Quotation Estimate Biomedical Engineer in Kenya Nairobi –Free Word Template Download with AI

Quotation No.: QTE-2025-00847 Date Issued: 15 June 2025 Valid Until: 15 July 2025 Location: Kenya Nairobi 1. Client Information

Client Name:	Nairobi County Public Health Facilities Authority
Contact Person:	Dr. Amina Wanjiru, Director of Medical Equipment
Address:	County Government Building, Moi Avenue, Kenya Nairobi
Email:	[email protected]

2. Purpose of This Quotation Estimate

This Quotation Estimate is prepared by MedTech Solutions Kenya Ltd. to provide a comprehensive and transparent cost breakdown for the engagement of a qualified Biomedical Engineer to deliver specialized medical equipment maintenance, calibration, and technical support services across public health facilities in Kenya Nairobi. This document serves as a formal proposal outlining the scope of work, professional fees, material costs, and all associated charges for the client's review and approval.

3. Scope of Work – Biomedical Engineer Services

The Biomedical Engineer engaged under this Quotation Estimate shall perform the following duties and responsibilities within the Kenya Nairobi metropolitan area and its surrounding county facilities:

Preventive maintenance and scheduled servicing of diagnostic imaging equipment (X-ray, CT scanners, ultrasound machines) at all designated Nairobi County hospitals and clinics.
Calibration and quality assurance testing of laboratory analyzers, hematology machines, and biochemistry equipment in compliance with Kenya Bureau of Standards (KEBS) regulations.
Installation, commissioning, and post-installation support for newly procured medical devices and patient monitoring systems.
Emergency repair and troubleshooting of critical care equipment including ventilators, defibrillators, infusion pumps, and surgical instruments.
Development and implementation of a comprehensive biomedical equipment management system (BEMS) for all facilities under the Nairobi County Public Health Facilities Authority.
Training of hospital technical staff on basic equipment operation, safety protocols, and first-line maintenance procedures.
Preparation of monthly and quarterly technical reports documenting equipment status, repair activities, and recommendations for capital replacement.
Compliance auditing to ensure all medical devices meet the Kenya Medical Devices Authority (KMDA) regulatory requirements.

4. Itemized Cost Breakdown

Item No.	Description of Service / Item	Quantity	Unit Cost (KES)	Total (KES)
1	Biomedical Engineer – Monthly Professional Fee (Full-time, 40 hrs/week)	12 months	285,000	3,420,000
2	Senior Biomedical Engineer – Supervisory & QA Oversight (Part-time, 16 hrs/week)	12 months	145,000	1,740,000
3	Calibration & Testing Consumables (electrodes, reference standards, test solutions)	Annual	1,250,000	1,250,000
4	Specialized Diagnostic Tools & Handheld Test Equipment (multimeters, oscilloscopes, ECG simulators)	1 set	875,000	875,000
5	Biomedical Equipment Management Software (BEMS) – License & Implementation	1 license	450,000	450,000
6	Staff Training Program (4 sessions across 6 Nairobi County facilities)	4 sessions	95,000	380,000
7	Transport & Logistics (vehicle fuel, inter-facility travel within Kenya Nairobi)	12 months	65,000	780,000
8	Regulatory Compliance Auditing & KMDA Reporting	4 audits	75,000	300,000
9	Contingency & Emergency Repair Parts (estimated 8% of total)	1	764,000	764,000
Subtotal (KES)				10,014,000
VAT @ 16% (KES)				1,602,240
GRAND TOTAL (KES)				11,616,240

5. Payment Terms

30% advance payment upon acceptance of this Quotation Estimate and signing of the service agreement.
40% payable at the midpoint of the contract period (month 6), subject to satisfactory interim performance review.
30% final payment upon completion of all deliverables and submission of the final annual report.
All payments shall be made via bank transfer to MedTech Solutions Kenya Ltd., Equity Bank, Nairobi Branch, Account No. 0012345678901.
Invoices shall be issued in Kenyan Shillings (KES) and are payable within 14 calendar days of receipt.

6. Terms and Conditions

This Quotation Estimate is valid for thirty (30) calendar days from the date of issue. Beyond this period, pricing may be subject to revision due to market fluctuations in spare parts and consumables.
The Biomedical Engineer assigned to this contract shall hold a minimum of a Bachelor's degree in Biomedical Engineering from a recognized Kenyan or international university, along with a valid practicing certificate from the Engineering Board of Kenya (EBK).
All work shall be performed in strict adherence to the Kenya Medical Devices Authority (KMDA) guidelines, the Public Health Act (Cap 244), and applicable KEBS standards.
MedTech Solutions Kenya Ltd. shall maintain professional indemnity insurance with a minimum cover of KES 10,000,000 for the duration of the contract.
Any changes to the scope of work beyond what is outlined in this Quotation Estimate shall require a written change order signed by both parties before additional work commences.
The client shall provide reasonable access to all facilities, equipment, and records necessary for the Biomedical Engineer to carry out assigned duties within Kenya Nairobi.
Confidentiality: All patient data, facility records, and proprietary information encountered during the engagement shall be treated as strictly confidential and shall not be disclosed to any third party.
Disputes arising from this agreement shall be resolved through mediation in Nairobi, Kenya, in accordance with the Arbitration Act, 1995 of Kenya.

Note: This Quotation Estimate does not include the cost of major capital equipment replacement (e.g., full replacement of a CT scanner or MRI unit). Should such needs arise during the contract period, a separate Quotation Estimate will be prepared and submitted for the client's approval. All prices are exclusive of any applicable withholding tax, which shall be the client's responsibility to remit to the Kenya Revenue Authority (KRA). 7. Acceptance and Authorization

By signing below, the client acknowledges receipt of this Quotation Estimate and agrees to the terms, conditions, and pricing outlined herein for the engagement of a Biomedical Engineer to serve public health facilities in Kenya Nairobi.

For: MedTech Solutions Kenya Ltd.

Name: Eng. David Mwangi

Title: Managing Director

Date: _______________

For: Nairobi County Public Health Facilities Authority

Name: Dr. Amina Wanjiru

Title: Director of Medical Equipment

Date: _______________

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