Supply and delivery of biology, physics and chemistry…

What is being bought

Supply and delivery of Biology, Physics and Chemistry laboratory equipment at Athi Primary School, requested by NG-CDF Igembe South Constituency (P.O. Box 98-60600, Maua). Item list, quantities and delivery schedule are in Section V, which was not provided.

What could disqualify you

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
A tenderer proven to be involved in corrupt, coercive, obstructive, collusive or fraudulent practice is automatically disqualified. Standard rule D1 p.6
A firm submitting more than one tender (alone or as JV member or subcontractor) causes disqualification of all tenders it is involved in. Standard rule D1 p.6
Any tender valid for a shorter period than required is rejected as non-responsive. Standard rule D1 p.11
Bidders who do not meet all mandatory requirements in the preliminary evaluation are non-responsive and do not proceed to technical evaluation. D1 p.27
An incomplete price schedule is treated as non-responsive and disqualified from further evaluation. D1 p.29
A bidder found to have supplied false or misleading information during due diligence or post-qualification is disqualified. D1 p.29

Key facts

Closing: Thu 29 Oct 2026, 9:00 am
Tender submission deadline is 29 October 2026 at 9:00 AM, per the TDS. No addenda changing the date were provided. D1 p.23
Bid / tender security: Neither a Tender Security nor a Tender-Securing Declaration is required for this tender, per the TDS. D1 p.22
Tender fee: Tender documents obtained electronically from PPIP are free of charge. The fee for collecting a hard copy from the procuring entity is not stated. D1 p.2
Site visit: Not stated in the documents we reviewed Not stated P
Pre-bid meeting: Optional
A pre-tender conference will not be held, so no pre-bid meeting is planned. Questions must reach the entity by 26 October 2026 at 5.00 PM. D1 p.21
Reserved for: The TDS leaves the reserved group blank and says reservation does not apply. The portal lists no reserved group, but MR15 requires an AGPO (Women) certificate. See conflicts. Conflicting D1 p.23
Contract value: Not stated in the documents we reviewed Not stated P
Tender opening: Tenders are opened immediately after the closing deadline, in the presence of tenderer representatives who attend, in the NG-CDF Igembe South Office Boardroom, Maua. D1 p.23
Tender validity: Tenders remain valid for 120 days. The invitation counts this from the opening of tenders, while the standard ITT 17.1 counts it from the submission deadline. See conflicts. Conflicting D1 p.2

Who can apply

Tendering is open to all qualified and interested tenderers under the National Open Competitive method. D1 p.2
Joint ventures are not allowed for this tender (maximum number of JV members stated as Not allowed). D1 p.21
Tenderers must be registered with the manufacturer, according to the TDS. D1 p.21
A tenderer debarred by the PPRA from public procurement is ineligible to tender or be awarded a contract. Debarred list is on the PPRA website. Standard rule D1 p.6
Public employees and their close relatives are not eligible to participate in the tender. Standard rule D1 p.6

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. D1 p.22

Experience, licences and financial capacity

Technical

Provide two client references (name of firm, email and telephone of contact persons) for entities supplied with similar items of at least Kshs 2,000,000 per contract/LPO in the last five years, with copy of contract/LPO. Scored 10 marks per reference, 20 marks total. D1 p.28
Delivery period counted from LPO issue date; delivery within 14 days scores 20 marks, within 21 days scores 15 marks, beyond 21 days or no period stated scores 0 marks. Written delivery commitment letter addressed to Igembe South NG-CDF required. D1 p.28
Bidders must provide a written commitment letter addressed to Igembe South NG-CDF on delivery timelines. D1 p.28
After-sales service is required. D1 p.22
Manufacturer's authorization is not required. D1 p.22
Items are expected to be of good quality as provided in the specifications. D1 p.22
Other standards, brand names or catalogue numbers may be offered if they are substantially equivalent or superior to those specified. Standard rule D1 p.11

Financial

Certified bank statements for the last six months, OR certified copies of audited financial statements for the last two years (2024 and 2025). Scored 1.5 marks per month of bank statements, 5 marks per audited financial year, out of 10 marks. D1 p.28
Quote prices in Kenya Shillings and include all taxes. D1 p.2
Foreign currency is not allowed for quoting prices. D1 p.22
Prices quoted shall not be subject to adjustment during performance of the contract. D1 p.21
Minimum score of 35 out of 50 technical marks is needed to proceed to financial evaluation. Lowest evaluated bidder passing Stage 1 is recommended for award. D1 p.28

