Supply and commissioning of B-scan module machine at M…

What is being bought

Supply, delivery, installation, testing and commissioning of one B-scan module machine at Mokowe Sub-County Hospital, Lamu, with delivery to that hospital. The tender is under Lamu County Government reference CGL/ONT/MS/004/2418041/2026-2027 and is submitted through the IFMIS portal.

What could disqualify you

Tenders are rejected if the tender security is missing or if the original manual forms do not match the scanned copies uploaded to IFMIS (the TDS says the discrepancy leads to disqualification). D2 p.22
Late tenders will be rejected. The IFMIS system locks out automatically at the closing time. D2 p.2
Tenders that fail any preliminary mandatory requirement (MR 1 to MR 19) are non-responsive and are not evaluated further. D2 p.25
A bidder scoring less than 60% in the technical evaluation is not considered technically responsive and is not evaluated on price. D2 p.27
Tenders offering a tender validity shorter than the required period are rejected as non-responsive. Standard rule D2 p.11
Alternative tenders are not considered. D2 p.22

Key facts

Closing: Mon 19 Oct 2026, 11:00 am
Tenders must be received on IFMIS by the closing time; the IFMIS system locks out automatically at closing. D2 p.23
Bid / tender security: Tender security of Ksh 82,000.00 valid for 150 days, from licensed banks or insurance firms approved by PPRA. The TDS wording gives the amount in words as one hundred and eighty thousand, which conflicts with the figure. Conflicting D2 p.22
Tender fee: Hard copy tender documents cost a non-refundable Ksh 1,000.00 in cash or banker's cheque. Electronic download from www.lamu.go.ke or www.tenders.go.ke is free. D2 p.2
Site visit: Not stated in the documents we reviewed Not stated D2
Pre-bid meeting: اختياري
No pre-tender conference will be held. D2 p.22
Reserved for: No reservation applies. The TDS says the reservation does not apply and the invitation is open to all tenderers. D2 p.22
Contract value: Not stated in the documents we reviewed Not stated D2
Tender opening: Tender opening is at the County Government HQ Boardroom in Mokowe, Lamu. The invitation says there will be no physical opening, which conflicts with this. Conflicting D2 p.23
Tender validity: Tenders remain valid for 120 days. The start point conflicts: the TDS and ITT 17.1 use different start dates. The price validity in D1 runs from the closing date. Conflicting D2 p.22

Who can apply

Tendering is open to all qualified and interested tenderers under an open, national competitive method. The notice does not restrict the tender to any reserved group. D2 p.2
Kenyan tenderers must provide evidence of tax obligations, using a current tax clearance or tax exemption certificate issued by the Kenya Revenue Authority. Standard rule D2 p.7
Joint ventures must seek an exemption from the Competition Authority of Kenya under the Competition Act. Exemption is not a condition for tendering, but it is a condition of contract award and signature. Standard rule D2 p.7

Application checklist

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

Required from every bidder

Experience, licences and financial capacity

Technical

Audited financial reports for the last two years (2023-2024 and 2024-2025) are scored in the financial capability criterion (TR 1, 10 marks). D2 p.27
Evidence of supply, installation, testing and commissioning of at least two similar machines in the last five years (TR 2, 10 marks: contract/LPO, completion certificate, client reference, equipment description). D2 p.27
Two reference letters from other organisations to which B-scan machines were supplied (TR 3: 2 letters 10 marks, 1 letter 5 marks, none 0). D2 p.27
Installation methodology and schedule, training plan, user and service manuals, warranty terms (minimum 24 months), and after-sales service arrangements (TR 4, 10 marks). D2 p.27
Delivery schedule: within 21 days scores 10 marks, within 30 days scores 5 marks (TR 5). D2 p.28
Name, address and telephone of banks must be provided (TR 6, 10 marks; 0 if not provided). D2 p.28
Key technical personnel: CV of proposed biomedical or medical equipment engineer, qualifications, installation experience, manufacturer training certificate, and evidence of previous similar installations (TR 7, 10 marks). The tenderer must attach the qualification certificates. D2 p.28
Technical pass mark is 60% of 80 total technical points. D2 p.27
Post-qualification: the county may visit the bidder's proposed sites or contact past clients to check performance. This is an option, not a stated mandatory site visit. D2 p.28

