Periodic maintenance of Maila-Mufunje Road, Sitikho Ward, Bungoma County (Tender 014/2026-2027)

What is being bought

Periodic maintenance of Maila-Mufunje Road in Sitikho Ward, Bungoma County, listed as 3.0 km long in the tender schedule. It is an open national tender for road works contractors registered with NCA category 8 and above, submitted electronically through the IFMIS Supplier Portal.

Key facts

Closing

Tue 17 Nov 2026, 11:00 am
Tender closing: submission deadline on IFMIS portal. Current date and time after all addenda (none provided). D1 p.1

Bid / tender security

Bid security of Ksh.106,000 from a reputable bank, financial institution or insurance company approved by PPRA. It must be a demand guarantee in cash, bank guarantee, or guarantee from an insurance company or CBK-licensed institution, and valid 30 days beyond the tender validity period (standard ITT 19.3). D2 p.27

Tender fee

Tender documents may be downloaded free of charge from the County website or tenders.go.ke using the IFMIS negotiation number. No purchase fee is stated. D1 p.1

Site visit

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

Pre-bid meeting

Υποχρεωτικό
Pre-tender meeting at the boardroom, same date and time as the site visit. Questions must reach the procuring entity in writing at least three days before the meeting (ITT 7.3). D2 p.26

Reserved for

Not reserved. The invitation is extended to all eligible tenderers; no youth, women, PWD or AGPO reservation applies. D2 p.28

Contract value

Not stated in the documents we reviewed Not stated D2

Tender opening

Tenders are opened immediately after the closing time. Venue conflicts between sources (see conflicts). Conflicting D2 p.27

Tender validity

Tenders remain valid for 120 days from the closing date. A request to extend validity, if made, extends the tender security by 30 days beyond the extended validity period. D2 p.7

Who can apply

• Open national competitive tender; open to all qualified and interested tenderers. Not reserved to any group. D2 p.7
• Tender schedule lists this road as eligible for NCA category 8 and above contractors. D1 p.2
• Foreign tenderers must source at least 40% of contract inputs from citizen suppliers and contractors, or be automatically disqualified. A foreign tenderer is one registered in Kenya with under 51% Kenyan ownership, or one subcontracting more than 10% of the contract price to foreign firms. JV rules apply to member firms. Standard rule D2 p.12

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, recent (within 6 months). D2 p.8
• Valid NCA registration certificate for road works, NCA 8 and above, accompanied by a valid annual practicing licence. Note the conflict with ITT 3.12 on timing. Conflicting D2 p.8
• Copy of KRA PIN/VAT certificate. D2 p.8
• Bid security of Ksh.106,000 from a reputable bank, financial institution or insurance company approved by PPRA (see bid_security). D2 p.8
• Duly filled, signed and stamped form of tender 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 valid Single Business Permit from any County Government authority. D2 p.8
• Clear copies of national ID or passport for the directors as per CR12. D2 p.8
• Written confirmation of authority to sign for the tenderer: a duly executed and sealed power of attorney, specific to this bid, witnessed by a Commissioner of Oaths. D2 p.27

Required only in some situations

• Site visit representative must be a technical person with at least a Diploma in Civil or Highway Engineering. Bring original ID or passport and certified copy; certified copy of diploma or degree; certified copy of professional registration (EBK, KETRB or IET) with proof of current subscription; original signed introductory letter on company letterhead with official stamp. Copies 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. D1 p.7
• If bidding as a joint venture: include a copy of the JV Agreement signed by all members, or a signed letter of intent to form one together with the proposed JV agreement. Changing membership or JV conditions before contract signature leads to disqualification. Standard rule D2 p.14

Experience, licences and financial capacity

Technical

• Preliminary requirement 4 and schedule show NCA 8 and above road works registration with annual practicing licence. Maximum JV members: NA. D2 p.27
• Technical evaluation includes key personnel (site agent, surveyor, foreman with qualifications and experience scores, max 20 points), plant and equipment (max 10 points: tipper, water bowser, vibrator, pick-up, concrete mixer, leased or owned), work methodology (max 25 points including work programme and method statement) and work safety (max 10 points). Maximum technical score 100 points overall. D2 p.32
• Bidder scoring 70% and above is responsive and proceeds to financial evaluation. D2 p.34

Financial

• Financial capability (max 15 points): audited financial statements for last two years; bank statements from a reputable bank for last six months; computed financial ratios from latest audited accounts; average turnover for last two years; undertaking from the bank providing a current line of credit specific to this tender. D2 p.33
• Experience (max 15 points): general experience with minimum value KShs 2,000,000 (at least 2 award and completion certificates per project for last 4 years); similar contract of minimum KShs 2,000,000 in last 4 years. D2 p.34

How and where to submit

• Submit electronically through the IFMIS Supplier Portal only. Upload complete tender documents in PDF format. D1 p.8
• Electronic submission via IFMIS Supplier Portal; tenderer is not required to submit extra hard copies (number of copies: None). D2 p.27
• Alternative tenders and alternative completion times are not considered or permitted. D2 p.27

Not covered in the documents we reviewed

• No addenda [A1] or later changes were provided; check the County website before submission.
• Part 2 works requirements (BOQ, specifications, drawings) and Section IV tender forms were not reviewed.
• Full evaluation and qualification criteria pages, financial evaluation stage and price adjustment rules were not reviewed.
• Performance security and contract forms were not reviewed.
• Procuring entity contact details for clarifications, including the roadsbgmcounty email, should be checked against the TDS.
• Opening venue and clarification deadline need confirmation from the procuring entity.

Terms explained

TDS

Tender Data Sheet: the tender-specific values (dates, bid security, validity) that override the general Instructions to Tenderers.

ITT

Instructions to Tenderers: standard rules in the tender document on how to prepare and submit a bid.

Bid security

Money or guarantee submitted with the tender to show commitment; lost if the bidder withdraws. Here Ksh.106,000.

Tender-Securing Declaration

A signed declaration used instead of bid security where the tender allows it, mainly for special categories.

PPRA

Public Procurement Regulatory Authority, which approves the institutions that may issue bid security.

NCA

National Construction Authority; registration category (here NCA 8 and above) shows the size of works a contractor may undertake.

CR12

Company return form listing directors and shareholders, issued by the Registrar of Companies; must be recent.

IFMIS

Integrated Financial Management Information System; the government supplier portal used for electronic submission.

Responsive / non-responsive

Responsive means the bid meets all mandatory requirements; non-responsive bids are rejected without evaluation.

Negotiation number

Unique IFMIS reference used to download documents and identify the tender on the portal.

JV

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

Power of Attorney

Document giving a named person authority to sign and bind the company to this bid.

Lowest Evaluated Tender

The responsive tender with the lowest evaluated price, selected for award after qualification.

Addendum

Official amendment to the tender documents that overrides earlier terms.