Kenyatta University tender NO.KU/TNDR/S/005/MVI/2026-2…

What is being bought

Kenyatta University invites sealed tenders for provision of motor vehicle insurance services cover for 2026-2027, with insurance taking effect from 1 January 2027 for one year. Bidders are insurance brokers or underwriters dealing in motor vehicle insurance. The material does not list the vehicles or item quantities, and the Schedule of Requirements was not provided.

What could disqualify you

Underwriters or brokers that the University has reported to the IRA are not eligible to bid. D1 p.23
Bidders who fail any mandatory requirement are treated as non-responsive and rejected at the preliminary stage. D1 p.26
Any tender not accompanied by a substantially responsive tender security is rejected as non-responsive. Standard rule D1 p.13
An underwriter that fails any underwriter criterion automatically disqualifies the insurance broker that submitted it from further evaluation. D1 p.27
Late tenders will be rejected. Electronic tenders are not permitted. D1 p.3
Online stamps and signatures will not be accepted. D1 p.27
Any tenderer found to have engaged in collusive conduct shall be disqualified, and civil or criminal action may follow. A Certificate of Independent Tender Determination must be signed. Standard rule D1 p.6

Key facts

Closing: Tue 10 Nov 2026, 10:00 am
Deadline for submission: 10 November 2026 at 10:00. Late tenders are rejected unopened. P
Bid / tender security: Tender security of Kshs 160,000.00 from a reputable bank or insurance company, valid 156 days from the date of tender opening. Accepted forms are cash, bank guarantee, or guarantee from an IRA-registered insurer or CBK-licensed financial institution, at the bidder's option. D1 p.24
Tender fee: Tender documents cost a non-refundable KES 1,000.00 by bank payment to the University (National Bank of Kenya, Ruiru branch). Documents obtained electronically are free, and they can be downloaded free from ku.ac.ke or tenders.go.ke. D1 p.3
Site visit: Not stated in the documents we reviewed Not stated D1
Pre-bid meeting: Optional
A pre-tender meeting shall not take place. D1 p.23
Reserved for: Not stated in the documents we reviewed Not stated P
Contract value: Not stated in the documents we reviewed Not stated D1 p.3
Tender opening: Public opening at Kenyatta University Main Campus, Procurement Department reception, Room No.009 (boardroom), on the same date and time as the deadline. Bidders' representatives may attend. P
Tender validity: Tenders must remain valid for 126 days from the submission deadline. A shorter validity period is rejected as non-responsive. D1 p.24

Who can apply

Open to Insurance Brokers and Underwriters who provide motor vehicle insurance services. D1 p.23
Only insurance service providers registered by the Insurance Regulatory Authority (IRA) are eligible to tender and sign contracts. ITT 4.10 says IRA registration is not a condition for tender but is a condition of contract award and signature, which conflicts with the evaluation criteria that require IRA registration at bid stage. Conflicting D1 p.7
A tenderer may be a firm that is a private entity, a state-owned enterprise, or a joint venture (JV) under an existing agreement, or intending to enter one supported by a letter of intent. In a JV all members are jointly and severally liable and must nominate a Representative. Standard rule D1 p.7

Application checklist

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

Required from every bidder

Duly filled, signed and stamped confidential business questionnaire, plus SD1, SD2, declaration and code of ethics commitment and certificate of independent tender determination, with a filled and stamped price schedule and form of tender. D1 p.26

Required only in some situations

Experience, licences and financial capacity

Technical

Bidders must score at least 70% in the Technical Evaluation to qualify for financial evaluation. D1 p.26
Underwriter must list four professional staff with portfolio/task, CVs and certificates; points are awarded for qualifications and experience. D1 p.29
Underwriter must attach a detailed technical proposal on implementation, and state its policy on excesses, loss of use, exceptions, third-party liability, terrorism and other listed points. D1 p.31
Underwriter must give the turnaround time for settling motor vehicle claims, with evidence attached. D1 p.31
Underwriter must attach five letters of recommendation from referees, written within the bid period; each letter scores 1 mark. D1 p.31

Financial

Underwriter current ratio scoring from audited accounts: above 2.0 scores 10 marks; below 2.0 and above 1.5 scores 5; below 1.5 and above 1 scores 3; below 1 scores 0. D1 p.29
Underwriter must attach proof of payment of motor vehicle claims: discharge vouchers and evidence of settlement for at least three major claims from 2024-2026; 5 marks per complete set, 15 marks total. D1 p.29
Underwriter corporate clients: evidence (certified contracts, LPOs or LSOs) of cumulative motor vehicle insurance contract value of at least Kshs 50,000,000 from 2022 to date, scored up to 20 marks, with a recommendation letter for each contract. D1 p.29
Winning bidder must provide a performance bond of 10% of the tender sum. D1 p.25

