Kenya Seed Company: Provision of Security Guarding Ser…

What is being bought

Kenya Seed Company Ltd requests sealed tenders for provision of security guarding services for one year, renewable once. The guard numbers are listed by station in two lots: Lot 1 Main Installations (Kitale-area stations, 134 + 69 + 18 tentative guards) and Lot 2 Kenya Seed Branches (Eldoret, Narok, Bomet, Kericho, Kisii, Kapsabet, Bungoma, Kakamega, Nakuru; 3 to 13 guards each). A bidder may apply for only one lot.

What could disqualify you

Bidders may apply for only one category (Lot). Applying for both lots results in automatic disqualification. D1 p.20
Bidders with unethical conduct, unsatisfactory performance, unresolved issues, or late or non-payments to personnel will not be considered; this includes unresolved performance cases exceeding two (2) months in any contract. D1 p.20
Late tenders will be rejected and returned unopened. Standard rule D1 p.13
Electronic tenders will not be permitted. D1 p.3
Any form of canvassing leads to automatic disqualification; forged or falsified information leads to automatic disqualification. D1 p.23
Submitting a tender in a box file leads to automatic disqualification; pages must be serialized 1,2,3 in sequence from the first page. D1 p.22
Failure to submit the ownership/conflict-of-interest information required under ITT 18.3 leads to rejection; so does Procuring Entity inability to verify it. Standard rule D1 p.10
Tenders with a tender validity shorter than required are rejected as non-responsive; tenders without a substantially responsive tender security are rejected as non-responsive. Standard rule D1 p.11
Any arithmetic error in unit price, quantity, subtotal or total is a major deviation leading to disqualification as non-responsive; the tender sum read out at opening is final. D1 p.21
Prices that are adjustable (not fixed) make the tender non-responsive; the quoted rate must be above the minimum allowable rate under labour laws, and extremely low prices will not be recommended. D1 p.22

Key facts

Closing: Wed 28 Oct 2026, 11:00 am
Tenders must be delivered on or before 28 October 2026 at 11:00 a.m. (portal closing time also 11:00). Late tenders rejected. D1 p.3
Bid / tender security: Tender security KES 600,000.00 in bank guarantee from a bank registered and licensed in Kenya / regulated by CBK; valid 90 days from tender opening date; original required. D1 p.21
Tender fee: Tender document may be obtained for a non-refundable fee of Kes 1,000.00, or free from www.kenyaseed.com or through PPIP. D1 p.3
Site visit: Optional
Site visit not applicable per TDS; site visit encouraged at tenderer's own cost under general clause. D1 p.20
Pre-bid meeting: Optional
There shall be no pre-tender conference. D1 p.20
Reserved for: Not stated in the documents we reviewed Not stated D1 p.3
Contract value: Not stated in the documents we reviewed Not stated D1 p.3
Tender opening: Tenders opened immediately after the deadline in the presence of candidates or representatives at Kenya Seed Company Limited, Mbegu Plaza, Ground Floor, Conference Road, Kitale. D1 p.3
Tender validity: Tender validity is 120 days from the date of tender opening (TDS). Section III mentions 90 days for tender security; ITT 20.1 general clause runs from submission deadline. D1 p.21

Who can apply

Eligible firms are locally registered security guarding companies that meet the mandatory requirements and achieve the required passing score. Joint Ventures are not allowed. D1 p.20
Tendering is open to all eligible, qualified and interested bidders (national open tender). D1 p.3

Application checklist

Tick items off as you prepare. Your ticks stay on this device only.

Required from every bidder

Required only in some situations

Power of Attorney authorizing the signatory if the signatory is not a company director, with name and proof of citizenship of the signatory. D1 p.25

Experience, licences and financial capacity

Technical

Experience in private security guarding: 5 years and above scores 10 marks; 3-4 years 5 marks; below 3 years 1 mark. Registration certificate and company profile required. D1 p.28
Ownership of patrol motor vehicles (2000cc and above) and motorcycles (125cc and above) registered in the tender's name: at least 10 vehicles and 2 motorcycles (logbooks or minimum 3-year lease agreement). Scored 10 marks. D1 p.28
Operating in at least 5 counties (including Trans Nzoia), with physical presence and operational offices; 3 marks per county (15 marks), evidenced by title deeds, leases or rental agreements and county licences. D1 p.28
At least 5 security dogs with valid vaccination certificates (1 mark each, 5 marks). D1 p.28
At least five signed CVs of operations managers and supervisors meeting stated qualifications (manager degree/MSc with 5 years security operations experience; supervisors diploma/certificate with 5 years experience) - 10 marks. D1 p.28
Audited accounts for last three years, cumulative turnover scoring: 150M+ 10 marks; 100-150M 5; 50-100M 2; 20-50M 1; below 20M 0. D1 p.28
Similar services: at least five 2026 letters of recommendation from current clients (at least three from public/government institutions) and contracts/LPOs/LSOs (2026 evidence); scored 10 marks in total. D1 p.29
Evidence of over 200 guards on permanent or contractual employment via NHIF/NSSF remittance receipts (5 marks). D1 p.29
Training for at least 20 guards with valid Guard Force Numbers (GFN) within the last one year (training certificates and GFNs - 20 marks). D1 p.29
Minimum technical score of 80 marks out of 100 needed to proceed to financial evaluation; below 80 is automatic disqualification. D1 p.29
Tender must be properly bound and serialized/paginated 1,2,3 on all printed pages from the first page, with a table of contents; machine numbering highly recommended. D1 p.22
Bidders must submit an original and one copy; copies marked and original prevails in discrepancy. D1 p.21

