Supply And Delivery Of Biology, Physics And Chemistry…

What is being bought

Supply and delivery of Biology, Physics and Chemistry laboratory equipment at Maua Primary School, Igembe South Constituency, for NG-CDF Igembe South, under open tender reference NG-CDF/IGEMBE SOUTH/C012/07/2026-2027. Quantities and item lists are in Section V (Schedule of Requirements), which was not in the material reviewed.

What could disqualify you

A tenderer that has been debarred by the PPRA from participating in public procurement is ineligible to tender or be awarded a contract. Standard rule D1 p.6
Public employees and their close relatives are not eligible to participate in the tender. Standard rule D1 p.6
A tenderer proven to have been involved in corrupt, coercive, obstructive, collusive or fraudulent practice is automatically disqualified. Standard rule D1 p.6
Kenyan tenderers must provide evidence of tax compliance (current tax clearance or exemption certificate issued by KRA); failure to do so is a mandatory-document gap. Standard rule D1 p.7
Late tenders will be rejected. D1 p.2
Electronic tenders are not permitted; tenders must be delivered physically to the tender box. D1 p.2
Any tender that fails any mandatory preliminary requirement (MR1 to MR15) is non-responsive and is not evaluated further. D1 p.27
An incomplete price schedule is non-responsive and disqualified from further evaluation. D1 p.29
A bidder must score at least 35 of 50 technical marks to proceed to financial evaluation. D1 p.28

Key facts

Closing: Thu 29 Oct 2026, 9:00 am
Tenders must be delivered on or before this date and time. Current closing per the TDS; no addenda were reviewed. D1 p.23
Bid / tender security: No tender security is required under the TDS. No tender-securing declaration is required either. D1 p.22
Tender fee: Tender documents downloaded electronically from the PPIP portal are free of charge. D1 p.2
Site visit: Not stated in the documents we reviewed Not stated D1
Pre-bid meeting: Optional
A pre-tender conference will not be held. D1 p.21
Reserved for: Reservation status conflicts: TDS ITT 32.5 group field is blank, portal lists no reserved group, but MR15 requires an AGPO (Women) certificate. Treat as unresolved; ask the procuring entity. Conflicting D1 p.23
Contract value: Not stated in the documents we reviewed Not stated D1
Tender opening: Tenders are opened immediately after the closing deadline in the Boardroom, NG-CDF Igembe South Office, Maua, in the presence of tenderers' representatives who choose to attend. D1 p.2
Tender validity: Tenders remain valid for 120 days. The invitation counts from the opening date; ITT 17.1 counts from the submission deadline. See conflicts. Conflicting D1 p.22

Who can apply

Tendering is open to all qualified and interested Tenderers, under National Open Competitive method. D1 p.2
Joint ventures are not allowed for this tender (maximum number of JV members: not allowed). D1 p.21

Application checklist

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

Required from every bidder

Required only in some situations

Power of attorney is exempt for sole proprietor firms; the tender must be signed by the person lawfully authorised through power of attorney. D1 p.22

Experience, licences and financial capacity

Technical

Provide two (2) client references (name, email and phone of contacts) for supplies of similar items valued at least Kshs. 2,000,000 per contract/LPO in the last five years, with copies of contract/LPO. Scored 10 marks per reference, 20 marks total. D1 p.28
Delivery period is scored from LPO issue date, with a written commitment letter to Igembe South NG-CDF: delivery within 14 days scores 20; within 21 days scores 15; beyond 21 days or no period stated scores 0. D1 p.28

Financial

Sound financial standing (10 marks): certified bank statements for the last six months, OR certified copies of audited financial statements for the last two years (2024 and 2025). Each month scores 1.5 marks; each financial year 5 marks. D1 p.28
Lowest evaluated bidder passing technical stage is recommended for award, subject to post-qualification and due diligence on submitted information. D1 p.29

