How to Choose a Construction Partner in Kenya: A Guide for Private Developers and Main Contractors

Choosing a construction partner is one of the most important decisions you will make when planning a building or infrastructure project. The right contractor can help you manage costs, co-ordinate work on site and deliver the required standard of construction. The wrong choice can lead to delays, disputes, unexpected costs and pressure on your project budget.

In Kenya, businesses and developers have several options. You may appoint a contractor directly for a commercial or industrial development, or work with a specialist subcontractor through a main contractor on a larger project.

Each arrangement has different requirements. Before appointing a construction company, look beyond the quotation. Consider its experience, technical capacity, approach to quality, financial requirements and ability to meet the terms of the contract.

This guide explains what to check when choosing a construction partner in Kenya, whether you are a private developer, a business owner or a main contractor seeking support for a project.

1. Define the project scope before approaching contractors

Start by establishing what you need the contractor to deliver. A clear scope helps you compare quotations fairly and reduces the risk of disagreements once work begins.

For a commercial or industrial development, the scope might include building works, foundations, concrete structures, drainage, access roads, pavements or other external works. For an infrastructure project, you may need a contractor with experience in roadworks, water infrastructure or specific civil engineering packages.

Before requesting quotations, identify:

The work to be completed and the required specifications.
Available drawings, bills of quantities and technical information.
The expected programme and key milestones.
Site access, working conditions and any operational restrictions.
The responsibilities of the client, consultant, main contractor and subcontractors.

Where designs or quantities are not final, make this clear during the tender process. Contractors need enough information to price the work on a consistent basis.

Practical tip: If you are comparing several contractors, issue the same scope and technical information to each one. This makes it easier to identify differences in price, assumptions and exclusions.

2. Check registration, licences and relevant qualifications

Before appointing a contractor in Kenya, confirm that it meets the applicable regulatory requirements for the work.

The National Construction Authority (NCA) regulates contractors in Kenya. Under the National Construction Authority Act, contractors must meet the relevant registration requirements. The NCA also sets out requirements for a valid practising licence and different categories of construction work.

You can use the NCA website to review registration information and search its registered contractor records. Check that the contractor’s registration category and licence are appropriate for the proposed works.

Depending on the project, other professional or statutory approvals may also be required. For example, engineering design and supervision may need to be undertaken by appropriately registered professionals.

Do not assume that registration alone proves a contractor is suitable for your project. It is one part of the assessment. You should also check its relevant experience, resources, financial position and ability to deliver the proposed scope.

For public infrastructure projects, main contractors should also confirm the registration and licensing requirements that apply to their subcontractors and the project.

3. Look for experience relevant to your project

A long company history can be valuable, but the more important question is whether the contractor has delivered work similar to yours.

A contractor experienced in commercial buildings may not have the same technical strengths as one specialising in roadworks, drainage or industrial infrastructure. Similarly, a business looking for a subcontractor should assess the contractor’s experience in the specific package it intends to award.

Ask prospective contractors about:

Similar projects completed in the past.
The scope of work they were responsible for.
The size and complexity of those projects.
The technical challenges they managed.
Their role in coordinating people, materials and equipment.
Their experience working alongside consultants or other contractors.

Ask for evidence where possible. Project references, completion records, photographs and client contacts can help you assess whether the stated experience is relevant.

For MDBL, this is where its long history in Kenya’s construction industry can provide useful context. The company traces its history to 1952 and has experience across construction and civil engineering work. Prospective clients should assess that experience against the scope and requirements of their own projects.

4. Review completed projects, not just company claims

A portfolio can tell you more about a contractor than a general statement about its capabilities. Look for projects that demonstrate the type of work you need and establish what the contractor actually delivered.

When reviewing a project example, consider:

The client’s name and type of project.
The location and approximate completion period.
The scope undertaken by the contractor.
Any relevant technical or delivery challenges.
Whether the contractor acted as the main contractor or a subcontractor.
Whether a client reference or other supporting evidence is available.

This distinction is especially important for subcontracting. A company may have contributed to a major infrastructure project without being responsible for the entire development. Its portfolio should describe that contribution accurately.

For example, MDBL’s project history includes roadworks in parts of Meru and Kilifi, as well as pavement and drainage works associated with Mombasa Port. These examples should be presented with verified project details and a clear description of MDBL’s role.