Financial

Evidence of financial resources (cash in hand or lines of credit): 4 million and above scores 10 marks; 2 to 3 million scores 5 marks; under 2 million scores 0. D2 p.27
Lowest evaluated price among responsive bidders is awarded. Evaluation is on all items and the total contract price. D2 p.23

How and where to submit

Submit the whole tender through the IFMIS supplier portal (https://supplier.treasury.go.ke) as required by the tender. The portal record shows electronic submission only. D2 p.23
Original Tender Security and original Form of Tender must be dropped in the tender box at Lamu County Government Headquarters, Mokowe, Ground Floor, while a scanned copy is uploaded on IFMIS. Conflicting D2 p.3
The D2 Invitation to Tender says manual submission will not be permitted; the tender box rule in the same invitation requires physical originals. Ask the procuring entity how to submit originals. Conflicting D2 p.2
Address for submission of originals: Director Supply Chain Management Services, County Government of Lamu Headquarters, Mokowe, Ground Floor tender box. Delivery of oversize packages to the Procurement Unit Office. Conflicting D2 p.22
Written enquiries and clarifications must reach the procuring entity no later than 3 days before the deadline (procurement@lamu.go.ke). D2 p.22

Lots and categories

Lots are not applicable; the tender is for a single contract. D2 p.21

What the addenda changed

No addenda were provided in the reviewed material. Check the portal and IFMIS for later addenda before submitting. 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 amount wording: The TDS gives Ksh 82,000.00 in figures but writes the amount in words as One Hundred And Eighty Thousand. Confirm the exact amount in writing. (D2 TDS p.22; D2 ITT 6 p.2; D2 MR 6 p.26)
Tender security validity start: ITT 6 and MR 6 say 150 days from opening; the TDS says 150 days from tender opening. Confirm the validity end date with the procuring entity. (D2 ITT 6 p.2; D2 MR 6 p.26; D2 TDS p.22)
Tender validity start date: ITT 7 says 120 days from the date of opening; ITT 17.1 says from the submission deadline; D1 says 120 days from the closing date. (D2 ITT 7 p.2; D2 ITT 17.1 p.11; D1 p.2)
Physical opening: ITT 'Address for Opening' says there will be no physical opening, but the TDS and D1 give a boardroom opening. (D2 p.3; D2 TDS p.23; D1 p.2)
Manual submission: D2 says manual submissions will not be permitted, yet originals of the tender security and form of tender must be dropped in the tender box. (D2 p.2 item 9; D2 p.3 section B; D2 TDS p.22)

Not covered in the documents we reviewed

Addenda or clarifications (A1, A2, etc.) if any were issued after the tender notice
Section V Schedule of Requirements and technical specifications for the B-scan machine
Section VII Special Conditions of Contract, including payment terms and delivery schedule
Contract value or estimated price
Tender forms (Form of Tender, Priced Schedule, SD1, SD2, Tenderer Information Form) and their wording
Section IV standard forms such as Manufacturer's Authorization form and Exp-1 experience form
Clear confirmation of the tender security amount and validity period
Clear confirmation of how to submit original tender security and forms
Confirmation of whether there is a physical opening at Mokowe
Site visit or pre-bid meeting details, if any
Liquidated damages and performance security conditions beyond ITT 47.3

Terms explained

IFMIS: Integrated Financial Management Information System, the government e-procurement portal used to submit tenders here.
TDS: Tender Data Sheet. It gives tender-specific rules that override the general instructions.
Tender security: Money or guarantee submitted with a bid to show it is serious. It is forfeited if the bidder withdraws or refuses to sign.
AGPO: Access to Government Procurement Opportunities for youth, women and persons with disability. Not applied in this tender.
Responsive: A bid that meets all mandatory requirements without material deviation. Non-responsive bids are rejected.
MR: Mandatory Requirement. Pass/fail preliminary checks such as valid licences and signed forms.
Manufacturer's authorisation: Letter from the manufacturer that authorises the bidder to supply its product in Kenya.
Power of attorney: Written authority for the person signing the bid to commit the company, executed before a Commissioner for Oaths.
Standstill Period: Period of 14 days after award notice in which dissatisfied bidders may file a complaint before the contract is signed.

Supply and commissioning of B-scan module machine at Mokowe Sub-County Hospital, Lamu County