OVERVIEW

Jhpiego Corporation, an affiliate of John Hopkins University, is an international non-profit, non-governmental organization that works to improve the health of women and families throughout the world. Jhpiego intends to engage insurance company or broker to provide quality medical insurance services that meet the market standards to Jhpiego Zambia office and its field offices in selected provinces and their eligible dependents. The medical insurance will be structured as managed fund.  As a result of this RFP, Jhpiego intends to award an insurance company or broker for the period of one (1) year from 1st May 2025 to 30th April 2026, with two (2) option years, automatically renewable annually at the discretion of Jhpiego and this shall be effected by Jhpiego issuing a contract.

All interested firms shall obtain further information  free of charge by strictly requesting the detailed Request for Proposals bidding document via ZMProcurement@jhpiego.org. Sealed proposals must be delivered to the address below by 16:00hrs local time on or before Thursday 10th April 2025 and deposited in the Tender box at the reception.

REQUEST FOR PROPOSALS

Medical Health Insurance Services

Jhpiego is an international, non-profit health organization affiliated with The Johns Hopkins University. For 40 years in East and Southern Africa, Jhpiego has empowered front-line health workers by designing and implementing effective, low-cost, hands-on solutions that strengthen the delivery of health care services, following the household-to-hospital continuum of care. Jhpiego partners with organizations from the community to the national levels, building sustainable, local capacity through advocacy, policy development, and human resources for health and quality and performance improvement approaches. For further information about Jhpiego, please visit our website at www.jhpiego.org.

Jhpiego is inviting insurance companies and brokers to submit proposals for the provision of quality medical insurance services that meet the market standards to Jhpiego Zambia and its field offices in selected provinces and their eligible dependents. The medical insurance will be structured as managed fund.

The bidders must scrutinize carefully all instructions and conditions hereunder and shall be deemed to have done so and satisfied themselves when they submit their offers against this Request for Proposal.

The evaluation of bids will be conducted in THREE stages namely;

a) Preliminary Evaluation;

b) Technical Evaluation; and

c) Financial Evaluation.

1.PRELIMINARY PROPOSALS MINIMUM REQUIREMENTS

To be short-listed, insurance companies and brokers shall meet the following minimum requirements:

a) Company profile and experience (clearly stating full contact details, physical address, and telephone lines, email and core competence service being provided by your firm).

b) Certificate of incorporation or registration;

c) Tax registration and current tax clearance certificate (2025);

d) Current Certificate of registration with Pensions and Insurance Authority (PIA) (2025); and

e) Current Certificate of registration with National Pensions Scheme Authority (NAPSA) (2025).

2. TECHNICAL PROPOSAL MINIMUM REQUIREMENTS

CRITERIA FOR TECHNICAL PROPOSALS
Insurance companies and brokers that have met the above-mentioned minimum requirements shall be evaluated and assessed according to the following criteria:

a) Scope of cover or services clearly stating both inclusions and exclusions.

b) List of services to provide

c) Geographical coverage in Zambia by the insurance providing a list of hospitals/clinics that can provide services under your medical insurance.

d) In-patient and outpatient services (Physiotherapy, Antenatal/under-five/Family Planning clinics, dental and optical services.

e) Biometric card provision / Manual.

f) Premium price/commission of packages/plans/products and a description of what is included. The insurance should be quoted as managed fund structure.

g) Quality of service as assessed by the accessibility of services, billing, and reporting systems.

h) Qualification of staff that will be allocated to Jhpiego by presenting CVs of such staff

i) Any additional services or functionality that may enhance your proposal

3. FINANCIAL PROPOSAL MINIMUM REQUIREMENTS

a) The financial proposal shall be evaluated according to the price structure of the premiums/commission in the local currency.

b) Proposal submitted shall detail all costs identified and any other costs whatsoever that could be incurred in the usage of services and/or the availing of options that may not be explicitly identified/requested.

c) In the event of an agreement being awarded, the attempted imposition of undeclared costs shall be considered a condition for default.

d) The medical insurance scheme should be quoted and structured as managed fund scheme

4. PRESENTATION AND INTERVIEW

a) Only an awarded Insurance Company/broker will be contacted and invited to make presentations and be interviewed by the evaluation team.

5. REQUIRED SERVICES

a) In- Patient, Out- Patient, Optical, Dental, Covid – 19 testing and treatment services. Other services include travel Insurance, funeral benefits, chronic illness management, and specialized medical treatment.

b) Provide medical services to cover approximately 436 lives (122 Principal Members, 82 adulthood dependents, 232 Child dependents for a period of 12 months.

The medical insurer/broker shall be expected to undertake the following:

6. MANAGEMENT

a) Appointment of health care providers/broker, negotiation of pricing of drugs and medical services with registered health care providers, issuance of membership cards and timely record management.

7) REPORTING

a) Provide Jhpiego with quarterly utilization reports, updates, and communication with staff members.

8. COSTING

a) Each bid should provide a clear costing of services to be provided.

The shortlisted company shall be required to demonstrate the structure of its product before the award of the tender.

9.       ELIGIBILITY OF BIDDERS:  Applicants shall provide:

a) Company profile (briefly reflecting core competencies only and clearly stating the physical verifiable address, telephone line, fax number, and email address),

b) Valid registration with the Registrar of companies (certificates of registration/incorporation) and any other professional body;

c) Valid VAT Registration/tax certificates (2025)

d) Current Certificate of registration with Pensions and Insurance Authority (PIA) registration (2025) ; and

Current Certificate of registration with National Pensions Scheme Authority (NAPSA) (2025).

e) Trade terms/credit facility for the engagement period

f) Bank reference (01)

g Minimum of Three recent (2025) References from the applicant’s current clients (NGOs will be an added advantage).

h) Services provided (clearly indicated)

i) Costings of services to be provided (clearly indicating VAT inclusion or Exclusion)

j) Bank statements for the last six (06) months stamped, certified and signed by the Bank.

Only the most responsive proposal shall be contacted. Please note that only one vendor shall be selected and awarded a contract to provide these services. A supplier currently providing these services to Jhpiego shall re-apply with all the documentation attached as mentioned above.

10. DECLARATION OF INTEREST

a) Declaration of Interest of any business or personal relationships connected to Jhpiego shall be stated by bidders.

11. CURRENCY

a) All bids shall be submitted in Zambian Kwacha

12. CLARIFICATIONS

a) All clarifications shall be made in writing and addressed to the Procurement Committee Chairperson on or before 3rd April 2025 at 16:00 hours to ZMProcurement@jhpiego.org and the response shall be provided promptly.

13. SUBMISSION AND CLOSING DATE

The softcopy proposals shall be submitted to ZMProcurement@jhpiego.org  WHEREAS hardcopies shall be in four 04No. (01No. Original and 03No. Copies) of sealed envelopes clearly marked “JHPIEGO MEDICAL INSURANCE SERVICES” and shall be deposited in the Tender Box located at Jhpiego Zambia Country Office, Plot 8 Ngumbo Road Long acres, Lusaka on or before 16:00 hours on 10th April 2025. Proposals submitted after the set deadline shall not be received or accepted and returned unopened to the marked bidder.

Jhpiego Zambia Country Office reserves the right to accept or reject any proposal and annually the bidding process and reject all bids at any time prior to contract award, without thereby incurring any liability to bidders.

THE PROCUREMENT COMMITTEE

JHPPIEGO ZAMBIA COUNTRY OFFICE

P.O. BOX 36873

LUSAKA