A well-documented portfolio helps prospective clients judge relevance and gives procurement teams a stronger basis for evaluating experience.

5. Assess the technical team, equipment and delivery capacity

A contractor needs the people, equipment and management systems to complete the work safely and to the required standard.

The resources required will depend on the scope. A drainage package, for example, may need different equipment and specialist skills from a concrete structure or a commercial building project.

Ask how the contractor plans to resource your project. Consider:

The qualifications and experience of its technical personnel.
The proposed site management and supervision arrangements.
Access to the required plant, equipment and materials.
Its approach to quality checks and site safety.
How it will manage subcontractors, suppliers and interfaces with other trades.
Its current workload and ability to meet your programme.

You do not necessarily need a contractor to own every item of equipment. What matters is whether it can demonstrate reliable access to the resources required and explain how they will be available when needed.

For main contractors, this assessment should also cover how the subcontractor will coordinate with the wider project team and report progress, risks and delays.

6. Compare quotations carefully, not just by price

A low quotation can be attractive, but the cheapest offer may not represent the best overall value.

Prices can differ because contractors have made different assumptions about quantities, specifications, labour, equipment, material costs or the work included in the contract. A quotation that excludes necessary activities may appear cheaper at first but lead to additional costs later.

When comparing bids, check:

Whether each quotation covers the same scope.
Whether quantities and specifications are consistent.
Which materials, plant and labour are included.
Whether taxes, transport and other relevant costs are accounted for.
What has been excluded or identified as provisional.
How variations and changes to the scope will be priced.
The proposed payment schedule and retention terms.

Ask contractors to explain significant differences in price. Clarifying these points before award is usually easier than resolving them after work has started.

A sound procurement decision considers the total cost, delivery capability, contractual risk and quality requirements, not just the initial figure.

7. Understand payment terms and cash flow before signing

Payment arrangements can affect the progress of a construction project. Contractors need sufficient working capital to pay for labour, materials, equipment and other costs while waiting for payments due under the contract.

For private developers, agree on how payments will be assessed and when they will fall due. The contract should explain the process for submitting invoices or payment applications, reviewing completed work, approving payments and resolving disagreements.

For main contractors appointing subcontractors, it is important to agree on the payment process before the subcontractor mobilises.

Discuss the following points:

Whether a mobilisation or advance payment is available.
How progress will be measured and certified.
The deadline for submitting and assessing payment applications.
The agreed payment period after certification or invoice approval.
Any retention, deductions or other withholding arrangements.
How variations and disputed amounts will be handled.
What happens if work is delayed or payment is disputed.

Do not rely on verbal assurances about payment. Put the agreed terms in the contract and make sure both parties understand them.

Where payment under a subcontract depends on certification or payment from another party, examine the clause carefully. Understand how it affects your cash flow and what recourse is available if payment is delayed. A contract should clearly establish the parties’ obligations rather than leave important payment conditions open to interpretation.

No payment structure guarantees that a project will be free of cash-flow problems. However, clear terms, realistic working-capital planning and appropriate checks on the other party can help reduce avoidable uncertainty.

8. Check quality management, safety and site supervision

Quality and safety should be built into the contractor’s approach from the start. Poor workmanship, inadequate supervision or unsafe practices can cause rework, delays, additional costs and harm to people on site.

Ask how the contractor will check that work meets the required drawings, specifications and applicable standards. Establish who will inspect and approve completed activities and how defects will be recorded and corrected.

You should also understand how the contractor plans to manage site risks, worker safety, equipment, materials and coordination with other teams.

For projects involving several contractors, define who is responsible for each work area and how site access, sequencing and handover will be managed.

Do not rely on a general promise of quality. Ask for practical details about supervision, inspections, reporting and how problems are addressed.

9. Speak to previous clients and verify references

References provide useful information about how a contractor performs beyond the tender documents.

Where possible, speak to clients who have commissioned similar work. Ask whether the contractor communicated clearly, managed the site effectively, dealt with changes fairly and completed the agreed scope.

You may also ask how the contractor responded when problems arose. Construction projects rarely proceed without challenges, so the ability to identify and resolve issues matters.

For a subcontractor, references from previous main contractors can be especially relevant. They may be able to explain how well the subcontractor coordinated with other teams, met programme requirements and handled quality inspections.