How and where to submit

Completed tenders must be delivered physically to the NG-CDF Igembe South tender box on or before the closing date and time. D1 p.2
Submission address: The Funds Account Manager, NG-CDF Igembe South Constituency, P.O. Box 98-60600, Maua. Tender box is at the entrance/ground floor of NG-CDF Igembe South Offices next to Public Works offices. D1 p.3
Submit one original only; the TDS sets the number of additional copies at 0. The original must be prepared as one set of the tender documents. D1 p.22
Tenderer must chronologically serialize all pages of the tender documents submitted. D1 p.2
Tenders must be signed by a person authorised under a Power of Attorney (sole proprietors exempt). D1 p.22

Lots and categories

No lot structure is set out in the TDS: the price evaluation basis ('Items or Lots') is left blank. The performance security text refers to lot 1 and lot 2. Unverified D1 p.24

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.

Tender validity start date: The invitation says validity runs 120 days from the date of opening of tenders. The TDS says 120 days, and the standard ITT 17.1 says the period starts from the submission deadline. Ask the procuring entity which start date applies, since it changes when validity ends. (D1 p.2 (Invitation item 4); D1 p.22 (TDS ITT 17.1); D1 p.11 (ITT 17.1))
Reserved group and AGPO certificate: The TDS sets no reserved group and says reservation does not apply, and the portal lists none. The mandatory list (MR15) still requires a valid AGPO (Women) certificate. Ask whether non-women-owned firms can bid and whether the AGPO certificate is required. (D1 p.23 (TDS ITT 32.3/32.5); D1 p.27 (MR15); P (portal Reserved groups: none listed))
Performance security and lots: ITT 47.3 says performance security is not required, but the same TDS page refers to an amount of 1% and 5% of contract value for lot 1 and lot 2, or as stated in the Award Letter. No lot structure is defined. Ask whether lots exist and whether a performance security applies. (D1 p.25 (TDS ITT 47.3 and following text); D1 p.24 (TDS ITT 33.2))

Not covered in the documents we reviewed

Section V Schedule of Requirements: items, specifications, quantities, delivery location and delivery schedule for Athi Primary School.
Lot structure and whether lots apply; details of lot 1 and lot 2 referenced in the TDS.
Any addenda or clarification responses after issue (none provided), which could change the deadline or requirements.
Contract value or budget estimate.
Price schedule forms and tender forms in Section IV (SD1, SD2, Code of Ethics, tenderer information forms).
Section VII Special Conditions of Contract: payment schedule, delivery penalties and warranty terms.
Post-qualification criteria in Section III (2.1 onward) which contain blank amounts and periods.
Fee, if any, for buying the tender document in hard copy from the procuring entity.
Site visit requirements, if any.
Whether delivery is to the school or to the NG-CDF office, and any packaging rules (ITT 20.3 left blank).

Terms explained

TDS (Tender Data Sheet): The section of the tender document that sets this tender's specific rules, which override the general Instructions to Tenderers.
ITT (Instructions to Tenderers): The standard rules on how to prepare and submit a tender.
AGPO: Access to Government Procurement Opportunities: a set-aside for youth, women and persons with disabilities, registered with a certificate.
Tender Security: A bank guarantee, insurance guarantee or cash deposit that a bidder submits with its tender to guarantee it will not withdraw.
Tender-Securing Declaration: A signed declaration, instead of a deposit, that the bidder accepts penalties such as debarment if it withdraws or refuses to sign.
Responsive / non-responsive: A tender that meets all mandatory requirements is responsive; one that fails any is non-responsive and rejected.
Preliminary evaluation (mandatory requirements): The first check that all mandatory documents are present and complete; failure means the tender is rejected before scoring.
CR12: Company Registry return showing a company's directors and shareholders, which must be recent (within 12 months here).
Single Business Permit: County government permit to operate a business in a given year; here it must be valid for 2026.
LPO (Local Purchase Order): A purchase order issued by the buyer; the delivery period is counted from its date.
JV (Joint Venture): Two or more firms bidding together as one tender; not allowed in this tender.
PPRA: Public Procurement Regulatory Authority, which keeps the list of debarred firms.

Supply and delivery of biology, physics and chemistry lab equipment at Athi Primary School, Igembe South NG-CDF