NGO and donor-funded tenders in Kenya: how they differ and how to win them

A different set of rules

NGOs, UN agencies and donor-funded projects buy using their own procurement policies and the rules of their funders, not only Kenyan public procurement rules. The tender document explains the process, so read it closely, even if you have bid on government tenders before.

Where the notices appear

These buyers publish on their own websites, on donor and development portals, and sometimes by invitation only. Many invitations and requests for quotation are short and go to a small list, so being known to the buyer helps.

What buyers often look for

Expect close attention to compliance, value for money and integrity. Typical expectations include:

• Proof of legal registration and tax compliance
• Relevant experience, ideally with similar organisations
• Clear pricing and delivery terms
• Policies or declarations on conduct, such as anti-fraud and conflict of interest
• References you can supply quickly

Eligibility and sanctions

Donors keep lists of suppliers that are barred from their projects. Make sure your business and its owners are not on one, and be honest in any declaration you sign.

Requests for quotation and expressions of interest

Many NGO purchases are requests for quotation: quick and price-led, with a short deadline. Expressions of interest ask you to show capacity first, and a shortlist is then invited to bid. Read which one you are answering.

Payment and reporting

Ask about payment terms and any reporting or documentation the funder requires after delivery. Good paperwork is part of being paid on time on donor-funded work.