Congratulations! You’ve successfully registered your business in Kenya and received your Certificate of Incorporation / Business Registration Certificate and CR12 or CR13.
Now it’s time to prepare for tendering, but before you start applying, there are key requirements every business should have to streamline the tendering process and avoid last-minute stress.
1. Get a Professional Web Domain
While Gmail or Yahoo emails are fine for general business communication, tendering requires a professional email domain. For example:
This email address is being protected from spambots. You need JavaScript enabled to view it.
This not only helps you receive tender notifications but also demonstrates authenticity. Many scam companies use generic email addresses, so having a professional domain sets you apart.
Tip: You can get web and email hosting from providers like True Host at only KES 399 per year.
2. Establish an Office Address
Most tenders require both a physical office address and a P.O Box.
-
Virtual office: You don’t need a physical office. Many online services offer virtual office addresses at affordable prices.
-
Mpost registration: Get a P.O Box via your phone easily and cheaply.
Pro Tip: Having a formal address increases trust with procuring entities and improves your chances of winning tenders.
3. Obtain a Business Permit
Most procuring entities now request a business permit.
-
Get one from your local city council.
-
Apply online through the eRegulations government portal.
-
Cost: ~KES 15,000 annually.
Remember: A valid permit demonstrates that your business is compliant and ready to operate legally.
4. Acquire PIN & Tax Compliance Certificates
These certificates are mandatory for all tender applications.
-
Apply free of charge on the KRA portal.
-
Ensure your tax status is current to avoid disqualification during tender evaluations.
5. AGPO Certificate (For Youth, Women & PWDs)
If you qualify under the AGPO program, obtaining an AGPO certificate is crucial.
-
Many tenders are categorized into Open and AGPO-reserved groups.
-
An AGPO certificate can increase your chances of winning 30% of reserved tenders.
-
Apply directly on the AGPO portal.
6. Get an ETR Machine
Winning a tender means you’ll need to issue invoices with an ETR (Electronic Tax Register).
-
Purchase an ETR machine from approved vendors.
-
Take it to any KRA office for approval.
Tip: Being ready with an ETR machine ensures smooth operations once you start supplying goods or services.
Additional Requirements for Specialized Tendering
Some tenders, such as construction projects, require extra certifications like NCA certificates.
Pro Tip: Always check the specific tender requirements before applying to avoid disqualification.
Keep this in Mind
Before applying for tenders in Kenya, ensure you have:
-
Professional web domain & email
-
Office & P.O Box address
-
Business permit
-
PIN & tax compliance certificates
-
AGPO certificate (if eligible)
-
ETR machine
-
Additional industry-specific certifications if needed
By preparing these essentials in advance, your tendering process becomes smoother, and your chances of winning are significantly higher.
