USAID Controlling HIV Epidemic for Key and Underserved Populations (CHEKUP II) Activity – Request for Proposal tendering job at John Snow Health Zambia Limited
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REQUEST FOR PROPOSAL FIXED PRICE GOODS OR SERVICES (FIELD)
RFP NO: RFPCU230468
MEDICAL INSURANCE SCHEME/COVER, GROUP LIFE ASSURANCE (GLA) AND GROUP PERSONAL ACCIDENT (GPA) INSURANCE
PART A:
RFP No.: RFPCU230468
Issuance Date: 29th August 2023
Closing Date for Questions: 4th September, 2023
Due Date: 7th September, 2023 – 17:00 hours.
SUBJECT: Request for Quotations for Medical insurance, Group Life Assurance (GLA) and Group Personal Accident (GPA) Insurance
Project introduction:
The USAID Controlling HIV Epidemic for Key and Underserved Populations (CHEKUP II) Activity was awarded on September 13, 2022, with implementation through September 6, 2027. The Activity aims to support the Ministry of Health in mitigating against and attaining HIV epidemic control by increasing equitable access to, and use of person-centered, community-driven, and high-quality HIV prevention services for key and underserved (priority) populations. USAID CHEKUP II Activity operates in seven districts with the highest HIV-burden in Zambia. These include: Chirundu, Lusaka, Kabwe, Kapiri-Mposhi, Kasama, Chipata, and Nakonde.
Background to this procurement:
John Snow Health Zambia (herein referred to as “JSH”) is soliciting proposals for medical insurance scheme/cover (450 members), Group Life Assurance (140 members) and Group Personal Accident (GPA) Insurance (140 members) for a period of one (1) year as described in the attached Part C of this RFP. This procurement is for the USAID CHEKUP II project funded by the United States Agency in Zambia.
The USAID CHEKUP II project is a five-year project ending September 2027 and is soliciting proposals for medical insurance scheme/cover, Group Life Assurance and Group Personal Accident (GPA) Insurance for members of staff for a period of one (1) year.
The services described and requested in this Request for Proposals (RFP) are funded by the U.S. Agency for International Development (USAID) and subject to all applicable Federal 2CFR 200 and CFR 700 Financial Rules and Regulations.
Please submit your most competitive proposal in accordance with the attached instructions, with all required certifications. Any award issued as a result of this RFP will be subject to all instructions, certifications, terms and conditions, and specifications included in this RFP. This solicitation document includes the following parts:
PART A: COVER PAGE…….. 1
PART B: INSTRUCTIONS…. 2
PART C: STATEMENT OF WORK……………………………….. 6
PART D: CLAUSES…………… 8
PART E: ATTACHMENTS TO THE RFP………………………….. 12
This document is a request for proposals only, and in no way obligates the Project or USAID to make any award. Award(s) made subsequent to this solicitation will be subject to the terms and conditions described herein.
All proposals, inquiries, and correspondence, pertaining to this solicitation as well as submission of offers, must be clearly referenced “RFPCU230468 and are to be directed to the attention of:
USAID CHEKUP II
procurement_chekupii@jsh-z.co
Proposals MUST be submitted via email on or before the due date of 7th September 2023.
PART B: INSTRUCTIONS
a) DEFINITIONS
Offeror: The individual or firm providing proposals for the supplies or services requested under this RFP.
Subcontractor: The individual or firm awarded the services requested under the RFP in the form of a subcontract
b) PROPOSAL DEADLINE AND REQUIREMENTS
The Offeror shall submit a proposal addressing the terms and conditions of this RFP by at 7th September, 2023 17:00 Hours local time to the name and address as provided in Part A. Cover Page
All questions should be submitted in via email to the submission address provided in Part A cover page and in addition copied to procurement_chekupii@jsh-z.com by 4th September, 2023 at 17.00hrs local time. Responses to all questions will thereafter be sent by email to all companies who have expressed interest, received an RFP and provided contact email addresses by that time.
The Technical and Cost Proposals should be submitted separately in two clearly documents via email to Buttress Insurance Brokers at email address: procurement_chekupii@jsh-z.com
The written proposal should not be of excessive length and must contain the following information:
i) Technical Proposal
A concise technical proposal on how the Offeror will carry out the activity to include (but not limited to) the following:
Detailed product description for each item quoted.