Financial

Audited accounts totalling at least KES 150 million cumulative turnover across 2022/23-2024/25 are required under the mandatory list; technical scoring rewards higher turnover. D1 p.22
Prices must include all taxes, be in Kenya Shillings, and remain fixed (not adjustable) during the contract performance; adjustable price quotation is non-responsive. D1 p.3
Award is to the lowest evaluated price per category (lot) among bidders passing mandatory, technical (80+) and financial stages; each bidder is awarded one category only. D1 p.30
Quoted rates must be fixed for the first 12 months of contract performance. D1 p.21

How and where to submit

Sealed tender, delivered in a single sealed envelope bearing name and reference number; original and copies in separate sealed envelopes marked ORIGINAL and COPIES; inner envelopes bear procuring entity and tenderer names and reference number. Standard rule D1 p.12
Deliver physically to Kenya Seed Company Limited, Mbegu Plaza, Kijana Wamalwa Street, P.O. Box 553-30200 Kitale. Tel 054 31909-14, 0722 205 144. Electronic submission not permitted. D1 p.21
Tenders bulky to fit the tender box go to the Procurement office at Mbegu Plaza, Kitale to be received and recorded. D1 p.21
Bidders must mark CONFIDENTIAL information; signatures on all copies by authorized signatory; corrections must be initialled. Standard rule D1 p.12

Lots and categories

Lot 1: Lot 1 - Main Installations: EDF (134 guards), HQ/Stores/Factories/Postcontrol Farm (69), SDL/Stores/Residence/Forest (18). Tentative guard numbers. D1 p.57
Lot 2: Lot 2 - Kenya Seed Branches: Eldoret 6, Narok 3, Bomet 3, Kericho 3, Kisii 3, Kapsabet 3, Bungoma 3, Kakamega 3, Nakuru 13 guards. Tentative numbers. D1 p.57
The company may increase or decrease guard numbers during the contract period and may swap or extend services between categories. D1 p.57

Points to confirm with the procuring entity

The documents do not agree with each other on these points. Ask the procuring entity for a written clarification before you submit.

Tender validity start date: TDS says validity is 120 days from tender opening date; ITT 20.1 and the Invitation (120 days from closing date) differ in the start point. (D1 p.3 (Invitation, 120 days from closing date); D1 p.21 (TDS, 120 days from opening date); D1 p.11 (ITT 20.1, from submission deadline))
Tender security validity period: Invitation and Form of Tender state the tender security amount but the TDS and Section III require the bank guarantee to be valid 90 days from opening; the tender validity is 120 days. The security validity should be confirmed with the procuring entity. (D1 p.21 and p.25 (90 days); D1 p.3 and p.21 (120-day tender validity))
Number of copies: ITT 22.1 says one original and copies in the number specified in TDS; TDS says one original and one copy; mandatory list says original and copy. (D1 p.9 (ITT 22.1); D1 p.21 (TDS); D1 p.22 (mandatory list item 23))
Signature authorization format: TDS requires the written authorization to be notarized; Section III accepts a power of attorney only when signatory is not a director; general notarization requirement may conflict. (D1 p.21 (TDS, notarized); D1 p.25 (Section III 3.1.10))
Lots and mandatory submission: Lots 1 and 2 are described but Section III 3.2.1.4 lists Lot 1 and Lot 2 without the description; the mandatory list also contains items with inconsistent numbers (e.g. 200 guards vs 'at least 200' and 'over 200'). (D1 p.26 (3.2.1.4); D1 p.29 (technical criterion 8))
Public liability insurance: Phase 1 table requires public liability insurance of Ksh 40,000,000 that is not in the mandatory list on p.22. (D1 p.27 (Phase 1 item 19); D1 p.22 (mandatory list))

Not covered in the documents we reviewed

Full tender document pages 33-56 and 58-77 (Form of Tender completion, Price Schedule, Tender Security form format, Confidential Business Questionnaire, Declaration forms SD1/SD2/SD11, Schedule of Requirements details of service, Special Conditions of Contract, Contract Forms) were not provided.
Section III Phase 2 TDS for tender security format and Section V Details of Service (page 164-166 referenced) not provided.
Contract value / estimated budget not stated in the reviewed pages.
Performance security amount and form (ITT 47.1 says required, amount not seen).
Confirmed stations/addresses for the Lot 2 branch tender submission, if different from Kitale.
Addenda (none were provided in the material).

Terms explained

TDS: Tender Data Sheet: the tender-specific rules that override the general Instructions to Tenderers (ITT).
Tender security: A bank guarantee (here KES 600,000) lodged with the bid to guarantee you will sign if awarded and keep your offer open; forfeited if you withdraw or fail to sign.
AGPO: Access to Government Procurement Opportunities: a reservation scheme for youth, women and persons with disabilities. Not stated as applying here.
Responsive: A tender that meets all mandatory requirements in full; non-responsive tenders are rejected without further review.
CR12: Company Registry return listing directors and shareholders, issued by the Registrar of Companies.
PSRA: Private Security Regulatory Authority, which licenses security companies and issues guard force numbers.
GFN: Guard Force Number issued by PSRA to each trained guard.
Lot: A separate category of the tender; each bidder may apply for only one lot.
Standstill period: 14-day waiting period after notice of intention to award, during which unsuccessful bidders may complain.

Kenya Seed Company: Provision of Security Guarding Services (Ref KSC/NOT/SGS/01/2026/27)