KPLC Procurement of Office Stationeries, Ref KP11/9A/2…

What is being bought

Kenya Power & Lighting Company (KPLC) is procuring office stationeries under a restricted tender, submitted electronically on the KPLC SAP tendering portal. Quantities, item list and delivery location are in the Schedule of Requirements, which was not provided.

What could disqualify you

Tenders not accompanied by a substantially responsive tender security are rejected, where a tender security is specified (TDS says none required here, so check). Standard rule D1 p.18
Tenderers with unresolved cases in their conduct or performance obligations for more than two months in any contract are not considered for evaluation or award. D1 p.28
Tenders that fail the preliminary examination (mandatory requirements) are non-responsive and rejected; a non-responsive tender cannot be corrected later. D1 p.32
Any tender with a miscalculation of unit price, quantity, subtotal or total bid price is a major deviation and is disqualified as non-responsive. Standard rule D1 p.23
Tenders must be valid for the required period (180 days); a shorter validity is rejected as non-responsive. D1 p.18
Preliminary mandatory items include a duly completed, signed and stamped Tender Form, Self-Declaration forms SD1&SD2, Certificate of Independent Tender Determination and Code of Ethics declaration; a company registration certificate; PIN certificate; valid Tax Compliance Certificate; fully filled, signed and stamped CBQ; CR12 not more than 12 months old; Guaranteed Lead Time form; and Form 3.2. Missing these makes the tender non-responsive. D1 p.35

Key facts

Closing: Fri 6 Nov 2026, 10:00 am
Tender closing date and time is 2026-11-06 at 11:00 per Invitation for Tender clause 1.4; portal record shows 10:00:00, which conflicts. Tender must be submitted electronically on the KPLC portal by the deadline. Conflicting D1 p.7
Bid / tender security: A tender security is not required; a Tender-Securing Declaration is required (form in Section IV). The TDS also contains a conflicting bank guarantee line valid 210 days; the amount is N/A. Clarify with KPLC. Conflicting D1 p.31
Tender fee: No tender fee is stated. The invitation says tender documents may be downloaded free of charge from the KPLC website. D1 p.7
Site visit: Not stated in the documents we reviewed Not stated D1 p.7
Pre-bid meeting: Optionnel
There shall be no pre-bid meeting. D1 p.7
Reserved for: No reservation to a specific group (not reserved to youth, women, persons with disabilities or AGPO); the TDS states reservations do not apply and the invitation is open to all. D1 p.32
Contract value: Not stated in the documents we reviewed Not stated D1 p.33
Tender opening: Tenders opened promptly after closing in the presence of tenderer representatives who choose to attend; ITT 24 says public opening is via the KPLC tendering portal at Stima Plaza Auditorium; invitation says opening at Lengetia House, Kisii. Only one representative allowed in the venue. Conflicting D1 p.7
Tender validity: Tender validity is 180 days from the closing date. D1 p.31

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 if a person other than a director signs; otherwise a company resolution. D1 p.32
Manufacturer's Warranty, ISO 9001:2015 certificate for foreign bidders, KEBS mark: these are listed as additional documents in the TDS; manufacturer-specific items are marked N/A for this tender. D1 p.29

Experience, licences and financial capacity

Technical

Schedule of Guaranteed Technical Particulars (GTPs) and technical drawings are listed in the TDS as required for successful tenderers before manufacture/approval (post-qualification); the preliminary table marks GTPs as applicable to manufacturers only. Unverified D1 p.30
Goods must be new, unused, of the most recent specification and free of defects; warranty valid for one year after delivery to the final destination. D1 p.30
Type Test Certificates and Reports must not be more than five years old before the tender document date, and any testing lab must be ISO/IEC 17025 accredited where applicable; the preliminary criteria for these are marked N/A for this tender. D1 p.30
Samples are not required; samples are viewable at KPLC Kisii office. D1 p.31
Goods must be delivered to Kenya place of final destination per Section V Schedule of Requirements; local tenderers quote Delivered Duty Paid (DDP). Price must be inclusive of 0.03% Public Procurement Building Levy, deducted from payment. D1 p.29
Prices must be inclusive of all taxes, duties, levies and delivery costs to KPLC premises, in Kenya Shillings or freely convertible currency; price on portal is exclusive of VAT. Foreign currency requirements not allowed per TDS. D1 p.7