A product brochure, or catalog for each product would be preferred.
Availability and estimated delivery time.
Detailed description of services provided.
· Past performance references for the last three years, including the following: name of organization, name of contact, address, telephone number, and email for organization, ZMW or US dollar amount of contract for each reference.
· A set of relevant attachments to the proposal (optional) which further document or explain the Offeror’s approach and qualification, e.g. institutional brochure, etc.
A description of the Offeror’s capability and experience in undertaking this task together with copies of supporting documentation including:
o Certificate of Registration for the Organization
o Evidence of past work experience.
o Three trade references with contact details
o Zambia Public Procurement Authority (ZPPA registration)
o Tax Clearance Certificate
o Insurance Association of Zambia (IAZ) Certificate
o Pensions and Insurance Association of Zambia (PIA) Certificate
ii) Cost Proposal
The Offeror should submit their most competitive price proposal.
All costs must be stated in Zambian Kwacha (ZMW).
Vendors must provide relevant past performance information, including three (3) references.
VAT, if applicable, should be quoted separately from the total price.
Quotations must include validity of prices and other details, no less than 90 days.
Vendors must submit completed and signed certifications (Part D, Attachments 1-2) attached to this RFP.
Vendor must be registered to do business in Zambia.
JSH RESERVES THE RIGHT, IN ITS SOLE DISCRETION, TO MODIFY THE REQUEST, TO ALTER THE SELECTION PROCESS IN ANY WAY, TO ASK FOR ADDITIONAL INFORMATION FROM OFFERORS, TO REJECT ANY AND ALL PROPOSALS AND/OR TO MODIFY OR AMEND THE SCOPE OF THE PROPOSALS SUBMITTED. THE RELEASE OF THIS RFP IS NOT A COMMITMENT TO AWARD A CONTRACT.
Each Offeror acknowledges and agrees that the preparation of all materials for submitting to JSH and all presentations made by the Offeror are at the Offeror’s sole cost and expense, and JSH shall not, under any circumstances, be responsible for any cost or expense incurred by an Offeror. All documentation and/or materials submitted with a proposal shall become and remain the property of JSH.
c) CANCELLATION
The Project may cancel this RFP without any cost or obligation at any time until issuance of a Subcontract.
d) SUBCONTRACT AWARD
i) Selection Criteria
Proposals will be evaluated first to ensure that they meet all mandatory requirements. Proposals that fail to meet these requirements will receive no further consideration. A non-responsive proposal to any element may be eliminated from consideration. Mandatory requirements include:
· Submission of all requested documents on time
· Business status certification
For the purpose of selection, the evaluation will be based on an integrated assessment of the proposal, including, but not limited to, the following:
· Technical capability and expertise
· Responsiveness to the RFP
· Cost/budget proposal
· Ability to meet the deliverable requirements
· Past Performance References
ii) Contract Type
The contracting document will be a contract or a fixed price purchase order to be awarded once a Subcontractor has been selected. The contract will include a statement of the total fixed price in the case of a purchase order; the scope with stated deliverables and due dates; the guiding 2CFR200 and CFR 700 clauses; and invoicing information. Please be advised that under a fixed price PO, the work must be done within the specified total price. Any expenses incurred in excess of the agreed upon amount in the purchase order will be the responsibility of the Subcontractor and not that of JSH. Therefore, the Offeror is duly advised to provide its most competitive and realistic cost proposal to cover all foreseeable expenses related to the tasks outlined in this RFQ.
e) REPRESENTATIONS AND CERTIFICATIONS
The proposal shall be accompanied by any requested representations or certifications signed by an authorized official of the Offeror.
PART C: STATEMENT OF WORK
The Statement of Work for this RFP is as described below:
a) BACKGROUND
BACKGROUND
USAID CHEKUP II PROJECT project- is soliciting quotations for medical insurance scheme/cover, Group Life Assurance for members of staff for a period of one (1) year Offerors are free to quote for all or part of the items listed below.
