Supply and delivery of medical and dental equipment fo…

What is being bought

Lamu County Government requests sealed tenders for the supply and delivery of medical and dental equipment for Mokowe Sub County Hospital, Lamu. Delivery destination is Mokowe Sub County Hospital. Quantities and item list are in the Schedule of Requirements, which was not reviewed.

What could disqualify you

Any tender not accompanied by a substantially responsive tender security is rejected as non-responsive. D2 p.12
Late tenders are rejected. IFMIS locks out automatically at the closing time. D2 p.2
If the original manual forms of tender differ from the scanned copy uploaded in IFMIS, the tender is disqualified. D2 p.22
Tenderers failing the preliminary examination (mandatory requirements MR1 to MR17) are non-responsive and not considered further. D2 p.26
Corrupt, coercive, obstructive, collusive or fraudulent practice leads to automatic disqualification. Standard rule D2 p.6
A firm submitting more than one tender (alone or as joint venture member) is disqualified from all tenders it is involved in. Standard rule D2 p.6

Key facts

Closing: Wed 18 Nov 2026, 11:00 am
Tender closing: submit through IFMIS and drop originals at Lamu County HQ tender box by this time. IFMIS locks out automatically. D2 p.2
Bid / tender security: Tender security of Kenya shillings 78,000 (Ksh. 78,000.00), valid 150 days from tender opening, from licensed banks or insurance firms approved by PPRA. Original required in the tender box; scanned copy in IFMIS. Conflicting D2 p.22
Tender fee: Tender documents obtained electronically are free of charge. Fee for other methods of obtaining documents not stated. D2 p.2
Site visit: Not stated in the documents we reviewed Not stated P
Pre-bid meeting: Optional
No pre-tender meeting will be held. D2 p.22
Reserved for: No reservation to women, youth, persons with disability or AGPO groups. TDS states margin of preference and/or reservation shall not apply. D2 p.23
Contract value: Not stated in the documents we reviewed Not stated P
Tender opening: Tenders opened at County Government of Lamu HQ boardroom, Mokowe, immediately after the deadline. Conflicting statement that there will be no physical opening. Conflicting D2 p.3
Tender validity: Tenders valid for 120 days. Start date conflicts between documents (submission deadline vs date of opening). Conflicting D2 p.22

Who can apply

Open national tender: open to all qualified and interested tenderers. Not reserved to any special group. D2 p.2

Application checklist

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

Required from every bidder

Required only in some situations

Kenyan tenderers must provide evidence of tax obligations, a current tax clearance or tax exemption certificate from KRA. Standard rule D2 p.7

Experience, licences and financial capacity

Technical

TR1 financial capability: audited financial reports for the last two years (2023-2024 and 2024-2025) are scored (10 marks). D2 p.27
TR2 experience: details of at least two projects of similar nature in the past five years (2021-2025), with award letters or LPOs/signed contracts as proof (10 marks). D2 p.27
TR3 reference sites: two reference letters from other organisations supplied similar medical and dental equipment (10 marks; 1 letter scores 5). D2 p.27
TR4 warranty: at least two years warranty on all goods in the Schedule of Requirements (10 marks). D2 p.27
TR5 delivery schedule: within 21 days scores 10 marks; within 30 days scores 5 marks. D2 p.27
Manufacturer's authorisation is required from the manufacturer if the tenderer does not manufacture the goods. D2 p.22
After-sales service is required. D2 p.22
Goods expected to function for one year for spare-parts purposes. D2 p.22
TR6: name, address and telephone of banks (supplier to provide), scored 10 marks. D2 p.28
TR7: information on any litigation, current or in last 2 years, parties concerned and disputed amount, scored 10 marks. D2 p.28
Technical evaluation total 80 points; a bidder scoring less than 60% is not technically responsive and is not considered for financial evaluation. D2 p.28
Post-qualification: the county may make site visits to proposed sites or contact past clients to verify performance. D2 p.28

