Expression of interest for the supply, installation and maintenance of laboratory analysers under a reagent rental agreement for the Zambia Medicines and Medical Supplies Agency

Closes15Oct 2026Closed

Invitation for Expression of Interest (EOI)

The Ministry of Health (MoH) intends to establish a national, standardized laboratory equipment program under a Reagent Rental Agreement model, with ZAMMSA playing a central procurement and coordination role. The program aims to improve diagnostic capacity, equipment uptime, workforce skills, and laboratory data connectivity across Zambia's public health facilities. As indicated the purpose of the initiative seeks to strengthen laboratory diagnostic services nationwide by:

i. Supplying and delivering appropriate laboratory analysers. ii. Installing and commissioning equipment.

iii. Training laboratory personnel.

iv. Providing maintenance and technical support.

v. Integrating equipment with national health information systems.

EOI No: TBA

Annexure 1

Expression of Interest

Supply, Installation, and Maintenance of Laboratory Analysers on a Reagent Rental Agreement (RRA) for Public Laboratories in Zambia

Tender Reference: TBA

Issuing Entity: ZAMMSA st Date of Issue: 1 October, 2026 th Closing Date and Time: 15 October, 2026

Executive Summary

The Ministry of Health (MoH), Republic of Zambia, seeks to strengthen access to quality diagnostic services across all levels of public health care. To achieve this, an inventory of public health facilities was conducted, assessing facility location, laboratory tier level, and service context across Provinces and Districts. The assessment identified the need to rationalize the distribution of Laboratory Equipment to ensure fit-for-purpose deployment — from Rural Health Centres providing essential diagnostics to tertiary referral hospitals delivering advanced testing. This Expression of Interest (EOI) invites qualified vendors to partner in the supply, placement, and lifecycle management of laboratory analysers across the national health facility network, under a Reagent Rental Agreement (RRA) model. Proposed solutions must demonstrate alignment with facility service levels, sustainability of operations, and the ability to support continuity of diagnostic services in diverse resource settings.

The proposed engagement covers five categories of laboratory analyser, with a total requirement of 258 instruments across at least four vendors per category. The work is structured around four strategic objectives:

All Equipment must be MoH-approved through the Laboratory Technical Working Group (TWG), ISO-compliant, operable under Zambian conditions (temperature, humidity, and power fluctuations), and compatible with current LIS and SmartCare systems.

This EOI represents an opportunity to contribute to a standardized, sustainable, and data-connected national laboratory network that supports clinical decision-making and programme monitoring across Zambia.

  1. Introduction

The Pathology and Laboratory Services unit under the Ministry of Health, leads the national strategy for laboratory diagnostics and service delivery. This strategy relies on the timely availability of functional, calibrated, and well-maintained laboratory Equipment at all tiers of care from community health centres to national referral hospitals to guide clinical management, monitor disease trends, and support programme decision-making.

To respond to persistent gaps in laboratory Equipment availability and functionality, the MoH conducted a nationwide facility inventory assessing the location, tier level, and diagnostic service needs of public health facilities across all provinces. The assessment revealed a need to both rationalize existing Equipment and deploy fit-for-purpose solutions to underserved facilities, with particular attention to the sustainability of operations and the ability of Equipment to perform reliably in resource-limited settings.

Recognising the need for a sustainable mechanism to address these gaps, the MoH has identified the Reagent Rental Agreement (RRA) model as the preferred approach to Equipment provision. Under this model, suppliers install and maintain laboratory Equipment, while the Ministry of Health procures reagents and consumables over an agreed period through a reagent supply framework contract with ZAMMSA. This model ensures functional Equipment, reduces service interruptions, replaces obsolete platforms, and promotes standardization and efficiency across the national laboratory network.

