Tender Document Checklist for Malawi Government Bids

• ☐
  Business Registration Certificate

  Issued by the Registrar General. Must be in the name of the bidding entity. Sole traders, partnerships, and companies all need this.

• ☐
  Certificate of Incorporation

  For limited companies only. Shows the company is legally registered under the Companies Act.

• ☐
  Memorandum and Articles of Association

  Shows company objects, powers, and governance structure. Required for limited companies.

• ☐
  Form 20 (Annual Return)

  Latest annual return filed with the Registrar General. Shows the company is active and compliant.

• ☐
  Directors' Details (Form 44)

  List of current directors with residential addresses and nationalities.

• ☐
  MRA Tax Clearance Certificate (TCC)

  This is the single most important document. It must be valid (not expired) at the time of bid submission. Apply at any MRA office or online at mra.mw. Processing takes 5-10 business days.

• ☐
  TPIN Certificate

  Taxpayer Identification Number. Every registered business must have one. Free to obtain from MRA.

• ☐
  VAT Registration Certificate (if applicable)

  Required if your annual turnover exceeds MK 25 million. Some tenders specifically require VAT-registered suppliers.

• ☐
  PPDA Supplier Registration Certificate

  Register at ppda.mw for the relevant procurement category (goods, works, consulting services, or non-consulting services). See our PPDA Procurement Guide for details.

• ☐
  MANEPS Registration (if required)

  Mandatory for e-procurement from April 2026. See our MANEPS Registration Guide. Not all tenders require this yet, but it's increasingly expected.

• ☐
  NCA Registration (for construction/works tenders)

  National Construction Authority registration is mandatory for all construction-related tenders. Category depends on contract value.

• ☐
  Audited Financial Statements (3 years)

  Most government tenders require the last 3 years of audited accounts. Must be signed by a registered auditor.

• ☐
  Bank Reference Letter

  Letter from your bank confirming your account is in good standing. Must be recent (within 3 months).

• ☐
  Bank Statements (6 months)

  Shows cash flow and available working capital. Some tenders specify a minimum average balance.

• ☐
  Evidence of Access to Credit (if required)

  Letter from a bank or financial institution confirming available credit facility. Required for large contracts where working capital needs exceed your bank balance.

• ☐
  Company Profile

  Overview of your company, history, organizational structure, key staff, and capabilities. Keep it relevant to the tender.

• ☐
  Methodology and Work Plan

  How you will execute the contract. Include timelines, milestones, quality assurance approach, and risk mitigation measures.

• ☐
  Key Personnel CVs

  Detailed CVs for the project manager and key technical staff. Include qualifications, certifications, and relevant experience.

• ☐
  Past Experience / Track Record

  List of similar contracts completed in the last 5 years with contract values, client names, and completion dates. Include reference letters if available.

• ☐
  Equipment and Facilities

  For works and supply tenders: list of owned/leased equipment, warehouses, vehicles, and facilities relevant to the contract.

• ☐
  Priced Bill of Quantities (BOQ)

  Use the exact format provided in the tender document. Fill in unit rates and totals. Do not alter the BOQ structure.

• ☐
  Price Schedule / Summary

  Summarize your total bid price including taxes, delivery costs, and any applicable duties. Clearly state whether prices are inclusive or exclusive of VAT.

• ☐
  Price Validity Period

  State how long your quoted prices remain valid (typically 90-120 days from bid closing date).

• ☐
  Bid Security (Bank Guarantee or Bond)

  Typically 1-5% of the bid value. Must be from a recognized Malawian bank. Valid for the bid validity period plus 30 days. PPDA thresholds determine whether bid security is required.

• ☐
  Performance Security (post-award)

  Not submitted with the bid, but be prepared — typically 10% of the contract value. Your bank should confirm they can issue this if you win.

• ☐
  Signed Tender Submission Form

  Usually included in the tender document. Must be signed by an authorized representative and stamped with company seal.

• ☐
  Power of Attorney (if not signed by director)

  If the bid is signed by someone other than a company director, a notarized Power of Attorney is required.

• ☐
  Integrity Pact / Anti-Corruption Declaration

  Standard form declaring no corrupt practices. Usually included in the tender document — sign and return it.

• ☐
  Joint Venture Agreement (if applicable)

  If bidding as a JV/consortium, include the signed JV agreement specifying roles, lead partner, and share arrangement.

• ☐
  Manufacturer's Authorization (for supply tenders)

  Letter from the manufacturer confirming you are authorized to supply their products. Required for equipment and specialized goods.

• ☐
  Insurance Certificates

  Professional indemnity, public liability, or workers' compensation as specified. Particularly important for construction and consulting tenders.

Under the Public Procurement (Preference and Reservation) Order 2020, Malawian MSMEs get preferential treatment in government procurement.

• ☐
  SMEDI Registration Certificate

  Register with the Small and Medium Enterprise Development Institute to qualify for MSME preferences.

• ☐
  Proof of Malawian Ownership (51%+)

  Shareholder certificates or statutory declaration showing majority Malawian ownership.