Machakos County: Tender for WIBA (GPA Plus) insurance cover for about 95 Twaweza Project staff, reserved to AGPO youth

What is being bought

Machakos County Government (Department of Public Health, Twaweza Project) invites sealed tenders for provision of WIBA (GPA Plus) insurance cover for approximately 95 staff of the Twaweza Project based within Machakos County, for one year, renewable for one further year on satisfactory performance. The tender is reserved to AGPO youth-owned businesses only. Tender reference GMC/MOH/PROGRAMS/OT/002/2026-2027.

Key facts

Closing

Fri 6 Nov 2026, 11:00 am
Tenders must be delivered by this date and time (East African Time); late bids are not accepted. No addenda changing the deadline were provided. D2 p.2

Bid / tender security

No tender security (cash/bank guarantee) is required; a signed Tender-Securing Declaration on the prescribed form is required with the bid instead. D2 p.25

Tender fee

Tender documents can be downloaded free of charge from the County website or the PPIP portal. D1 p.1

Site visit

Optional
No pre-arranged site visit will take place. D2 p.24

Pre-bid meeting

Optional
No pre-tender meeting will take place. D2 p.24

Reserved for

Reserved to AGPO youth only. D2 p.2

Contract value

Not stated in the documents we reviewed Not stated D2

Tender opening

Tenders are opened immediately after the deadline in the presence of bidders' representatives who attend, at the Medical Superintendents Boardroom, Machakos Level 5 Hospital. D2 p.26

Tender validity

Tenders remain valid for 120 days counted from the submission deadline. D2 p.25

Who can apply

• Tender is reserved to AGPO youth businesses only; bidders must attach a valid AGPO (Youth) certificate (see mandatory documents MR14). D2 p.2
• Only insurance service providers registered by the Insurance Regulatory Authority (IRA) are eligible to tender and sign contracts. See conflicts entry on IRA registration timing. Conflicting D2 p.8
• A tenderer may be a private firm or a joint venture (JV). In a JV all members are jointly and severally liable for the whole contract and must nominate a representative. Maximum JV members is not filled in the TDS. Standard rule D2 p.8
• A brokerage firm may submit only one bid, from one underwriter. D2 p.28
• Bidders from countries prohibited under Kenyan law or UN Security Council decisions are ineligible. Standard rule D2 p.8

Application checklist

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

Required from every bidder

• Certified Certificate of Incorporation. D2 p.27
• Certified copy of a valid Tax Compliance Certificate. D2 p.27
• Certified copy of KRA PIN certificate. D2 p.27
• Certified copy of current Single Business Permit (SBP) from any County Government. D2 p.27
• Certified copy of current, valid membership certificate of the Association of Insurance Brokers of Kenya (AIBK), or current certified certificate from the Association of Kenya Insurers (AKI). D2 p.27
• Valid current certified copy of IRA Certificate of Registration as broker, or IRA certificate for underwriters. D2 p.27
• Certified copy of current CR12 issued not more than 6 months before tender publishing, showing shareholders, plus certified IDs of directors (sole proprietors and partnerships: IDs of directors). D2 p.27
• Fill and sign the Tender Securing Declaration Form as prescribed. D2 p.27
• Copies of audited financial statements for the last three years, with practising auditor licence for each year. D2 p.27
• Evidence of a valid professional indemnity policy with a reputable underwriter for the broker, or re-insurance arrangements and treaties for the current year. D2 p.27
• Valid and current SHA Compliance Certificate and payment receipts. D2 p.27
• Valid and current NSSF Compliance Certificate and payment receipts. D2 p.27
• Valid Data Controller and Data Processor certificate from the Office of the Data Protection Commissioner. D2 p.28
• Valid AGPO certificate (Youth only). D2 p.28
• Certified authorization letter from the proposed Underwriter. D2 p.28
• Form of Tender, duly filled and signed, on company letterhead. D2 p.28
• Confidential Business Questionnaire, filled, signed and stamped. D2 p.28
• Certificate of Independent Tender Determination, filled, signed and stamped. D2 p.28
• Self-declaration that the tenderer is not debarred under the PPADA 2015, Form SD1. D2 p.28
• Certified self-declaration that the tenderer will not engage in corrupt or fraudulent practice, Form SD2. D2 p.28
• Certified and duly filled Declaration and Commitment to the Code of Ethics. D2 p.28
• Price Schedule Form filled, signed and stamped, or own premium quotation prepared, signed and stamped. D2 p.28
• Proof of power of attorney signed and stamped by a Commissioner of Oaths. D2 p.28
• Initial, serialize/paginate sequentially and stamp all pages including annexes. D2 p.28
• Principal Officer: appointment letter from IRA; minimum undergraduate degree with insurance company experience (attach CVs and certificates). D2 p.28

