Kenyatta University open tender for provision of optical medical services, ref KU/TNDR/S/014/PMS-O/2026-2027

What is being bought

Kenyatta University invites sealed tenders from registered optical health facilities to provide Medical Services (Optical) for the University, with the named place of destination given as Kenyatta University Main Campus. The tender is under open tendering with a standardized tender document. Contract value, quantities and the detailed service specification (Section V) are not in the reviewed pages.

Key facts

Closing

Tue 10 Nov 2026, 10:00 am
Tenders must be delivered on or before this date and time. Electronic submission not permitted. The portal closing matches the tender document. D1 p.6

Bid / tender security

Tender security of Ksh 100,000.00 from a reputable bank or insurance company, in original form. Tenderer may choose cash, bank guarantee, insurance company guarantee or guarantee from a licensed financial institution. Tender security is returned to unsuccessful tenderers after the successful tenderer signs the contract and provides performance security. Validity: the guarantee must cover the tender validity period plus 30 days. D1 p.29

Tender fee

Not stated in the documents we reviewed Not stated D1

Site visit

اختياري
Site visit is encouraged at the tenderer's own expense and risk. It is not compulsory under the reviewed material. Standard rule D1 p.13

Pre-bid meeting

اختياري
No pre-tender conference will be held. D1 p.28

Reserved for

No reservation applies. A margin of preference and/or reservation shall not apply, so the tender is open to all eligible tenderers. D1 p.31

Contract value

Not stated in the documents we reviewed Not stated D1

Tender opening

Public tender opening at Kenyatta University Main Campus, Procurement Department reception, ground floor, Central Administration Complex. The invitation gives the venue as the board room at Central Administration Complex, which conflicts. Conflicting D1 p.30

Tender validity

Tender validity is 126 days from the submission deadline date. D1 p.29

Who can apply

• Open to registered optical health facilities. The Tender Data Sheet says eligible firms are private firms, or state-owned enterprises or institutions subject to ITT 3.7, who deal in provision of optical medical services. D1 p.6
• Joint ventures are not applicable to this tender according to the Tender Data Sheet. D1 p.28
• Tenderers may be a private entity, a state-owned entity or institution, or a combination in a joint venture under the standard ITT 4.1 rules. The TDS states JV is not applicable here, so this does not apply. Standard rule D1 p.11

Application checklist

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

Required from every bidder

• Certificate of incorporation. D1 p.32
• Copy of valid registration and current practicing licence by the relevant authorities. D1 p.32
• Valid copy of tax compliance certificate. D1 p.32
• Charges for all services offered at the facility. D1 p.32
• Duly filled tender forms SD1, SD2, Declaration and commitment to code of ethics, and certificate of independent tender determination (Pages 33 to 37 of the document). D1 p.32
• Duly filled, signed and stamped mandatory confidential business questionnaire (form on Page 42). D1 p.32
• Copy of CR12 form showing list of directors and shareholding. D1 p.32
• Tender document must be serialized/paginated on each page from first to last. D1 p.32
• Two copies of the bid document, clearly labelled original and copy. D1 p.32
• Written confirmation of authorization to sign for the tenderer, in the form of a duly executed Power of Attorney. D1 p.29
• Tender security (Ksh 100,000) or tender-securing declaration, as specified in the TDS. D1 p.29
• Kenyan tenderers must provide a valid tax compliance certificate or tax exemption certificate issued by KRA. Standard rule D1 p.12

Required only in some situations

• Joint venture agreement or form of intent: only if bidding as a joint venture, which the TDS says is not applicable. Standard rule D1 p.15

Experience, licences and financial capacity

Technical

• Tenderers must provide a preliminary description of the proposed work method and schedule. Standard rule D1 p.13
• After sales service is required according to the Tender Data Sheet. D1 p.29
• Services must conform to the technical specifications in Section V (Procuring Entity's Requirements). Section V is not in the reviewed pages. Standard rule D1 p.16

Financial

• Financial statements for the years required by Section III Sub-factor 3.1 must be audited or certified, complete with notes, and reflect the tenderer itself. Standard rule D1 p.63
• Financial thresholds and other qualification criteria in Section III (beyond the mandatory list) are not reviewed here. Not stated D1

How and where to submit

• Physical (hard copy) submission only. Electronic tenders will not be permitted. D1 p.6
• Deliver sealed tender to the tender box at Kenyatta University Main Campus, Procurement Department reception, Central Administration Complex ground floor, next to Room No.4. Postal address: Head, Procurement Department, P.O Box 43844-00100 Nairobi. Room number conflicts across the documents (see conflicts). Conflicting D1 p.6
• Single sealed envelope bearing the tender name and reference number, addressed to the Procuring Entity with a warning not to open before the opening time. Inside: separate sealed envelopes marked ORIGINAL and COPIES, each showing the Procuring Entity name and address, the tenderer name and address, and the tender reference. Standard rule D1 p.19
• Original plus copies: one original marked Original and copies marked Copies; the original prevails if there is a discrepancy. The TDS requires two copies (original and copy). D1 p.29
• Serialize all pages of the tender chronologically. D1 p.6
• Tender and all correspondence must be in English. Supporting documents in another language need an accurate English translation. Standard rule D1 p.14
• Tender prices must be in Kenya Shillings; foreign currency not allowed. D1 p.29
• Sign the original and all copies by a duly authorized person, with name and position typed under the signature. Corrections must be initialed by the signatory. Standard rule D1 p.19
• Tender must be in a single sealed envelope; a tender that cannot fit the tender box is received at the Procurement Office Room 006 at Central Administration Complex. Conflicting D1 p.30
• Clarification requests must be in writing to procurement@ku.ac.ke at least five days before the opening date. D1 p.28
• Prices must not be adjusted during contract performance. D1 p.29

Lots and categories

• No lots are specified in the reviewed material. The Tender Data Sheet says price evaluation is done per line item. Not stated D1 p.31

What the addenda changed

• No addenda were provided in the reviewed material. Not stated D1

Not covered in the documents we reviewed

• Section V Procuring Entity's Requirements and technical specification or scope of services (including quantities and service list)
• Contract value or estimated cost
• Forms SD1, SD2, Declaration, confidential business questionnaire and other forms on pages 33 to 42
• Section III full qualification criteria beyond the mandatory list (financial, experience and key personnel thresholds)
• Any addenda (A1, A2...) issued after the tender document
• Section VI and VII General and Special Conditions of Contract
• Tender fee information, if any
• Performance security form and validity details beyond the 10% figure

Terms explained

TDS

Tender Data Sheet. The part of the tender document that gives tender-specific values and overrides the general Instructions to Tenderers where they conflict.

Tender security

Money or guarantee lodged with a tender to show seriousness. It can be forfeited if a bidder withdraws during validity or fails to sign the contract.

Tender validity

The period during which the tender price must remain valid and cannot be withdrawn, counted from the submission deadline.

Responsive / substantially responsive

A tender that meets all mandatory requirements and conditions in the tender document. A non-responsive tender is rejected.

Mandatory criteria (YES/NO)

Pass/fail checks at preliminary evaluation. Missing any one can lead to disqualification.

Power of Attorney

A written authorization that lets a named person sign and commit the tenderer.

AGPO

Affirmative Action Procurement Preference Scheme for youth, women and persons with disability. Not applied in this tender.

CR12

Kenyan company return form listing directors and shareholders.

Performance security

Security provided by the successful tenderer after award, here 10% of the contract sum.