Supply and delivery of accident and emergency medical…

What is being bought

Supply and delivery of accident and emergency medical equipment for Witu Sub County Hospital, Lamu County, under an open national tender with a fixed price contract, delivered to Witu Sub County Hospital. The tender is stated as reserved for the PWD category, but the Tender Data Sheet says reservation does not apply (see conflicts). Quantities are not stated in the material reviewed.

What could disqualify you

Late tenders are rejected. The IFMIS system locks out automatically at the closing time. D2 p.2
Any tender not accompanied by a substantially responsive Tender Security is rejected as non-responsive. Here the security is a Tender Securing Declaration form. Standard rule D2 p.11
If the manual original forms do not match the scanned copies uploaded to IFMIS, the tender is disqualified. D2 p.22
A tenderer proven to be involved in corrupt, coercive, obstructive, collusive or fraudulent practice is automatically disqualified. Standard rule D2 p.6
A firm submitting more than one tender (including as a subcontractor) causes disqualification of all tenders in which it is involved. Standard rule D2 p.6
Any mandatory requirement (MR1 to MR18) marked non-responsive makes the tender fail the preliminary examination. D2 p.26
A bidder scoring less than 60% in technical evaluation is not considered technically responsive and is not considered for financial evaluation. D2 p.28

Key facts

Closing: Wed 18 Nov 2026, 11:00 am
Tenders close on 18 November 2026 at 11:00 am East African Time on IFMIS. Manual originals must be in the tender box by the same deadline. Portal closing date matches. D2 p.2
Bid / tender security: A Tender Securing Declaration form must accompany all tenders. No cash amount is stated. Original form goes to tender box; scanned copy to IFMIS. If a Tender Security were required, ITT 18.4 says it must stay valid 30 days beyond tender validity. D2 p.2
Tender fee: Tender documents downloaded electronically are free of charge. No fee is stated for other methods. D2 p.2
Site visit: Not stated in the documents we reviewed Not stated D2
Pre-bid meeting: Optional
No pre-tender meeting will be held. D2 p.22
Reserved for: Conflict: the invitation and cover page say tendering is reserved for the PWD category (portal also lists pwd). The Tender Data Sheet says reservation does not apply and lists no reserved group. Ask the procuring entity before bidding. Conflicting 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 Boardroom, County Government of Lamu HQ, Mokowe, Lamu. No physical opening of tenders is stated, but Tender Data Sheet says a boardroom opening at 11:00am. D2 p.23
Tender validity: Conflict: tender validity is 120 days from closing date per notice, 120 days from opening per invitation, and from submission deadline per ITT 17.1. Conflicting D2 p.2

Who can apply

Tenderers must not be debarred by PPRA. Debarred firms are ineligible to tender or be awarded a contract. Check the PPRA debarred list at www.ppra.go.ke. Standard rule D2 p.6
Tenderers that are state-owned enterprises may only compete if they are a legal public entity, financially autonomous, and operate under commercial law. Public employees and their close relatives are not eligible. Standard rule D2 p.6

Application checklist

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

Required from every bidder

Required only in some situations

Manufacturer's authorization is required from the manufacturer, if the tenderer does not manufacture the goods it offers. D2 p.22
Tax clearance certificate is required of Kenyan tenderers (ITT 3.13). Standard rule D2 p.7

Experience, licences and financial capacity

Technical

Warranty of at least two years on all goods in the Schedule of Requirements (scored, 10 marks). D2 p.27
Delivery schedule: within 21 days scores 10 marks, within 30 days scores 5 marks. D2 p.28
Experience on at least two projects of similar nature within the past five years (2021-2025), with award letters, LPOs or signed contracts and completion certificates as evidence. D2 p.27
Two reference letters from other organizations supplied with similar medical and dental equipment (2 letters 10 marks, 1 letter 5 marks). D2 p.28
Information on bank names, addresses and telephone numbers (scored 10 marks). D2 p.28
Information on any litigation, current or in the last 2 years, with parties and disputed amount (scored 10 marks). D2 p.28
After-sales service is required. Spare parts period: goods expected to function for one year for spare parts purposes. D2 p.22

Financial

Audited financial report for the last two years (2023-2024 and 2024-2025), scored 10 marks. D2 p.27
Evidence of financial resources (cash in hand or lines of credit): 2 million and above scores 10 marks, 1 to 2 million scores 5 marks, below 1 million scores 0. D2 p.27

How and where to submit

Submit the whole tender through the IFMIS supplier portal (https://supplier.treasury.go.ke). Scanned bid security and other documents attached in IFMIS. Enquiries about IFMIS: IFMIS help desk 0800721477. D2 p.23
Original Tender Securing Declaration form and original Form of Tender must be dropped in the tender box at Lamu County Headquarters, Mokowe, Ground Floor, on or before the closing date. D2 p.3
Submission address for enquiries: Director Supply Chain Management Services, P.O. Box 74-80500 Lamu, procurement@lamu.go.ke, Tel 0714230404. D2 p.23

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.

Reservation to PWD category: Invitation and cover say tendering is reserved for PWD category and portal lists pwd. TDS ITT 32.5 says Not Applicable and ITT 32.3 says reservation shall not apply. Also invitation says all qualified tenderers can submit. (D1 p.1; D2 p.2; D2 p.23; P portal record)
Manual submission: Invitation says MANUAL SUBMISSION of Tenders WILL NOT BE PERMITTED and portal says electronic submission only, but originals of tender securing declaration and form of tender must be dropped in the tender box at Mokowe. (D2 p.2; D2 p.3; D2 p.23; P portal record)
Tender validity start date: Notice says 120 days from closing date; invitation says 120 days from date of opening; ITT 17.1 says validity starts from the submission deadline. (D1 p.1; D2 p.2; D2 p.11; D2 p.22)
Power of attorney form: MR10 requires power of attorney executed by a Commissioner for Oaths; TDS ITT 19.3 says duly signed and witnessed. (D2 p.26; D2 p.22)

Not covered in the documents we reviewed

Section IV tendering forms, Section V schedule of requirements and bill of quantities / list of goods (quantities, item specifications)
Section VII special conditions of contract: payment terms and delivery period
Post-qualification criteria values (section III 4.1 to 4.6 have blank amounts)
Addenda, clarifications and any extension of the closing date (none provided)
Reserved group rules: whether AGPO PWD reservation applies (conflict unresolved)
Site visit requirements
Contract value and estimated budget
Performance security (TDS states not required, confirm in SCC)

Terms explained

TDS: Tender Data Sheet: tender-specific rules that override the general Instructions to Tenderers.
IFMIS: Integrated Financial Management Information System used by the national and county governments for tender submission.
AGPO: Access to Government Procurement Opportunities programme reserving a share of tenders for youth, women and persons with disabilities.
PWD: Persons with disability, a reserved category under AGPO.
Tender Securing Declaration: A signed form by which the tenderer agrees to be penalised, such as debarment, if it withdraws or fails to sign the contract, instead of paying a cash or bank bid security.
MR: Mandatory Requirement at preliminary evaluation; failing one makes the tender non-responsive.
Responsive: Tender that meets all mandatory requirements and specifications in the tender documents.
JV: Joint Venture: two or more firms bidding together.
CR12: Company Registry return listing directors and shareholders issued by the Business Registration Service.
PIN: Kenya Revenue Authority tax identification number certificate.

Supply and delivery of accident and emergency medical equipment for Witu Sub County Hospital - Lamu County