In brief
- Start with legal and regulatory standing: company registration, tax compliance and, for solar work, the EPRA licence classes that match the job.
- Score technical capacity on evidence. Ask for a site assessment, a design basis, named equipment and a method statement.
- Give after-sales support real weight. Warranties, spare parts and maintenance decide what the system costs over its life.
- Use one checklist for every bidder, so that the award can be explained and defended.
Why does contractor evaluation matter so much for energy projects?
A solar power system or a standby generator is bought once and relied on for years. Solar panels are commonly sold with performance warranties of about 25 years, and a well-maintained diesel generator can serve a site for decades. The contractor’s design choices, workmanship and after-sales support matter long after the purchase order is closed.
A low bid from a contractor who cannot support the system is rarely the cheapest outcome. A structured evaluation protects the organisation, and it gives the tender committee a clear record of why one bidder was chosen.
Which documents should every bidder provide?
Ask each bidder for the statutory documents your procurement rules require. These usually include the certificate of incorporation, a valid tax compliance certificate and a current business permit. Add the documents that show how the company works:
- A company profile that sets out services, sectors served and contact details.
- Health, safety and environment commitments and proof of insurance cover.
- CVs or certificates for the technical staff who will do the work.
- Equipment datasheets and warranty terms for the items offered.
Which licences should a solar contractor in Kenya hold?
The Energy and Petroleum Regulatory Authority (EPRA) licenses solar PV work in Kenya. Technicians are licensed in classes T1, T2 and T3, and class T3 covers grid-connected and hybrid systems. Contractors are licensed in class C1, and a C1 contractor must employ a T3 technician.
Ask each bidder for the licence class, the licence number and the expiry date, then confirm them with EPRA. Match the class to the job: a grid-tie or hybrid system for an institution is T3 and C1 work.
How do you assess technical capacity?
Look for evidence that the bidder has understood your site, not just your budget.
- Site assessment. A serious bidder visits the site or asks for electricity bills, load data and roof or plant-room details before pricing.
- Design basis. For solar, expect the system size in kW, the expected daily output, the share of your consumption it will cover and how exports are controlled. For generators, expect a kVA sizing calculation based on your loads.
- Named equipment. Panels, inverters, batteries and generator sets should be named by brand and model, with datasheets.
- Method statement. How will the work be installed, tested and commissioned, and how will your operations be protected while it happens?
- Commissioning tests. Ask which tests are run before handover, such as insulation and performance tests for solar, or load testing for a generator.
What should you look for in after-sales support?
Most problems appear after handover. Ask each bidder:
- What do the equipment and workmanship warranties cover, and who handles a claim?
- Are spare parts held locally or sourced through a supplier network?
- Is a maintenance contract offered, and what does each visit include?
- How are breakdowns reported, and to whom?
- Will your staff be trained, and will you receive drawings, manuals and test records?
How should you compare prices fairly?
Compare bids on the same scope. Check that each price covers the same system size, equipment grade, civil and electrical works, approvals, commissioning and training. List the exclusions side by side. Then look at the cost of ownership: expected output or fuel use, maintenance and the length of the warranties. The lowest purchase price and the lowest lifetime cost are often different bids.
Which evaluation checklist can you save and reuse?
| Area | What to ask for | Why it matters |
|---|---|---|
| Legal standing | Incorporation, tax compliance, business permit | Confirms the bidder can be contracted |
| Licensing | EPRA licence class, number and expiry for solar work | Shows the work will be done by licensed people |
| Technical design | Site assessment, sizing basis, drawings | Shows the system fits your site |
| Equipment | Brands, models, datasheets, warranties | Lets you compare like with like |
| Delivery | Method statement, programme, safety plan | Protects your operations during the work |
| Commissioning | Test list and handover documents | Proves the system performs before you accept it |
| After-sales | Maintenance, spares, breakdown process | Decides the cost of ownership |
Which warning signs should evaluators watch for?
- A price given without a site visit or any load information.
- Equipment described only as “high quality”, with no brand or model.
- A promise that surplus solar power can be exported to the grid without a net-metering agreement.
- No mention of commissioning tests or handover documents.
- Warranty terms that the bidder will not put in writing.
How does Vulfem International respond to tenders and RFQs?
Vulfem International Ltd is a Kenyan-owned energy company based in Nairobi. It supplies, installs and maintains solar power systems and diesel generators for government institutions, NGOs, development agencies and companies across Kenya. The Tenders and Procurement page sets out the company information, scope of services and quality and safety commitments that evaluators usually need.
Get a personalised quote
Send your RFQ or tender invitation to fmugo@vulfem.com, or message Vulfem International on WhatsApp at +254 739 629 118. Every quotation is prepared for the site and the scope in question.
Last updated: 5 October 2026.
