Digital X-ray machine supply, installation and commiss…

What is being bought

Supply, delivery, installation, testing and commissioning of one digital X-ray machine for Kiunga Health Center, Kiunga Ward, Lamu County, under open national tender CGL/ONT/MS/003/2417934/2026-2027 (IFMIS negotiation no. 2417934-2026/2027). Quantities beyond the one machine are not stated in the material reviewed. Technical specifications are in Section V, which was not provided.

What could disqualify you

Tenders that do not pass the Preliminary Examination (mandatory requirements MR1 to MR19) are non-responsive and are not considered further. D2 p.25
Late tenders will be rejected; the IFMIS system locks out automatically at closing time. D2 p.2
If the manual original Form of Tender or original Tender Security does not match the scanned copy uploaded in IFMIS, the tender will be disqualified. D2 p.22
A tender valid for a shorter period than required will be rejected as non-responsive. Standard rule D2 p.11
A bidder scoring less than 60% in technical evaluation is not technically responsive and is not considered for financial evaluation. D2 p.28
Firms debarred under the PPAD Act 2015 are not eligible; tenderer must sign the self-declaration (Form SD1) confirming it is not debarred. D2 p.26
A negative post-qualification determination results in disqualification of the tender. Standard rule D2 p.19

Key facts

Closing: Mon 19 Oct 2026, 11:00 am
Closing deadline for IFMIS electronic submission and manual original security and form of tender. Late tenders rejected. D2 p.2
Bid / tender security: Tender security of KSh 180,000.00 valid 150 days from tender opening, from licensed banks or insurance firms approved by PPRA, in form of bank guarantee or insurance guarantee. Original to tender box, scanned copy in IFMIS. D2 p.22
Tender fee: Hard copy tender document fee KSh 1,000.00, non-refundable, payable in cash or banker's cheque to the procuring entity. Electronic copies are free of charge. D2 p.2
Site visit: Not stated in the documents we reviewed Not stated D2 p.28
Pre-bid meeting: Optional
No pre-tender conference will be held. D2 p.22
Reserved for: Not reserved. Open to all qualified tenderers; no margin of preference or reservation applies. D2 p.23
Contract value: Not stated in the documents we reviewed Not stated D2 p.2
Tender opening: Public opening immediately after the deadline at the Boardroom, County Government of Lamu HQ, Mokowe. Sources disagree on whether a physical opening takes place. Conflicting D2 p.23
Tender validity: Tenders valid 120 days. Start date conflicts: one source says from closing date, another from date of opening. Conflicting D2 p.22

Who can apply

Tendering is open to all qualified and interested tenderers under open competitive national tendering. D2 p.2
Joint ventures may tender but must obtain exemption from the Competition Authority of Kenya as a condition of contract award and signature (not a condition for tendering). Maximum JV members: Not Applicable. Standard rule D2 p.7
A Kenyan tenderer must provide evidence of having fulfilled tax obligations with a current tax clearance or tax exemption certificate issued by KRA. 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

Tenderer must furnish documentary evidence that the goods conform to the technical specifications in the Schedule of Requirements, item by item, including deviations. Standard rule D2 p.11
Warranty of minimum 24 months, with installation methodology and schedule, training plan, user and service manuals, and after-sales service arrangements (scored under TR4). D2 p.27
Evidence of at least two similar machine supply, installation, testing and commissioning in last five years (TR2 scoring, 10 marks; contract/LPO, completion certificate, client reference and equipment description). D2 p.27
Provide two reference letters from other organizations supplied with X-ray machines (TR3: 2 letters 10 marks, 1 letter 5 marks, none 0). D2 p.27
Delivery schedule: within 21 days scores 10 marks, within 30 days scores 5 marks. Delivery final destination is Kiunga Health Center, Kiunga Ward. D2 p.28
Key technical personnel: CV of proposed biomedical or medical equipment engineer, qualifications, installation experience, manufacturer's training certificate and evidence of previous similar installations (TR7). D2 p.28
Spare parts period: goods expected to function for one year for spare parts purposes; manufacturer's authorization required; after-sales service required. D2 p.22

