KPLC tender KP1/9A.4/RT/TPT/01/26-27: procurement of p…

What is being bought

Kenya Power & Lighting Company PLC requests tenders for the procurement of plant oil and lubricants under restricted tendering, submitted electronically through the KPLC SAP tendering portal. Quantities and item schedule are in Section V (Schedule of Requirements), which was not provided; delivery is to KPLC final destination project sites as specified there.

What could disqualify you

Tenderers with any record of unethical practice or unsatisfactory or default in performance shall NOT be considered; this includes any tenderer with unresolved case(s) in its conduct or performance obligations for more than two (2) months in any contract. D1 p.26
Tender not accompanied by a substantially responsive tender security is rejected; not applicable here because no tender security is required (see tender_security item). Standard rule D1 p.16
Tenders are rejected as non-responsive if the Preliminary Evaluation mandatory items are not met (forms not duly completed, signed and stamped, missing certificates or statements). D1 p.31
Late tenders received after the deadline are rejected, declared late and returned unopened. Standard rule D1 p.17
Missing mandatory sample viewing: sample viewing is mandatory for designated items before tender closure, and the signed sample viewing form must be submitted with the tender. D1 p.28

Key facts

Closing: Tue 3 Nov 2026, 10:30 am
Closing date per portal record is 2026-11-03 10:30; tender document says closing date and time are as specified on the KPLC tendering portal. No addenda provided to change it. P
Bid / tender security: A Tender Security is NOT required for this tender. D1 p.27
Tender fee: Not stated in the documents we reviewed Not stated D1
Site visit: Mandatory
Sample viewing (not a site visit) is mandatory for designated items before tender closure at Ruaraka Workshop - Transport. No general site visit stated. D1 p.28
Pre-bid meeting: Optional
No pre-bid meeting will be held. D1 p.6
Reserved for: Portal lists no reserved groups. The TDS states margin of preference and reservation shall not apply (ITT 32.3); no AGPO or other group reservation stated. D1 p.29
Contract value: Not stated in the documents we reviewed Not stated D1
Tender opening: Tenders opened promptly after closing in the presence of tenderers' representatives who choose to attend, at KPLC Auditorium, Stima Plaza, Kolobot Road, Parklands, Nairobi; public opening through the portal. Only one representative per tenderer allowed in the venue; health protocols observed. D1 p.6
Tender validity: Tender validity is 210 days from the tender submission closing date; prices valid for 210 days from the closing date. D1 p.28

Who can apply

Invitation is to well-known suppliers / limited suppliers (restricted tendering). Only firms on this basis are invited; the material provided does not list the qualifying suppliers. D1 p.26
Joint ventures are not allowed for this tender. D1 p.26
Tenderers must be from an eligible source country; Kenyan tenderers must show tax compliance evidence (current tax clearance or exemption certificate from KRA). Standard rule D1 p.10

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 for the tenderer's authorized representative, where applicable. D1 p.26
Authorization to sign: a company resolution if a Director/Partner signs, or a Power of Attorney if someone other than the director/partner/owner signs. D1 p.28

Experience, licences and financial capacity

Technical

Warranty: goods must be new, unused, of the most recent or current specification; warranty against defects from manufacture, materials or workmanship, valid as stated in the Guaranteed Technical Specifications in Section V after delivery. D1 p.27
Technical evidence: catalogues, technical data sheets, and a list of spare parts and special tools for at least three (3) years after commencement of use by KPLC. D1 p.27
Sample viewing at RUARAKA WORKSHOP - TRANSPORT; bidders must submit the signed sample viewing form with the tender. D1 p.28
Experience: manufacturing similar goods for last 5 years, and 10 contracts of similar goods in last 2 years. Section III applies to manufacturers; supplier experience is at least 5 contracts of minimum KES 5 million each in the last 3 years (supplier turnover 2.5x total recommended contract price). Confirm which applies to this bidder. D1 p.36
Customer references: names of previous customers of similar goods and reference letters or completion certificates from KPLC confirming on-schedule completion (new manufacturers to KPLC are exempt). D1 p.28

