Disposal of boarded motor vehicles - NG-CDF Board tend…

What is being bought

The National Government Constituencies Development Fund Board is selling 10 boarded (government-owned) motor vehicles by open sealed tender, listed in the Schedule of Items and Prices (for example Toyota Hilux, Toyota Prado, Mitsubishi Pajero, Land Rover Defender, Volkswagen Passat). Items are sold as they are, and the vehicles are at Public Works Yard, Machakos Road, Industrial Area, Nairobi. Bids are for individual items, each with its own deposit.

What could disqualify you

Procuring entity employees, committee members, board members and their spouses, children, parents, brothers or sisters (and those of a spouse) are not eligible unless specifically allowed under section 131 of the Act. Standard rule D1 p.6
Failure to complete any of the Form of Tender, Confidential Business Questionnaire or Tender Deposit Commitment Declaration Form will lead to disqualification. D1 p.15
Failure to pay the required deposit for any item tendered for leads to disqualification of the tender for that item. Standard rule D1 p.8
Late tenders will be rejected. D1 p.5
Electronic tenders will not be permitted. D1 p.5
A tender with an adjustable price quotation is non-responsive and will be rejected. Standard rule D1 p.8
A tender valid for a shorter period than required is rejected as non-responsive. Standard rule D1 p.8
Tenders that are misplaced or opened prematurely will not be accepted; envelopes not sealed and marked as required are the entity's no-responsibility risk. Standard rule D1 p.9
Any error that is a major deviation affecting the substance of the tender leads to disqualification; arithmetic errors in unit price, quantity, subtotal or total are major deviations. Amounts in words prevail over figures unless the words contain an arithmetic error. Standard rule D1 p.12
Any effort to influence the procuring entity's evaluation or award decisions may result in rejection. Contacting the entity on the tender from opening to award is not allowed. Standard rule D1 p.12

Key facts

Closing: Wed 11 Nov 2026, 10:00 am
Tenders must be received at the submission address by this date and time. The portal closing date matches. D1 p.5
Bid / tender security: Each item requires a refundable deposit paid in advance before the closing date, to the bank account (not shown in reviewed pages). Deposit amounts per item are in the schedule (examples: S/N 1 KES 30,000; S/N 3 KES 40,000). Unsuccessful deposits are returned after tender validity; successful deposits are credited to the price. Deposit is forfeited if the tender is withdrawn during validity or the balance is not paid. D1 p.13
Tender fee: Tender documents obtained electronically from www.ngcdf.go.ke or www.tenders.go.ke are free of charge. No fee for physical copies is stated. D1 p.4
Site visit: Optional
Optional. Tenderers may view and inspect the vehicles during office hours, 9:00am to 3:00pm, at Public Works Yard, Machakos Road, Industrial Area, Nairobi. No specific date is set for a visit. D1 p.4
Pre-bid meeting: Not stated in the documents we reviewed Not stated D1 p.4
Reserved for: Not stated in the documents we reviewed Not stated P
Contract value: Not stated in the documents we reviewed Not stated D1 p.13
Tender opening: Tenders are opened publicly in the presence of tenderers' representatives who choose to attend, at Harambee Sacco Building, Haile Selassie Avenue, 10th floor, Nairobi (the notice also says Harambee Sacco Plaza, 10th Floor). D1 p.10
Tender validity: Tender validity is 90 days. The Invitation says 90 days from the closing date; Instructions clause 7.6 says 90 days after the opening date (see conflicts). Conflicting D1 p.4

Who can apply

Open to all tenderers who are eligible under the Appendix to Instructions to Tenderers. The Appendix was not in the reviewed pages, so the specific eligibility criteria are unknown. Not stated D1 p.6
Tenderers must be under a declaration of ineligibility for corrupt or fraudulent practices. Standard rule D1 p.6
A Kenyan tenderer must provide evidence of fulfilled tax obligations, by a valid tax compliance certificate or tax exemption certificate issued by Kenya Revenue Authority. Standard rule D1 p.6

Application checklist

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

Required from every bidder

Copy of Certificate of Registration or Incorporation for a company, or National ID for an individual. D1 p.11
Copy of a valid Tax Compliance Certificate. D1 p.11
Form of Tender filled in, with bid amount(s) in the Schedule of Items and Prices, in the format provided. D1 p.11
Confidential Business Questionnaire, filled in and signed, in the format provided. D1 p.11
Self Declaration Form SD1, filled in and signed. D1 p.11
Self Declaration Form SD2, filled in and signed. D1 p.11
Declaration and Commitment Form to the code of ethics, filled in and signed. D1 p.11
Tender Deposit Commitment Declaration Form, filled in and signed, with evidence of payment (receipt or bank slip) of the required deposit for each vehicle the bidder has bid for. D1 p.11

Experience, licences and financial capacity

Technical

Items are sold as they are, without encumbrances. Conditions are not guaranteed or warranted by the seller; bids are based on the items where they are and in the condition they are in. D1 p.4

