Makueni County Government: Provision of Staff Medical Insurance Cover (Tender 2675233-2026/2027, Open Tender)

What is being bought

Makueni County Government invites sealed tenders from IRA-licensed insurance providers to provide staff medical insurance cover for County Government of Makueni staff. The contract runs for one year and may be renewed for one more year subject to satisfactory performance. The tender is submitted online through the IFMIS system.

Key facts

Closing

Mon 23 Nov 2026, 10:00 am
Tenders must be received online via IFMIS on or before this date and time. D1 p.3

Bid / tender security

Tender Security of Ksh 4,000,000.00 (Four Million Kenya Shillings only), valid for 170 days from the tender opening date, original form, in Bank Guarantee, Bankers Cheque, Cash or insurance guarantee from the PPRA-approved list. Tenderers must not issue security to themselves. Electronic security must be certified by the issuing bank or insurer. Conflicting D1 p.21

Tender fee

Tender documents may be viewed and downloaded for free. No tender fee is stated. D1 p.3

Site visit

Optional
A pre-arranged pre-tender site visit shall not take place. Not mandatory. D1 p.21

Pre-bid meeting

Optional
A pre-tender meeting shall not take place. D1 p.21

Reserved for

The tender is open to all licensed insurance providers. No reservation to a specific group (AGPO, women, youth or persons with disability) is stated. D1 p.3

Contract value

Not stated in the documents we reviewed Not stated D1 p.31

Tender opening

Online tender opening at the IFMIS portal, at the Makueni County Headquarters Governor's Building boardroom address stated, Monday 23 November 2026, 10:00 AM (EAT). Bidders or representatives may attend. D1 p.22

Tender validity

Tender validity period is 140 days from the submission deadline. D1 p.21

Who can apply

• Open to all insurance providers licensed by the Insurance Regulatory Authority (IRA) and eligible to provide staff medical insurance cover business in Kenya. Only insurance service providers registered by the IRA are eligible to tender and sign contracts. Joint ventures are allowed, with all members jointly and severally liable. D1 p.3
• Registration with the IRA is not a condition for tender, but it is a condition of contract award and signature. A selected tenderer will be given an opportunity to register before award. Standard rule D1 p.7

Application checklist

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

Required from every bidder

• Certificate of registration or incorporation from the registrar of companies, certified by a Commissioner of Oaths. D1 p.26
• Membership certificate for 2026 from the Association of Kenya Insurers (AKI) or Association of Insurance Brokers of Kenya (AIBK), certified by a Commissioner of Oaths. D1 p.26
• Valid copy of IRA licence showing the bidder is licensed to provide medical insurance cover, certified by IRA and a Commissioner of Oaths. D1 p.26
• Valid Tax Compliance Certificate from Kenya Revenue Authority, valid as at the date of tender opening. D1 p.26
• Valid copy of Business Permit certified by a Commissioner of Oaths. D1 p.26
• Certified copy of CR 12 issued within the last 6 months, and copies of identification documents of all company directors certified by a Commissioner of Oaths. D1 p.26
• Sample policy customized to Makueni County Government requirements, meeting the minimum requirements in the schedule of requirements. D1 p.26
• Form of Tender duly filled, signed and stamped in the prescribed manner. D1 p.26
• Power of attorney duly signed and witnessed by a Commissioner of Oaths, granting authority to sign the tender for the company. D1 p.26
• Affidavit that the tenderer is not insolvent, in receivership, bankrupt or in the process of being wound up, certified by a Commissioner of Oaths. D1 p.26
• Tender Eligibility Confidential Business Questionnaire form and confidential ownership disclosure form, filled, signed and stamped. D1 p.26
• Certificate of Independent Tender Determination, filled, signed and stamped. D1 p.26
• Self declaration that the tenderer is not debarred under the Public Procurement and Asset Disposal Act 2015, filled, signed and stamped. D1 p.26
• Self declaration that the tenderer will not engage in any corrupt or fraudulent practice, filled, signed and stamped. D1 p.26
• Declaration and commitment to the code of ethics, filled, signed and stamped. D1 p.26
• Schedule of prices form and Schedule of Requirements, filled, signed and stamped. D1 p.26
• IRA Letter of Approval for Medical Reinsurance Treaty and reinsurance programme in place for 2026, certified by a Commissioner of Oaths. D1 p.27
• Valid Data Controller and Data Processor Certificates from the Office of the Data Protection Commissioner. D1 p.27
• Submit one quote only, either as an underwriter or as a broker. Multiple quotes from the same underwriter are not acceptable. D1 p.27
• Original tender security (see bid_security) must be delivered to the Chief Officer office on or before 23/11/2026 at 10:00 AM. Conflicting D1 p.26