Financial

Audited financial reports for the last two years (2023-2024 and 2024-2025) (TR1, scored 10 marks). D2 p.27
Evidence of financial resources (cash in hand or lines of credit): KES 7 million and above scores 10 marks. D2 p.27
Cash in hand or lines of credit between KES 4 million and KES 6 million scores 5 marks. D2 p.27
Cash in hand or lines of credit below KES 4 million scores 0 marks. D2 p.27

How and where to submit

Completed tender must be submitted electronically through the IFMIS supplier portal, https://supplier.treasury.go.ke, on or before the closing date and time. Conflicting D1 p.1
The ORIGINAL Tender Security and ORIGINAL Form of Tender must be submitted manually and dropped in the tender box at County Government of Lamu Headquarters, Mokowe, Ground Floor, on or before the closing date. Conflicting D2 p.3
Scanned copies of the tender security must be attached together with other documents in IFMIS. D2 p.3
Whole tender documents must be submitted through IFMIS; manual submission of the full tender is not permitted. Only original Form of Tender and tender security are manual. Conflicting D2 p.2
Number of additional copies beyond the original: Not Applicable. D2 p.22
Tenderer must chronologically serialize all pages of the tender documents submitted. Standard rule D2 p.2
Written authorization to sign for the tenderer: power of attorney duly signed and witnessed. D2 p.22
Enquiries and clarification requests should reach the procuring entity no later than 3 days before the submission deadline, to procurement@lamu.go.ke. D2 p.22
A tender package that cannot fit in the tender box is delivered to the Procurement Unit Office and its particulars registered. D2 p.22

Lots and categories

No lots. The invitation comprises a single contract. D2 p.21

What the addenda changed

No addenda were included in the material reviewed. Confirm with the procuring entity whether any addenda have been issued. 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 validity start date: Tender notice says prices valid 120 days from the closing date; Tender Document invitation says 120 days from the date of opening of tenders. The TDS and ITT 17.1 standard clause refer to the submission deadline. (D1 p.2 vs D2 p.2 vs D2 p.22 and D2 p.7)
Submission method: Portal record and Tender Notice say electronic/IFMIS submission. Tender Document says manual submission will not be permitted, but also requires original Form of Tender and original tender security dropped in the tender box. (P vs D2 p.2 vs D2 p.3 and D2 p.22)
Physical opening: Tender Document says there will be no physical opening; TDS and Tender Notice state opening takes place in the boardroom at County HQ Mokowe. (D2 p.3 vs D2 p.23 and D1 p.2)
Procurement category: Tender Notice refers to listed Works; portal and Tender Document describe goods supply, installation and commissioning. (D1 p.1 vs P and D2 p.2)

Not covered in the documents we reviewed

Section V Schedule of Requirements and technical specifications for the X-ray machine
Section IV tender forms and price schedule
Section VII Special Conditions of Contract and payment schedule
Any addenda or clarifications issued after the tender notice
Estimated contract value or price range
Whether a site visit is compulsory
Exact form and content of the Section III post-qualification financial amounts (blank in the material reviewed)
Pages 1-107 of the tender document were not all provided; only 23 pages were reviewed

Terms explained

IFMIS: Integrated Financial Management Information System, the government e-procurement portal through which tenders are submitted.
TDS: Tender Data Sheet: section of the tender document setting specific values such as security amount, validity and deadlines, which override general instructions.
Tender security: Guarantee (bank or insurance) submitted with the bid to show seriousness; here KSh 180,000.00, valid 150 days from opening.
MR: Mandatory Requirement at preliminary evaluation; a tender failing any MR is non-responsive.
Responsive / non-responsive: A tender that meets all mandatory terms is responsive; a non-responsive tender is rejected without further consideration.
Manufacturer's Authorization: Letter from the manufacturer confirming the tenderer is authorised to supply its goods in Kenya.
Power of attorney: Document authorising the person who signs the bid to commit the bidder; must be executed before a Commissioner for Oaths or as stated in the TDS.
PPB licence: Kenya Pharmacy and Poisons Board licence required for the exact medical device offered.
Joint venture (JV): Two or more firms tendering together; must obtain Competition Authority exemption before contract signature.
Standstill period: Minimum 14-day waiting period after award notice during which dissatisfied bidders may file a complaint.

Digital X-ray machine supply, installation and commissioning for Kiunga Health Centre, Lamu County