SPECIFICATIONS
MEDICAL INSURANCE SCHEME/COVER – LOT 1 (450 members, inclusive of beneficiaries)
Medical Insurance: Limit of annual inpatient and out-patient must be not less than ZMW 1,000,000 per person.
• Access to functional medical facilities throughout Zambia
• In country, day to day treatment and Full Medical Checkups
• Maternity Care
• Hospitalization and Post Hospitalization, Private Ward Access
• Surgical Care/Major Intervention
• Prescription Drugs and Vitamins
• Physician Fees – (Specialist and Consultants)
• Diagnostic Tests, medical scanning and imagery service
• Mental Health Counselling and Management
• Chronic Disease Management( Cancer Treatment, Organ Transplant, Kidney Dialysis – In & out Patient, Human Immune Deficiency Virus or Acquired Immune Deficiency Syndrome Cover, Hypertension, Diabetes etc).
• Dental Services
• Optical Services
• Local Road/Air Ambulance services
• Repatriation of Mortal Remains
• After Life Benefit/ Death Benefit
• Covid Management
GROUP LIFE ASSURANCE (GLA) – LOT 2 (140 Staff)
Description- 2 X Annual Salary + Funeral benefits
Cost Proposal
Technical Proposal
Limits of liability/person
Rate
Funeral benefits
Commuter benefits
Replacement benefits
Period of cover – 1 year
GROUP PERSONAL ACCIDENT (GPA) – LOT 3 (140 Staff)
Description
Description- At least the 2 X Annual Salary + Funeral benefits
Cost Proposal
Technical Proposal
Limits of liability/person
Rate
Funeral benefits
Commuter benefits
Replacement benefits
Period of cover – 1 year
Reporting requirements
The selected subcontractor will be required to provide basic weekly reports on the service delivery.
Supervision
USAID CHEKUP II will provide general oversight through the directorate of Human Resource to promote accountability. A designated project staff will visit the facilities frequently for this purpose.
Insurance cover:
1. The selected subcontractor will only be responsible for replacement value of product costs to JSH, for the limits of indemnity for which the insurance policy covers. The selected subcontractor will remain responsible and will indemnify JSH for any loss and/or damage, where such loss and/or damage is caused as a direct result of the selected subcontractor proven negligent acts, omissions and or wilful default.
2. Offerors are requested to provide a quotation of fixed monthly costs for medical insurance scheme/cover, Group Life Assurance for members Group Personal Accident for staff for a period of one (1) year required in this SOW.
PART D: CLAUSES
1. DEADLINE
Quotes must be received by the designated deadline, or they may not be considered.
2. QUESTIONS OF CLARIFICATION
Interested companies should direct any questions about the RFP in writing no later than the date specified on page 2.
Questions should be submitted by email to procurement_chekupii@jsh-z.com
Responses will be distributed to all RFP recipients. All correspondence with JSH pertaining to this RFP must reference the contact person and RFP number on page 1.
3. OFFER VALIDITY
Your quotation must remain valid for a minimum of 90 days. Quotations should be signed by an official authorized to do so.
4. LANGUAGE
The quote, as well as correspondence and related documents should be in English.
5. NEGOTIATIONS
The most competitive quote is requested. It is anticipated that contracts will be awarded solely on the basis of information received. However, JSH reserves the right to request responses to questions and conduct negotiations with any potential supplier prior to awarding a contract.
6. REJECTION OF PROPOSAL
This document is a request for proposals and quotes only, and in no way obligates JSH or USAID to make an award. JSH reserves the right to reject any and all offers received and/or to cancel the RFP. Suppliers whose proposal is not selected will be notified.
7. INCURRING COSTS
JSH is not liable for any cost incurred during preparation, submission, or negotiation of an award for this RFP. The costs are solely the responsibility of the potential supplier.
8. REPRESENTATIONS AND CERTIFICATIONS
The quote shall be accompanied by any requested representations and certifications completed and signed by an official authorized by the potential supplier.
9. AWARD TYPE
JSH anticipates awarding a fixed quantity, fixed price contract. JSH may award a contract in whole or in part to one or multiple suppliers. The award will include a statement of the total fixed price; the delivery date; the guiding US-government and other clauses; and invoicing information. Any expenses incurred in excess of the agreed upon amount will be the responsibility of the supplier and not that of JSH. Therefore, provide the most competitive and realistic cost/budget proposal to cover all foreseeable expenses related to the tasks outlined in this document.