How and where to submit

Tenders must be sealed and delivered in person to the Tender Box at the reception/ground floor of NG-CDF Igembe South Offices, next to Public Works offices, Maua. D1 p.23
Postal and delivery address: The Funds Account Manager, NG-CDF Igembe South Constituency, P.O. Box 98-60600, Maua. Tel 0141452912. Email cdfigembesouth@ngcdf.go.ke. D1 p.3
Submit one original only marked ORIGINAL; the TDS sets additional copies at 0. D1 p.22
Tenders must be quoted in Kenya Shillings and include all taxes. D1 p.2
Foreign currency is not allowed for tender prices. D1 p.22
Tender must be written in English; supporting documents in another language need an accurate English translation. Standard rule D1 p.8
Tenderers shall chronologically serialise all pages of the tender submitted. D1 p.2
Tenderers bear all costs of preparing and submitting their tender; the procuring entity is not liable for those costs. Standard rule D1 p.8

Lots and categories

Lot lot 1, lot 2: TDS performance security line refers to lot 1 and lot 2, but the material reviewed does not define the lots or their contents. Lot structure is unverified. Unverified D1 p.25

What the addenda changed

No addenda were provided 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.

Performance security: TDS ITT 47.3 says performance security shall not be required, but the same clause then requires a Kenya Shillings amount of 1% and 5% of contract value for lot 1 and lot 2, or as stated in the Award Letter. Ask NG-CDF whether performance security applies. (D1 p.25 (ITT 47.3 and the following performance security text))
Reserved group (AGPO women): Portal lists no reserved group and TDS ITT 32.5 is blank; the invitation is open to all tenderers. However, MR15 requires a valid AGPO (Women) certificate as mandatory. Ask whether the tender is reserved. (P (reserved groups: none listed); D1 p.23 (ITT 32.5); D1 p.27 (MR15))
Start of tender validity period: Invitation says tenders remain valid 120 days from the date of opening. ITT 17.1 says the validity period starts from the submission deadline. Ask the procuring entity which date applies. (D1 p.2 (invitation item 4); D1 p.11 (ITT 17.1); D1 p.22 (TDS ITT 17.1))
Manufacturer registration: TDS ITT 3.11 says tenderers shall be registered with the manufacturer, while TDS ITT 16.2(a) says manufacturer's authorisation is not required. Ask what proof of manufacturer link is needed. (D1 p.21 (TDS ITT 3.11); D1 p.22 (TDS ITT 16.2(a)))
Deadline for clarification questions: TDS ITT 6.1 gives 26 October 2026 at 9.00 AM for clarification requests, while TDS ITT 6.3 gives 26 October 2026 at 5:00 PM. Submit questions before the earlier time. (D1 p.21 (TDS ITT 6.1 and 6.3))

Not covered in the documents we reviewed

Section V Schedule of Requirements: item list, specifications, quantities and delivery dates (earliest and final)
Lot definitions and whether bids may be made for one or both lots
Any addenda after the original tender, which could change dates or requirements
Contract value or budget estimate
Whether performance security applies and in what form
Section IV tender forms (Form of Tender, SD1, SD2, price schedule, tenderer information form)
Section VII Special Conditions of Contract: payment schedule and liquidated damages
Site visit requirements, if any
Whether AGPO reservation applies and which registration authority is relevant

Terms explained

TDS: Tender Data Sheet: the tender-specific rules that override the general Instructions to Tenderers.
ITT: Instructions to Tenderers: the standard general rules for bidding.
Mandatory requirement (MR): A preliminary pass/fail document; failing any one makes the tender non-responsive.
Responsive / non-responsive: A responsive tender meets all mandatory and specification requirements; a non-responsive one is rejected without further evaluation.
AGPO: Affirmative Action groups (youth, women, persons with disability) that can be given reserved access to some public tenders when registered.
Tender Security: A guarantee (cash, bank guarantee, insurance, etc.) submitted with a tender to secure bid commitment. Not required here.
Tender-Securing Declaration: A signed declaration used instead of a tender security, with sanctions for withdrawal.
Performance security: A guarantee from the winning bidder after contract award, to secure performance.
CR12: Company Registry return of particulars listing a company's directors and shareholders.
Power of Attorney: A signed document authorising a person to sign and bind the tenderer.
Lot: A separately priced part of a tender that can be awarded individually.
LPO: Local Purchase Order issued by the buyer to order goods.

SUPPLY AND DELIVERY OF BIOLOGY, PHYSICS & CHEMISTRY LABORATORY EQUIPMENT AT MAUA PRIMARY SCHOOL