  1. Problem Statement

Stakeholder consultations and the national facility inventory identified several persistent challenges that undermine laboratory service delivery across Zambia:

  1. Misalignment of equipment and facility tier: Many facilities operate Equipment not suited to their service level, sample volume, or infrastructure context, resulting in underutilisation, frequent breakdowns, or diagnostic gaps.
  1. Ageing and obsolete Equipment: A significant proportion of existing laboratory analysers are beyond their operational lifespan, with no structured replacement or maintenance programme in place.
  1. Insufficient maintenance and technical support: Breakdown response times are slow, spare parts are often unavailable in-country, and preventive maintenance is inconsistent, leading to extended Equipment downtime and disruption of diagnostic services.
  1. Weak training and capacity: High staff turnover and insufficient operator training result in Equipment misuse, poor quality control, and inability to leverage analyser functionality for clinical or programmatic purposes.
  1. Fragmented data systems: Laboratory results are frequently recorded in silos, with limited integration into national health information systems (SmartCare, DHIS2, LIS), constraining programme monitoring, clinical decision support, and disease surveillance.

Addressing these challenges through a coordinated, lifecycle-based engagement with qualified vendors is essential to ensuring the MoH can deliver consistent, high-quality diagnostic services across the national health facility network.

  1. Solution

To address the identified diagnostic service gaps, the MoH proposes to engage qualified vendors under a Reagent Rental Agreement (RRA) model to deliver a comprehensive package of Equipment supply, installation, training, maintenance, and data integration services. This engagement will involve:

  1. Deploying fit-for-purpose analysers across facility tiers: New, ISO-certified Equipment appropriate to each facility's service level and operational context, from compact POC devices at health centres to high-throughput platforms at tertiary hospitals.
  1. Ensuring operational readiness through structured commissioning: Pre-installation site assessments, installation in accordance with manufacturer specifications, and certified validation before handover at each facility.
  1. Building sustainable laboratory workforce capacity: On-site operator training at installation, a Training of Trainers (ToT) programme for senior staff, and annual (physical or virtual) refresher training throughout the contract period.
  1. Providing lifecycle maintenance and technical support: Scheduled preventive maintenance, rapid corrective maintenance response governed by SLAs, in-country spare parts stock, and a dedicated helpdesk.
  1. Integrating analysers into national health information systems: Mandatory integration with SmartCare, DHIS2, and the national LIS at commissioning, enabling real-time data transmission to support programme reporting and clinical decision-making.

Vendors will be engaged and guided by the MoH Laboratory TWG throughout implementation, ensuring that proposed solutions align with national laboratory policies, quality management standards, and the strategic objectives of the national health laboratory programme.

  1. Priority Objectives for Diagnostic Service Strengthening

The following objectives summarise the key areas where vendor engagement will directly address operational and diagnostic service challenges. Each reflects a specific need identified through the national facility inventory and consultations with MoH and laboratory stakeholders.

Objective Challenge Proposed Solution Key Benefits

Supply new, ISO-certified analyzers Facilities lack Closes diagnostic gaps; Supply & Delivery of appropriate for Health Centres fit-for-purpose Equipment ensures right-sized Analyzers through Level 3 Hospitals under a matched to tier level technology at each care level Reagent Rental Agreement

Infrastructure unreadiness Pre-installation assessments, site Reduces post-installation Installation & Site causes Equipment failures preparation support, and certified downtime; ensures facilities Commissioning post-delivery commissioning before handover are operationally ready

High staff turnover and Builds sustainable local On-site training at installation, ToT Training & Capacity inconsistent user training capacity; reduces Equipment for senior staff, annual refreshers, Building undermine Equipment misuse and maintenance and competency assessments utilisation burden

Preventive and corrective Equipment breakdowns Maximises uptime; protects Maintenance & maintenance with defined SLAs, without timely repair government investment over Technical Support in-country spare parts stock, and a disrupt diagnostic services the contract period dedicated helpdesk

Mandatory integration with Siloed test results limit Strengthens surveillance, Data Connectivity & SmartCare, DHIS2, and national LIS programme visibility and reporting, and data-driven Integration at commissioning; real-time data clinical decision support resource allocation transmission

  1. Proposed Scope of Work

Vendors are invited to propose end-to-end provision and lifecycle management of laboratory analysers for Health Centres and Level 1–3 Hospitals. The successful vendor per category shall be responsible for the following components across a three-year contract period.

