Provision for medical insurance cover for MCAs Speaker…

What is being bought

County Assembly of Kwale requests insurance services: medical insurance cover for the MCAs Speaker and Board Members, for one year (FY 2026-2027) per the Tender Data Sheet. Open tender, Non Consultancy Services, submitted electronically via the eGP Kenya portal. Only insurance service providers registered with the Insurance Regulatory Authority may tender.

What could disqualify you

A tenderer found to have a conflict of interest is disqualified. Conflicts include common control with another tenderer, same legal representative as another tenderer, or involvement in preparing the requirements. Standard rule D1 p.7
A firm may submit only one tender. Submitting more than one tender disqualifies all tenders in which the firm is involved (except permitted alternative tenders, which the TDS says shall not be considered). Standard rule D1 p.7
Tenderers debarred by PPRA from public procurement are ineligible to tender or be awarded a contract. Standard rule D1 p.8
Any tender not accompanied by a substantially responsive tender security is rejected as non-responsive. Standard rule D1 p.19
Tenders that do not pass the preliminary examination (eligibility and other mandatory requirements) are non-responsive and are not evaluated further. D1 p.62
If the list of exclusions under in-patient and out-patient cover, or written confirmation that there are none, is missing, the bidder is treated as non-responsive and disqualified. D1 p.63
Tenders scoring below the technical pass mark (70 marks) are non-responsive and not considered further. D1 p.63
Any arithmetic error in premium rate, quantity, sub-total or total premiums is a major deviation leading to disqualification as non-responsive. Words prevail over figures if they differ. Standard rule D1 p.30
A tender received after the submission deadline is declared late and rejected unopened. Standard rule D1 p.23
Giving false information on the tender forms leads to disqualification of the tender. D1 p.98
Tender forms that are not filled in, signed and stamped are non-compliant with the mandatory requirements (form of tender must be signed and stamped). D1 p.62

Key facts

Closing: Wed 28 Oct 2026, 10:00 am
Tender submission deadline is 28 October 2026 at 10:00 (TDS and portal agree). No addenda were provided to confirm later changes. D1 p.44
Bid / tender security: Tender security of KSH 200,000 is required. Forms accepted (ITT 16.4): cash, bank guarantee, guarantee by an IRA-licensed insurer listed by PPRA, or guarantee by a CBK-licensed financial institution. Validity conflicts: TDS says 126 days counted from the submission deadline; mandatory requirement MR10 says 150 days from tender opening. Conflicting D1 p.54
Tender fee: Not stated in the documents we reviewed Not stated P
Site visit: Optional
TDS: pre-arranged site visit is Not Applicable (no site visit date set). D1 p.49
Pre-bid meeting: Optional
TDS: pre-tender meeting is Not Applicable (no meeting date set). D1 p.49
Reserved for: No reservation to a specific group (AGPO, youth, women or persons with disability) is stated in the reviewed material or on the portal. Under ITT 29.3 the tender is open to all interested tenderers unless a reservation is stated. Standard rule D1 p.32
Contract value: Not stated in the documents we reviewed Not stated P
Tender opening: Tender opening is 28 October 2026 at 10:01 per the TDS. Tender opening is public, and tenderers may attend. D1 p.44
Tender validity: Not stated in the documents we reviewed Not stated D1 p.54

Who can apply

Only insurance service providers registered by the Insurance Regulatory Authority (IRA) are eligible to tender and sign contracts. D1 p.6
A joint venture (JV) or consortium may tender. Under the TDS the maximum number of JV members is not stated (marked Not Applicable). Members of a JV may not also tender individually, be a subcontractor in a separate tender, or be part of another JV for the same tender (TDS ITT 4.2). JV members must share liability and nominate a representative. D1 p.6
State-owned enterprises or institutions in Kenya may be eligible only if they can establish that they are registered as insurance businesses or authorized to operate as insurance business. Standard rule D1 p.8

Application checklist

Tick items off as you prepare. Your ticks stay on this device only.

