KIRDI 04/2026/2027: Supply, install, test and train on a turnkey fruit and vegetable processing plant

What is being bought

Supply, delivery, installation, commissioning, testing, training and handover of a complete turnkey integrated fruit and vegetable processing plant for the Kenya Industrial Research and Development Institute (KIRDI). Final destination (project site) is Roret, Kericho County. Open tender with separate technical and financial envelopes; hard copy only.

Key facts

Closing

Fri 23 Oct 2026, 11:00 am
Tender submission deadline after all addenda: 16 October 2026 at 11.00 am East African Time, physical hard copy delivery. D1 p.30

Bid / tender security

Tender security required: Ksh 400,000 issued by a reputable financial institution recognised by the Central Bank of Kenya (bank or insurance guarantee in the form of Option 1 demand bank guarantee or Option 2 insurance guarantee); tender-securing declaration not required. Valid for 180 days from tender opening date. D1 p.29

Tender fee

Not stated in the documents we reviewed Not stated D1 p.2

Site visit

اختياري
Site visit is encouraged, not compulsory; the costs are the tenderer's own. The TDS says the pre-arranged site visit will not be held. D1 p.28

Pre-bid meeting

اختياري
No pre-tender conference is scheduled (TDS: N/A). D1 p.8

Reserved for

No reservation is stated. Open tender; portal lists no reserved groups. D1 p.2

Contract value

Not stated in the documents we reviewed Not stated D1 p.2

Tender opening

Technical tenders opened 16 October 2026 at 11.00 am at KIRDI Boardroom, Popo Road, South C (D2 gives Block E Board Room). Financial envelopes opened later only for technically passing tenders, on a date to be communicated. Conflicting D1 p.30

Tender validity

Conflict: the invitation says tenders remain valid 287 days from opening, while the TDS (ITT 21.1) says 150 days from tender opening. Ask KIRDI before bidding. Conflicting D1 p.2

Who can apply

• Tendering is open to all qualified and interested tenderers. No reserved group is stated. D1 p.2
• A joint venture (JV) may have at most two members. D1 p.28
• Tenderer must not be declared ineligible by PPRA (debarred or sanctioned) and must have a current tax clearance certificate for Kenyan tenderers (Section III eligibility table). D1 p.42

Application checklist

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

Required from every bidder

• Valid tender security (see bid_security). D1 p.27
• Tender notice/invitation and confirmation of submission of original and copy of the technical tender. D1 p.27
• Form of Tender on company letterhead, completed, signed and stamped, in the provided format; it goes in the financial envelope and must not show prices in the technical tender. D1 p.34
• Certified copy of company certificate of incorporation or registration. D1 p.34
• Copy of a valid tax compliance certificate. D1 p.34
• Anti-corruption affidavit. D1 p.27
• Dully filled, signed and stamped Confidential Business Questionnaire; each JV party must submit one. D1 p.34
• Copy of list of directors and beneficial owners (CR12 or CR13) issued within the last 12 months, certified by a Commissioner for Oaths. For sole proprietors or partnerships, National Identity Card copies. D1 p.34
• Power of attorney for the authorised signatory, signed by a Commissioner for Oaths (notarised or certified). D1 p.34
• Audited financial statements for 2023, 2024 and 2025, with the auditor's current practising licence attached. D1 p.34
• Evidence of at least one completed project of similar nature involving supply, installation, testing, commissioning of production equipment. D1 p.34
• Technical brochures (colour) detailing the specifications of each machine on the equipment schedule. D1 p.28
• Evidence of manufacturer's authorisation or JV agreement with local installer, or declaration of manufacturer's local presence. D1 p.28
• List of clients in the last 3 years with reference contact details. D1 p.28
• Detailed work plan for accelerated delivery and installation; evidence of ongoing projects of similar nature; proof of ownership of relevant equipment; evidence of financial resources (cash, credit lines, overdraft); company profile; experience records. D1 p.29
• All documents must be in English; foreign-language documents must be translated and notarised. D1 p.34
• Copies of original documents must be certified by a Commissioner for Oaths, with a valid annual practising licence and an active email address for the Commissioner. D1 p.35

Required only in some situations

• Manufacturer's authorisation letter from the original equipment manufacturer (OEM) naming the bidder, manufacturer and products. The mandatory requirements table lists it for all bidders; the TDS requires it where the tenderer is not a manufacturer (see conflicts). Conflicting D1 p.34
• For a joint venture: a certified letter of intent to enter a JV agreement, or an existing certified JV agreement defining each party's roles; JV parties must provide Power of Attorney and intent letter. D1 p.34

