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Contractor Guide
How to Submit a Winning EOI
A step-by-step guide to preparing and submitting a competitive Expression of Interest (REOI) for Kenya infrastructure procurement — covering DFI, PPDA, and direct procurement procedures.
Complete Your Profile
Start with the required details so the process begins with the right context and contact information.
Submit Key Materials
Upload the core documents, selections, or requirement items needed for a complete review.
Attend Guided Review
Use this phase for interviews, consultations, demos, or structured evaluation checkpoints.
Receive Outcome
Close the journey with a clear notification, next step, or approval update.
Readiness Checklist
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Finalised submission package
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Verified supporting records
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Required qualification or review evidence
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Reference or approval contacts
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Statement of intent or short summary
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Investment Overview
Explore the experience before making a decision
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Overview
The Evaluators Read Hundreds of EOIs — Make Yours Easy to Score
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Mirror the Criteria
Organise your EOI submission in the same order as the evaluation criteria published in the REOI. Evaluators have score sheets aligned to the published criteria — making it easy for them to find your evidence increases your score.
Comparable Projects
Project references must be comparable — same sector (roads/water/power), similar size (within 50% of the estimated contract value), and similar complexity. A reference from a different sector or a much smaller contract will score poorly or zero against specific comparability criteria.
Financial Capacity
Minimum financial thresholds are set at typically 2–3x the estimated contract value. If your balance sheet does not meet the threshold alone, a JV with a financially stronger partner is essential — not optional.
Verification Evidence
Evaluators cannot give credit for claims they cannot verify. Every key claim in your EOI should be backed by an attachment — completion certificates, owner reference letters, audited accounts, and professional registration certificates.
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Typical REOI Evaluation Criteria & Weightings
The following criteria and approximate weightings are typical of World Bank and AfDB REOI evaluations for large infrastructure contracts in Kenya:
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- Similar Experience (40–50 points): Number and nature of similar completed projects — sector, value, complexity, and time of completion. The most heavily weighted criterion. Typically requires at least 2–3 comparable completed projects.
- Financial Capability (20–30 points): Average annual turnover (typically must exceed 2x the estimated contract value), net worth, credit line availability, and audited financial statements for 3 years.
- Technical & Managerial Capability (15–25 points): Organisation structure, proposed senior management team CVs, past performance ratings, and ISO certification.
- Local Content & Partnerships (5–15 points): Extent of proposed partnership with local firms, local employment commitments, and track record in the country or region.
- Qualification Statement (pass/fail): Company registration, tax compliance, anti-bribery declaration, and absence of debarment by DFIs.
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The Most Common EOI Disqualification Errors
Errors that cause technically qualified contractors to be eliminated before their credentials are even evaluated:
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Avoid these common mistakes:
- Missing the deadline: Even one hour late is typically rejected. Courier delays and portal technical issues do not constitute an exception in DFI procurement.
- Unsigned declarations: Anti-bribery, COI, and qualification declarations must be signed by the authorised company representative — missing signatures result in disqualification.
- Incorrect currency: Financial data must be presented in the currency specified in the REOI (usually USD for DFI projects, KES for PPDA). Unspecified or unconverted figures are typically scored zero.
- Unverifiable project references: Owner contact details must be accurate and current — evaluators will verify references. False or unverifiable references result in immediate disqualification.
- JV without a signed Consortium Agreement: If submitting as a JV, a signed Consortium Agreement or Letter of Intent between all JV partners must be included. Unsigned or undated LOIs are typically scored zero.
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EOI Guide FAQ
EOI Submission Questions Answered
The questions contractors ask most frequently when preparing their first Expression of Interest for a Kenya infrastructure procurement.
What is the difference between an EOI and a prequalification?
An EOI (Expression of Interest / REOI response) is a lighter-weight first stage designed to produce a shortlist of 5–8 qualified bidders from a larger pool. A prequalification (PQ) is a more detailed process used on larger or complex contracts, where contractors are formally assessed and certified as qualified to bid. EOI is used more commonly on DFI-funded projects; PQ under PPDA for large domestic projects.
Can I submit an EOI as a sole company or do I need a JV partner?
You can submit alone if you meet all minimum criteria. However, if your company's track record, turnover, or technical experience does not meet the minimum threshold, forming a JV or consortium with a complementary partner is essential. The lead partner must typically hold at least 40% of the JV share.
What evidence do I need for project references?
For each referenced project you should provide: project name, owner name and contact details, contract value, project duration, your company's specific role and scope, completion date, and ideally a completion certificate or owner reference letter. DFI evaluators verify references — make sure your listed contacts are current and will respond positively.
How far in advance should I start preparing my EOI?
A minimum of 6 weeks before the deadline for a standard EOI submission. For consortium submissions where you need to identify and formalise a JV partner, 3–4 months is more realistic — JV negotiation and agreement preparation takes time.
What is the typical shortlist size after an REOI process?
World Bank and AfDB procurement standards recommend shortlists of 5–7 firms for standard contracts and 3–5 for highly specialised or small contracts. For large, complex contracts, shortlists of up to 10 firms may be used. Being shortlisted is the essential gateway to the RFP stage.
Can I submit as a sole proprietor or must I be an incorporated company?
All DFI-funded and most PPDA contracts require bidders to be legally incorporated entities — either registered locally or with a valid foreign company registration recognised in Kenya. Sole proprietors cannot submit EOIs for formal government or DFI-funded procurement. If you are a sole proprietor, you must register a limited company before submitting.
What financial documents are typically required in an EOI?
Standard EOI financial requirements include: audited financial statements for the 3 most recent fiscal years, a bank reference letter confirming creditworthiness and available credit line, and (sometimes) a specific credit line confirmation for the estimated contract value. Documents must be current — audited accounts more than 18 months old may be rejected.
What happens after I am shortlisted?
Shortlisted firms receive an invitation to participate in the Request for Proposals (RFP) stage. The RFP is a much more detailed process requiring a full technical proposal, staffing plan, methodology, programme, and financial proposal. Shortlisted firms typically have 4–8 weeks to prepare their RFP submission.
Related Contractor Guides
Additional resources to support your EOI preparation and bid strategy:
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Prequalification GuideStep-by-step guide to formal PQ submissions for large PPDA and DFI contracts.
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Joint Venture GuideHow to structure a JV or consortium agreement for infrastructure bids.
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Local Content GuideUnderstanding Kenya local content requirements and how to meet them.
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EPC Contract GlossaryKey EPC contract terms to understand before the RFP stage.