Provision of Medical Insurance Services for NELSAP Staff and their Dependents

TENDER Ref N^o: RW-NELSAP-CU-JUN-2024

1. Background

The Nile Equatorial Lakes Subsidiary Action Program (NELSAP) is an investment program within the framework of the Nile Basin Initiative that covers the countries of Burundi, Democratic Republic of Congo (DRC), Egypt, Ethiopia, Kenya, Rwanda, South Sudan, Sudan, Tanzania, and Uganda. The NELSAP Coordination Unit and its projects presently employs 45 employees who are based in Kigali with a total of over 176 dependents, some living in Rwanda and member countries. NELSAP-CU has a policy to provide medical cover for its staff and their immediate family members. The family has been defined as the employee, spouse and up to four children aged 0-25 years. Children aged above 25 years are also covered provided they are still in school and wholly dependent on the employee. NELSAP work involves extensive travel within the NEL region including international travel, and staff should be able to access medical services while on official duty.

NELSAP therefore wishes to procure a Medical/Health cover or insurance policy for its employees and their dependents residing in the NEL countries.

2. Objectives of Providing Medical Cover:

1. To provide high quality health care services for all staff and their dependents in the Nile Basin Countries.
2. To ensure that effectiveness and cost efficiencies are maintained by providing the health care services to staff and their dependents.
3. To increase staff motivation by providing health care services benefits.
4. To reduce/minimize the organizational financial risk associated with illness.

3. Scope of work:

The medical insurer will provide medical insurance services indicated below to about 176 lives. Some dependents may be based in Burundi, Kenya, Tanzania Uganda. (Details can be provided upon request).

The following services are essential:

a. Out-patient

b. In-patient

c. Optical

d. Dental cover

e. Maternity (normal delivery and caesarean section)

f. Ambulance.

g. Rescue and evacuation.

h. Overseas referral.

i. General Checkups.

j. Last funeral expense.

k. Chronic and incurable diseases coverage.

l. Vaccinations.

m. Congenital malformation.

n. Psychiatric cases.

Travel Insurance.

Hospital accommodation in Rwanda and outside Rwanda for a standard private room.

Excess of loss.

Etc.

• Kindly, give details/breakdown of each category and limits allocated to each category.
• Also mention your territorial limits indicating the countries you cover, hospitals/healthcare you work with in each country and where they are located.
• Detail all the benefits and exclusions.
• What is covered under each item mentioned above.
• Premium per person/family.
• Benefits and limits per person/family.
• Clarify if there is a possibility of reallocation in case a certain package/funds allocated to an individual/family is exhausted. Possibility of benefiting from balances on other individuals within the NELSAP group.
• Indicate gross premium.
• Waiting time.
• Other requirements.

The health insurance provider will be required to provide highest possible levels of health care to NELSAP staff and dependents using highly skilled health care workers and good equipment facilities. The health insurance provider will be expected to:

• Provide health insurance to staff working in Kigali- Rwanda, and dependents within the NEL Region.
• Provide customer care support as and when required.
• Address complaints in a prompt manner.
• Ensure an efficient and effective referral system.
• Experience in providing medical insurance over the past 5 years.
• 4 years’ experience providing medical insurance cover to large corporate organizations in Rwanda and within the East African Region.
• Extensive coverage of clinics, hospitals and other medical providers across Rwanda and in other Nile Equatorial Lakes countries.

4.Expected Outcomes

It is expected that at the end of the contract period the staff and their dependents will be satisfied with quality of medical care that they will have received.

5. Qualifications and Experience

1. Experience in providing medical insurance over the past 5 years.
2. 4 years’ experience providing medical insurance cover to large corporate organizations in Rwanda and within the East African Region.
3. Extensive coverage of clinics, hospitals and other medical providers across Rwanda and in other Nile Equatorial Lakes countries.

Other qualification criteria are;

4. List of registered medical providers who are accessible 24 hours a day located in Rwanda, and other NEL Countries where the provider is present.

5. Copies of original documents defining the constitution or legal status, place of registration, and principal place of business; written power of attorney of the signatory of the bid to commit the Bidder.

5. List of five corporate organisations covered in Rwanda or within the NEL region managed during the last 4 years.

6. Contract Manager with 3 years’ experience in medical insurance.

6. Duration of the Contract.

The successful bidder will sign a contract with NELSAP for a period of two (2) years which can be extended based on satisfactory provision of services.

7. Request for Clarifications

Bidding will be conducted through National Competitive Bidding procedures and interested eligible bidders may obtain further information/clarifications from nelsapprocurement@nilebasin.org with a copy to lmwenzikazi@nilebasin.org and gzimulinda@nilebasin.org. Bidding document can be assessed on NELSAP-CU website:http://nelsap.nilebasin.org

8. Submission of Bids

Bids must be delivered to NELSAP-CU offices, Kigali City Tower, 5^th floor, on or before 18^th July 2024 at 11:00 Am. Electronic bidding will not be permitted, and late bids will be rejected. Bids will be publicly opened in the presence of bidders’ designated representatives at the address above on 18^th July 2024 at 11:00 Am

Eng Dr Isaac A. Alukwe

Regional Coordinator, NELSAP-CU