Periodic maintenance of roads in Namwela Ward Lot 1, Bungoma County (BGM/CNTY/RPW/CEF/OT/022/2026-2027)

What is being bought

Bungoma County Government invites open tenders for periodic maintenance of roads in Namwela Ward, Lot 1 (about 9.5 km per the tender schedule). Tender BGM/CNTY/RPW/CEF/OT/022/2026-2027, negotiation number 2657011, is open to contractors registered with NCA category 8 and above.

Key facts

Closing

Tue 17 Nov 2026, 11:00 am
Tenders must be received through the IFMIS portal on or before this date and time. No addenda were provided to change it. D1 p.1

Bid / tender security

Bid security of Ksh.186,000 from a reputable bank, financial institution or insurance company approved by PPRA. Permitted forms (at tenderer option): cash; bank guarantee; guarantee by an insurance company licensed by the Insurance Regulatory Authority; guarantee by a financial institution licensed by the Central Bank of Kenya. Must remain valid 30 days beyond tender validity (plus any extension). A tender-securing declaration on the prescribed form is an alternative only where specified. D2 p.27

Tender fee

Not stated in the documents we reviewed Not stated D1 p.1

Site visit

Mandatory
Mandatory pre-tender site visit at the Department of Roads, Infrastructure and Public Works boardroom. A site visit certificate is issued as evidence of attendance and must be attached. D2 p.8

Pre-bid meeting

Mandatory
Pre-tender meeting at the Boardroom, same day. Questions must be submitted in writing not later than three days before the meeting. Clarification requests are shown with a 13/11/2026 deadline in the TDS (see conflicts). D2 p.27

Reserved for

Not reserved: open tender. The Tender Data Sheet states the reservation for groups is not applicable, and the portal lists no reserved group. D2 p.28

Contract value

Not stated in the documents we reviewed Not stated P

Tender opening

Tenders are opened immediately after the closing deadline. Venue is stated differently in the advert (Ministry conference hall) and the TDS (Department boardroom, Kanduyi). See conflicts. Conflicting D2 p.7

Tender validity

Tenders remain valid for 120 days from the closing date. Shorter validity leads to rejection as non-responsive. D2 p.27

Who can apply

• Open national tender: open to all qualified and interested tenderers. Lot 1 is listed as OPEN (no reserved group). D2 p.7
• Contractors must hold NCA registration in category 8 and above for road works, shown in the tender schedule for this lot. D1 p.2

Application checklist

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

Required from every bidder

• Certified copy of certificate of registration or incorporation. D2 p.8
• Valid tax compliance certificate or tax exemption certificate issued by KRA. D2 p.8
• Certified copy of CR 12 form for limited companies, issued within the last six months before the tender opening date. D1 p.7
• Valid NCA certificate of registration for road works, NCA 8 and above, accompanied by a valid annual practicing licence. D2 p.8
• Copy of KRA PIN/VAT certificate issued by KRA. D2 p.8
• Bid security of Ksh.186,000 (see bid_security item for permitted forms). D2 p.8
• Duly filled, signed and stamped tender form in the prescribed format. D2 p.8
• Duly filled, stamped and signed Confidential Business Questionnaire form. D2 p.8
• Duly filled, signed and stamped bills of quantities. D2 p.8
• Certified copy of a valid Single Business Permit from any County Government authority. D2 p.8
• Clear copies of the national ID or passport of the directors as shown on CR12. D2 p.8
• Written authorisation for the signatory: a duly executed and sealed Power of Attorney, witnessed by a Commissioner of Oaths, specific to this bid. D2 p.27

Required only in some situations

• If bidding as a joint venture: a copy of the JV agreement, or a signed letter of intent to form one with the proposed JV agreement. Tender TDS states maximum JV members is NA. Standard rule D2 p.14

