Start with one exact delivery brief
State the grade and governing specification, net metric tonnes, steel-drum requirements, destination as Mombasa, the requested delivery window and the final receiving location. Identify whether the shipment is a Kenyan domestic import or will move onward in transit, because the local clearance and port plan may differ. Name the requested Incoterms® rule, edition and port in the quotation—for example, CFR Mombasa, Incoterms® 2020—instead of writing only “delivered Kenya”. The buyer and its local agent should confirm the appropriate rule for the transaction.
Separate the quotation from the destination budget
Ask the seller to itemise product, drums, inland movement at origin, loading, inspection, export documents, ocean freight and insurance where applicable. Build a second destination sheet with the buyer’s Kenyan clearing agent for import formalities, port and terminal charges, customs-broker fees, statutory amounts, container collection, inland haulage, unloading and any storage or carrier detention exposure. Mark every line as included, excluded or awaiting confirmation. Do not add a destination charge twice when the contract of carriage or quoted delivery basis already includes it.
Confirm the Kenyan conformity route before loading
The current KEBS PVoC manual describes conformity assessment in exporting countries against applicable Kenyan standards or approved specifications. It also distinguishes goods and origins handled through PVoC from cases subject to other or destination procedures. Before booking, the Kenyan importer or appointed agent should confirm the product classification, applicable standard, PVoC status and responsible contractor for the exporting zone. If a CoC is required, align the invoice, packing list, product description, quantities, values and shipment identifiers before the final certificate is issued. Do not assume a generic product certificate covers the actual consignment.
Build the clearance document set with the importer
Kenya Revenue Authority guidance says imported goods are cleared through a licensed customs clearing agent and lists documents such as the commercial invoice, bill of lading, certificate of origin, freight invoice and, for regulated products, a PVoC Certificate of Conformity; permits or licences apply where goods are restricted. Use that list as a starting point, then let the importer and agent confirm the documents for the declared tariff classification and current transaction. Keep the grade, net quantity, drum count, container number, seal and consignee details consistent across the final documents.
Use the current port tariff as a verification source
The Kenya Ports Authority tariff publicly available during this review is effective from 15 September 2025 and separates items including container shore handling, wharfage, storage and special handling categories. It also defines free periods and when storage time begins. Use the official tariff to challenge or explain the local-cost sheet, but obtain a dated quotation from the clearing agent, terminal and carrier for the actual shipment. Carrier detention and equipment-return terms may sit outside the port tariff and need separate confirmation.
Close the packing and release plan
For drum-packed cargo, confirm the net fill basis, tolerances, drum count, package gross weights, container load plan and VGM process. Ask the receiving party to confirm lifting, storage and safe product-handling arrangements before approving the packing. Set document cut-off, inspection or CoC timing, vessel booking validity and the person who authorises release. A freight indication is not a confirmed loading plan until the carrier acceptance, equipment and documentation conditions are aligned.
A Mombasa RFQ you can send
Use this structure: “Product: Bitumen [60/70 or 80/100]. Governing specification: [reference and edition]. Net quantity: [MT]. Packing: steel drums; state net fill, tolerance and expected drum count. Destination: Port of Mombasa, Kenya; final delivery point: [location]. Shipment status: [Kenyan import / transit]. Requested basis: [FOB origin / CFR Mombasa / CIF Mombasa], Incoterms® 2020. Delivery window: [dates]. Required documents and conformity route: [confirmed by importer/agent]. Please itemise included and excluded charges, quotation expiry, packing lead time and booking conditions.” Review the Bitumen 60/70 page, Bitumen 80/100 page and Kenya destination page, then send the enquiry.
Official sources and scope — reviewed 26 October 2026
Sources: KEBS PVoC Program Operations Manual, version 15; Kenya Revenue Authority importing and clearance guidance; Kenya Ports Authority tariff effective 15 September 2025; KenTrade National Electronic Single Window System; and ICC Incoterms® 2020 information. This is a procurement-planning guide, not a customs ruling or quotation. The Kenyan importer and licensed clearing agent must confirm the current classification, taxes, conformity route and local charges for the actual consignment.