Makueni County CRMIS: supply, installation, integration, data migration, training and support of a county revenue system

What is being bought

Supply, installation, configuration, integration, data migration, testing, training, commissioning, support and maintenance of an integrated County Revenue Management Information System (CRMIS) for the County Government of Makueni. A separate POS device specification (D2) lists 230 rugged handheld Android POS devices, but it is not clear from the material that it forms part of this tender.

Key facts

Closing

Mon 23 Nov 2026, 10:00 am
Closing: tenders must be submitted electronically via the IFMIS portal on or before 23 November 2026 at 10:00 AM EAT; the portal record also shows 2026-11-23 10:00:00. No addenda in the material changed this. D1 p.7

Bid / tender security

Tender security of Kshs. 800,000 (Eight Hundred Thousand Kenya shillings only) must accompany all tenders; it must be a demand guarantee (cash, bank guarantee, insurance or CBK-approved institution) or tender-securing declaration as specified, and valid 170 days after the opening date. D1 p.43

Tender fee

Tender documents obtained electronically from www.tenders.go.ke or www.makueni.go.ke are free of charge. D1 p.7

Site visit

Optional
Site visit by the tenderer is encouraged at its own cost and risk; it is not stated as compulsory. Standard rule D1 p.15

Pre-bid meeting

Not stated in the documents we reviewed Not stated D1 p.16

Reserved for

Not stated in the documents we reviewed Not stated P

Contract value

Not stated in the documents we reviewed Not stated D1

Tender opening

Tenders will be opened in public immediately after the deadline, in the presence of tenderers' designated representatives who choose to attend, at the County Treasury Building Boardroom, Wote, Makueni. D1 p.9

Tender validity

Not stated in the documents we reviewed Not stated D1 p.23

Who can apply

• Tendering is open to all eligible, qualified and interested tenderers under an open competitive national method. D1 p.7
• Bidders must demonstrate at least 5 years' experience in implementing revenue management systems. D3 p.127
• Bidders must demonstrate at least 3 successful similar implementations in county governments. D3 p.127
• Not less than three county government CRMS deployments must be live in production, with verifiable references and a local technical team. A similar implementation means a revenue management system live in production for at least 12 months, covering at least five revenue streams, with integrated electronic payments and automated reconciliation. D3 p.127
• Foreign tenderers must source at least 40% of their contract inputs (supplies, subcontracts and labour) from national suppliers and contractors and must provide documentary evidence of this. D1 p.32

Application checklist

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

Required from every bidder

• Copy of incorporation or registration certificate. D1 p.42
• Copy of a current Single Business Permit from any county government in Kenya for the year 2026 as professional or technical service provider (ICT services). D1 p.42
• Copy of KRA PIN certificate. D1 p.42
• Valid tax compliance certificate. D1 p.43
• Form of tender, duly filled, signed and stamped, on the company letterhead in the format provided. D1 p.43
• Confidential Business Questionnaire, price schedule form, certificate of independent tender determination, Form SD1, Form SD2 and Code of Ethics declaration, each duly filled, signed and stamped in the format provided. D1 p.43
• For limited liability companies: CR12 and certified National ID/passport copies of directors (certified by a Commissioner of Oaths, Advocate of the High Court), with the CR12 issued in the six months before tender publication. For business names: certified IDs/passports of proprietors. D1 p.43
• Bid bond of Kshs. 800,000.00 from a CBK-licensed bank or IRA-regulated insurer, valid 170 days after the tender opening date. A clear coloured scanned copy must be uploaded to the IFMIS portal and the original delivered physically (see submission). D1 p.43
• Valid certificate of accreditation with ICT Authority under category Systems and Applications, Level 1, acquired before the tender publication date. D1 p.44
• Documents must be submitted in PDF format. D1 p.44
• County Data Ownership Declaration Form: signed declaration that all data processed by the solution is and remains the sole property of the County. D1 p.44
• Current certificate of registration with the Office of the Data Protection Commissioner as data controller and/or processor. D1 p.44
• Signed declaration that all collections through the solution will be deposited directly into County Government of Makueni bank accounts. D1 p.44
• All pages must be serialised or paginated in the format provided. D1 p.44
• Evidence of current physical location and address, e.g. lease agreement or title deed. D1 p.44
• Certified Payment Service Provider (PSP) licence from the Central Bank of Kenya. D1 p.44
• Valid Communication Authority Service Provider (ASP) and Content Service Provider Licence (CSPL). D1 p.44