10. FINANCIAL RESPONSIBILITY
Quotes must certify as to the financial viability and resources of the supplier to complete the proposed activities within the period of performance and under the terms of payment mentioned below. JSH reserves the right to request and review the latest financial statements and audit reports as part of the basis of the award.
11. PAYMENT
JSH policy prohibits advance payment.
1. Payments will be made on the following basis:
§ The supplier will submit an invoice for payment after being notified of receipt and acceptance of the goods/services by the JSH Project Director or designee(s). Acceptance is predicated upon the compliance of the goods/services with the specifications set forth in the contract and the submission of all necessary documents.
§ The supplier will be paid an amount as stated on the contract. JSH payment cycle is net 30 days upon receipt of supplier invoice.
§ Should the supplier require payment along other terms and conditions, these will need to be negotiated with JSH prior to final award and issuance of the contract. Full cooperation with JSH in meeting the terms and conditions of payment will be given the highest consideration.
2. Invoicing
Invoices should be addressed to:
The Human Resources Manager
Email: Wanga Mataka- Mukupa – wanga_mataka@jsh-z.com
USAID CONTROLLING HIV EPIDEMIC FOR KEY AND UNDERSERVED POPULATIONS (CHEKUP II)
Plot No 2/D/27/488a, Leopards Hill Road
Kabulonga, Lusaka
Zambia
Lusaka, Zambia.
3. Payment
Suppliers are required to promptly submit proper invoices along with all required documents to the Buyer for review and processing. Only complete documentation will be considered for processing and payment. Missing, incomplete, erroneous documentation will be returned for correction or completion. Buyer accepts no responsibility for any late payment resulting from Government acts or omissions. The processing deadline for payment is usually 30 days from the date of receipt.
If payment(s) will be made electronically, Supplier shall be solely responsible for providing JSH with correct wiring information. All costs and risks arising out of, relating to, or resulting from such wiring shall be borne by Supplier. Supplier must provide full banking information:
12. EXECUTIVE ORDER ON TERRORISM FINANCE
The Contractor is reminded that U.S. laws prohibit transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. It is the legal responsibility of the recipient to ensure compliance with such laws. The Treasury Department’s list of Specially Designated Nationals appears at www.treas.gov/offices/enforcement/ofac/sdn.
13. CLAUSES TO BE INCORPORATED INTO THE CONTRACT AS APPLICABLE
The following clauses will be incorporated by reference in the Contract. The term “JSH” shall be substituted for the term “Government” and the term “JSI International Division Director/Project Director or his/her designee(s)” shall be substituted for the term “Contracting Officer” in such clauses for purposes of the Contract.
JSH RESERVES THE RIGHT, IN ITS SOLE DISCRETION, TO MODIFY THE REQUEST, TO ALTER THE SELECTION PROCESS IN ANY WAY, TO ASK FOR ADDITIONAL INFORMATION FROM SUPPLIERS, TO REJECT ANY AND ALL PROPOSALS AND/OR TO MODIFY OR AMEND THE SCOPE OF THE PROPOSALS SUBMITTED. THE RELEASE OF THIS RFQ IS NOT A COMMITMENT TO AWARD A CONTRACT.
Each Supplier acknowledges and agrees that the preparation of all materials for submittal to JSH and all presentations made by the Supplier are at the Supplier’s sole cost and expense, and JSH shall not, under any circumstances, be responsible for any cost or expense incurred by a Supplier. All documentation and/or materials submitted with a proposal shall become and remain the property of JSH.
PART E: ATTACHMENTS TO THE RFP
Certification regarding terrorist financing
2. Certification regarding debarment, suspension, or proposed debarment
ATTACHMENT 1
REQUIRED CERTIFICATION
As a condition of accepting a subcontract under this RFP, the selected vendor is required to certify to the following mandatory clause:
CERTIFICATION REGARDING TERRORIST FINANCING
Within the following certification the term “JSH” shall be substituted for the term “USAID”. “Quote/proposal shall be substituted for the term “application”.
