Tendering is a crucial process in Kenya’s procurement system, allowing businesses, SMEs, and contractors to compete for government contracts and projects. Winning a tender can transform your business, but it starts with one key step: filling tender documents correctly.
In this guide, we’ll take you through a step-by-step process to help you understand how to fill tender documents in Kenya and increase your chances of success.
1. Understand the Tendering Process
Before working on the documents, familiarize yourself with the Public Procurement and Asset Disposal Act (2015), which governs tendering in Kenya.
Make sure you:
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Meet all eligibility criteria for the specific tender.
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Understand the procurement method (open tender, restricted tender, request for proposals, etc.).
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Review deadlines and submission procedures carefully.
2. Obtain the Tender Documents
Tender documents can be accessed through:
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The Public Procurement Regulatory Authority (PPRA) portal.
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Respective government ministries, counties, and parastatal websites.
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The eCitizen procurement portal or other e-procurement platforms.
Make sure you collect all required forms, including:
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Tender notice
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Instructions to bidders
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Tender application form
3. Read and Understand All Requirements
Carefully go through every section of the tender documents. Pay special attention to:
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Terms and conditions
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Eligibility criteria
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Submission format (physical vs. electronic)
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Evaluation criteria (technical vs. financial weighting)
💡 Remember this: If anything is unclear, contact the procuring entity for clarification.
4. Prepare the Required Documentation
Gather all the supporting documents commonly required in Kenya, such as:
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Certificate of incorporation/registration
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Valid KRA Tax Compliance Certificate
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Audited financial statements (last 3 years)
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Evidence of completed similar projects
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Bank reference or creditworthiness letter
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Bid security (if requested)
5. Fill the Tender Form Carefully
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Enter all required details accurately.
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Avoid alterations or corrections (they can lead to rejection).
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Double-check spelling, dates, and figures.
6. Prepare Technical and Financial Proposals
Most tenders in Kenya require two parts:
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Technical Proposal: Explain your approach, capacity, and qualifications.
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Financial Proposal: Provide a clear, competitive pricing breakdown.
Follow the exact structure given in the tender documents to avoid disqualification.
7. Submit the Tender on Time
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Package documents in sealed and signed envelopes (if physical submission).
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For eProcurement systems, ensure you upload all files before the deadline.
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Submissions after the deadline are automatically rejected.
8. Attend the Pre-Bid Meeting (If Applicable)
Pre-bid meetings are a great chance to:
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Seek clarification directly from the procuring entity.
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Network with potential partners or subcontractors.
Keep this in mind
Filling the tender document requires accuracy, attention to detail, and strict compliance with procurement regulations. By understanding the process, preparing the right documents, and submitting a clear proposal, you significantly improve your chances of winning tenders.