Experience, licences and financial capacity

Technical

• Every bidder must be represented at the site visit or pre-bid conference by one technical person with at least a Diploma in Civil or Highway Engineering. D1 p.1
• The representative must bring original ID or passport plus a certified copy; certified copy of diploma or degree; certified copy of EBK/KETRB/IET registration and proof of current subscription; and an original introductory letter on company letterhead with official stamp, signed (photocopies not accepted). D1 p.7
• Copies of ID, academic certificate and professional registration (and proof of subscription) must be certified by a Commissioner of Oaths or Notary Public, and are retained by the procuring entity. One person may represent only one company per tender. D1 p.7
• Technical evaluation scores key personnel (site agent, surveyor, foreman; max 20 points), plant and equipment (max 10), work methodology (max 25), work safety (max 10), experience (max 15), financial capability (max 15) and history of non-performance (max 5). Total 100; 70% needed. D2 p.31
• Signed work programme chart and cash flow estimate (0-15 points) and detailed method statement (0-10 points) for carrying out the works. D2 p.33

Financial

• Financial statements for the last two years certified by a reputable audit firm or auditor; bank statements from a reputable bank for the last six months; computed financial ratios from the latest audited accounts (scored). D2 p.33
• Provide average turnover figures for the last two years (scored, 3 points). D2 p.33
• Provide an undertaking from the bank giving a current line of credit specific to this tender (scored, 5 points). D2 p.33
• General experience: contracts with a minimum value of KShs 2,000,000, with letters of award and completion certificates (at least two per project, for the last four years). D2 p.33
• Experience in similar contracts with minimum value of KShs 2,000,000 in the last four years before the submission deadline. D2 p.34

How and where to submit

• Complete tenders must be submitted through the IFMIS Supplier Portal, electronically, as PDF files. D1 p.8
• All complete tender documents should be uploaded in PDF format. D1 p.8
• No additional hard copies are required beyond the electronic original (number of copies: None). D2 p.27
• Tender submissions are addressed to the Department of Roads, Infrastructure and Public Works, P.O Box 437 Bungoma, attention Chief Officer. D2 p.27
• Tender documents may be downloaded free of charge from www.bungoma.go.ke or www.tenders.go.ke using the IFMIS Negotiation Number. D1 p.1

Lots and categories

• Lot 1: Lot 1 of Namwela Ward periodic maintenance. Lot 2 (OT/020) and Lot 3 (OT/021) are separate tenders with their own negotiation numbers. D1 p.3

Not covered in the documents we reviewed

• Any addenda or clarifications (A1, A2...) issued after the advert; the bidder must check www.bungoma.go.ke for updates
• Contract value or engineer's estimate for Lot 1
• Tender document purchase fee, if any, beyond the free download stated in the advert
• Section IV tendering forms and the Form of Tender Security (only the format for a bank guarantee was reviewed)
• Section V Bills of Quantities, Section VI specifications and Section VII drawings for Lot 1
• Section VIII and IX conditions of contract, including performance security amount and timing
• Detailed evaluation scoring thresholds beyond those listed in Section III
• Confirmation of the opening venue and whether the clarification deadline is 13/11/2026 or earlier

Terms explained

TDS

Tender Data Sheet: the tender-specific section that sets values such as validity, bid security and dates for the standard Instructions to Tenderers.

IFMIS

Integrated Financial Management Information System: the government e-procurement platform through which this tender must be submitted.

NCA

National Construction Authority: the body that registers contractors by category for construction works.

AGPO

Access to Government Procurement Opportunities: a registration for youth, women and persons with disability businesses. Not applicable to this open tender.

PPRA

Public Procurement Regulatory Authority: the regulator whose approval is needed for banks or insurers that issue bid security.

Tender security (bid security)

A financial guarantee that protects the procuring entity if the bidder withdraws or fails to sign. Here it is Ksh.186,000.

Tender-Securing Declaration

A signed declaration on a prescribed form that can replace a bid security where the tender allows it.

Responsive / non-responsive

A tender that meets all mandatory requirements is responsive. A non-responsive tender is rejected without evaluation.

CR12

Company return form from the Registrar of Companies listing directors and shareholders. Must be recent (within six months).

Power of Attorney

A signed and sealed document authorising a named person to sign and bind the company to the bid.

JV

Joint Venture: two or more firms bidding together under a joint agreement.

Negotiation Number

The IFMIS reference (2657011 for this lot) used to download documents and identify the tender on the portal.

Pre-bid / site visit

A meeting and site inspection held before the deadline. Here it is mandatory for bidders.