Machakos County: medical insurance cover for about 95 Twaweza Project staff, reserved for AGPO youth, tender GMC/MOH/PROGRAMS/OT/001/2026-2027

What is being bought

Machakos County Government (Department of Public Health, Twaweza Project) invites tenders for provision of medical insurance cover for approximately 95 staff of the Twaweza Project based within Machakos County, for one year, renewable for a further year on satisfactory performance. The tender is reserved to AGPO youth only. Closing is 6 November 2026 at 11:00 AM EAT.

Key facts

Closing

Fri 6 Nov 2026, 11:00 am
Tenders close on 6 November 2026 at 11:00 AM East African Time. No addenda were provided, so this is the current deadline. D2 p.2

Bid / tender security

No tender security (bank guarantee or similar) is required. A Tender-Securing Declaration on the prescribed form is required instead. No cash amount applies. D2 p.25

Tender fee

Tender documents may 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 be held. D2 p.24

Pre-bid meeting

Optional
No pre-tender meeting will be held. 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 p.30

Tender opening

Tenders are opened publicly immediately after the deadline in the Medical Superintendents' Boardroom, Machakos Level 5 Hospital. Bidders' representatives may attend. D2 p.26

Tender validity

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

Who can apply

• Reserved to AGPO youth only: only businesses registered as youth enterprises under AGPO are eligible to tender. D2 p.2
• Only insurance service providers registered by the Insurance Regulatory Authority (IRA) are eligible to tender and sign contracts. D2 p.7
• IRA registration is not a condition for tendering but must be completed before contract award and signature if you are selected. 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. All certification must be done by a commissioner of oaths registered in Kenya. D2 p.27
• Certified 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 a current certified certificate from the Association of Kenya Insurers (AKI). D2 p.27
• Valid current certified copy of IRA registration as broker (IRA licence) or IRA registration for underwriters. D2 p.27
• Certified copy of current CR12 issued not more than 6 months before the tender is published, showing shareholders, with certified copies of directors' IDs. Sole proprietors and partnerships provide certified 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 a 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 filled and signed, on the 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 form SD1 that the tenderer is not debarred under the Public Procurement and Asset Disposal Act 2015. D2 p.28
• Certified self-declaration form SD2 that the tenderer will not engage in corrupt or fraudulent practice. 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 your 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
• All pages, including annexes, must be initialled, serialized/paginated sequentially and stamped. 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

• General experience: above 10 years scores 15 marks; 5 to 10 years scores 6 marks; below 5 years scores 2 marks (maximum 15). D2 p.30
• Specific experience: attach five contracts or LSOs and award letters for provision of medical insurance cover over the last two years (5 marks per contract, maximum 25). D2 p.30
• Recommendation letters: attach five letters from the clients above on client letterhead with contact person details (5 marks each, maximum 25). D2 p.30
• Key staff: Principal Officer (degree, ACII/AIIK, 7 years experience; IRA appointment letter scores 3 marks), Account Manager (degree in insurance or business), and two other key staff with at least diploma. Total 14 marks. D2 p.30
• Work plan and claim settlement methodology aligned with the terms of reference, including proposed claims turnaround period (maximum 4 marks). D2 p.30
• Valid ISO certificate (maximum 5 marks). D2 p.30
• Pass mark to proceed to financial evaluation is 80 out of 100 at technical evaluation. D2 p.30

Financial

• Financial soundness: average gross premium of Kshs 500,000,000 and above for the last three financial years (2025, 2024 and 2023). Worth 12 marks. D2 p.30
• Public procurement capacity building levy of 0.03% of the total cost before tax is added to the price. D2 p.31

How and where to submit

• Submission is by manual delivery only: sealed envelope marked with tender number and name, addressed to the Chief Officer, Public Health, P.O. Box 1996-90100 Machakos. D1 p.1
• Deliver to the Tender Box at Machakos County Referral Hospital Administration Block along the Machakos-Wote Road. D1 p.1
• Envelope must be plain, sealed and clearly marked with the tender number and name. D1 p.1
• Electronic submission: the invitation says electronic submission will not be accepted, but other parts of the documents mention online upload and an option to submit electronically. Ask the procuring entity to confirm before bidding. Conflicting D2 p.4
• Pages must be serialized in numerical order, including the cover page and attachments. D2 p.4
• Submit one original marked Original, bound with the Form of Tender. Number of additional copies is not stated in the Tender Data Sheet. Not stated D2 p.25
• Inner envelopes must bear a warning not to open before the opening time and date. Standard rule D2 p.15
• Questions for clarification must be submitted in writing to the procuring entity no later than 3 days before the tender closing date. D2 p.24

Not covered in the documents we reviewed

• Addenda (A1, A2 and so on) were not provided, so any later changes to dates or requirements are unknown.
• Section V Schedule of Requirements, terms of reference and the premium/price schedule were not provided.
• Number of additional copies required (TDS ITT 21.1 says N/A).
• Whether electronic submission is allowed (conflicting statements).
• Maximum number of members in a joint venture (TDS ITT 4.1 left blank).
• Clarification address and deadline details are partly blank in the TDS (ITT 7.3 says N/A).
• Contract value or estimated premium budget.
• Forms SD1, SD2, Form of Tender and Price Schedule templates were referenced but not included.
• Whether a pre-tender clarification or minutes exist.
• Section VII Special Conditions of Contract and Appendix to Contract (insurance policy) were not fully reviewed.
• Procurement-related complaint details are in the TDS but not fully reviewed.

Terms explained

AGPO

Access to Government Procurement Opportunities: a set-aside for youth, women and persons with disability enterprises. This tender is reserved to youth-registered businesses.

TDS

Tender Data Sheet: the section of the tender document with the tender-specific values that override the general instructions.

Tender-Securing Declaration

A signed declaration that you will not withdraw your bid or refuse to sign if awarded. It replaces a bank guarantee in this tender.

MR

Mandatory Requirement: a pass/fail item. Failing any MR means disqualification.

IRA

Insurance Regulatory Authority of Kenya, which registers insurers and brokers.

CR12

Company Registry certificate listing shareholders and directors, required issued within six months of tender publication.

Responsive

A tender that meets all the mandatory requirements and terms in the tender documents. Non-responsive tenders are rejected.

Underwriter

The insurance company that carries the risk. A broker bids with an authorization letter from one underwriter.

ITT

Instructions to Tenderers: the general rules for preparing and submitting a bid.