namanga
town) and (52)Kajiado-Central (Kajiado town Posta).

3.3 Qualification of Firms

The Ministry is seeking to select qualified youth owned enterprises to operate the Cyber Cafes in the
Huduma
Centres. The subject selection process is exclusively reserved for the YOUTH. ”Youth” means a
person who has attained the age of eighteen years and has not attained the age of thirty-five years
and includes a company, association or body of persons, corporate or incorporated in which at least
seventy percent of shareholders are persons who have attained the age of eighteen years and have
not attained the age of thirty five years.

To qualify, a firm must provide a detailed proposal on how to Operate the Cyber Café. The proposal
must detail:

a) The Business case:

a) Objectives
b) Approach
c) Benefits
d) Future business ideas
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 b) Setup of a Cyber cafe and auxiliary services, namely:

a) General Cyber Café Services which include: Surfing/internet access, printing, scanning,
photocopying (colour and black and white), lamination, binding of documents, passport
photo taking and any other Cyber Café Services.
b) Other Auxiliary Services i.e. Stationary bureau, Miniature refreshment and snack shop,
Mobile money services, Mobile banking services.
c) Providing Access to Government services:
a) General information on Government services
b) Self-service and Government assisted services
c) Team Structure of personnel who will be running the cyber.
d) Deployment of Machines and Equipment
e) Deployment of Personal Computers (PCs) with the required minimum specifications.
f) Printing Services with the required minimum specifications.
d) Bidder Information
a) Personal or firm’s email.
b) Phone Number.
c) Postal address.
3.4 Period of Contract

The successful applicants will enter into a three-year agreement with the Huduma Kenya Secretariat.

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 SECTION IV - TENDERING FORMS

1. FORM OF TENDER
(Amended and issued pursuant to PPRA CIRCULAR No. 02/2022)

INSTRUCTIONS TO TENDERERS

i) All italicized text is to help the Tenderer in preparing this form.

ii) The Tenderer must prepare this Form of Tender on stationery with its
letterhead
clearly showing the Tenderer's complete name and business address. Tenderers
are reminded that this is a mandatory requirement.

iii) Tenderer must complete and sign CERTIFICATE OF INDEPENDENT

TENDER DETERMINATION and the SELF DECLARATION FORMS OF THE
TENDERER as listed under
(s) below.

Date of this Tender submission:.............[insert date (as day, month and year) of Tender
submission]

Tender Name and Identification:....................[insert

identification]

Alternative No.:.............................................[insert identification No if this is a Tender for an

alternative] To: .................................... [Insert complete name of Procuring Entity]

a) No reservations: We have examined and have no reservations to the tendering document,

including Addenda issued in accordance with Instructions to Tenderers (ITT 8);

b) Eligibility: We meet the eligibility requirements and have no conflict of interest in

accordance with ITT 4;

c) Tender-Securing Declaration: We have not been debarred by the Authority based on

execution of a Tender- Securing Declaration or Tender Securing Declaration in Kenya in
accordance with ITT 4.8;

d) Conformity: We offer to provide design, supply and installation services in conformity with
the tendering document of the following: [insert a brief description of the IS Design, Supply
and Installation Services];

e) Tender Price: The total price of our Tender, excluding any discounts offered in item (f)
below is: [Insert one of the options below as appropriate]
[Option1, in case of one lot:] Total price is: [insert the total price of the Tender in words
and figures, indicating the various amounts and the respective currencies];
Or
[Option 2, in case of multiple lots:] (a) Total price of each lot [insert the total price of each
lot in words and figures, indicating the various amounts and the respective currencies]; and
(b) Total price of all lots (sum of all lots) [insert the total price of all lots in words and figures,
indicating the various amounts and the respective currencies];

