Tender Advertisement 2022-2025

Under this category, CSA is seeking to prequalify service providers in Nairobi, Mombasa, Kilifi, Kisumu, Nakuru/Naivasha, Bungoma, Busia, and Machakos, Migori & Homabay Counties.

Generally, the service providers;

• Shall apply international standards in providing conferencing and accommodation services and

• Shall have all the necessary equipment and facilities as well as experienced staff within their premises.
• Shall have a conference room(s) and related services available in the hotel or at a neighboring partner located within walking distance from the accommodation.
• Offers conference services – registration, transportation, registration of participants, date confirmation, venue, additional equipment, Stage, Security, and Catering ancillary staff
• Shall have discount rates available.
• Shall have parking space for vehicles.
• Shall have adequate provisions for the Hotel and its facilities to be accessible by wheelchair.
• Shall have reliable internet connection in the hotel conference facilities and guest rooms.

Accommodation

• Ability to accommodate meeting participants, staff, and other delegates with access to disabled people.
• Have basic facilities in the rooms such as single or double bed, tea/coffee facilities, A/C, TV screen, telephone for an emergency, hot and cold water
• Secured parking facility

Conference Facilities

• Ability to facilitate meeting participants, staff, and other delegates.
• Ability to set up multiple styles for sitting arrangements in meeting rooms e.g., conference, theatre, etc.
• Meeting room with adequate lighting.
• Meeting room with adequate spaces to accommodate the needs of the meeting, training, or workshop
• Good internet connections to be available in the conference and secretariat rooms
• Secured parking facility.
• Audiovisual (such as projector, screen, laptop, mike, etc.) to be organized as requested.
• Breakout rooms as requested for discussions and group work
• Secretariat room for organizers with printing, photocopier/scanner facilities, and access to the business center.
• Sound system (indicate if outsourced)
• Provision for movements especially for disabled people such as wheelchair and separate pathways for walking or lifts instead of stairs.
• A proper cooling/heating system
• Ability to provide meeting packages as follows with the minimum requirements:

• Half-day meeting package (1 coffee/tea break inclusive of bottled water and lunch)
• Full-day meeting package (2 coffee/tea breaks inclusive of bottled water and lunch)

Catering

• The catering should be able to accommodate vegetarian and any special diet dishes as requested.
• Ability to provide catering for AM/PM tea/coffee, snacks, lunch, and dinner.
• Beverage’s package (All non-alcoholic drinks such as orange juice, coke, water, and tea/coffee).

Personnel

• To have competent staff to facilitate CSA workshops and events.
• Qualified IT personnel to assist IT set-up and requirements during conferencing.

Applicants should attach Brochures of the Organization or firm and their  current rates.

Download here  Conferencing and Accommodation

From time to time we will require courier services both Locally in the locations where our offices are based (Nairobi, Mombasa, Kilifi, Kisumu, Bungoma, Homa Bay) and regionally across Counties. Bidders must demonstrate broader local destination network coverage, the ability to track parcels online, and facilitate speedy safe delivery to the intended destination on an account basis. Services should include picking and delivery of packages from/to CSA offices in Nairobi, Kisumu, Mombasa, Kilifi, and Bungoma.

All bidders are to provide standardized rate cards based on package weight and destination.

Download here Courier Services

Under this category, the requirements for the external audit services for CSA include but are not limited to the following:

• To examine and express an opinion on the financial statements of the local partners based on an audit conducted in accordance with International Standards on Auditing.

• The audit is expected to involve performing procedures to obtain audit evidence about the amounts and disclosures in the financial statements.

• The audit is also expected to involve a review of the Organization’s internal controls, evaluation of the appropriateness of accounting policies used, the reasonableness of accounting estimates made as well as evaluation of the overall presentation of the financial statements.

• Preparation of a Management Letter on the review of internal controls and other matters arising from the audit which should be brought to the attention of the management and the Board of CSA.

• Presentation of the audit report and findings to CSA Management.