Required only in some situations

• If the tenderer is a joint venture (JV), a copy of the Joint Venture Agreement by all members showing which parts of the system each will execute, or a form of intent to execute a JV agreement. Standard rule D1 p.17

Experience, licences and financial capacity

Technical

• Technical evaluation is out of 95 marks; the pass mark is 67/95 (70%). D1 p.45
• Evaluation includes a system demonstration and a technical site visit to an operating environment before final evaluation. This is held by the County, not a bidder pre-tender visit. D1 p.45
• Mandatory integrations include county bankers and payment gateways (real-time payment notification, validation and verification; statements for reconciliation). D3 p.116
• Mandatory integrations also include mobile money platforms and card acquirers/payment service providers, and the Ardhi System (J10) for land-based revenue data exchange. D3 p.116
• Bidders must hold certified professionals (e.g. PMP, ITIL, ISO 27001, CISA) and demonstrate local presence or a local partnership, per TOR Part R. D3 p.127

Financial

• Audited financial statements for the last 3 years (2022, 2023 and 2024), signed by a certified accountant and certified by a Commissioner of Oaths. D1 p.48
• Bank statement for the last six months, clear, legible, signed, certified and stamped, certified by the issuing bank. D1 p.48

How and where to submit

• Tenders must be submitted electronically only via the IFMIS portal; manual tenders will not be permitted. D1 p.7
• Portal record shows submission method as electronic submission. P
• The original bid bond must be delivered physically to the office of the Chief Officer, Planning, Budget, Revenue and M&E, during 0800hrs to 1700hrs Monday to Friday, on or before 23/11/2026 1000hrs. Conflicting D1 p.43
• Physical submission address: The C.O-Planning, Budget & Revenue, Government of Makueni County, P.O. Box 78-90300, Makueni. D1 p.8
• Number of copies is to be as specified in the TDS, which is not in the material reviewed. Not stated D1 p.23

Lots and categories

• Section III says tenders are evaluated by Lots with the lowest evaluated tenderer identified for each Lot, and multiple contracts are permitted; the number of lots and the award option selected are not stated. Unverified D1 p.41

Not covered in the documents we reviewed

• Section II Tender Data Sheet (TDS) with tender validity period, number of copies, bid security form and any pre-tender meeting or site visit dates
• Any addenda (A1, A2 etc.) and their changes to dates or requirements
• Estimated contract value and any applicable Section III scoring tables for financial thresholds
• Terms of Reference Part F/G technical requirements and Section IV tendering forms
• Number and description of lots, if any, and which award option applies
• Whether the D2 POS device specification (Department of ICT, Education and Internship) forms part of this tender and quantities
• Whether the ITT pages 33-40 and 46-47 of the preliminary/technical sections contain further requirements
• Pre-tender meeting or pre-arranged site visit details
• Specific reservation statement, if any, in the TDS

Terms explained

CRMIS / CRMS

County Revenue Management Information System: the software system the county wants to buy and run to manage its own-source revenue.

IFMIS

Integrated Financial Management Information System, the government finance system the tender must integrate with and which hosts the e-tender portal.

Tender security (bid bond)

Money guarantee submitted with a tender to show the bidder is serious; forfeited if the bidder withdraws or fails to sign.

TDS

Tender Data Sheet: the tender-specific section that sets values such as tender validity, security and copies; not included in the material reviewed.

Responsive / non-responsive

A tender is responsive if it meets all mandatory requirements; a non-responsive tender is rejected without further evaluation.

Preliminary evaluation

Pass/fail stage checking mandatory documents before technical scoring.

JV

Joint Venture: two or more firms bidding together under a joint agreement.

SCOA

Standard Chart of Accounts used by counties for revenue coding.

AGPO

Access to Government Procurement Opportunities for youth, women and persons with disabilities; no reservation is stated here.

Commissioner of Oaths

Advocate of the High Court who certifies copies of documents as true copies.

CR12

Company Registry certificate listing a company's directors and shareholders.

ICT Authority accreditation

Government certification of ICT firms required for this category at Level 1.