19
(f) Discounts: The discounts offered and the methodology for their application are:
i) The discounts offered are: [Specify in detail each discount offered.] ii) The
exact method of calculations to determine the net price after application of discounts is
shown below: [Specify in detail the method that shall be used to apply the discounts];

g) Tender Validity Period: Our Tender shall be valid for the period specified in TDS ITT 19.1
(as amended if applicable) from the date fixed for the Tender submission deadline (specified
in TDS ITT 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;
h) Performance Security: If our Tender is accepted, we commit to obtain a Performance
Security in accordance with the tendering document;

i) 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,
and meet the requirements of ITT 4.3, other than alternative Tenders submitted in accordance
with ITT 13;

j) 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 or a
debarment imposed by the PPRA. Further, we are not in eligible under Laws of Kenya or
official regulations or pursuant to a decision of the United Nations Security Council;

k) State-owned enterprise or institution: [select the appropriate option and delete the other]
[We are not a state- owned enterprise or institution]/ [We are a state-owned enterprise or
institution but meet the requirements of ITT 4.7];

l) Commissions, gratuities and fees: We have paid, or will pay the following commissions,
gratuities, or fees with respect to the Tendering process or execution of the Contract: [insert
complete name of each Recipient, its full address, the reason for which each commission or
gratuity was paid and the amount and currency of each such commission or gratuity]

Name of Recipient Address Reason Amount

(If none has been paid or is to be paid, indicate “none.”)

m) Binding Contract: We understand that this Tender, together with your written acceptance
thereof included in your Form of Acceptance, shall constitute a binding contract between us,
until a formal contract is prepared and executed;

n) 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; and

o) 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.

Name of the Tenderer: *[insert complete name of person signing the Tender]

p) 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. To this effect we have
signed the “Certificate of Independent Tender Determination” attached below.

20
q) Code of Ethical Conduct: We undertake to adhere by the Code of Ethical Conduct for
Persons Participating in Public Procurement and Asset Disposal Activities in Kenya, copy
available from www.pppra.go.ke during the procurement process and the execution of any
resulting contract.

r) 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.

s) We, the Tenderer, have duly completed, signed and stamped the following Forms as
part of our Tender:
i) Tenderer's Eligibility; Confidential Business Questionnaire – to establish we are not in
any conflict to interest.
ii) Certificate of Independent Tender Determination – to declare that we completed the
tender without colluding with other tenderers.
iii) Self-Declaration of the Tenderer–to declare that we will, if awarded a contract, not
engage in any form
of fraud and corruption.
iv) Declaration and commitment to the code of ethics for Persons Participating in Public
Procurement and Asset Disposal Activities in Kenya. Further, we confirm that we have
read and understood the full content and scope of fraud and corruption as in formed in
“Appendix1-Fraud and Corruption” attached to the Form of Tender.

Name of the person duly authorized to sign the Tender on behalf of the Tenderer: **[insert
complete name of person duly authorized to sign the Tender]

Title of the person signing the Tender: [insert complete title of the person signing the Tender]

Signature of the person named above: [insert signature of person whose name and capacity are

shown above] Date signed [insert date of signing] day of [insert month], [insert year].

(1) TENDERER'S ELIGIBILITY-CONFIDENTIAL BUSINESS QUESTIONNAIRE

Instruction to Tenderer

Tender is instructed to complete the particulars required in this Form, one form for each entity if
Tender is a JV. Tenderer is further reminded that it is an offence to give false information on this
Form. a) Tenderer’s details

ITEM DESCRIPTION
1 Name of the Procuring Entity
2 Reference Number of the Tender
3 Date and Time of Tender Opening
4 Name of the Tenderer

21
5 Full Address and Contact Details of the 1. Country
Tenderer. 2. City
3. Location
4. Building
5. Floor
6. Postal Address
7. Name and email of contact person.
6 Current Trade License Registration Number
and Expiring date
7 Name, country and full address (postal and
physical addresses, email, and telephone
number) of Registering Body/Agency
8 Description of Nature of Business
9 Maximum value of business which the
Tenderer handles.
10 State if Tenders Company is listed in stock
exchange, give name and full address (postal
and physical addresses, email, and telephone
number) of state which stock exchange
General and Specific Details

b) Sole Proprietor, provide the following details.