Required from every bidder

Required only in some situations

Letter of intent to form a JV or JV agreement, if tendering as a joint venture. Standard rule D1 p.87
If a state-owned enterprise or institution: documents showing legal and financial autonomy, operation under commercial law, and that it is not under supervision of the procuring entity. Standard rule D1 p.87

Experience, licences and financial capacity

Technical

Cover must include private room rate at KSH 20,000 (mandatory per TC4 evaluation criteria; standard room rate also scored). D1 p.65
Conditions on chronic, congenital, pre-existing diseases must be covered up to KSH 1,000,000. D1 p.63
Underwriter must provide five current largest medical cover clients during 2025/26, each having paid a premium of KSH 25 million, with signed contracts, LSOs, LPOs and award letters (pro-rated if fewer than five). Scored 10 marks. D1 p.65
Key personnel: TC9 says a bidder must propose a team of three (6) staff, with CVs, academic and professional certificates, and practising licences; CVs must be signed. Scored 18 marks. The team size is internally inconsistent (see conflicts). D1 p.66
Cover benefits and exclusions must be stated, and a comprehensive proposal covering underwriting and claims settlement, case management, service level agreement timelines and sample policy must be attached (scored). D1 p.65

Financial

Tender currency and payment currency: Kenya Shillings. D1 p.53
Tenderers must furnish information on commissions to be paid to brokers, medical insurance providers and agents in the form of tender. Standard rule D1 p.13
Evaluation is by lowest evaluated cost after responsiveness and qualification checks; price comparison is on premiums for each insurance service. Premium adjustment during contract is Not Applicable per TDS. Standard rule D1 p.32

How and where to submit

Submit electronically via the eGP Kenya portal (https://egpkenya.go.ke/login). The TDS gives the portal as the electronic procedure. No physical address for hard-copy submission is stated, and the number of copies is not stated. D1 p.23

Lots and categories

Not stated P

Points to confirm with the procuring entity

The documents do not agree with each other on these points. Ask the procuring entity for a written clarification before you submit.

Tender security validity period: TDS 16.1 gives 126 days counted from the submission deadline. MR10 and the mandatory evaluation table require KSH 200,000 valid for 150 days after the date of tender opening. Ask the procuring entity which applies. (D1 p.55 (TDS 126 days); D1 p.62 MR10 and D1 p.71 (150 days from tender opening))
Number of key personnel: TC9 requires a team of three (6) staff, which is internally inconsistent. Ask the procuring entity for the required number. (D1 p.66 (TC9 A))

Not covered in the documents we reviewed

No addenda were provided; confirm there are no later changes to the closing date, security or documents.
Tender validity period in days (TDS shows AS PER TENDER NOTICE); the tender notice was not provided.
Clarification request deadline: the TDS shows the request must reach the entity by 26/10/2026 17:00:00 (D1 p.48); confirm with the entity.
Question deadline before the meeting: TDS shows AS PER TENDER NOTICE.
Physical submission address and number of copies, if any beyond electronic submission.
Contract value / budget and tender fee, not stated in the reviewed pages.
Duration commencement date (TDS shows AS PER THE CONTRACT).
Clarification of the number of key staff (three vs six) and of the tender security validity period (126 vs 150 days).
Pages not reviewed (standard forms, BOQ and bidding forms) may contain further required forms.

Terms explained

TDS: Tender Data Sheet: the section of the tender document that sets the specific values for this tender, such as deadlines, security amounts and document requirements.
ITT: Instructions to Tenderers: the standard rules on how to prepare and submit a bid.
MR: Mandatory Requirement: a pass/fail preliminary check; failing one makes the tender non-responsive.
Responsive / non-responsive: A tender is responsive if it meets all the stated requirements; a non-responsive tender is rejected and not evaluated further.
Tender security: A guarantee submitted with the bid (cash, bank guarantee or insurer guarantee) that the bidder will honour its offer and sign the contract.
Tender-securing declaration: A signed declaration used instead of a tender security, where the TDS allows it; here the TDS says it is not required.
IRA: Insurance Regulatory Authority: the regulator that must register insurance providers.
AKI: Association of Kenya Insurers: the industry body whose membership certificate is required.
KRA: Kenya Revenue Authority: issues the tax compliance certificate.
CR12: Company Registry return listing the company's directors and shareholders, issued by the Registrar of Companies.
JV: Joint venture: two or more firms tendering together, with joint and several liability.
PPRA: Public Procurement Regulatory Authority: maintains the debarment list.
AGPO: Affirmative Action for youth, women and persons with disability procurement preferences; reserved tenders are restricted to those groups.
Preliminary examination: The first evaluation stage checking eligibility and mandatory requirements (MR items).
LSO / LPO: Local Service Order / Local Purchase Order: client orders evidencing past contracts.

Provision for medical insurance cover for MCAs Speaker and Board Members - County Assembly of Kwale (3065/1280/0002/2026-27)