Financial

Financial capability: access to liquid assets, unencumbered real assets, credit lines or other means sufficient for supply cash flow calculated as Recommended Contract price x 3 (manufacturer criteria). Supplier turnover minimum 2.5 times the Total Recommended Contract Price over 3 years. D1 p.36
Historic financial statements (Form 3.3) must be audited by a certified accountant, complete with notes, for one completed accounting period; statements must reflect the tenderer itself, not parent or sister companies. D1 p.34
No non-performance of contracts due to the tenderer's default in the last 2 years (Form CON-2 / Form 3.2); no consistent history of court or arbitral awards against the tenderer in last 2 years. D1 p.37
Valid Tax Compliance Certificate is required for financial evaluation (ITT 16.2 financial capability). D1 p.28

How and where to submit

Submit electronically only, through the KPLC SAP tendering portal on www.kplc.co.ke; tenderers must register and log on via that link. Tender documents must be in PDF form. D1 p.28
Physical deposit is not stated; submission mode is electronic through the portal. Proof of receipt is the bidder's Submitted Response Number for the RFx. D1 p.26
Withdrawals, substitutions or modifications may be made through the KPLC tendering portal before the closing time. D1 p.28
Tenders are submitted as one original; copies in the number specified in TDS (not stated in the TDS provided). Electronic submission applies, so no physical copies are stated. Not stated D1 p.12

Lots and categories

No lots are specified in the material provided; price evaluation is per item (ITT 33.2: evaluation done per item; award item-to-item to lowest evaluated bidder per item). D1 p.29

What the addenda changed

No addenda were provided for review. Not stated P

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 reference / RFx number: The invitation gives RFx No. 2000020235 on the cover and invitation; the TDS gives RFx no. 20000020325 for the invitation number. Bidders should confirm the correct RFx number on the portal before submitting. (D1 p.1 and p.6 (RFx 2000020235) vs D1 p.26 TDS (RFx no. 20000020325))
Tender security: ITT 10.1(c) lists Tender Security or Tender-Securing Declaration as NA, the TDS states none is required, while a Tender Security (LC) form and a Tender-Securing Declaration reference appear in the forms. Confirm with KPLC whether any tender security or declaration is needed. (D1 p.15 ITT 10.1(c); D1 p.27 TDS ITT 18.1; D1 p.60 LC tender security form)
Pre-tender meeting and questions deadline: Invitation says no pre-bid meeting; TDS says no pre-tender conference. Questions must reach KPLC not later than seven (7) days before closing date. (D1 p.6 and D1 p.26)
Price adjustment: ITT 13.5 says fixed prices unless TDS specifies otherwise, but the TDS states prices are subject to adjustment after 18 months. Ask KPLC how adjustment will work. (D1 p.12 ITT 13.5 vs D1 p.26 TDS ITT 13.5)

Not covered in the documents we reviewed

Section V Schedule of Requirements (quantities, item list, delivery locations and schedule, detailed technical specifications and GTS/GLT forms)
Full TDS details for ITT 6.1 enquiry deadline date and Section VII/Contract details
Tender security forms and any addenda (A1, A2...) if issued
Pricing and evaluation method details (Section III pages not fully provided, e.g. Form Exp-1, Form CON-2)
Number of copies required (TDS ITT 19.1 not specified in the pages reviewed)
Contract value / budget and performance security form details beyond the 10% rule in GCC 18
Sample viewing dates and times at Ruaraka Workshop
Whether the price adjustment after 18 months applies

Terms explained

Restricted tendering: Only invited, pre-selected suppliers (well-known or limited suppliers) may bid.
TDS (Tender Data Sheet): The tender-specific section of the tender document that changes or adds to the standard Instructions to Tenderers.
Responsive / non-responsive: A bid that meets all mandatory requirements is responsive; one that does not is rejected at the early stage.
Preliminary evaluation: Initial pass checking mandatory forms and certificates before technical and financial evaluation.
Self-Declaration Forms (SD1&SD2): Signed forms declaring the bidder's status and compliance with procurement rules.
CBQ: Confidential Business Questionnaire, a KPLC form on the business's details that KPLC may verify.
CR.12: Certificate of Confirmation of Directors and Shareholding issued by the Registrar of Companies in Kenya.
GLT / GTS: Guaranteed Lead Time form and Guaranteed Technical Specifications, both required by the tender.
DDP: Delivered Duty Paid: the price must include delivery to the named site with duties and taxes paid.
JV: Joint Venture; not allowed for this tender.
AGPO: Affirmative action groups (youth, women, persons with disability) for which some tenders reserve contracts; none is reserved here.

KPLC tender KP1/9A.4/RT/TPT/01/26-27: procurement of plant oil and lubricants (restricted tendering, electronic)