Name in full Age

Nationality Country of Origin
Citizenship

c) Partnership, provide the following details.

Names of Nationality Citizenship % Shares owned

Partners
1
2
3

d) Registered Company, provide the following details.

(i) Private or public Company

(ii) State the nominal and issued capital of the Company

Nominal Kenya Shillings (Equivalent).......................................................................................

Issued Kenya Shillings (Equivalent).................................................................................

(iii) Give details of Directors as follows.

Names of Director Nationality Citizenship % Shares owned

1
2
3

22
 e) DISCLOSURE OF INTEREST - Interest of the Firm in the Procuring Entity.

i) are there any person/persons in…………………… (Name of Procuring Entity) who

has/have an interest or relationship in this firm? Yes/ No………………………

If yes, provide details as follows.

Names of Person Designation in the Interest or Relationship with

Procuring Entity Tenderer
1
2
3

ii) Conflict of interest disclosure

Type of Conflict Disclosure If YES provide details of the
YES OR relationship with Tenderer
NO
1 Tenderer is directly or indirectly controls, is controlled
by or is under common control with another tenderer.
2 Tenderer receives or has received any direct or indirect
subsidy from another tenderer.
3 Tenderer has the same legal representative as another
tenderer
4 Tender 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
tendering process.
5 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.
6 Tenderer would be providing goods, works, non-
consulting services or consulting services during
implementation of the contract specified in this Tender
Document.
7 Tenderer has a close business or family relationship
with a professional staff of the Procuring Entity who are
directly or indirectly involved in the preparation of the
Tender document or specifications of the Contract,
and/or the Tender evaluation process of such contract.
8 Tenderer has a close business or family relationship
with a professional staff of the Procuring Entity who
would be involved in the implementation or
supervision of the such Contract.
9 Has the conflict stemming from such relationship stated
in item 7 and 8 above been resolved in a manner
acceptable to the Procuring Entity throughout the
tendering process and execution of the Contract.
23
f) Certification

On behalf of the Tenderer, I certify that the information given above is complete, current and
accurate as at the date of submission.

Full Name

Title or Designation

(Signature) (Date)
1) CERTIFICATE OF INDEPENDENT TENDER DETERMINATION

I, the undersigned, in submitting the accompanying Letter of Tender to the

[Name of
Procuring Entity] for: [Name and number
of tenders] in response to the request for tenders made by: [Name of Tenderer] do hereby make
the following statements that I certify to be true and complete in every respect:

I certify, on behalf of [Name of Tenderer] that:

i). I have read and I understand the contents of this Certificate;

ii). I understand that the Tender will be disqualified if this Certificate is
found not to be true and complete in every respect;
iii). I am the authorized representative of the Tenderer with authority to
sign this Certificate, and to submit the
Tender on behalf of the Tenderer;
iv). For the purposes of this Certificate and the Tender, I understand that
the word “competitor” shall include any individual or organization,
other than the Tenderer, whether or not affiliated with the Tenderer,
who:
a) Has been requested to submit a Tender in response to this request
for tenders;
b) could potentially submit a tender in response to this request for
tenders, based on their qualifications, abilities or experience;
v). The Tenderer discloses that [check one of the following, as
applicable]:

a) The Tenderer has arrived at the Tender independently from,

and without consultation, communication, agreement or
arrangement with, any competitor;
b) the Tenderer has entered into consultations, communications,
agreements or arrangements with one or more competitors
regarding this request for tenders, and the Tenderer discloses,
in the attached document(s), complete details thereof, including
the names of the competitors and the nature of, and reasons for,
such consultations, communications, agreements or
arrangements;

24
vi). In particular, without limiting the generality of paragraphs (5) (a) or
(5) (b) above, there has been no consultation, communication,
agreement or arrangement with any competitor regarding:
a) prices;
b) methods, factors or formulas used to calculate prices;
c) the intention or decision to submit, or not to submit, a tender;
or
d) the submission of a tender which does not meet the
specifications of the request for Tenders; except as specifically
disclosed pursuant to paragraph (5) (b) above;
In addition, there has been no consultation, communication,
agreement or arrangement with any competitor regarding the
quality, quantity, specifications or delivery particulars of the works
or services to which this request for tenders relates, except as
specifically authorized by the procuring authority or as specifically
disclosed pursuant to paragraph (5) (b) above;

vii).
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
viii) required by law or as specifically disclosed pursuant to
. paragraph(5)(b) above.