Required only in some situations

• Brokers must attach an authorization letter from the proposed underwriter. D1 p.27

Experience, licences and financial capacity

Technical

• Commitment letter to allow direct access to providers, not through owned clinics. D1 p.26
• Panel of hospitals must be as per SRC guidelines and open to all categories of staff. D1 p.26
• Commitment letter to include all 16 sub-county hospitals and Makueni County Referral Hospital (MCRH) and adopt the service provider list from the user directorate upon contract signing. D1 p.26
• Commitment letter to provide biometric identification systems at no additional premium. D1 p.26
• Commitment letter to have contracts with credit facilities as per the hospital list in the tender document upon signing, and a countrywide list of approved health providers with credit facilities. D1 p.27
• Commitment letter to provide room types per SRC guidelines: VIP rooms for categories 5 and 6, en-suite for T and R-T, private for K-Q, general ward for G-J and A-F. D1 p.27
• Commitment to a full-time customer care desk at the county headquarters, manned by the bidder office. D1 p.27
• Entire bid document with attachments serialized sequentially, with table of contents and page numbers, stamped and countersigned by the authorized person, and submitted as file attachments not a link. D1 p.27
• Technical score out of 90 marks: firm experience (25 marks, at least five public institutions with premium of at least Kshs 200 million each, one being a County Government), gross premiums, paid-up capital, claims settlement, key personnel, financial capability, and ambulance contract. A score of 75 or above is responsive. D1 p.28
• Firm experience: medical insurance services to at least five public institutions within the last 5 years, each with annual premium of at least Kshs 200 million, at least one a County Government. D1 p.27
• Proof of valid endorsed contractual agreement with emergency air and road ambulance evacuation services (5 marks). D1 p.28

Financial

• Certified full audited accounts under IFRS for the last two consecutive years (2024 and 2025), audited by a CPA firm or member recognized by ICPAK, with auditor practising licences attached. D1 p.28
• Current ratio must be at least 1 and acid test ratio must be at least 1 in the accounts. D1 p.28
• Financial evaluation considers scope of cover against premium, policy excess, exclusions and other terms. The bidder with the lowest evaluated financial proposal will be recommended for award. D1 p.28

How and where to submit

• Submit the tender online through the IFMIS system. Hard copy tenders are not permitted. One original of the tender is to be submitted through IFMIS. D1 p.22

Lots and categories

• Lot 1: Single item: No 1, provision of staff medical insurance cover for one year. Multiple contracts are not permitted; tenderers are evaluated per item. D1 p.23

Not covered in the documents we reviewed

• Any addenda (A1, A2 etc.) and portal addenda; none were provided, so the current position must be confirmed from IFMIS.
• Section V Schedule of Requirements with the minimum policy benefits, room categories and SRC guidelines referred to in the criteria.
• Section IV tendering forms (Form of Tender, CBQ, declarations) in full.
• Contract value or estimated premium budget; not stated in the reviewed pages.
• Minimum turnover, years and contract figures in post-qualification criteria (blank in the document, Section III p.24-25).
• Performance security details beyond ITT 47 general wording.
• Procurement complaint details beyond PPRA contact and TDS wording, and the Section VII Special Conditions.
• Pages 1-2, 6, 10, 15, 17-19, 29-30, 32, 34-41, 43-68, 70-72 and 74-78 were not provided, so tender-specific terms there are unchecked.

Terms explained

IFMIS

Integrated Financial Management Information System, the government e-procurement portal through which this tender must be submitted and opened.

TDS

Tender Data Sheet: the tender-specific section that overrides the general Instructions to Tenderers.

Tender Security

A financial guarantee (bank guarantee, bankers cheque, cash or insurance guarantee) submitted with the bid to protect the buyer if the bidder withdraws or fails to sign the contract.

Responsive / non-responsive

A tender that meets all mandatory requirements is responsive; one that does not is rejected without further consideration.

AGPO

Access to Government Procurement Opportunities for youth, women and persons with disability; a reservation for these groups would have to be stated in the invitation.

JV

Joint venture: several firms bidding together, all jointly and severally liable for the contract.

IRA

Insurance Regulatory Authority of Kenya, which licenses insurance providers.

Commissioner of Oaths

A licensed official who certifies copies of documents and signatures as true.

Power of Attorney

A written authority allowing a named person to sign and bind the company to the tender.

Underwriter / Broker

An underwriter carries the insurance risk; a broker arranges cover on behalf of clients and must show an authorization letter from the underwriter.

CR 12

Company return showing shareholders and directors, issued by the Registrar of Companies.

Lowest Evaluated Tender

The responsive tender with the lowest evaluated cost that meets the qualification criteria.