Moi University AMPATH: COBAS 400 reagents, accessories…

What is being bought

Moi University-AMPATH RSPO invites sealed tenders for the service, maintenance, supply and delivery of COBAS 400 reagents and accessories under a placement (framework) contract. The TDS gives AMPATH RSPO Warehouse, Eldoret as place of destination. Quantities and the Schedule of Requirements were not in the reviewed pages.

What could disqualify you

Public employees and their close relatives are not eligible to participate in the tender. Standard rule D1 p.11
Tenderers may be ineligible if their country of origin is one Kenya prohibits commercial relations with, or under UN Security Council sanctions. Standard rule D1 p.11
Late tenders will be rejected and returned unopened. D1 p.7
Electronic tenders will not be permitted. Tenders must be delivered in hard copy. D1 p.6
A tender not accompanied by a substantially responsive tender security will be rejected as non-responsive. Standard rule D1 p.18
Alternative tenders shall not be considered. D1 p.28
Failing the preliminary (Stage One) mandatory eligibility checks means the tender is non-responsive and not evaluated further. Compliance with all listed items is mandatory. D1 p.32

Key facts

Closing: Wed 11 Nov 2026, 10:30 am
Tenders must be delivered by this date and time. Portal record shows the same deadline. No later addenda were provided. D1 p.7
Bid / tender security: Tender security of KES 200,000 required, as a bank or insurance guarantee (TDS also allows bankers cheque), original, valid 150 calendar days from tender opening. Tender-Securing Declaration not required. D1 p.32
Tender fee: A complete set of tender documents costs a non-refundable KES 1000, paid in cash. Documents may be downloaded free electronically from tenders.go.ke or mu.ac.ke. D1 p.6
Site visit: Not stated in the documents we reviewed Not stated P
Pre-bid meeting: Optional
No pre-tender meeting: the TDS states the pre-tender conference does not apply. D1 p.28
Reserved for: Not reserved. The tender is open to all interested tenderers; no AGPO, youth, women or disability reservation applies. D1 p.30
Contract value: Not stated in the documents we reviewed Not stated P
Tender opening: Tenders are opened publicly immediately after the deadline, in the presence of tenderers' representatives who attend, at MECC Building, Ground Floor, opposite MTRH, Eldoret. Venue may be advised by the Tender Opening Committee. D1 p.6
Tender validity: Tenders remain valid for 120 calendar days. Start point differs: ITT 17.1 says from the submission deadline; the notice says from the date of opening. Conflicting D1 p.29

Who can apply

Open to all qualified and interested tenderers. Tenderers may tender for one or more items. D1 p.6
State-owned enterprises may compete only if they are a legal public entity, financially autonomous with no significant subsidies, and operate under commercial law like private firms. Standard rule D1 p.11

Application checklist

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

Required from every bidder

Required only in some situations

Kenyan tenderers must provide a current tax clearance or tax exemption certificate from KRA. Standard rule D1 p.11
Joint ventures must include the Joint Venture Agreement or a signed letter of intent to execute one. The TDS states the maximum number of JV members is not applicable. Standard rule D1 p.14

Experience, licences and financial capacity

Technical

Reagents must be for the COBAS 400 chemistry analyzer. Catalogues or brochures required. Worth 10 marks. D1 p.33
Instrument shall be placed on a reagent placement deal; commitment letter required. Worth 10 marks. D1 p.33
Manufacturer's authorization to supply reagents and accessories for the COBAS 400 system in Kenya; copy attached. Worth 20 marks. D1 p.33
Service carried out twice per year at no extra cost for the contract period, subject to LPO/LSO issue. Commitment letter required. Worth 5 marks. D1 p.33
Vendor to provide any system upgrade made available during the contract term at no extra cost; commitment letter required. Worth 5 marks. D1 p.33
Proof of experience in similar works: attach at least 5 LPOs, LSOs, contract agreements or award letters (3 marks each). Worth 15 marks. D1 p.33
Service to be performed by a certified service engineer; attach CV with certifications and qualifications. Worth 20 marks. D1 p.33
Technical pass mark is 80% of 100 marks. Tenderers who pass proceed to financial evaluation. D1 p.33

Financial

Audited financial statements for the most recent three consecutive years (2024 to current), certified and signed by the auditor and directors. Auditor must attach a valid ICPAK practising licence. Worth 15 marks. D1 p.33
Bidders offering a credit period lower than 90 days shall not be considered for award. D1 p.34
Tender must be quoted in Kenya shillings and include taxes. D1 p.6
Prices must be fixed during performance of the contract and not subject to adjustment. A tender with adjustable prices is non-responsive. D1 p.28
Foreign currency is not allowed. Evaluation is in Kenya shillings. D1 p.28
Supplier must pay a levy of 0.03% of the signed contract value, exclusive of taxes, under the Levy Order 2023. D1 p.7
Performance security: the TDS says it is N/A, but also says a bank guarantee shall be required, set in the award letter and submitted within 30 days of award notification. The amount is not stated. Conflicting D1 p.30