• Routine consultation and advisory with the CSA team on developments in accounting, tax, and new pronouncements by accounting regulatory bodies and standards.

Download here External Audit Services

From time to time, we will require the above service; Bidders must have at least 3 years of experience in the printing and publishing industry in Kenya and a proven capacity to deliver on time and work within tight schedules. Interested Bidders must submit a copy (ONLY ONE COPY) of any of the above-listed IEC materials. (T-shirts, Hoodies, Banners, Laptop bags) that they have previously produced or published. Also, provide tentative estimate rates for the printing of all IEC materials

The Firm must have excellent technical capacities to ensure smooth and high-quality production of printing works by use of contemporary print technologies (production staff, owner of its own press or printing plant, or documentary proof of access to a rented printing/ press plant) and able to meet the most stringent deadlines without compromising on quality.

Download here General Fabric Printing Services

From time to time, we will require the above service; Bidders must have at least 3 years of experience in the printing and publishing industry in Kenya and a proven capacity to deliver on time and work within tight schedules. Interested Bidders must submit a copy (ONLY ONE COPY) of any of the above-listed IEC materials (annual reports, newsletter, posters, organization policies, and workshop tools that they have previously produced or published. Also, provide tentative estimate rates for the printing and photocopying services.

The Firm must have excellent technical capacities to ensure smooth and high-quality production of printing works by use of contemporary print technologies (production staff, owner of its own press or printing plant, or documentary proof of access to a rented printing/ press plant) and able to meet the most stringent deadlines without compromising on quality.

Download here General Printing and Photocopying Services

Bidders should demonstrate capacity and conceptualization skills and experience in design and layout using the latest software packages such as Photoshop, In Design, Illustrator, and Corel Draw.  The assignment requires individuals or Firms that have 3 years or above-demonstrated experience in the field of design and publishing.

Interested Bidder(s) must submit a copy or a website link of any of the above IEC materials (Flyers, Annual Reports, Brochures, T-shirts, Hoods, Banners, etc.) they have previously produced.

Download here Graphic Design Layout

Under this category, interested bidders will be expected to provide, IT related hardware and genuine software. IT hardware should include but not be limited to Branded laptops, desktops, scanners, desk jet printers, servers, and other related accessories, etc.

Bidders should be accredited and approved resellers from acclaimed software and hardware companies e.g. Microsoft, Cisco, HP, Dell companies, etc.

Provide quotation with the following specifications

1. Entry level Servers with the following least specifications (HP and Dell models Preferred)

• CPU: Intel Xeon core i5 / core i7
• RAM: 8 GB
• HDD: 500 GB SATA/ 520 SSD
• DVD+RW, Keyboard, Mouse, 2U

2. High-/ End Servers with the following least specifications (HP and Dell models Preferred)

• CPU: Intel Xeon
• RAM: 18 GB and above
• HDD: 16TB SATA and above
• DVD+RW, Keyboard, Mouse, 2U

3. Laptops (HP, Dell,  Lenovo  Preferred

• CPU: Intel Core i5/i7 processors
• RAM: 8GB
• HDD: 1TB / 512SSD
• DVD+RW, Wifi, webcam, Bluetooth, micro-SD reader
• Think book G2

4. Printers (HP preferred)

• LaserJet printers
• OfficeJet printers
• Multi-functional Printers

5. Scanners

• Flatbed Scanners
• Handheld Scanners

6. Software (Bidder should be able to provide volume licensing on Academic pricing on ;

• Microsoft Office Professional  latest editions
• Microsoft Windows Operating systems latest editions
• Microsoft Window Server enterprise latest editions.

7. Consumables (Bidder should be able to supply ;

• Toner Catridges on HP laserjet and officejet printers

Download here IT Hardware

Under this category the scope of work for the Repair & Maintenance of CSA Vehicles shall include but will not be limited to the following:

1. Repair and Maintenance of CSA vehicles
2. Provision of spare parts and materials
3. Provision of warranty on spare parts and workmanship.
4. Testing the vehicle/s in the presence of the maintenance CSA drivers
5. Advising and providing written estimates for any impending major repairs with technical

justifications for such predicted future occurrences.

