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Supply Delivery Installation Configuration and Commissioning of an Electronic Document Management System - Edms System

Issued by TOM MBOYA UNIVERSITY · via Kenya — e-GP (egpkenya.go.ke)

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Published
11 Nov 2026
Closes
25 Nov 2026, 07:00 UTC
Bid opening
25 Nov 2026, 07:01 UTC
Reference
TMU/849/0045/2026-27
Location
Kenya
Sector
IT & Telecom
Type
services

At a glance

TOM MBOYA UNIVERSITY in Kenya has published a tender in it & telecom: “Supply Delivery Installation Configuration and Commissioning of an Electronic Document Management System - Edms System”. Submissions close on 25 November 2026, 13 days from today. Quote reference TMU/849/0045/2026-27 in any correspondence with the buyer. FreeTender has recorded 14 notices from this buyer since 2026, 8 of them currently open. There are 162 open it & telecom notices in Kenya on FreeTender. Bids are submitted to the buyer through Kenya — e-GP (egpkenya.go.ke), not through FreeTender.

Key requirements

Taken from the notice by FreeTender. The tender document on the official portal is binding — check it, and any corrigendum, before you bid.

Bid security / EMD
KES 200,000
Performance security
10% of contract value
Questions deadline
17 Nov 2026 17:00 (Nairobi time)
Bid validity
150 days
Procurement method
Open tender
Evaluation
Yes/ No Basis
Funding
GoK

Documents to submit

  • SELF - declaration form - SD1&2
  • A copy of certificate of incorporation /registration
  • A copy of valid tax compliance certificatei ssued by KRA
  • A copy of valid single business permit /trade license
  • A copy of valid CR12 form showing the list of directors /shareholding or national identity card(s) for sole proprietorsh
  • Valid ICTA 1 certificate - electronic records management
  • Valid ICTA 1 certificate - systems and applications
  • Valid ICTA 1 certificate - information security
  • Valid ICTA 1 certificate - DATA center
  • Valid ICTA 1 certificate - cloud computing

To bid on Kenya e-GP

Kenyan government tenders are submitted through the e-GP portal; register as a supplier there first. AGPO-reserved tenders need a valid AGPO certificate.

Details

SUPPLY DELIVERY INSTALLATION CONFIGURATION AND COMMISSIONING OF AN ELECTRONIC DOCUMENT MANAGEMENT SYSTEM - EDMS SYSTEM

SUPPLY, INSTALLATION, AND COMMISSIONING OF AN ELECTRONIC DOCUMENT MANAGEMENT SYSTEM

Tender number: TMU/849/0045/2026-27

Procuring entity: TOM MBOYA UNIVERSITY

Procurement category: Non Consultancy Services

Procurement method: Open Tender

Bidding access: Open

Source of funds: GoK

Bid security: KES 200,000

Performance security: 10% of contract value

Technical evaluation: Yes/ No Basis

Evaluation basis: Grand total wise

Bid validity: 150 days

Site visit: MEETING POINT SHALL BE AT TOM MBOYA UNIVERSITY FROM 8:00 AM TO 5:00PM DURING THE TENDERING PERIOD

Clarifications until: 17 Nov 2026 17:00 (Nairobi time)

Published: 11 Nov 2026 13:30 (Nairobi time)

Closing: 25 Nov 2026 10:00 (Nairobi time)

Bid opening: 25 Nov 2026 10:01 (Nairobi time)

