How to fill the Form of Tender (Kenya, PPRA format)
The Form of Tender is your offer letter. In PPRA standard tender documents it was amended by PPRA Circular No. 02/2022, and almost every Kenyan public tender asks for it as a mandatory item. A wrong or missing Form of Tender usually means your bid is not evaluated further.
Before you start
- Use your letterhead. The instructions say the Tenderer "must prepare this Form of Tender on stationery with its letterhead" showing the full name and business address. Many evaluation sheets check this.
- Use the tender's own form if it has one. Do not change the wording; fill all blank spaces.
- For tenders on e-GP Kenya, the Form of Tender is often a table you answer inside the portal; the answers are the same.
The fields, one by one
| Field | What to write |
|---|---|
| Date of this Tender submission | The day you submit (on or before the closing date). |
| Tender name and identification | Exactly as on the cover: tender name and tender number. |
| Alternative No. | "N/A" unless you are submitting an alternative tender. |
| To | Full name of the procuring entity. |
| Price | Total price in figures and in words, in Kenya Shillings. They must match your price schedule / BOQ total. |
| Valid until / validity | The tender validity period from the data sheet (often 90–180 days from closing). Count from the closing date. |
| (c) Tender-Securing Declaration | Confirms you were not suspended for breaking a previous declaration. |
| (f) Discounts | "None" if you give no discount. |
| (k) State-owned enterprise | Keep "We are not a state-owned enterprise or institution" for a private firm. |
| (l) Commissions, gratuities, fees | "None" if none were paid. |
| (s) Forms completed | Lists the forms that must be attached: Confidential Business Questionnaire, Certificate of Independent Tender Determination, Self-Declaration forms (SD1, SD2) and the Code of Ethics declaration. |
| Name, title, signature, date | The person authorised by your Power of Attorney. Sign and stamp. |
Common mistakes that disqualify
- Price in words different from the figures, or from the price schedule.
- Not on letterhead, not signed, not stamped.
- Signed by someone without a Power of Attorney attached.
- Missing the forms listed in item (s).
- Validity shorter than the data sheet asks.
Save the typing. Upload the tender PDF to Tender Tayari: it lists the mandatory requirements, checks your documents' expiry dates against the closing date, fills these forms with your company details and numbers every page of the bid. Free, no account.
Not legal or procurement advice. Always follow the tender document and its addenda; if a tender attaches its own version of a form, use that version. Updated 2026-11-05.