Tender TSNP/2026-2027/WPBP/01: supply, delivery, insta…

What is being bought

The Siaya National Polytechnic invites sealed tenders for the supply, delivery, installation and commissioning of a Water Processing and Bottling Plant, with the final destination at the Polytechnic in Siaya. The tender data sheet also names maintenance in the contract title. Quantities and per-item specifications are in Section V (Schedule of Requirements), which was not in the material provided.

What could disqualify you

Tender security missing or not substantially responsive: the tender is rejected as non-responsive. D2 p.19
Late submission: any tender received after the deadline is declared late, rejected and returned unopened. D2 p.20
Electronic submission is not permitted. Only the physical sealed tender is accepted. D1 p.1
Spiral binding, spring files or box files are not accepted and cause automatic disqualification. The tender must be tape or book bound. D2 p.36
Unsigned, unstamped or incomplete forms fail preliminary (mandatory requirement) checks. This covers the form of tender, business questionnaire, declarations and tenderer information form. D2 p.35
Failing any mandatory requirement (MR) at preliminary stage makes the bidder non-responsive; bidders must meet all mandatory requirements to go to technical evaluation. D2 p.36
Technical score below 70 out of 100 means financial evaluation does not happen, so the bid does not proceed. D2 p.39
Arithmetic errors in unit price, quantity, subtotal or total are a major deviation and lead to disqualification. Standard rule D2 p.24
Misleading information found in the bid, including during due diligence site and office visits, leads to disqualification. D2 p.40
Wrong number of copies: the tender must include the original and 1 copy. Other copy counts risk rejection. D2 p.36

Key facts

Closing: Tue 10 Nov 2026, 10:00 am
Tender closes on Tuesday 10 November 2026 at 10:00 East Africa Time. The portal and tender documents agree. No addenda were provided that change this date. P
Bid / tender security: Conflict: the TDS sets tender security at KES 80,000 on an on-demand bank guarantee valid 126 days, but the invitation and MR1 say KES 50,000. Ask the Polytechnic which applies before bidding. Conflicting D2 p.31
Tender fee: Non-refundable fee of KES 1,000 for the complete tender document. Payment is by bank deposit at the KCB Siaya branch with receipting at Finance, or by banker's cheque per the invitation. Documents can be downloaded free from the websites. D1 p.1
Site visit: Not stated in the documents we reviewed Not stated D2
Pre-bid meeting: Optional
No pre-tender meeting will be held. D2 p.31
Reserved for: Not reserved. The tender is open to all eligible bidders, and no youth, women, disability or AGPO reservation applies. D2 p.32
Contract value: Not stated in the documents we reviewed Not stated D2
Tender opening: Public opening immediately after the deadline, in the presence of bidders' representatives who choose to attend. Venue conflict: the notice says the Institutional Management Open Restaurant, while ITT 13 names the Administration Block. Conflicting D2 p.32
Tender validity: Tenders remain valid for 126 days from the submission deadline. A shorter validity is rejected as non-responsive. Extensions may be requested. D2 p.31

Who can apply

Open tender: the invitation is extended to all eligible bidders, and no group reservation applies. D2 p.31
Joint ventures are not allowed. The maximum number of JV members is 'Not Allowed', so a bid must come from a single firm. D2 p.31
A firm may submit only one tender, and joining as a subcontractor in the same tender counts as a second tender. A firm that is not a tenderer or JV member may subcontract in more than one tender. Standard rule D2 p.11
Firms debarred by the PPRA cannot tender or be awarded a contract. The debarment list is on the PPRA website. Standard rule D2 p.11
Public employees and their close relatives are not eligible to take part in the tender. Standard rule D2 p.11
Tenderers from countries that Kenya restricts commercially, or that are subject to UN Security Council sanctions, may be ineligible. Evidence of eligibility must be provided if the Polytechnic asks for it. Standard rule D2 p.11

Application checklist

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

Required from every bidder

Required only in some situations

Tax clearance: a Kenyan tenderer must show a current tax clearance or tax exemption certificate from KRA. Standard rule D2 p.12

Experience, licences and financial capacity

Technical

Experience: evidence of at least four similar projects in the last five years, each with a copy of contract or LPO and a completion certificate, with a value equal to the quoted schedule. Scored, with 60 marks for this criterion. D2 p.37
Client list: at least five major clients in the last five years, with assignment nature, contract value, and contact person and address. Scored at 1 mark per client. D2 p.37
Technical compliance: brochures, catalogues or datasheets showing compliance with Section V specifications must be provided with the bid. Tenderer specifications must fully comply to proceed to financial evaluation. D2 p.37
Key staff: at least three CVs of Engineers or Technicians who will be involved in maintenance, with supporting documents. Scored at 5 marks per CV (15 marks total). D2 p.39
Functional guarantee: all equipment and accessories must be new and unused, with evidence that the equipment model has been successfully installed and functioned for at least three years. Scored at 10 marks. D2 p.39
Delivery and installation to be completed within one to two weeks from contract signing. A schedule of activities for the whole supply, installation and commissioning period must be attached. Scored at 10 marks. D2 p.39
Maintenance: proposed maintenance work plans and methodology. Scored at 5 marks. D2 p.39
Due diligence: the Evaluation Committee will visit reference sites and the bidder's office, verify original documents against copies, and inspect the plant or machine to be installed before award. D2 p.40