Eligibility documents required

- SELF - DECLARATION FORM - SD1&2 - A COPY OF CERTIFICATE OF INCORPORATION /REGISTRATION - A COPY OF VALID TAX COMPLIANCE CERTIFICATEI SSUED BY KRA - A COPY OF VALID SINGLE BUSINESS PERMIT /TRADE LICENSE - A COPY OF VALID CR12 FORM SHOWING THE LIST OF DIRECTORS /SHAREHOLDING OR NATIONAL IDENTITY CARD(S) FOR SOLE PROPRIETORSHIP- MUST BE RECENT WITHIN THE LAST 6 MONTHS - VALID ICTA 1 CERTIFICATE - ELECTRONIC RECORDS MANAGEMENT - VALID ICTA 1 CERTIFICATE - SYSTEMS AND APPLICATIONS - VALID ICTA 1 CERTIFICATE - INFORMATION SECURITY - VALID ICTA 1 CERTIFICATE - DATA CENTER - VALID ICTA 1 CERTIFICATE - CLOUD COMPUTING - TENDERERS MUST PROVIDE CERTIFICATES OF REGISTRATION AS DATA PROCESSORS AND DATA CONTROLLERS FROM THE OFFICE OF THE DATA PROTECTION COMMISSIONER SHALL BE VERIFIED FROM THE REGISTER OF DATA PROCESSORS - VALID OFFICE OF THE DATA PROTECTION COMMISSIONER (ODPC) - DATA CONTROLLER CERTIFICATE - VALID OFFICE OF THE DATA PROTECTION COMMISSIONER (ODPC) - DATA PROCESSOR CERTIFICATE - PROVIDE A DRAFT OF THE DATA PROTECTION AND DATA SHARING AGREEMENT PRIOR TO ACCESSING, RECEIVING, TRANSFERING, OR PROCESSING ANY PERSONAL DATA ON BEHALF OF THE UNIVERSITY - SUBMIT A DULY SIGNED UNDERTAKING TO THE VC FOR FREE EDMS TECHNICAL SUPPORT, MAINTENANCE, TROUBLESHOOTING AND USER ASSISTANCE FOR 12 MONTHS AFTER COMMISSIONING, AT NO EXTRA COST. - MUST SUBMIT SOFTWARE MANUFACTURER’S AUTHORIZATION OR PATENT RIGHTS DECLARATION (LETTER OF AUTHORIZATION BY THE SOFTWARE DEVELOPER IF DIFFERENT FROM BIDDER) OR PROOF OF SYSTEM OWNERSHIP - SYSTEM MUST INTEGRATE WITH EXISTING MICROSOFT DYNAMICS 365 BUSINESS CENTRAL ERP, ENABLING DOCUMENT TRANSFER TO/FROM EDMS. MUST DEMONSTRATE INTEGRATION CAPABILITY TO MITIGATE IMPLEMENTATION RISKS. - TENDER SECURITY OF KSHS.200000 VALID FOR 150 DAYS FROM DATE OF TENDER OPENING, IN BANK/INSURANCE GUARANTEE FROM INSURANCE APPROVED BY PPRA, OR APPROVED FINANCIAL INSTITUTION /MICROFINANCE GUARANTEE - DULY FILLED IN TECHNICAL SPECIFICATION SHEET

Tender documents are free to download from the e-GP Tenders page (egpkenya.go.ke/tender) without an account; search by tender number. Bids are submitted electronically on e-GP.

Context for bidders

We hold 14 notices from TOM MBOYA UNIVERSITY, going back to October 2026 — 8 of them still open. They buy mostly in IT & Telecom, Media, Printing & Advertising and Energy & Power. There are 162 open IT & Telecom tenders in Kenya. This one closes in 13 days.

Before you bid on this tender

A quick checklist to help you decide whether to bid and prepare a compliant submission for this it & telecom opportunity. Always verify the details on the official source.

  • Confirm the exact closing date and time (and time zone) on the official portal — deadlines are strict and can be revised by a corrigendum.
  • Read the full notice and every attached document, including the scope, specifications and any bill of quantities or terms of reference.
  • Check the eligibility criteria — prior similar experience, annual turnover, certifications and registrations — and make sure you qualify before investing effort.
  • Prepare any earnest-money deposit (EMD) or bid security and the required formats early; missing or wrongly-formatted documents are a common cause of rejection.
  • Note how bids must be submitted (online or physical), in what format, and whether a digital signature or portal registration is required.
  • Watch for corrigenda and clarifications right up to the deadline — requirements and dates can change.
Common bidding mistakes to avoid →Writing a winning proposal

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