CERTIFICATION:
By signing and submitting this certification, the prospective recipient provides the certification set out below:
1. The Recipient, to the best of its current knowledge, did not provide, within the previous ten years, and will take all reasonable steps to ensure that it does not and will not knowingly provide, material support or resources to any individual or entity that commits, attempts to commit, advocates, facilitates, or participates in terrorist acts, or has committed, attempted to commit, facilitated, or participated in terrorist acts, as that term is defined in paragraph 3.
2. The following steps may enable the Recipient to comply with its obligations under paragraph 1:
a. Before providing any material support or resources to an individual or entity, the Recipient will verify that the individual or entity does not (i) appear on the master list of Specially Designated Nationals and Blocked Persons, which list is maintained by the U.S. Treasury’s Office of Foreign Assets Control (OFAC) and is available online at OFAC’s website:
http://www.treas.gov/offices/eotffc/ofac/sdn/t11sdn.pdf, or (ii) is not included in any supplementary information concerning prohibited individuals or entities that may be provided by USAID to the Recipient.
b. Before providing any material support or resources to an individual or entity, the Recipient also will verify that the individual or entity has not been designated by the United Nations Security (UNSC) sanctions committee established under UNSC Resolution 1267 (1999) (the “1267 Committee”) [individuals and entities linked to the Taliban, Usama bin Laden, or the Al Qaida Organization]. To determine whether there has been a published designation of an individual or entity by the 1267 Committee, the Recipient should refer to the consolidated list available online at the Committee’s website: http://www.un.org/Docs/sc/committees/1267/1267ListEng.htm.
c. Before providing any material support or resources to an individual or entity, the Recipient will consider all information about that individual or entity of which it is aware and all public information that is reasonably available to it or of which it should be aware.
d. The Recipient also will implement reasonable monitoring and oversight procedures to safeguard against assistance being diverted to support terrorist activity.
3. For purposes of this Certification:
a. “Material support and resources” means currency or monetary instruments or financial securities, financial services, lodging, training, expert advice or assistance, safehouses, false documentation or identification, communications equipment, facilities, weapons, lethal substances, explosives, personnel, transportation, and other physical assets, except medicine or religious materials.”
b. “Terrorist act” means:
(i) An act prohibited pursuant to one of the 12 United Nations Conventions and Protocols related to terrorism (see UN terrorism conventions Internet site: http://untreaty.un.org/English/Terrorism.asp); or
(ii) an act of premeditated, politically motivated violence perpetrated against noncombatant targets by subnational groups or clandestine agents; or
(iii) any other act intended to cause death or serious bodily injury to a civilian, or to any other person not taking an active part in hostilities in a situation of armed conflict, when the purpose of such act, by its nature or context, is to intimidate a population, or to compel a government or an international organization to do or to abstain from doing any act.
c. “Entity” means a partnership, association, corporation, or other organization, group or subgroup.
d. References in this Certification to the provision of material support and resources
shall not be deemed to include the furnishing of USAID funds or USAID-financed commodities to the ultimate beneficiaries of USAID assistance, such as recipients of food, medical care, micro-enterprise loans, shelter, etc., unless the Recipient has reason to believe that one or more of these beneficiaries commits, attempts to commit, advocates, facilitates, or participates in terrorist acts, or has committed, attempted to commit, facilitated or participated in terrorist acts.
e. The Recipient’s obligations under paragraph 1 are not applicable to the procurement of goods and/or services by the Recipient that are acquired in the ordinary course of business through contract or purchase, e.g., utilities, rents, office supplies, gasoline, etc., unless the Recipient has reason to believe that a vendor or supplier of such goods and services commits, attempts to commit, advocates, facilitates, or participates in terrorist acts, or has committed, attempted to commit, facilitated or participated in terrorist acts.
This Certification is an express term and condition of any agreement issued as a result of this application, and any violation of it shall be grounds for unilateral termination of the agreement by USAID prior to the end of its term.