Analyser Type No. of Vendors No. of Instruments

Haematology Analysers 4 127

Chemistry Analysers (Without ISE) 4 81

Electrolyte Analysers 4 15

Chemiluminescence Immunoassay 4 15 Analysers

CD4 Analysers 4 20

Expected Outputs: Equipment delivered, installed, and operational at all designated health facilities; signed delivery receipts and packing lists per facility.

Expected Outputs: Pre-installation site assessment reports (within 1 week of each visit); installation and commissioning certificates signed by vendor and client representative.

Objective 3: Training and Capacity Building Training shall be provided at each facility immediately following commissioning. All training costs, including travel, accommodation, and materials, shall be borne by the vendor unless otherwise agreed in writing.

Expected Outputs: Training agenda and materials (slides, user guides, job aids); training reports including attendance registers and competency assessment results (within 5 working days of each event).

Objective 4: Maintenance and Technical Support The vendor shall provide comprehensive maintenance services for the full duration of the contract, governed by a Service Level Agreement (SLA).

Expected Outputs: Quarterly maintenance and service performance reports including: uptime percentage per analyser, number of breakdowns, average resolution time, and parts replaced; annual programme review report.

Expected Outputs: Confirmed data connectivity at each facility at commissioning; data security statement submitted with EOI response; documentation of supported interfaces.

  1. Contract Duration The contract duration shall be three (3) years, with an option for renewal subject to satisfactory performance evaluation by the MoH.
  1. Mandatory Eligibility Requirements

All respondents must satisfy the following eligibility requirements. Non-compliance with any mandatory criterion will result in disqualification.

Requirement Details

MoH Laboratory TWG In-country evaluation and approval through the MOH Approval Laboratory TWG. Refer to Guidelines on the MoH website.

Valid ZRA Tax Clearance Current and valid at time of submission Certificate

Valid certificate of incorporation/registration to operate in Legal Registration in Zambia Zambia

ISO and Regulatory Compliance with ISO 13485, ISO 15189, and IVD Directive Compliance as applicable

7.1 Information to be Submitted Interested firms are required to submit the following information:

  1. Company profile, including the nature and duration of the firm's business;
  1. Certificate of Incorporation/Registration;
  1. Valid Tax Clearance Certificate, where applicable;
  1. Relevant licenses, registrations and certificates;
  1. Details of similar contracts/assignments undertaken during the last [insert number] years, including the name of the client, contract value, scope and period of implementation;
  1. Evidence of satisfactory completion/performance of similar assignments, where applicable;
  1. Details of key technical personnel and/or resources available to undertake the requirement; and
  1. Any other information demonstrating the firm's suitability and capability to undertake the assignment.
  1. Technical Specifications

The following specifications outline the minimum technical requirements for each analyser category by facility level. All proposed Equipment must meet or exceed these requirements.

8.1 Haematology Analysers

Throughp Data Facility Level Type / Model ut Reagent System Key Specifications Management (tests/hr)

Robust; low power ≤150 Compact benchtop Open or closed; Basic onboard VA; operable on Health Centre 3-part differential 20–40 max 3 cocktail storage or USB solar/battery; 16–34°C; (semi-automated) reagents export built-in printer

Closed or open; Robust; surge-protected; Level 1 Fully automated barcode reagent 90–240 V AC; abnormal LIS connectivity 40–60 Hospital 5-part differential ID; max 3 cocktail cell flagging; built-in preferred reagents printer

Fully automated Robust; UPS backup; Open or closed Level 2 5-part differential 90–240 V AC; LIS integration 60–100 with barcode Hospital with optional auto-sampler; abnormal and data export reagent ID reticulocyte module cell flagging

High-throughput Dedicated power line Full LIS/HIS Level 3 Fully closed; 5-part differential with generator and UPS; integration; Hospital (Terti 100+ automatic reagent with optional 15–30°C; continuous remote access; ary/Referral) recognition reticulocyte module loading; QC traceability quality audit trail

