{"id":480,"date":"2020-09-18T09:00:26","date_gmt":"2020-09-18T06:00:26","guid":{"rendered":"https:\/\/scale.co.ke\/blog\/?p=480"},"modified":"2023-04-12T17:55:03","modified_gmt":"2023-04-12T14:55:03","slug":"do-not-submit-expired-tender-documents","status":"publish","type":"post","link":"https:\/\/scale.co.ke\/blog\/do-not-submit-expired-tender-documents\/","title":{"rendered":"Do Not Submit Expired Tender Documents!"},"content":{"rendered":"

Generally, all types of documents that are used by businesses can be grouped into three broad categories as follows: expired tender documents<\/span><\/p>\n

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  1. Long-term Use Documents: <\/b>Certificate of Incorporation, Client Recommendation letters, Tax Registration certificate, Audited Accounts etc, are those documents that rarely need to be changed or renewed. Some of them remain valid for the lifetime of the business from the time they are issued unless there is a significant change in the business. For example, the Certificate of Incorporation is only updated when the business gets a name change.<\/li>\n
  2. Single Use Documents: <\/b>These are created on-demand and are usually used for something like submission in one specific tender. The bid security or a bank confirmation letter that can be required based on the type of tender being responded to. These documents are categorized under \u2018Single Use\u2019 since they tend to be addressed to a particular procuring entity in reference to a particular tender.<\/li>\n
  3. Renewable Documents: <\/b>These are the documents that have a specific and predefined validity period from the date of issue. Some examples include the Tax Compliance Certificate which is valid for a period of 12 months while the AGPO<\/a> certificate is valid for 24 months.<\/li>\n<\/ol>\n

    Submission of expired tender documents<\/h4>\n

    When it comes to tendering, the renewable documents tend to be the most tricky ones to keep track of. Many businesses tend to discover about the expired documents too late in the tendering process (or never realise at all that the documents are invalid) and may just decide to try their luck by submitting them as they are in their proposals.<\/p>\n

    Unfortunately, this never passes the watchful eyes of the tender evaluators as can be seen from the unsuccessful bidders as shown below:<\/p>\n

    \"invalid
    Evaluation Report for UFAA\/CS\/024\/2018-2019 – Provision of Office Cleaning Services to Unclaimed Financial Assets Authority.<\/figcaption><\/figure>\n

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    Evaluation Report for UFAA\/CS\/024\/2018-2019 – Provision of Office Cleaning Services to Unclaimed Financial Assets Authority.<\/figcaption><\/figure>\n

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    \"\"
    Evaluation Report for KeNHA\/1932\/2018 – Routine Maintenance and Spot Improvement of Wajir -Tarbak-Wargadud Centre (A13) Road.<\/figcaption><\/figure>\n

    Depending on the procurement method and type of tendering, public procuring entities will request for various documents from any of these categories to ensure responsiveness to a tender.<\/p>\n

    Is there a legal basis for this?\u00a0<\/b><\/h4>\n

    The Public Procurement And Asset Disposal Regulations, 2020 Arrangement Of Regulations (The Public Procurement And Asset Disposal Act (No. 33 Of 2015)) clearly states that:<\/p>\n

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    The following attachments are essential for appraisal and you are required to ensure that they are all attached, failure to which your application may be rejected:<\/p>\n