Request for Quotation (RFQ) for Provision of medical insurance health cover for WARDI staff in Kenya and Somalia

WARDI Relief and Development Initiative

Request for Quotation (RFQ) 

Tender title: Provision of medical insurance health cover for WARDI staff in Kenya and Somalia

Ref No.: WARDI/INSURANCE/2024/010

INTRODUCTION

WARDI Relief and Development Initiative is a national non-governmental organization with operational presence across six regions in South Central regions of Somalia. Founded in 1993 and duly registered with the State and Federal Governments of Somalia, WARDI’s mission is to provide dignified support to people affected by crises to enable them to lead a dignified and prosperous life.

WARDI specializes in responding to humanitarian emergencies, bridging the gap between crisis and resilience, as well as implementing long-term developmental projects. We have a proven track record in implementing high-quality health and nutrition, food security and livelihood, education, protection, and WASH (Water, Sanitation, and Hygiene) interventions.

Our programming has the distinct attributes of applying bottom-up approach that puts the communities, local authorities and governments (National and Federal states) we work with at the center of our programs.

OVERVIEW AND SCOPE OF THE SERVICE

The scope of this RFQ includes the provision of comprehensive health insurance coverage for WARDI's staff members across our operational areas in South central regions of Somalia and Kenya. The medical insurance coverage should be M+4 (member and four dependents) and encompass inpatient, outpatient, maternity, optical and dental services.

      I.        Beneficiaries and premium limitation

1.    Specifications for Health Insurance Coverage:

v  Inpatient Coverage

• Comprehensive coverage for hospitalization, including room and board, surgical procedures, diagnostic tests, and other medically necessary services.

v  Outpatient Coverage

• Coverage for consultations, diagnostic tests, medications, and minor procedures provided on an outpatient basis.

v  Maternity Coverage

• Coverage for hospitalization, prenatal care, delivery (both normal and cesarean), postnatal care, and related medical expenses.

v  Dental Coverage

• Coverage for routine dental examinations, cleanings, fillings, extractions, and other basic dental procedures.

v  Optical Coverage:

• Coverage for eye examinations, prescription eyeglasses, contact lenses, and related optical services.

FORM OF THE BID

The bid must contain the following documents.

·         Financial offer (quotation)

·         Company profile

·         Federal/State registrations

·         Tax compliance certificate.

·         Refund policy.

·         List of key staff of the company

·         Minimum of five contracts including recommendations, and reference letters from previous and current clients.

·         Geographical coverage (locations)

·         List of hospitals

·         Audit report of the last two years

·         Signed annexes (contractor’s declaration, self-declaration and anti-corruption)

Bids must comply with formal requirements; the following bids will be excluded from the tender process:

-    Bids received after the submission deadline.

-    Bids in which changed entries made by the tenderer are not beyond reasonable doubt.

-    Bids in which changes and/or additions were made to the tender documents.

-    Offers without prices.

-    Not authorized alternative offers

In the case that certain documents may be missing from the offer, the tenderer will ask the bidder to complete its offer in 5 days after notification by WARDI. If the offer is still incomplete after this deadline, the offer will be excluded from the evaluation process.

All types of documents related to the economic evaluation of the offer on the basis of the award criteria cannot be submitted or completed after the deadline for the submission.

INSTRUCTIONS FOR THE BIDDER

·         All correspondence and documents related to the quotation procedure, contracts and reporting must be made in English.

·         To maintain equal treatment among the bidders, all questions and answers asked before the submission deadline will be transferred to all applicants.

·         The price of the offer must be indicated in USD.

·         Prices must include transportation costs. Bidders must bear other service-related costs to the service provision e.g., taxation, contributions and extra.

·         Contract performance by subcontractors is only permissible with the prior written consent of the client.

·         The bidder can withdraw and change its offer at any time until the deadline for the submission. All offers submitted at the moment of the submission deadline are final.

EVALUATION MATRIX

The evaluation of bids will be based on the following criteria.

-    Financial offer (quotation options): 50%

-    Coverage quality including (geographical coverage, Customer service, hospitals in contract with etc): 15%.

-    Experience: 20%

-    Compliance with the specifications: 15%

SUBMISSION INSTRUCTIONS

1.    Quotation Format

• Quotations must be submitted in English and in electronic format (PDF preferred).
• Ensure that the quotation is clearly organized and labelled for easy reference.
• Include the service provider's name, contact information, and RFQ reference number on all submitted documents.

2.    Deadline for Submission

• Quotations must be submitted no later than May 6th, 2024.
• Late submissions may not be accepted or evaluated.

3.    Submission Address

• All quotations should be emailed to [email protected]
• The subject line of the email should include "Bids for Medical Insurance Services - [Your Company Name]."

4.    Supporting Documentation

• Include all necessary documentation as specified in the RFQ document.
• Any additional information or clarifications should be provided in a separate document.

5.    Validity of Quotation

• Quotations must remain valid for a minimum of 60 days from the submission deadline.
• Service providers should indicate the validity period of their quotation in their submission 

6.    Clarifications

• Any inquiries or requests for clarification regarding the RFQ should be directed to [email protected].
• WARDI reserves the right to seek clarification or additional information from service providers as needed during the evaluation process.

7.    Confirmation of Receipt:

• Upon receipt of the quotation, WARDI will send an acknowledgment email to the submitting vendor.
• If you do not receive a confirmation within 5 days of submission, please follow up with it.