1. Advising and guiding the CSA’s drivers on the right vehicle operation procedures for better

management of the vehicles.

Download here Motor Vehicle Repair and service

Under this category, interested bidders should be able to supply assorted types and quantities of quality office furniture, fittings, and general maintenance.  All furniture must have a minimum of one year warranty.

Download here Office Furniture and Maintenance

The Firm shall provide Security services by deploying adequately trained and well-disciplined security personnel who shall safeguard the CSA Office(s), moveable and immovable assets, equipment, and other items from any thefts, pilferage, or damage and also ensure the safety of the employees, visitors, guests or any other persons working in its premises.

The security personnel shall be deployed round the clock in shifts at the various locations to safeguard of the premises. The security personnel shall ensure that water taps, and lights are not left open after the close of working hours on normal working days as well as on off days, as the case may be.

The security personnel shall maintain records of inward and outward movement of people, materials and vehicles, etc. with a proper check on the same as per instructions given from time to time by CSA.

The security personnel deployed shall make regular patrols of the premises to maintain vigil and remain alert and keep CSA informed of all the matters of security and co-operate in the investigation of any incident relating to security.

Download here Office Security Services

Interested bidders must provide a list of all quality stationery supplies and their relevant costs which should include but not be limited to:

• Fine point biro pens- (assorted colours)
• Envelopes – White and Brown in different sizes
• Genuine HP and Epson Cartridges
• Plastic folders, LEITZ Brand- with top transparent cover, clear files – assorted colours
• Notebooks, various brands, colors and sizes
• Ruled cards, various sizes and colors
• Nametags with strings, assorted colors
• Box files – Different brands, colors and sizes
• Staedtler – pencils, marker pens (different colors)
• Kifaru – Kalamu Poa Sharp pointed Pens, Assorted.
• Sticky notes – Different colors and sizes
• Flipcharts A1 white – ream
• Printing/photocopy papers, assorted colors (Paperline- Multipurpose Brand or equivalent)
• Document Folders/holders – LEITZ Brand- assorted colors and sizes
• Glue sticks 40g – different brands
• Embossed papers, A4 assorted colors
• Rubbers/Erasers (variety)
• Tapes (Masking, clear, and packing)
• Highlighters, different brands and assorted colors
• Business cards holder – various colors and sizes
• Manila Papers- Assorted colors- all sizes
• In and Out Trays
• Desk Organizers
• Staplers,
• Paper Punch (various sizes)
• Staple pins (various sizes)
• Staple Pin Removers
• Zop cards- Rectangle
• Zop Cards- Oval Shape
• Zop cards- round shape.
• Paper clip pins – Metal coated- all sizes
• Page Markers- Sign here Fantastic
• Thumb Tuck Push Pins
• Paper Punch- all sizes
• Calculators
• 30cm Rulers
• Data Mate Album for Filing Business Cards.

Download here Office Stationary

Under this category, CSA intends to prequalify outside catering services in Nairobi, Bondo, Mombasa, Kisumu, Kilifi and Homabay

The services required may include: –

1) Tea and snacks during meetings on a need basis

2) Buffet Lunch during meetings on a need basis

3) The caterer shall on request and at no additional labor charge provide food, beverages, and waiting services for functions held by CSA. The waiting services shall be at no extra cost

The caterer needs to demonstrate the ability to undertake the following operational responsibilities: –

• To ensure a high standard of work, dress, and behavior of the employees
• To provide the employees with appropriate uniforms including in the case of the kitchen staff

headwear to be worn at all times while on duty

• To comply with all laws, by-laws, or regulations from time to time in force and governing the

operation of their business and employment of the staff

• Deploy such number of qualified persons (“staff”) as are required to the satisfaction of CSA

while rendering catering services

• The caterer shall ensure full compliance with all food hygiene, health and safety related

standards and regulations and place restrictions on the employment and deployment of any person likely to spread disease.