Financial

Audited financial statements for the last 18 months with valid ICPAK practising licence; Form 3.3 financial situation. Marked N/A in the preliminary checklist for this tender. Unverified D1 p.35
Price must be exclusive of VAT on the portal; the TDS total tender value includes VAT. Tender price evaluation is per item; lowest evaluated price wins. D1 p.32

How and where to submit

Submit electronically on the KPLC SAP tendering portal (www.kplc.co.ke) on or before the closing date and time; register and log on via the portal link first. Tender documents in PDF form. Withdrawals, substitutions or modifications may be made via the portal before closing. D1 p.32
Tenderers must register on the portal to participate; proof of receipt is the bidder's Submitted Response Number for the RFx. D1 p.28
Tender bidding documents must be submitted in electronic format on the KPLC SAP tendering portal; the ITT 21.1 PDF requirement applies. D1 p.32
Late tenders are rejected and returned unopened. Standard rule D1 p.20

Lots and categories

No lots are specified; the TDS lot tables are blank (N/A). Not stated 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.

Closing time: Invitation clause 1.4 gives 11.00am on 06.11.2026; portal record gives 10:00:00 on 2026-11-06. Confirm the exact closing time on the portal. (P (portal record) vs D1 p.7 (Invitation for Tender clause 1.4))
Opening venue and method: Invitation says opening at Lengetia House, Kisii; TDS says public opening via the KPLC portal at Stima Plaza Auditorium. (D1 p.7 vs D1 p.32)
Tender security: TDS says tender security not required and tender-securing declaration required, but also lists a bank guarantee valid 210 days with amount N/A; the checklist marks tender security N/A. (D1 p.31 vs D1 p.8 and D1 p.31 bank guarantee line)
Submission method: Portal lists electronic submission only; ITT 21.1 allows the option to submit electronically when so specified, and the TDS says submission is electronic only. (P vs D1 p.32)

Not covered in the documents we reviewed

Schedule of Requirements (Section V) with item list, quantities and delivery location
Tender Form and Tender-Securing Declaration form
Confirmation of the single closing time (portal 10:00 vs invitation 11:00)
Number of years for reference letters (ITT 10 (j)(d))
Any addenda to the tender
Details of the Tender Evaluation Criteria beyond the preliminary and technical tables, including any expected contract value
Pages on the portal submission procedure and electronic registration steps

Terms explained

TDS: Tender Data Sheet: the section of tender-specific details that amends the general Instructions to Tenderers.
Tender Security: A guarantee (bank guarantee, insurance, cash) protecting the buyer if a bidder withdraws; here the TDS says it is not required.
Tender-Securing Declaration: A signed declaration on the prescribed form used in place of a bank guarantee to secure the tender.
Responsive / Non-responsive: A tender that meets all mandatory requirements is responsive; one that does not is rejected and cannot be fixed later.
CR12: Certificate of Confirmation of Directors and Shareholding from the Registrar of Companies.
CBQ: Confidential Business Questionnaire completed by the bidder to confirm eligibility and background.
GTP: Guaranteed Technical Particulars: schedule of technical specifications the goods will meet.
DDP: Delivered Duty Paid: price includes delivery to the named place with duties paid by the seller.
ICPAK: Institute of Certified Public Accountants of Kenya, which licenses auditors.
Power of Attorney: Written authority allowing a person other than a director to sign the tender for the company.

KPLC Procurement of Office Stationeries, Ref KP11/9A/2/3/RT/SC/02/26-27 (Restricted Tender, electronic)