OFFEROR: _______________________________________
Authorized Signatory: _______________________________________
Title: _______________________________________
Date: ____________________________________
ATTACHMENT 2
REQUIRED CERTIFICATION
As a condition of accepting a subcontract under this RFP, the selected vendor is required to certify to the following mandatory clause:
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, OR PROPOSED DEBARMENT
By signing and submitting this certification, the prospective recipient provides the certification set out below:
By signing and submitting this certification, the prospective recipient provides the following assertion: to the best of its knowledge and belief, the prospective recipient and/or any of its Principals are ( ) are not ( ) presently debarred, suspended, proposed for debarment, or declared ineligible for award of contracts by any Federal agency.
OFFEROR: _______________________________________
Authorized Signatory: _______________________________________
Title: _______________________________________
Date: _______________________________________
RFP NO: RFPCU230468
MEDICAL INSURANCE SCHEME/COVER, GROUP LIFE ASSURANCE (GLA) AND GROUP PERSONAL ACCIDENT (GPA) INSURANCE
PART A:
RFP No.: RFPCU230468
Issuance Date: 29th August 2023
Closing Date for Questions: 4th September, 2023
Due Date: 7th September, 2023 – 17:00 hours.
SUBJECT: Request for Quotations for Medical insurance, Group Life Assurance (GLA) and Group Personal Accident (GPA) Insurance
Project introduction:
The USAID Controlling HIV Epidemic for Key and Underserved Populations (CHEKUP II) Activity was awarded on September 13, 2022, with implementation through September 6, 2027. The Activity aims to support the Ministry of Health in mitigating against and attaining HIV epidemic control by increasing equitable access to, and use of person-centered, community-driven, and high-quality HIV prevention services for key and underserved (priority) populations. USAID CHEKUP II Activity operates in seven districts with the highest HIV-burden in Zambia. These include: Chirundu, Lusaka, Kabwe, Kapiri-Mposhi, Kasama, Chipata, and Nakonde.
Background to this procurement:
John Snow Health Zambia (herein referred to as “JSH”) is soliciting proposals for medical insurance scheme/cover (450 members), Group Life Assurance (140 members) and Group Personal Accident (GPA) Insurance (140 members) for a period of one (1) year as described in the attached Part C of this RFP. This procurement is for the USAID CHEKUP II project funded by the United States Agency in Zambia.
The USAID CHEKUP II project is a five-year project ending September 2027 and is soliciting proposals for medical insurance scheme/cover, Group Life Assurance and Group Personal Accident (GPA) Insurance for members of staff for a period of one (1) year.
The services described and requested in this Request for Proposals (RFP) are funded by the U.S. Agency for International Development (USAID) and subject to all applicable Federal 2CFR 200 and CFR 700 Financial Rules and Regulations.
Please submit your most competitive proposal in accordance with the attached instructions, with all required certifications. Any award issued as a result of this RFP will be subject to all instructions, certifications, terms and conditions, and specifications included in this RFP. This solicitation document includes the following parts:
PART A: COVER PAGE…….. 1
PART B: INSTRUCTIONS…. 2
PART C: STATEMENT OF WORK……………………………….. 6
PART D: CLAUSES…………… 8
PART E: ATTACHMENTS TO THE RFP………………………….. 12
This document is a request for proposals only, and in no way obligates the Project or USAID to make any award. Award(s) made subsequent to this solicitation will be subject to the terms and conditions described herein.
All proposals, inquiries, and correspondence, pertaining to this solicitation as well as submission of offers, must be clearly referenced “RFPCU230468 and are to be directed to the attention of:
USAID CHEKUP II
procurement_chekupii@jsh-z.co
Proposals MUST be submitted via email on or before the due date of 7th September 2023.
PART B: INSTRUCTIONS
a) DEFINITIONS
Offeror: The individual or firm providing proposals for the supplies or services requested under this RFP.
Subcontractor: The individual or firm awarded the services requested under the RFP in the form of a subcontract
b) PROPOSAL DEADLINE AND REQUIREMENTS
The Offeror shall submit a proposal addressing the terms and conditions of this RFP by at 7th September, 2023 17:00 Hours local time to the name and address as provided in Part A. Cover Page
All questions should be submitted in via email to the submission address provided in Part A cover page and in addition copied to procurement_chekupii@jsh-z.com by 4th September, 2023 at 17.00hrs local time. Responses to all questions will thereafter be sent by email to all companies who have expressed interest, received an RFP and provided contact email addresses by that time.