Experience, licences and financial capacity

Technical

• Technical evaluation is scored out of 100; bidders must score at least 80 to proceed to financial evaluation. D2 p.30
• General experience: above 10 years 15 marks; 5 to 10 years 6 marks; below 5 years 2 marks. D2 p.30
• Specific experience: attach five contracts/LSOs and award letters for WIBA (GPA Plus) cover in the last two years, 5 marks each. D2 p.30
• Attach five letters of recommendation from the clients on client letterhead with contact person details, 5 marks each. D2 p.30
• Key staff: Principal Officer (bachelor degree, ACII/AIIK or equivalent, 7 years experience); Account Manager (bachelor degree in insurance or business related); two other key staff with minimum diploma. D2 p.30
• Proposed work plan and methodology for claim settlement, with claims turnaround period aligned to the terms of reference (4 marks). D2 p.30
• Evidence of valid ISO certificate (5 marks). D2 p.30

Financial

• Demonstrated financial soundness: average gross premium of Kshs. 500,000,000 and above for the last three financial years (2025, 2024 and 2023); 12 marks. D2 p.30
• Public procurement capacity building levy of 0.03% of the total cost before tax is to be added, per the TDS note. D2 p.31
• Prices quoted in Kenya Shillings and not subject to adjustment during the contract. D2 p.25

How and where to submit

• Submit by manual delivery only: a completed tender in a plain sealed envelope marked with the tender number and name, addressed to the Chief Officer, Public Health, P.O. Box 1996-90100 Machakos, deposited in the Tender Box at the Machakos County Referral Hospital Administration Block along Machakos-Wote Road. D1 p.1
• Envelope must be plain, sealed and clearly marked with tender number and name, addressed to Chief Officer, Public Health, and deposited in the tender box at the Referral Hospital Administration Block. D2 p.5
• Electronic submission: the notice says electronic submission will not be accepted, but other clauses allow online or electronic submission. See conflicts. Conflicting D2 p.4
• Tender must be serialized in numerical order (1, 2, 3...) including cover page and all attachments. D2 p.4
• Envelopes: a single outer sealed envelope containing separate sealed envelopes marked ORIGINAL and COPIES; inner envelopes bear tenderer name and address, tender identification and a warning not to open before opening time. Standard rule D2 p.16
• Number of copies in addition to the original is not stated (TDS shows N/A). Not stated D2 p.25
• Clarification requests must be in writing to the County at P.O. Box 1996-90100 Machakos, not later than 3 days before the tender close date. D2 p.24
• Those who download the tender document must send their particulars to supplychain@machakos.go.ke for clarifications or addenda. D2 p.4

Not covered in the documents we reviewed

• No addenda were provided, so any changes to the deadline or requirements are unknown; check the portal and supplychain@machakos.go.ke before submitting.
• Section V Schedule of Requirements and the terms of reference (insured numbers, cover scope, benefits and limits) were not provided.
• Contract value, budget or estimated premium is not stated.
• Number of copies required beyond the original is not stated (TDS shows N/A).
• Tender-Securing Declaration form, Form of Tender, Price Schedule and other forms in Section IV were not in the reviewed pages.
• Insurance start date (TDS says 'as from the signing of contract') and the Special Conditions of Contract on duration were not provided.
• Maximum number of JV members is not filled in the TDS.
• Complaint procedure details beyond the PPRA contacts were not fully reviewed.
• Section III evaluation method for combining technical and financial scores (weights and formula) was not fully stated.

Terms explained

AGPO

Access to Government Procurement Opportunities: a reservation for youth, women and persons with disability owned businesses that are registered with the government. Here the tender is reserved to youth-owned businesses only.

WIBA

Work Injury Benefits Act cover for employees injured at work, as named in the tender title.

GPA

Group Personal Accident insurance, which covers employees against accidents. Here it is the 'GPA Plus' cover named in the title.

TDS

Tender Data Sheet: the section of the tender document that sets the tender-specific rules, dates and values that override the general instructions.

Tender-Securing Declaration

A signed declaration on the prescribed form, given instead of a cash or bank tender security. If a bidder breaches its commitments, it can be reported for debarment.

Responsive / non-responsive

A tender is responsive if it meets all the stated requirements; a non-responsive tender is rejected without further evaluation.

MR

Mandatory Requirement: a pass or fail check at preliminary evaluation. Failing any one leads to disqualification.

IRA

Insurance Regulatory Authority of Kenya, which registers insurance brokers and underwriters.

CR12

Company Registry return listing a company's shareholders and directors, issued by the Registrar of Companies.

Joint venture (JV)

Two or more firms bidding together, all jointly and severally liable for the contract.

Lowest Evaluated Tender

The compliant tender with the lowest evaluated cost, selected after technical scoring and qualification checks.

Addendum

A written amendment issued by the procuring entity that changes the tender documents, including dates.