Financial

Performance security of 5% of estimated annual spend is required on award. This conflicts with MR15 (KES 50,000). Conflicting D2 p.32
Audited accounts for 2023 to 2025 must be provided (MR17). Financial evaluation applies only to firms that pass technical scoring. D2 p.36

How and where to submit

Method: physical sealed tender only, dropped in the tender box. Electronic tenders are not permitted. The portal lists written hard copy as the only submission method. P
Address: The Chief Principal, The Siaya National Polytechnic, P.O Box 1087-40600, Siaya. Tender box at the Administration Block (ground floor); the physical address is along Siaya Rangala Road. D2 p.7
Packaging: one sealed envelope or container with the tender name and reference number. Inside it, a sealed envelope marked ORIGINAL with all documents and a sealed envelope marked COPIES. Inner envelopes must show the Polytechnic's and tenderer's names and addresses and the reference number. Standard rule D2 p.20
Pages must be serialized in chronological order. Late tenders are rejected. D2 p.6
Withdrawals, substitutions and modifications require a signed written notice and a power of attorney, and must be received before the deadline. D2 p.32

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 security amount: TDS ITT 18.1 says KES 80,000 on-demand bank guarantee valid 126 days. Invitation item 6 and MR1 say KES 50,000. (D2 p.31 (TDS ITT 18.1); D2 p.6 (invitation item 6); D2 p.35 (MR1))
Performance security: ITT 47.1 requires 5% of estimated annual spend. MR15 requires KES 50,000 on-demand bank guarantee valid 126 days. (D2 p.32 (TDS ITT 47.1); D2 p.35 (MR15))
Bid security validity: ITT 18.4 says the security must be valid for 30 days beyond the tender validity period. TDS says 126 days. MR1 says 126 calendar days from tender opening, while ITT 17.1 counts from the submission deadline. (D2 p.18 (ITT 18.4); D2 p.31 (TDS); D2 p.35 (MR1))
Opening venue: Notice says Institutional Management Open Restaurant. TDS says IM open Restaurant at P.O Box 1087. ITT 13 says Administration Block. (D1 p.2; D2 p.32 (TDS ITT 24.1); D2 p.7 (item 13))
Tender fee payment method: Notice says KCB bank deposit with bank slip to Finance. Invitation says a banker's cheque payable to the Polytechnic address. (D1 p.1; D2 p.6 (item 4))
Tender box location: Notice and TDS ITT 21.1 say tender box outside the Administration Block. ITT 12 says Administration Block, Ground Floor. (D1 p.1; D2 p.32 (TDS ITT 21.1); D2 p.7 (item 12))

Not covered in the documents we reviewed

Section V Schedule of Requirements and technical specifications (quantities and item specifications for the plant)
Section IV tendering forms (form of tender, tender security form, tenderer information form), the confidential business questionnaire and the SD1/SD2 declaration forms
Contract value or estimated budget
Lots: no lot structure was stated in the material reviewed
Any addenda: none were provided, so the closing date and requirements may have changed
Site visit requirement: not stated in reviewed pages
Section VI/VII General and Special Conditions of Contract (payment and delivery terms)
Manufacturer's authorization requirement (ITT 16.2 applies only if the TDS requires it, and the TDS entry is not clear)
Price schedule and currency details (ITT 13.6 quantity percentage left blank)
Complaints contact details (ITT 49.1 left blank in the TDS)
About 94 of the 127 bidding document pages were not provided

Terms explained

TDS: Tender Data Sheet. Section II of the tender document with tender-specific values that override the general Instructions to Tenderers.
Tender security: Money or guarantee submitted with the bid to show seriousness. Lost if the bidder withdraws or refuses to sign after award.
Performance security: Guarantee the winning bidder provides on contract signing to ensure it performs the contract.
MR: Mandatory Requirement. Pass/fail checks at preliminary evaluation; failing one makes the bid non-responsive.
Responsive / non-responsive: Responsive means the bid meets all mandatory terms. Non-responsive bids are rejected and not evaluated further.
JV: Joint venture: two or more firms bidding together. Not allowed for this tender.
TCC: Tax Compliance Certificate issued by KRA, checked online.
CR12: Company registry document listing company directors and shareholders.
Due diligence: Verification visits to reference sites and the bidder's office before award.
Lowest Evaluated Tender: The bid that passes qualification and has the lowest evaluated price, subject to due diligence.
Form of Tender: The standard form in Section IV that the bidder completes with its bid price.

Tender TSNP/2026-2027/WPBP/01: supply, delivery, installation and commissioning of a water processing and bottling plant, Siaya National Polytechnic