Financial

Cash in hand or lines of credit: KSh 2 million and above scores 10 marks; KSh 1 million to 2 million scores 5 marks; below 1 million scores 0. D2 p.27
Prices must be quoted in Kenya shillings and include all taxes; the quote also includes the 0.03% Public Procurement Capacity Building Levy. D2 p.2
Foreign currency is not allowed in the tender price. D2 p.22
Evaluation is on all items and the total contract price; award goes to the lowest evaluated responsive bidder. D2 p.22
Quantities may be increased or decreased by up to 15% at award, without change to unit prices. D2 p.23
Performance security is not required. D2 p.24

How and where to submit

Submit the whole tender document through the IFMIS supplier portal, https://supplier.treasury.go.ke. Manual submission of the original tender security and original form of tender is also required. D2 p.23
Originals of the tender security and form of tender must be dropped in the tender box at County Government of Lamu Headquarters, Mokowe, Ground Floor, by closing. A scanned copy must also be attached in IFMIS. Conflicting D2 p.3
Number of paper copies: not applicable. Power of attorney is required for signing. D2 p.22

Lots and categories

No lots. Single tender for all items. D2 p.22

What the addenda changed

No addenda were included 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.

Tender security form: MR6 limits the tender security to a bank guarantee or insurance guarantee, but ITT 18.3 allows cash, bank guarantee, insurance guarantee, letter of credit, or guarantee by a micro-finance institution, Sacco, YEDF or WEF. Also the notice and MR6 refer to a tender securing declaration form while the TDS requires a tender security. (D2 p.26 MR6; D2 p.12 ITT 18.3; D2 p.22 ITT 18.1; D1 p.1)
Manual submission: ITT 9 says manual submission of tenders will not be permitted and the portal lists electronic submission only, but ITT 2 B and the TDS require original tender security and form of tender to be dropped manually. (D2 p.2 ITT 9; D2 p.3 ITT 2B; D2 p.22 TDS; P portal record; D1 p.1)
Opening venue and format: Document says there will be no physical opening, while the notice and TDS ITT 24.1 give a physical boardroom opening at Mokowe. (D2 p.3 section C; D2 p.23 ITT 24.1; D1 p.1)
Tender validity start date: ITT 17.1 counts 120 days from the submission deadline; ITT 7 says 120 days from date of opening; the notice says 120 days from the closing date. (D2 p.11 ITT 17.1; D2 p.2 ITT 7; D1 p.1; D2 p.22 TDS)

Not covered in the documents we reviewed

Addenda (A1, A2...) and any clarifications; none were provided.
Section V Schedule of Requirements / list of goods and technical specifications with quantities and delivery location details.
Section IV tendering forms (Form of Tender, Price Schedule, Tenderer Information, CON-2) and their required content.
Contract value or budget estimate.
Pages 4-5, 9-10, 13-16, 18-20 of ITT (submission format, opening procedure, complaints) and SCC/GCC payment and delivery terms.
Whether the tender document can be bought physically and any fee for physical copies.

Terms explained

TDS: Tender Data Sheet: the tender-specific section that overrides the standard Instructions to Tenderers (ITT).
Tender security: A financial guarantee submitted with the bid (here KSh 78,000) that is forfeited if the bidder withdraws or fails to sign a contract. Returned to unsuccessful bidders.
IFMIS: Integrated Financial Management Information System, the government e-procurement system used to submit the bid and scanned documents.
MR: Mandatory Requirement in the preliminary evaluation; failing any MR makes the tender non-responsive.
Responsive: A tender that meets all mandatory requirements and specification conditions in the tender document.
Manufacturer's Authorization: Letter from the equipment manufacturer confirming the tenderer is authorised to supply the goods.
CR12: Company Registry return listing company directors and shareholders, issued within the last 12 months.
PIN certificate: Kenya Revenue Authority tax identification certificate.
AGPO: Access to Government Procurement Opportunities for youth, women and persons with disability; not applicable here.
Power of attorney: Written document authorising the person signing the bid, which must be signed before a Commissioner for Oaths.

Supply and delivery of medical and dental equipment for Mokowe Sub County Hospital, Lamu County Government (open tender)