8.2 Chemistry Analysers (Without ISE)

Level 1: District Level 2: General Level 3: Tertiary Parameter Health Centres Notes Hospitals /Provincial /Teaching

Portable/POC Compact Medium-Through Type High-Throughput — Analyzer Bench-Top put

Throughput Without ISE module 10 50 100 300+ (tests/hr) installed

Spectrophotomet Spectrophotomet Spectrophotomet Spectrophotomet Analysis ry (colorimetry ry (colorimetry ry (colorimetry ry (colorimetry — Method and turbidimetry) and turbidimetry) and turbidimetry) and turbidimetry)

Serum, plasma, Serum, plasma, Serum, plasma, Serum, plasma, urine, CSF, urine, CSF, urine, CSF, Sample Type — urine homogeneous homogeneous homogeneous fluids fluids fluids

Battery or solar 220–240V AC, 220–240V AC, 220–240V AC, Power — compatible UPS backup stabilizer stabilizer

Data LIS/HIS/SmartCa LIS/HIS/SmartCa LIS/HIS/SmartCa USB / Bluetooth — Management re compatible re compatible re compatible

User training + User training + Training User training at User training at advanced + data advanced — Required installation installation integration training training

8.3 Electrolyte Analysers Electrolyte analysers are not required at Health Centre level. Requirements for Level 1–3 facilities are as follows: Level 1 (Compact Bench-Top, 60 tests/hr, Na+/K+/Cl-/pH/Ca2+); Level 2 (Compact Bench-Top, 60 tests/hr, same analytes); Level 3 (High-Throughput Flow, 80 tests/hr, same analytes). All levels require potentiometry with direct/indirect ISE module; 220–240V AC with stabilizer; LIS/HIS/SmartCare compatibility; and documented user training with advanced and data integration training for Level 3.

8.4 Chemiluminescence Immunoassay (CLIA) Analysers CLIA analysers are not required at Health Centre level. Level 1 requires semi/fully automated CLIA, 50–150 tests/hr, covering routine hormones and cardiac/tumour markers. Level 2 requires fully automated random-access CLIA, 100–300 tests/hr, expanded endocrine/oncology/cardiac/infectious markers. Level 3 requires high-throughput modular CLIA, 300+ tests/hr, full specialty and research assay menu. All levels require 220–240V AC (UPS at Level 1; stabilizer at Levels 2–3), LIS/HIS/SmartCare integration, and documented user training with progressive advanced requirements at higher levels.

8.5 CD4 Analysers Health Centres require portable/POC CD4 devices (5–10 tests/hr; whole blood finger prick or venous; battery or solar compatible; cartridge-based reagents; USB/Bluetooth connectivity). Level 1 requires compact bench-top CD4 (20–50 tests/hr; venous whole blood; 220–240V AC with UPS; liquid reagents; USB/LAN). Level 2 requires medium-throughput CD4 (100–200 tests/hr; 220–240V AC; LAN/LIS compatible). Level 3 requires high-throughput flow cytometer (300+ tests/hr; LIS/HIS/SmartCare compatible; full LIS integration). Training requirements escalate from user training at installation (Health Centre/Level 1) to advanced and data integration training at Level 3.

  1. Bid Evaluation Criteria

Evaluation of submitted EOIs will be conducted by the ZAMMSA procurement committee based on the following criteria:

  1. Evaluation and Shortlisting

Expressions of Interest will be evaluated based on the information submitted, including the firm's eligibility, relevant experience, technical capacity and demonstrated ability to undertake the requirement.

Only firms that meet the specified requirements and are shortlisted, where applicable, may be invited to participate in the subsequent procurement process.

  1. Important Notice

Submission of an Expression of Interest does not constitute a contract, an invitation to submit a bid, or a commitment by ZAMMSA to award a contract to any firm.

ZAMMSA reserves the right to accept or reject any EOI in accordance with applicable procurement laws and regulations.

For further information, please contact:

The Procurement Department Zambia Medicines and Medical Supplies Agency (ZAMMSA)

P.o Box 30207

Lusaka Emmanuel.mwanza@zammsa.co.zm

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