How and where to submit

Deliver hard copy tender to the Tender Box at Moi University College of Health Sciences, MECC Building, Ground Floor, Nandi Road, Eldoret (opposite MTRH). D1 p.7
Physical address for delivery: MECC Building, Ground Floor, Nandi Road, Eldoret. Postal address shown as P.O. Box 4606-30100 Eldoret (see conflicts). D1 p.6
Bulky tenders that cannot fit the tender box go to the Supply Chain Department, AMPATH RSPO Warehouse at MTRH, and are acknowledged in a register. D1 p.7
Submit ONLY 1 original and 1 copy of the tender documents. D1 p.29
Tender must be in a single sealed envelope, package or container bearing the tender name and reference number, with a warning not to open before opening. Inside, separate sealed envelopes marked ORIGINAL and COPIES. Standard rule D1 p.19
Clarification requests must be in writing to the Supply Chain Manager, RSPO AMPATH, email scmrspo@ampath.or.ke, by 2026-11-04 10:30. D1 p.28
Tender submission email addresses listed in the notice: vc@mu.ac.ke and scmrspo@ampath.or.ke. D1 p.6
Power of attorney for signatory must be written and duly signed before a Commissioner of Oaths. D1 p.29
Tenderers may withdraw, substitute or modify a tender before the deadline by written notice signed by an authorized representative, in envelopes marked WITHDRAWAL, SUBSTITUTION or MODIFICATION. Standard rule D1 p.20

Lots and categories

Multiple contracts are permitted: tenderers may bid for one or more lots and are evaluated per lot. Lot definitions were not in the reviewed pages. D1 p.34

What the addenda changed

No addenda were included in the material reviewed. 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.

Procuring entity P.O. Box for delivery: Notice and cover give P.O. Box 4606-30100 Eldoret. TDS ITT 6.1, 21.1 and 49.1 give P.O. Box 3900-30100 Eldoret. ITT 24.1 gives P.O. Box 3-30100. Ask the entity which box is correct before posting or delivering. (D1 p.6 (P.O. Box 4606); D1 p.28-29 (P.O. Box 3900, 3-30100))
Performance security: TDS ITT 47.3 says performance security is N/A but also says a bank guarantee shall be required within 30 days of award notification. The amount is not stated. (D1 p.30 (ITT 47.3 TDS))
Tender validity start date: Notice says 120 days from the date of tender opening. ITT 17.1 and TDS say the period starts from the submission deadline. Ask the entity which date applies. (D1 p.6 (item 10); D1 p.17 and p.29 (ITT 17.1))

Not covered in the documents we reviewed

Addenda (A1, A2 etc.) and any changes to dates or requirements
Section V Schedule of Requirements with quantities, specifications and delivery schedule
Section IV tender forms and price schedules
Performance security amount and form (conflicting TDS wording)
Contract value estimate
Lot definitions and lot-by-lot requirements
Section VI and VII general and special conditions (payment terms, delivery period, warranty)
Confirmation of the correct P.O. Box and the tender opening venue
Most pages of D1 were not reviewed (28 of 119)

Terms explained

Tender Data Sheet (TDS): Section II of the tender document with tender-specific rules that override the standard Instructions to Tenderers (ITT).
Tender security: Money or guarantee submitted with the tender to protect the buyer if the bidder withdraws or fails to sign.
Responsive / non-responsive: A responsive tender meets all mandatory requirements; a non-responsive tender is rejected without evaluation.
Framework (placement) contract: A contract setting prices and terms for supplies called off over time, with the supplier placing equipment at the buyer site.
AGPO: Affirmative action groups (youth, women, persons with disability). Not applicable here: the tender is open to all.
LPO / LSO: Local Purchase Order / Local Service Order issued by the buyer when work is called off.
CR 12: Companies Registry certificate of shareholders and directors, required within the last 6 months.
Power of attorney: Written authority for a named person to sign for the company, witnessed by a Commissioner of Oaths.
Manufacturer authorization: Letter from the reagent manufacturer allowing the bidder to supply its products in Kenya.
Levy: Payment of 0.03% of the signed contract value, excluding taxes, under the Levy Order 2023.
Joint venture (JV): Two or more firms bidding together; the TDS says the maximum number of members is not applicable.

Moi University AMPATH: COBAS 400 reagents, accessories, service and maintenance (framework contract)