Provision of medical insurance cover for staff of Nyandarua County Assembly, Tender NCA/T/02/2026-2027

What is being bought

Nyandarua County Assembly invites sealed tenders from insurers and brokers to provide medical insurance cover (in-patient and out-patient, with dental, optical and maternity benefits) for its permanent and pensionable staff and their immediate dependents for 2026-2027. The initial cover is one year, with an option to renew for one more year up to two years in total, at the Assembly's sole discretion. The Terms of Reference state about 390 dependents across 85 staff.

Key facts

Closing

Wed 21 Oct 2026, 11:00 am
Tenders must be received electronically on the IFMIS platform on or before 21 October 2026 at 11:00 (local time). Portal closing date is 2026-10-21 11:00:00. D1 p.25

Bid / tender security

Kshs 300,000.00 (Three Hundred thousand shillings only), valid 30 days beyond tender validity (180 days). Form per TDS: bank guarantee from a bank licensed and operating in Kenya. Other documents list insurance company or CBK-licensed financial institution guarantees; self-insurance guarantees not allowed. Conflicting D1 p.24

Tender fee

Not stated in the documents we reviewed Not stated D1 p.3

Site visit

Optionnel
Site visits are not applicable. D1 p.24

Pre-bid meeting

Optionnel
Pre-tender meeting not applicable. D1 p.24

Reserved for

Not stated as reserved. Tender is open to all qualified tenderers; portal lists no reserved groups. P

Contract value

Not stated in the documents we reviewed Not stated D1 p.34

Tender opening

Electronic public opening on the IFMIS platform, at the Nyandarua County Assembly Hall, main Chamber. D1 p.25

Tender validity

Tenders valid for 150 days from the date of tender opening; shorter validity is rejected. D1 p.24

Who can apply

• Tender is open to all qualified and interested tenderers. The TDS states Joint Ventures are not allowed. Conflicting D1 p.3
• Reservation: the tender is open to all; no group reservation (SME, women, youth, persons with disability, AGPO) is stated in the TDS or invitation. D1 p.3

Application checklist

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

Required from every bidder

• Copy of Certificate of Registration or Incorporation. D1 p.26
• Copy of licence of registration with the Insurance Regulatory Authority (IRA) for provision of medical cover insurance. D1 p.26
• Current valid certificate of membership of the Association of Kenya Insurers (insurers) or Association of Insurance Brokers of Kenya (brokers) for the year 2026. D1 p.26
• Valid Kenya Revenue Authority tax compliance certificate, valid on the date of tender opening. D1 p.26
• Bidders submit one quote as either an underwriter or a broker. Two quotes from the same underwriter are not acceptable. Brokers must have a quote from an underwriter. D1 p.27
• CR-12 issued within the last six months by the Registrar of Companies, where applicable. D1 p.27
• Current and valid business licence or permit from the applicable County Government. D1 p.27
• Duly filled, signed and stamped form of tender. D1 p.27
• Duly filled, signed and stamped priced schedule. D1 p.27
• Duly filled, signed and stamped Confidential Business Questionnaire and Certificate of Independent Tender. D1 p.27
• Form SD1 self-declaration that the tenderer is not debarred under the Public Procurement and Asset Disposal Act 2015. D1 p.27
• Form SD2 self-declaration that the tenderer will not engage in corrupt or fraudulent practice (also required under TDS ITT 3.1). D1 p.27
• Affidavit, certified by a Commissioner of Oaths, that the tenderer is not insolvent, in receivership, bankrupt or being wound up. D1 p.27
• Duly filled, signed and stamped declaration and commitment to the Code of Ethics. D1 p.27
• List of exclusions and excesses for inpatient and outpatient medical cover; if none, written confirmation of that. D1 p.27
• Power of Attorney signed and stamped by a Commissioner of Oaths. D1 p.27
• Sample policy document for the medical cover. D1 p.27
• List of current service providers (hospitals, specialists and pharmacies). D1 p.28
• Tender pages must be serialized chronologically 1, 2, 3 up to the last page, including all attachments. D1 p.27
• Bid security (bid bond) as described in the bid_security item. D1 p.27

Experience, licences and financial capacity

Technical

• Five recommendation letters from major hospitals on the panel, covering claims settled and outstanding claims for 2023, 2024 and 2025. D1 p.29
• Contracts for medical cover of at least 20 million shillings each, completed in 2023-2025, with copies of contracts or completion letters (scored; 8 contracts or more gives full marks). D1 p.29
• Full terms and conditions, including exclusions and excess (co-pay) clauses for dental, optical, maternity, inpatient and out-patient cover (scored). D1 p.29
• Insurer must provide a claims-settlement process and evidence of claims settled within 1 month, 1-3 months, or beyond (scored). D1 p.31
• Technical score must be at least 80% to proceed to financial evaluation. D1 p.32
• Conduct a briefing exercise and submit a report, and furnish the package of the employee health insurance scheme with full details. It is unclear which bidders or stage this applies to. Unverified D1 p.67

Financial

• Gross premiums of not less than Ksh one billion in the year 2025 on medical activities only. D1 p.30
• Audited financial statements for the last three financial years (2023, 2024, 2025), each scored; liquidity and profitability ratios scored. D1 p.29
• Proof of re-insurance arrangements for 2023, 2024 and 2025 (re-insurance slips, cover notes or IRA proof). D1 p.32

How and where to submit

• Submit electronically: scanned copy of the original tender document uploaded to the G.O.K IFMIS Suppliers Portal www.supplier.treasury.go.ke. No hand copy. D1 p.25
• For submission purposes the address is The Clerk, Nyandarua County Assembly, P.O Box 720-20303 Ol Kalou. D1 p.25
• Power of Attorney must be provided as written confirmation of authority to sign for the tenderer. D1 p.25

Lots and categories

• No lots stated in reviewed pages. Not stated D1 p.25

What the addenda changed

• No addenda were provided for review. Not stated P

Not covered in the documents we reviewed

• Addenda (A1, A2 etc.) were not provided, so any later date or requirement changes are unknown.
• Section IV Tendering Forms, Form of Tender and Confidential Business Questionnaire contents were not reviewed.
• Section VI General Conditions and Section VII Special Conditions of Contract and the insurance policy appendix were not reviewed.
• Full Terms of Reference details beyond pages 62 and 67 and the benefit tables were only partly reviewed.
• Contract value or budget is not stated.
• Pages 4-10, 13, 18-19, 21-23, 36-38, 40-46, 48-61, 63-66 and 68-79 were not provided.

Terms explained

Tender security (bid bond)

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

TDS

Tender Data Sheet, Section II of the tender document, giving the tender-specific rules that override the general instructions.

IFMIS

Integrated Financial Management Information System; the government e-procurement platform used to submit and open tenders.

Responsive

Tender meets all the mandatory requirements and conditions in the tender documents; non-responsive tenders are rejected.

Power of Attorney

Written authority, signed and stamped, allowing a named person to sign and bind the tenderer.

Underwriter and broker

Underwriter is the insurer that carries the risk; broker places the cover with an underwriter and must hold an underwriter quote.

Self-declaration forms SD1 and SD2

Sworn declarations that the bidder is not debarred from public procurement (SD1) and will not engage in corrupt or fraudulent practices (SD2).

AKI, AIBK, IRA

Association of Kenya Insurers, Association of Insurance Brokers of Kenya, and Insurance Regulatory Authority, which licence and regulate insurers.

Loss ratio

Share of premiums paid out as claims, used to judge the insurer's claims experience.

Margin of preference

A price loading against foreign tenderers; not applicable here per TDS.