Consultancy services for planning and regularization of ownership for Shimba Hills Trading Centre, Kubo South Ward (Kwale County) - ref 2657123/2026/2027

What is being bought

Kwale County Government, through the County Department of Environment, Natural Resources and Urban Planning, is procuring consultancy services for planning and regularization of ownership for Shimba Hills Trading Centre in Kubo South Ward. The scope includes base mapping, surveys, a draft and final physical and land use development plan, subdivision scheme, registry index maps and beneficiary lists for registration of titles.

Key facts

Closing

Wed 4 Nov 2026, 10:30 am
Submission deadline per the RFP cover and Data Sheet: Wednesday 04 November 2026 at 10:30am. Portal closing date also 2026-11-04 10:30:00. No addenda were provided in the material reviewed. D2 p.1

Bid / tender security

No bid security is required for this tender (bid bond shown as N/A in the notice). D1 p.1

Tender fee

Not stated in the documents we reviewed Not stated D2 p.17

Site visit

Not stated in the documents we reviewed Not stated D2 p.17

Pre-bid meeting

Optional
No pre-proposal conference will be held (Data Sheet 2.3: NO). D2 p.17

Reserved for

Portal lists no reserved groups. Data Sheet does not specify a reservation; the RFP allows reservations only if specified in the Data Sheet. P

Contract value

Not stated in the documents we reviewed Not stated D2 p.17

Tender opening

Not stated in the documents we reviewed Not stated D2 p.10

Tender validity

Proposals must remain valid for 126 days after the proposal submission deadline. D2 p.18

Who can apply

• Eligible bidders are consulting firms or individuals from all countries and categories, unless otherwise specified; joint ventures are allowed with a maximum of two (2) members. D2 p.18
• Business must be registered with the Government of Kenya. D2 p.18
• Joint ventures must seek exemption from the Competition Authority of Kenya; exemption is not required to submit but is a condition of contract award and signature. Standard rule D2 p.7

Application checklist

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

Required from every bidder

• Certificate of Incorporation or Registration: copy of a valid Certificate of Incorporation with CR12 document dated not earlier than 15 October 2026, plus clear colour copies of certified national ID cards or passports of directors (both sides). D2 p.113
• Valid Tax Compliance Certificate (Kenyan tenderers). D2 p.11
• Sworn affidavit on litigation history or status. D2 p.113
• Valid Single Business Permit relevant to the tender. D2 p.113
• Proof that the team leader (planner) holds a valid practising licence. D2 p.113
• Proof that key personnel are registered or subscribed to the relevant professional body. D2 p.113
• Sworn affidavit that the bidder will not engage in corrupt and fraudulent practices. D2 p.113
• Completed and signed Certificate of Independent Proposal Determination and all relevant tender forms, fully filled in. D2 p.113
• Power of Attorney to sign the proposal; technical proposal forms TECH-1 to TECH-7 and financial forms FIN-1 to FIN-4 (financial in hardcopy). D2 p.18

Experience, licences and financial capacity

Technical

• Methodology and work plan (20 marks) presented on company letterhead, signed and stamped. D2 p.113
• Comments on the Terms of Reference (20 marks) on client's letterhead. D2 p.113
• Similar services: two similar services of similar magnitude executed within the last two years (10 marks each); complete set required for marks (award letters, contract, completion certificate). Pass mark applies overall. D2 p.113
• Two current letters of recommendation from clients on client letterhead with contact names and phone numbers (20 marks). D2 p.113
• Key personnel: lead consultant must be a duly registered and licensed physical planner with a bachelor's degree in urban/regional planning or related and at least ten years' experience; at least one licensed surveyor with a bachelor's in surveying and at least 10 years' experience; one urban planner with a bachelor's and at least five years' experience; one GIS professional with a bachelor's in geomatic/geospatial engineering or relevant degree and at least five years' experience. D2 p.94
• Technical score is out of 80 with a pass mark of 60/80. Financial proposal is evaluated by QCBS (technical weight T 0.70-0.85; financial weight P 0.15-0.30); the exact weights are not filled in the Data Sheet. D2 p.113

Financial

• Financial proposal is submitted in hardcopy in a sealed envelope; bidders must not fill the tender sum in the technical stage and must enter 1 as the tender sum in the system/lines. D2 p.114
• Selection method is Quality and Cost Based Selection (QCBS): lowest financial proposal scores 100; others Sf = 100 x Fm/F; combined score uses weights for technical and financial. D2 p.17
• Prices in various currencies converted to Kenya Shillings or other single currency; exchange rate source CBK, date not stated. Not stated D2 p.21

How and where to submit

• Electronic procurement system is used: i-Sourcing on IFMIS (www.supplier.treasury.go.ke). Technical proposal is submitted via IFMIS i-Sourcing. The Financial Proposal must be submitted in hardcopy in a separate sealed envelope. D2 p.17
• Financial Proposal to be submitted in hardcopy, whilst the Technical Proposal is submitted via ifmis-isourcing. D2 p.17
• Sealed packaging: the single outer envelope must bear the name and reference number of the assignment and a warning DO NOT OPEN BEFORE the opening date and time; inside, separate sealed envelopes marked ORIGINAL and COPIES for the technical proposal and ORIGINAL for the financial proposal, each bearing the procuring entity name and address, bidder name and address, and assignment name and reference number. Standard rule D2 p.10
• Proposals must be sent to the address in the Data Sheet and received no later than the deadline; late proposals are declared late, rejected and returned unopened. Submission address in the RFP: P.O Box 4-8043 Kwale; Chief Officer, Environment, Natural Resources and Urban Planning, 3rd Floor, County Headquarters. Standard rule D2 p.10
• Number of copies of the signed proposal is set out in the Data Sheet; the signed original is marked ORIGINAL and copies marked COPY. The number of copies is not stated in the material reviewed. Not stated D2 p.10

What the addenda changed

• No addenda were provided in the material reviewed. Not stated P

Not covered in the documents we reviewed

• Data Sheet clause 17.7/17.9 submission details beyond the portal record
• Number of copies of the proposal required
• Technical proposal opening date, time and address
• Clarification request deadline (Data Sheet 13.1 refers to a date that is unclear)
• Exchange rate date
• Financial proposal opening arrangements and the Data Sheet's minimum technical score details
• Pages beyond the 24 pages reviewed, including full Terms of Reference and Appendices
• Contract value or budget (not disclosed)
• Tax exemption status and withholding tax details
• Preference for any group (reservation) and whether any applies

Terms explained

RFP

Request for Proposals; the consultancy invitation document.

Data Sheet (TDS)

Tender-specific section of the instructions giving the particular requirements for this tender.

QCBS

Quality and Cost Based Selection: bids are scored on technical quality and price together.

Key Experts

Named professional staff who must meet minimum qualifications and are central to the assignment.

Joint Venture (JV)

Two or more firms bidding together as one; here limited to two members.

AGPO

Affirmative action groups (youth, women, persons with disability) that may get reservations; none applies here.

Responsive

A bid that meets all mandatory requirements and does not materially deviate from the RFP.

CR12

Company registry document showing directors and shareholders, required with the certificate of incorporation.

Power of Attorney

Written authority allowing a person to sign the proposal for the firm.

IFMIS i-Sourcing

Government electronic procurement portal used to submit technical proposals.