Kenyatta University: framework tender for virtual medical card services, ref KU/TNDR/S/008/PVMCS/2026-2027

What is being bought

Kenyatta University is tendering for the provision of Virtual Medical Card services under a framework method for a period of three (3) years. Tenders are sealed, physical (hand-delivered) submissions at Kenyatta University Main Campus, Nairobi. Quantities and volumes beyond the stated 20% variation are not stated in the reviewed pages.

Key facts

Closing

Tue 10 Nov 2026, 10:00 am
Tender submission deadline: Tuesday 10 November 2026 at 10:00 am (portal and tender documents agree). Late tenders are rejected. D1 p.28

Bid / tender security

Tender security of Ksh 100,000.00 from a reputable bank or insurance company, in original form. Form per B6: bank guarantee (Option 1, page 51) or insurance guarantee (Option 2, page 52). Validity period conflicts (see conflicts): B6 says 156 days from tender opening. Conflicting D1 p.28

Tender fee

KES 1,000.00 non-refundable fee to purchase a complete set of tender documents (bank: National Bank of Kenya, Ruiru branch, account in the name of Kenyatta University). Tender documents downloaded electronically are free. D1 p.6

Site visit

Optional
Site visit is encouraged, at the tenderer's own cost and risk. Not compulsory per the reviewed pages; TDS site-visit detail not reviewed. Standard rule D1 p.12

Pre-bid meeting

Not stated in the documents we reviewed Not stated D1 p.13

Reserved for

No reservation: invitation is open to all qualifying tenderers (TDS states reservations are not applicable). D1 p.29

Contract value

Not stated in the documents we reviewed Not stated D1 p.6

Tender opening

Public opening on Tuesday 10 November 2026 at 10:00 am, in the presence of tenderers' designated representatives who choose to attend. Venue conflicts between sources (see conflicts). Conflicting D1 p.29

Tender validity

Tender validity period is 126 days from the tender submission deadline. Tenders valid for a shorter period are rejected. D1 p.28

Who can apply

• Open to suppliers who provide Virtual Medical Card services (open tender, standardized tender document). D1 p.6
• Tenderers that have been sanctioned by PPRA or are under temporary suspension or debarment by any Government of Kenya entity are ineligible to tender during that period. Debarred list on www.ppra.go.ke. Standard rule D1 p.11
• Foreign tenderers must source at least 40% of contract inputs from national suppliers and contractors, with documentary evidence; otherwise automatically disqualified (applies only if the tenderer is foreign as defined in ITT 4.11). Standard rule D1 p.11
• Joint ventures: the Competition Act requires JV exemption from the Competition Authority as a condition of contract award and signature, not a condition for tender. 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 or Business Registration. D1 p.31
• Valid copy of Tax Compliance Certificate. D1 p.31
• Copy of valid business licence. D1 p.31
• Provide a sample of the virtual benefits card. D1 p.31
• Complete the attached mandatory business questionnaire (Tenderer eligibility confidential business questionnaire, Section IV). D1 p.31
• Provide a tender security of Ksh 100,000.00 from a reputable bank or insurance company in the format provided in the tender document (Option 1 demand bank guarantee at page 51 or Option 2 insurance guarantee at page 52). Validity stated as 156 days from tender opening (conflicts with TDS 126-day tender validity). Conflicting D1 p.31
• Bid document must be initialled and sequentially paginated in the format 1 of N, where N is the number of pages. D1 p.31
• Submit two bid documents clearly marked Original and Copy. D1 p.31
• Attach certificate of registration with the Office of the Data Protection Commissioner as a data processor and controller. D1 p.31
• ISO 27001:2022 Information Security Management System certification. D1 p.31
• Duly filled forms of tender: SD1, SD2, declaration and commitment to code of ethics, and certificate of independent tender determination. D1 p.31
• Written confirmation of authorization to sign for the tenderer: a duly executed Power of Attorney, attached to the tender. D1 p.28
• Tender-securing documents: Tender Security or Tender-Securing Declaration, in original form, in amount and currency specified in the TDS. Standard rule D1 p.18
• Tender must include information on ownership and control as required in ITT 18.3 (details of ownership). Standard rule D1 p.16
• Tax compliance certificate or tax exemption certificate issued by Kenya Revenue Authority to show tax obligations are met. Standard rule D1 p.11