Experience, licences and financial capacity

Technical

• Compliance with minimum technical specifications and performance requirements; a technical compliance schedule with documentary references must be completed. D1 p.36
• Major deviation from the specification scores no marks. D1 p.36
• Proposed multi-fruit processing plant layout using a floor dimension of 10 m by 25 m (double volume), with equipment arrangement, production flow, utilities, safety and general arrangement drawings. D1 p.36
• Delivery must be within 3 months from contract signing (scored; beyond 3 months gets zero). D1 p.37
• Training programme covering operations, use and maintenance, hands-on training, trainer qualifications, training manuals and post-training support (scored). D1 p.37
• Draft Service Level Agreement covering uptime, response and resolution times, priority levels, support hours, escalation and performance reporting (scored). D1 p.37
• Alternative tenders and alternative technical solutions are not permitted; alternatives to the time schedule are not permitted. D1 p.29
• Plant, installation, training and commissioning must be quoted on a single responsibility basis. D1 p.29

Financial

• Tender currency is Kenya Shillings and the price must include all applicable taxes. D1 p.2
• Prices are fixed and not subject to adjustment during contract performance. D1 p.29
• Annual turnover at or above Ksh 35,000,000 earns maximum marks (scored, not a stated pass threshold); lower turnover is prorated. Average turnover minimum in Section III is blank. D1 p.37
• Evidence of financial resources of Ksh 24 million earns maximum marks (scored); lower amounts are prorated. Lines of credit and overdraft must be project-specific. D1 p.37
• Award is to the lowest evaluated tender; margin of preference is not allowed. D1 p.31
• Successful tenderer must furnish performance security within 28 days of receipt of the Form of Acceptance. D1 p.31

How and where to submit

• Physical hard copy only. Submit to the Director General, KIRDI, P.O. Box 30650-00100, Nairobi. Physical address: Popo Road, South C. D1 p.30
• Copies: technical envelope with one original and one copy, labelled Technical; financial envelope with one original and one copy, labelled Financial. D1 p.30
• Tender document must be tape bound, chronologically serialised (1, 2, 3 including cover) and initialed on all pages. D1 p.2
• Authorisation to sign must be a notarised or certified power of attorney. D1 p.30
• Clarification questions in writing to directorgeneral@kirdi.go.ke; deadline printed as 12/10/2026 (format unclear). D1 p.28

Lots and categories

• No lots are clearly indicated in the reviewed pages; the TDS includes multiple-contract template options without stating lots for this tender. Unverified D1 p.39

What the addenda changed

• Addendum 1 (D2) restates the closing date and time as 16 October 2026 11.00 AM and gives the opening venue as Block E Board Room, which conflicts with D1 (Popo Road South C). Its tender box drop-off is at KIRDI South C Block D reception. Conflicting D2 p.1

Not covered in the documents we reviewed

• Full TDS terms are only partly visible; the tender-specific Section III blanks (minimum average annual turnover and cash-flow requirement amounts) are not filled in.
• Section VII Procuring Entity's Requirements and technical specifications were not provided.
• Standard Form of Tender, Price Schedules and Forms CON/FIN were partly provided; full form contents not verified.
• Pages 1 and 4-6, 9-12, 14-20, 22-26, 32, 39-41, 44-81, and 83 onward were not reviewed.
• Portal Addendum A1 (2026-10-02) has only the title TENDER NOTICE with no content; its changes cannot be verified.
• General Conditions and performance security amount (GCC 13.3) not provided.
• Tender fee and contract value/budget not stated in reviewed pages.
• Clarification-question deadline 12/10/2026 format unclear (day/month ordering).
• Opening venue conflict between D1 and D2 not resolved.
• Tender validity conflict (287 vs 150 days) not resolved.

Terms explained

TDS (Tender Data Sheet)

The section of tender documents that sets this tender's specific rules and values; it overrides general instructions.

Tender security

Guarantee (bank or insurance) submitted with the bid to show the tenderer will honour it; forfeited if the tenderer withdraws or refuses award.

Responsive / non-responsive

A tender that meets all mandatory requirements is responsive and evaluated; one that does not is rejected without further evaluation.

Preliminary examination (MR)

First check of mandatory requirements (MR1 to MR14); failing any one means non-responsive.

OEM

Original equipment manufacturer; its authorisation letter confirms the bidder may supply its products.

CR12 / CR13

Kenyan company registry returns listing directors and shareholders; must be recent (within 12 months).

Commissioner for Oaths

Official who certifies copies of documents and signatures; certification must come with a valid practising licence.

Joint venture (JV)

Two or more firms bidding together under an agreement; each party must submit its own documents.

Tape bound

Binding that holds all pages permanently along the edge; spiral or box-file binding is disqualifying.

Lowest evaluated tender

Award basis: the tender that passes qualification, is responsive and has the lowest evaluated price.

Performance security

Guarantee the winning bidder provides after acceptance, within 28 days.

Standstill period

14-day waiting period after notice of intention to award, during which complaints may be made.

Incoterms / EXW / CIP

International trade price terms defining delivery responsibilities; the TDS states Incoterms edition is N/A.

Joint venture 'intent letter'

Certified letter stating parties intend to form a JV agreement, required where a JV is bidding.