Use references alongside other evidence. One positive recommendation should not replace checks on registration, project experience, financial requirements and contract terms.

10. Put responsibilities and project controls in writing

A clear contract helps both parties understand what has been agreed. Before work begins, confirm the scope, price, programme, payment process and responsibilities of everyone involved.

The agreement should address relevant matters such as:

Drawings, specifications and the scope of work.
Start dates, milestones and completion requirements.
Payment applications, certification and payment deadlines.
Variations, extensions of time and delays.
Quality standards, inspections and defect correction.
Insurance, safety and responsibility for damage.
Retention, termination and dispute resolution.
Handover requirements and project documentation.

For subcontracting arrangements, also define how instructions will be issued, who approves completed work and how the subcontractor will coordinate with the main contractor and consultants.

Have the contract reviewed by a suitably qualified professional where necessary, particularly for large projects or complex payment and liability provisions.

Good project controls should continue after signing. Regular progress meetings, written instructions, accurate records and timely reporting help the parties address issues before they become larger disputes.

Should you appoint a main contractor or a subcontractor?

The right arrangement depends on your role in the project and the work you need to procure.

Appoint a main contractor

A developer or business owner may appoint a main contractor to co-ordinate and deliver a broader construction package. The contract should define the contractor’s responsibilities and explain how it will manage specialist trades, consultants, suppliers and the programme.

Appoint a subcontractor

A main contractor may appoint a subcontractor to deliver a defined part of the project, such as roadworks, drainage, concrete works or pavement construction.

Subcontracting can provide access to relevant technical experience and additional delivery capacity. It also requires careful co-ordination. The main contractor should confirm that the package has a clear scope, workable programme, agreed interfaces and realistic payment terms.

In both cases, choose the arrangement that fits the project. Assess the proposed contractor against the specific work, commercial terms and delivery risks rather than relying on the company name or quoted price alone.

Why construction experience matters when choosing a partner

A contractor’s track record can help you assess whether it understands the demands of construction work in practice. Experience across different project types may also provide insight into site conditions, technical coordination, material requirements and the importance of clear project controls.

Mulji Devraj & Brothers Limited (MDBL) has a history dating back to 1952, with experience in construction and civil engineering work in Kenya. Its project history includes roadworks, port-related works and other construction activities.

For private-sector clients, developers and main contractors, the relevant question is how that experience matches the proposed scope. MDBL encourages prospective clients and project partners to discuss their requirements, review relevant project experience and establish whether the company’s capabilities are a good fit.

To learn more, visit MDBL’s Civil Engineering Services page or contact the company to discuss a potential project or subcontracting opportunity.

Frequently asked questions

How do I choose a reliable construction contractor in Kenya?

Start by defining the scope of work. Then check the contractor’s NCA registration and applicable licences, relevant project experience, technical team, equipment access, references, quotation and payment terms. Review the contract before work begins and confirm how quality, safety, variations and delays will be managed.

What should I check before hiring a construction subcontractor?

Check the subcontractor’s registration, relevant experience, available resources, site supervision and quality controls. Make sure the scope, programme, responsibilities, payment process, retention and variation procedures are clearly agreed with the main contractor.

Is the cheapest construction quotation the best option?

Not necessarily. A low price may reflect exclusions, different assumptions or a reduced scope. Compare quotations on a like-for-like basis and assess the contractor’s technical capability, delivery plan, contractual terms and overall value.

How can I reduce payment risk on a construction project?

Check the other party’s ability to meet its payment obligations, agree on clear payment milestones and certification procedures, and put deadlines and deductions in writing. Plan for working capital and understand any clauses that link payment to certification or funds received from another party. For significant contracts, obtain appropriate professional advice.

Does a construction contractor in Kenya need NCA registration?

Contractors must comply with the applicable requirements under Kenya’s construction regulatory framework. The NCA provides information on contractor registration, practising licences and construction project registration. Check the current requirements for the specific category and work involved through the National Construction Authority.

Discuss your construction project with MDBL

Choosing a construction partner starts with understanding the work, assessing relevant experience and agreeing on clear commercial terms.

If you are planning a private-sector development or looking for a civil engineering partner for a defined construction package, contact Mulji Devraj & Brothers Limited to discuss your requirements.

Explore MDBL’s civil engineering services or get in touch to discuss a potential project or subcontracting opportunity.