Required only in some situations

• Joint venture: include a copy of the Joint Venture Agreement, or a signed form of intent to execute a JV agreement with a copy of the proposed agreement. Standard rule D1 p.14

Experience, licences and financial capacity

Technical

• Demonstrate successful completion and/or current ongoing contracts with a minimum of five (5) corporate clients for provision of medical cards within the last five (5) years. Attach five recommendation letters dated within the bid preparation period, showing the procuring entity contact person, email and telephone. Scored in the technical evaluation table. D1 p.31
• Accumulated volume of business: proof of provision of Virtual Medical Card services within the last 3 years (2023 to date), using signed contracts, LPOs or local service orders. Full marks for contracts or LPOs with cumulative value of Kshs 15 million and above; other contracts prorated. Information to be presented in table C1. D1 p.31
• Document presentation and serialization: tape bound, comprehensive table of contents and separators are scored. D1 p.32
• Serialize all pages of the bid document. The university is not responsible for missing pages. D1 p.32

Financial

• Award is to the lowest evaluated bidder through call-off orders. Price evaluated per line item. Financial evaluation applies only to bidders who meet mandatory and technical requirements. D1 p.29
• Quantity change allowed: the TDS states the maximum increase and decrease in quantities is 20%, with no change to unit prices. A second ITT 41.1 statement gives 25% (see conflicts). Conflicting D1 p.30
• Financial documents and turnover sub-factors are in Section III, which was not reviewed; financial and eligibility thresholds are not stated in the reviewed pages. Not stated D1 p.33

How and where to submit

• Physical sealed tender only; electronic tenders will not be permitted. D1 p.6
• Deliver tender in a single sealed envelope, package or container bearing the name and reference number of the tender, addressed to the Procuring Entity and marked not to open before opening time. Inner envelopes marked ORIGINAL and COPIES. Standard rule D1 p.18
• Submit one original plus copies: TDS requires two copies in total (Original and copy). Mark Original and Copies clearly. Original prevails on discrepancy. D1 p.28
• Physical address for submission: Kenyatta University Main Campus, Procurement Department reception, Central Administration Complex ground floor. Postal address: Head, Procurement Department, P.O Box 43844-00100 Nairobi. Room number stated differently in sources (see conflicts). Conflicting D1 p.28
• Tenders must be signed and each page with amendments initialled by the authorized signatory; typed or written in indelible ink. Standard rule D1 p.18
• Tenderers must not submit electronically (TDS). D1 p.28

Lots and categories

• No lots are identified in the reviewed pages; the tender is for one set of services under a framework. Not stated P

Not covered in the documents we reviewed

• Section III Evaluation and Qualification Criteria in full (financial sub-factors, turnover, weights).
• Section V Procuring Entity's Requirements (service specification for virtual medical cards).
• TDS entries for pre-tender meeting, site visit dates, and evaluation details beyond the lines reviewed.
• Tender security form options (page 51 demand bank guarantee and page 52 insurance guarantee) as full forms.
• Addenda [A1] onward, and any portal addenda, which were not provided.
• Contract value / estimated budget for the framework.
• Pages 2-5, 9-10, 21, 30 layout, 33-36, 38-49, 53-55, 58, 63 and remaining sections not provided.
• Mandatory business questionnaire content and certificate of independent tender determination forms.
• Tender security validity start date clarification and the correct physical drop-off room number.

Terms explained

TDS (Tender Data Sheet)

Section II of the tender that sets the specific values for this tender, overriding the general instructions.

Tender security

Money guarantee from a bank or insurer, submitted with the tender, forfeited if you withdraw or fail to sign the contract.

Tender-Securing Declaration

Signed declaration in place of a tender security, if specified; failure can lead to debarment.

Responsive / non-responsive

A tender that meets all mandatory terms is responsive; one that does not is rejected as non-responsive.

Power of Attorney

Written authority allowing a named person to sign and commit the company to the tender.

Call-off order

Order placed under a framework contract as service is needed, rather than a single fixed order.

LPO / LSO

Local Purchase Order or Local Service Order, proof of past business used in the experience scoring.

JV (Joint Venture)

Two or more firms bidding together; separate agreement and documents required.

PPRA

Public Procurement Regulatory Authority, which can debar firms from public tenders.

Framework method

Contract covering a period of years under which services are called off as needed.