• The caterer shall ensure that at all times good personal hygiene, discipline, and courtesy are

maintained by the staff. The caterer shall conduct or facilitate access to regular training for

staff to ensure that the highest standards of service and discipline are maintained.

• If at any time CSA is not satisfied with the work product of, or work ethic of any staff member

it shall notify the caterer of its disapproval and the caterer shall immediately withdraw such the staff member and replace him/her with a qualified and disciplined person

Applicants should attach Brochures of the Organization or firm and their current rates.

Download here Outside Catering Services

From time to time we will require the above services; Bidders must have experience of at least 5 years. Interested Bidder(s) must submit a (YouTube video link) of documentaries/photographs or 2 DVD copies of their previous work.

Bidder(s) must also demonstrate prior experience in photography and documentary production of donor-supported projects or assignments that meet national and international broadcast standards.

The Firm/company team lead must hold a university degree in Communications, Journalism, Video Production, Media Studies, or a related area. Other team members should/must have relevant qualifications in any of the listed areas. The Firm must have excellent technical capacities to ensure smooth and high-quality production (video production staff, owner of its own video production studio, or documentary proof of access to a rented video studio).

 Download here Photography and Videography services

Under this category, interested bidders will be expected to provide support and maintenance of power backup systems and general electrical installation and repair works.

The Firm/ company must have offices in Nairobi, Kisumu, Homabay and Bungoma or demonstrate the ability to have a rapid response to the stated towns.

Download here Power Back Up

Interested bidders must provide, precisely Software sanitary pads pack of 8 and related materials for adolescent girls when the need arises.

Download here Provision of Sanitary pads

Under this category, the prospective service providers must include the following information;

The medical cover should include at least 3 cover limits i.e., a lower cover limit, a middle-level cover limit, and an upper-level cover limit all with adequate, reasonable product and service offerings as well as the premium applicable for each limit category.

• The medical insurance will include the following for each category;
• In-patient cover – employee + dependents
• Out-patient cover – employee + dependents
• Dental cover – employee + dependents
• Optical cover – employee + dependents
• Maternity cover
• Emergency Rescue & Evacuation (International & local)
• Work Injury Benefits Act (WIBA)
• Group Personal Accident (GPA)

Download here Staff Medical Insurance

CSA requires taxi services from reputable firms to provide staff transport needs within Nairobi, Kisumu, Kilifi, Bondo, Homabay, Mombasa and the environs on a call-out basis as well as full-day service as the need arises. The bidding company’s fleet must be fully branded, clean, and well serviced, with current and valid comprehensive insurance, equipped with a 24-hour radio call, and have an extensive network (geographical location) for both Nairobi and other major towns. The fleet should be able to address our varied needs e.g.: Salon cars, 4-wheel drive, vans, minibuses, etc.

All bidders for Taxi Category to provide standardized rate card valid for a least 1 year. The rates will include per kilometer charge based on the company’s preference on charging mode.  Must state the number of vehicles in the fleet, state whether company-owned or leased, and provide proof of company-owned cars in your fleet.

All bidders for the Car Hire Category are to provide standardized rate cards for daily and monthly rates, the rate should be inclusive of fuel but separated to show rates inclusive and exclusive of driver allowance and valid for a year.   Must state the number of vehicles in your fleet, state whether company-owned or leased, and provide proof of company-owned cars in your fleet.

Download here Taxi and Car hire Services

Under this category, the CSA is seeking to prequalify vendors’ workshop and events refreshments, also the provision of tents & chairs in Kisumu West, Bondo, Homabay, Budalangi, and Kilifi. The refreshments include; Water, Soft drinks, and bread. The refreshments shall be provided at the workshop or event venue in each of the counties in which CSA programs are implemented.

Download here Workshop & Events Refreshments