Financial

Prices must be quoted in Kenya Shillings. Standard rule D1 p.8
Prices quoted must be fixed for the tender validity period and not subject to variation. Standard rule D1 p.8
Each item has a reserve price shown in the Schedule of Items and Prices. The award goes to the highest tendered price that is substantially responsive, subject to the reserve price. Clause 1.6 of the Conditions of Tender says reserve prices are confidential, which conflicts with the schedule (see conflicts). Conflicting D1 p.13
Award is to the highest tendered price among substantially responsive tenders, subject to the reserve price. Standard rule D1 p.12
Successful tenderers must pay for items after 14 days and not later than 21 days. Failure leads to cancellation of the award and forfeiture of the deposit. D1 p.15
Unsuccessful tenderers' deposits are refunded within 14 days after notification of contract awards (Conditions of Tender). Clause 7.3 of Instructions says within 7 days after tender validity expires (see conflicts). Conflicting D1 p.15
Successful tenderers must collect paid-for items within 14 days of payment; storage charges apply after that (rate in the Appendix to Conditions of Tender, not in the reviewed pages). D1 p.15

How and where to submit

Tenders must be delivered physically in a single sealed outer envelope bearing the tender name and reference number, addressed to the Procuring Entity, with a warning not to open before the opening date and time. D1 p.9
Inside the outer envelope, a second sealed envelope must hold the list of items and prices, marked with the tenderer's name, address, telephone and email, the tender name and reference number, and the Procuring Entity's name and address. It must also include a payment slip or certified bank details showing the deposit payment. D1 p.9
Submission address: National Government Constituencies Development Fund Board, P.O Box 46682-00100 Nairobi, Chief Executive Officer, Harambee Sacco Building, Haile Selassie Avenue, 10th floor, Nairobi. D1 p.5
All bid documents must be sequentially serialized and paginated. D1 p.5
Tenders may be modified or withdrawn before the deadline by written notice received by the Procuring Entity before the deadline. After the deadline, no modification is allowed. Standard rule D1 p.9
No tender may be withdrawn between the deadline and the end of tender validity. Withdrawal may result in forfeiture of the tender deposit. Standard rule D1 p.10
Clarification requests must be received by the Procuring Entity not later than 7 days before the submission deadline; the entity replies within 3 days of the request. Standard rule D1 p.7

Lots and categories

Items are tendered individually; a tenderer may bid for any number of items or lots. No lot groupings are listed in the schedule. Standard rule D1 p.15

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 validity start date: Invitation says tenders remain valid 90 days from the closing date. Instructions to Tenderers clause 7.6 says 90 days after the date of tender opening. Ask the entity which date applies. (D1 p.4 (Invitation, para 9) vs D1 p.8 (Instructions clause 7.6))
Refund timing for unsuccessful bidders: Instructions clause 7.3 says unsuccessful deposits are returned within 7 days after tender validity expires. Conditions of Tender clause 1.4 says deposits are refunded within 14 days after notification of contract awards. Ask the entity which applies. (D1 p.8 (clause 7.3) vs D1 p.15 (Conditions of Tender clause 1.4))
Reserve prices confidential or published: Conditions of Tender clause 1.6 says the entity will retain confidential reserve prices. The Schedule of Items and Prices shows a reserve price column with figures for each vehicle. Ask whether these figures are the confidential reserve prices. (D1 p.15 (clause 1.6) vs D1 p.13 (Schedule of Items and Prices))

Not covered in the documents we reviewed

Appendix to Instructions to Tenderers (eligibility details, deposit bank account, validity and other tender-specific values)
Bank account details for paying deposits (Section III reference not shown)
Storage charges under the Appendix to Conditions of Tender
Number of copies required for submission
Any addenda or clarifications issued after the tender documents
Pages 1-3 and 12-19 and 21-28 of D1 (some sections such as standard forms, BOQ tables and boilerplate were skipped)
Whether a pre-bid meeting is held
Whether vehicles are sold as lots or only individually
Tender Commitment Declaration Form and Confidential Business Questionnaire content

Terms explained

Tender deposit: Refundable amount paid per item before the closing date, shown in the Schedule of Items and Prices. Failure to pay for an item disqualifies the bid for that item.
Reserve price: Minimum acceptable price for an item set by the seller. Items bid below the reserve price are retained by the procuring entity (not sold).
Substantially responsive: Meets all essential requirements of the tender with no major deviations. Only such tenders are evaluated further.
Tender Deposit Commitment Declaration Form: Signed form confirming deposits have been paid for each item, with receipt numbers and dates, submitted with the bid.
SD1 / SD2 (Self Declaration Forms): Standard self-declaration forms required from every bidder in the format provided by the entity.
Tax compliance certificate: Valid certificate from Kenya Revenue Authority showing tax obligations are met. Required of Kenyan tenderers; a tax exemption certificate may also be accepted.
As is, where is: Vehicles are sold in their current condition, with no guarantee or warranty from the seller. Inspect before bidding.
Tender Data Sheet (TDS) / Appendix to Instructions to Tenderers: Document with tender-specific values such as eligibility details and bank account. Not included in the reviewed pages.
Responsive / non-responsive: A non-responsive tender fails essential requirements and is rejected without further evaluation.

Disposal of boarded motor vehicles - NG-CDF Board tender NG-CDFB/DISP/ONT/007/2026-2027