Invitation to Bid (ITB) - No. N_50_2020_KEN - Procurement of ICT Equipment

Sep 11, 2026

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Invitation to Bid (ITB) No. N_50_2020_KEN requests bids for the procurement of ICT equipment under IDLO procurement procedures. It specifies bid submission requirements, secure e-mail submission deadline and file size limit, and the subject-line wording for enquiries and bid submissions. The ITB outlines required qualification documentation, responsiveness determination, bid error correction rules, evaluation criteria, contract award terms, eligibility for late/partial bids, and bid validity period.

LanguageEnglish

CategoryLetters

FormatPDF

Pages14

Reading Time5 min

AccessFree to download

Instructions to Bidders

Bid submission requirements

Qualification requirements

Bid evaluation and responsiveness

Bid errors & correction

INVITATION TO BID (ITB) No. N_50_2020_KEN FOR PROCUREMENT OF ICT EQUIPMENT Date: 25th February 2020 Dear Sir/Madam, You are kindly requested to submit your bid, for goods described in this ITB. Bidders requesting clarification on provisions stipulated in this ITB shall communicate those in [writing to](writing to tenders@idlo.int)[ ](writing to tenders@idlo.int)[tenders@idlo.int](writing to tenders@idlo.int) not later than 72 hours prior to the deadline for submission of bids. The requests for clarification should have “Request for clarifications for ITB No. N_50_2020_KEN”mentioned in the subject. By submitting a bid in response to this information, bidders are confirming acceptance of IDLO’s General Terms and Conditions and Payment Policy of within 30 days after delivery of service on presentation of complete and correct invoice. This ITB is comprised of: Instructions to bidders Terms of Reference/Technical Specifications: Annex ABid Submission Form: Annex B Price Schedule: Annex C IDLO Special Conditions of Contract : Annex D IDLO General Terms and Conditions for the Procurement of Services: Annex E Supplier Code of Conduct: Annex F Bids shall be submitted to the following secure e-mail address: [tenders@idlo.int](tenders@idlo.int) no later than 16th March 2020, noon Kenyan Local Time. The prices will remain unchanged during the period of contract implementation. Email should have “Bid for ITB No. N_50_2020_KEN” mentioned in the subject line. Bids shall not exceed 20MB in size. Instructions to Bidders: | Qualification Requirements | Bidders are required to submit the following documents to ascertain their qualification:
(1) Certificate of Incorporation.
(2) VAT Certificate.
(3) Kenya Revenue Authority (KRA) PIN Certificate.
(4) Valid Tax Compliance Certificate.
(5) Manufacturers Authorization letter or certificate authorizing the firm to sell the products
(6) Evidence of the firm’s experience in delivering similar projects by providing list of clients and evidence of provision of similar services to at least five (5) clients in the last three (3) years.
(LPO/LSO)
(7) Letters of reference from at least five (5) clients indicating supply of similar projects in the last three
(3) years with detail of the contact persons.(REFERENCE LETTERS AND CONTACT PERSON EMAIL ADDRESSES)
(8) Preliminary project plan for Delivery, Installation, testing and commissioning. The plan will include the delivery, management, coordination, and execution of all its responsibilities, if awarded the Contract, as well as the estimated duration and completion date for each major activity.
(9) Draft Service Level Agreement that indicate the firm’s number of outlets to include proposal for supply management for duration of the contract to include staffing after sales support, customer care policy and warranty.
(10) Draft Non-Disclosure Agreement
(11) Firm profile with 3 years audited accounts and resumes of key professional staff
(12) Contact detail of assigned Firm Project Manager for Service being tendered for together with resume
Failure to submit the required documentation above will result in disqualification from the bidding process | | --- | --- | | Determination of Bids Responsiveness | Prior to the detailed evaluation of bids, IDLO shall determine whether each bid
a) has been properly signed;
b) is substantially responsive to the requirements. | | --- | --- | | Bid Errors & correction | Bids determined to be substantially responsive shall be checked by the IDLO for any arithmetic errors. Errors shall be corrected by the IDLO as follows:
a) where there is a discrepancy between the amounts in figures and in words, the amount in words shall govern; and
b) where there is a discrepancy between the unit rate and the line item total resulting from multiplying the unit rate by the quantity, the unit rate as quoted shall govern.
c) The amount stated in the bid sha

FAQs

What is the ITB number and what procurement is requested?

The ITB number is N_50_2020_KEN, requesting procurement of ICT equipment.

How and when must bidders submit bids?

Bids must be submitted to the secure e-mail address tenders@idlo.int no later than 16th March 2020, noon Kenyan Local Time, and must not exceed 20MB.

What documents are required to prove bidder qualification?

Bidders must submit items including a Certificate of Incorporation, VAT Certificate, KRA PIN Certificate, Valid Tax Compliance Certificate, authorization to sell/manufacturers authorization, evidence of relevant experience (including clients), reference letters with contact persons, a preliminary project plan, a draft service level agreement, a draft non-disclosure agreement, firm profile with audited accounts and resumes, and the assigned project manager contact details.

How are arithmetic errors in bids handled and what is the bid validity period?

For substantially responsive bids, IDLO checks arithmetic errors and corrects discrepancies by governing amounts in words over figures, and unit rate over line-item totals. Bid validity is 90 days from the deadline for submission of bids.

Sep 11, 2026

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