Name
Title
Date

[Name, title and signature of authorized agent of Tenderer and Date]

25
 (3) SELF-DECLARATION FORMS

FORM SD1

SELF DECLARATION THAT THE PERSON/ TENDERER IS NOT DEBARRED IN

THE MATTER OF THE PUBLIC PROCUREMENT AND ASSET DISPOSAL ACT 2015.

I, ……………………………………., of Post Office Box …….………………………. being a

resident of ………………………………….. in the Republic of ……………………………. do
hereby make a statement as follows: -
1. THAT I am the Company Secretary/ Chief Executive/Managing Director/Principal
Officer/Director of
………....……………………………….. (insert name of the Company) who is a Bidder in
respect of Tender No.…………………. for……………………. (insert tender
title/description) for……………………. (insert name of the Procuring entity) and duly
authorized and competent to make this statement.

2. THAT the aforesaid Bidder, its Directors and subcontractors have not been debarred from
participating in procurement proceeding under Part IV of the Act.
3. THAT what is deponed to here in above is true to the best of my knowledge, information and
belief.

…………………………………. ………………………………. ………………………

(Title) (Signature) (Date)

Bidder Official Stamp

26
 FORM SD2

SELF DECLARATION THAT THE PERSON/TENDERER WILL NOT ENGAGE IN

ANY CORRUPT OR FRAUDULENT PRACTICE

I, ....................................................................of P. O. Box.................................................................

being a resident of …………………………. in the Republic of.....................................................do

hereby make a statement as follows: -

1. THAT I am the Chief Executive /Managing Director/ Principal Officer/ Director
of………................. ...………………………… (insert name of the Company) who is a Bidder in
respect of Tender No. …..………….. for ……………………. (insert tender title/description) for
……………… (insert name of the Procuring entity) and duly authorized and competent to make
this statement.

2. THAT the aforesaid Bidder, its servants and/or agents /subcontractors will not engage in any
corrupt or fraudulent practice and has not been requested to pay any inducement to any member of
the Board, Management, Staff and /or employees and /or agents of……………………. (insert
name of the Procuring entity) which is the procuring entity.
3. THAT the aforesaid Bidder, its servants and /or agents /subcontractors have not offered any
inducement to any member of the Board, Management, Staff and/ or employees and/ or agents
of…………………….
(name of the procuring entity).

4. THAT the aforesaid Bidder will not engage /has not engaged in any corrosive practice with
other bidders participating in the subject tender
5. THAT what is deponed to here in above is true to the best of my knowledge information and
belief.

…………………………………. ………………………………. ………………………

(Title) (Signature) (Date)

Bidder Official Stamp

27
 DECLARATION AND COMMITMENT TO THE CODE OF ETHICS

I...............................................................................................................................
(person) on behalf of (Name of the Business/Company/Firm)
……………………………………………………. declare that I have read and
fully understood the contents of the Public Procurement & Asset Disposal Act,
2015, Regulations and the Code of Ethics for persons participating in Public
Procurement and Asset Disposal activities in Kenya and my responsibilities under
the Code.

I do hereby commit to abide by the provisions of the Code of Ethics for persons
participating in Public Procurement and Asset Disposal.
Name of Authorized
signatory…...................………………………………………….

Sign………........................................................................……...............................

Position.................................…………..............................................

Office address…………………………………………........................…….

Telephone……………………. E-mail……………………………...............

Name of the
Firm/Company……………………………..................................................................

Date………………………………………………………...........................................

(Company Seal/ Rubber Stamp where applicable)

Witness

Name………………………………………………………......................................

Sign…………………………………………………………....................................

Date………………………………………………………………............................