How and where to submit

Tenders must be delivered in person or by courier to the Procurement Department tender box at Kenyatta University Main Campus, ground floor, next to Room No.4. Electronic tenders are not permitted. Conflicting D1 p.4
Submit two copies, one original and one copy, in sealed envelopes marked ORIGINAL TENDER and COPY OF TENDER. D1 p.24
Deliver the tender in a single sealed envelope. Inside it, the original and copy are each sealed separately and marked with the bidder name, the tender identification and a warning not to open before opening. Standard rule D1 p.25
Authorisation to sign: a Power of Attorney is required as written confirmation of the signatory's authority. D1 p.24
Every page must be initialed and sequentially serialised in the format 1 of N. Handwritten numbering is not accepted. D1 p.26
Clarification requests must be made in writing to procurement@ku.ac.ke not later than five days before the opening date. D1 p.23

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.

IRA registration timing: ITT 4.1 and the invitation-level eligibility say only IRA-registered providers may tender. ITT 4.10 says registration is not a condition for tender, only for award and signature. Section III makes IRA registration a mandatory bid-stage requirement for both brokers and underwriters. (D1 p.7-8 (ITT 4.1, 4.10) versus D1 p.26 and p.28 (Section III A4/A5))
IRA registration year: Broker criteria require IRA evidence for 2026. Underwriter criteria require a certificate for the current year, stated as 2025. (D1 p.26 (broker A5) versus D1 p.28 (underwriter A4))
Industry association name: Broker criteria name AIBK (2026 membership). Underwriter criteria name AKI (2026 membership). The bidder should confirm which association is required. (D1 p.26 (broker A3) versus D1 p.28 (underwriter A5))
Physical submission location: The invitation says tenders go to the tender box next to Room No.4 at the Procurement reception. The TDS says tenders are received at Room No.9, and the opening/registration is at Room 009. (D1 p.4 versus D1 p.24-25 (TDS ITT 23.1, 26.1))

Not covered in the documents we reviewed

Section V Schedule of Requirements: the insured vehicles, values, insurance periods and the tender price table are not in the material.
Section VII Special Conditions of Contract and the Insurance Policy appendix (commencement and cover details).
Form of Tender content beyond pages 33-35, and the price schedule.
Any addenda issued after the tender document, if any.
Contract value or estimated premium, which is not stated in the pages provided.
Whether a pre-arranged site visit is required (no site visit is mentioned in the pages reviewed).
Procurement complaint procedures (ITT 49.1 refers to the TDS, which was not fully provided).
Pages 46-53 and 55-66 and 68-77 were not reviewed.

Terms explained

TDS: Tender Data Sheet: the tender-specific rules that override the general Instructions to Tenderers (ITT).
Tender security: Money or guarantee lodged with the bid, returned after award if you are unsuccessful. Forfeited if you withdraw or fail to sign.
Tender-Securing Declaration: A signed declaration offered instead of a security, where the TDS allows it. Not used here, since the TDS requires a tender security.
Performance Security: A bond, here 10% of the tender sum, that the winning bidder provides before the contract is signed.
Responsive: A bid that meets all mandatory requirements. A non-responsive bid is rejected.
Insurance Regulatory Authority (IRA): Kenya's insurance regulator, which registers insurance companies, brokers and underwriters.
Underwriter: An insurer that carries the risk. Underwriters have their own criteria, and their compliance also affects brokers that submit their letters.
Insurance broker: A firm that arranges insurance for clients, here with a letter from an underwriter.
Power of Attorney: Written authority for a named person to sign the tender for the company.
Technical Evaluation: Points-based scoring of experience, staff, proposal and documents; at least 70% is needed to pass.
Re-insurance treaty and comfort letter: Documents showing the underwriter's risk is re-insured, required from underwriters.
Discharge voucher: A signed receipt from a claimant confirming a claim has been settled and paid.
LPO / LSO: Local Purchase Order or Local Service Order: a client's written order for goods or services, used as evidence of past contracts.
CR 12: The Kenyan company return showing a company's directors and shareholders, required from brokers.
Levy (0.03%): The Public Procurement Capacity Building Levy, paid by the winning bidder on the signed contract value.

Kenyatta University tender NO.KU/TNDR/S/005/MVI/2026-2027 for provision of motor vehicle insurance services cover