Buying Medical Equipment in Kenya: A Procurement Checklist

Medical equipment is bought once and relied on for years, so the cheapest quote is rarely the lowest cost. This checklist covers what hospitals, clinics and procurement teams in Kenya should confirm before committing.

1. Start from the clinical need

Write down who will use the equipment, for which procedures, and how often. A clinic seeing ten patients a day and a county referral hospital need very different specifications. Involve the clinicians who will use it and the biomedical engineers who will maintain it.

2. Write a specification, not a brand

List the functions, capacity, accuracy and safety features you need. A clear specification lets you compare quotations fairly and is essential for tenders. Ask each supplier to state the exact model and to confirm point-by-point that it meets your specification.

3. Check regulatory requirements

Health products and technologies, including medical devices, are regulated in Kenya by the Pharmacy and Poisons Board. Confirm what registration or listing applies to the device category you are buying, and ask the supplier for the relevant documentation.

4. Plan for power and environment

• Confirm the input voltage and power rating match your supply.
• Protect sensitive electronics with a correctly rated voltage stabiliser or UPS — power fluctuations are a common cause of premature failure.
• Check space, ventilation, temperature and humidity requirements, especially for imaging and laboratory equipment.

5. Budget for the whole life of the equipment

• Consumables and accessories: are they available locally, and at what price?
• Spare parts: which parts wear out, and how quickly can they be supplied?
• Warranty: what it covers, for how long, and who carries it out.
• Installation and training: are they included for operators and maintenance staff?
• Calibration: how often is it needed, and is a certificate supplied?

6. Get the paperwork right

Ask for a written quotation with model numbers, quantities, unit and total prices in KES, delivery terms and what is included. Most institutions need a proforma invoice for internal approval before payment — ask for one early so procurement isn't held up.

How Prestige Industrial helps

Send us your specification or a list of what you need. We'll confirm availability, prepare a quotation and proforma invoice, and deliver within 0–30 days anywhere in Kenya, including facilities outside the major towns. Payment is secure by M-Pesa, Airtel Money, Visa or Mastercard.