The Technical and Cost Proposals should be submitted separately in two clearly documents via email to Buttress Insurance Brokers at email address: procurement_chekupii@jsh-z.com
The written proposal should not be of excessive length and must contain the following information:
i) Technical Proposal
A concise technical proposal on how the Offeror will carry out the activity to include (but not limited to) the following:
Detailed product description for each item quoted.
A product brochure, or catalog for each product would be preferred.
Availability and estimated delivery time.
Detailed description of services provided.
· Past performance references for the last three years, including the following: name of organization, name of contact, address, telephone number, and email for organization, ZMW or US dollar amount of contract for each reference.
· A set of relevant attachments to the proposal (optional) which further document or explain the Offeror’s approach and qualification, e.g. institutional brochure, etc.
A description of the Offeror’s capability and experience in undertaking this task together with copies of supporting documentation including:
o Certificate of Registration for the Organization
o Evidence of past work experience.
o Three trade references with contact details
o Zambia Public Procurement Authority (ZPPA registration)
o Tax Clearance Certificate
o Insurance Association of Zambia (IAZ) Certificate
o Pensions and Insurance Association of Zambia (PIA) Certificate
ii) Cost Proposal
The Offeror should submit their most competitive price proposal.
All costs must be stated in Zambian Kwacha (ZMW).
Vendors must provide relevant past performance information, including three (3) references.
VAT, if applicable, should be quoted separately from the total price.
Quotations must include validity of prices and other details, no less than 90 days.
Vendors must submit completed and signed certifications (Part D, Attachments 1-2) attached to this RFP.
Vendor must be registered to do business in Zambia.
JSH RESERVES THE RIGHT, IN ITS SOLE DISCRETION, TO MODIFY THE REQUEST, TO ALTER THE SELECTION PROCESS IN ANY WAY, TO ASK FOR ADDITIONAL INFORMATION FROM OFFERORS, TO REJECT ANY AND ALL PROPOSALS AND/OR TO MODIFY OR AMEND THE SCOPE OF THE PROPOSALS SUBMITTED. THE RELEASE OF THIS RFP IS NOT A COMMITMENT TO AWARD A CONTRACT.
Each Offeror acknowledges and agrees that the preparation of all materials for submitting to JSH and all presentations made by the Offeror are at the Offeror’s sole cost and expense, and JSH shall not, under any circumstances, be responsible for any cost or expense incurred by an Offeror. All documentation and/or materials submitted with a proposal shall become and remain the property of JSH.
c) CANCELLATION
The Project may cancel this RFP without any cost or obligation at any time until issuance of a Subcontract.
d) SUBCONTRACT AWARD
i) Selection Criteria
Proposals will be evaluated first to ensure that they meet all mandatory requirements. Proposals that fail to meet these requirements will receive no further consideration. A non-responsive proposal to any element may be eliminated from consideration. Mandatory requirements include:
· Submission of all requested documents on time
· Business status certification
For the purpose of selection, the evaluation will be based on an integrated assessment of the proposal, including, but not limited to, the following:
· Technical capability and expertise
· Responsiveness to the RFP
· Cost/budget proposal
· Ability to meet the deliverable requirements
· Past Performance References
ii) Contract Type
The contracting document will be a contract or a fixed price purchase order to be awarded once a Subcontractor has been selected. The contract will include a statement of the total fixed price in the case of a purchase order; the scope with stated deliverables and due dates; the guiding 2CFR200 and CFR 700 clauses; and invoicing information. Please be advised that under a fixed price PO, the work must be done within the specified total price. Any expenses incurred in excess of the agreed upon amount in the purchase order will be the responsibility of the Subcontractor and not that of JSH. Therefore, the Offeror is duly advised to provide its most competitive and realistic cost proposal to cover all foreseeable expenses related to the tasks outlined in this RFQ.
e) REPRESENTATIONS AND CERTIFICATIONS
The proposal shall be accompanied by any requested representations or certifications signed by an authorized official of the Offeror.
PART C: STATEMENT OF WORK
The Statement of Work for this RFP is as described below:
a) BACKGROUND
BACKGROUND
USAID CHEKUP II PROJECT project- is soliciting quotations for medical insurance scheme/cover, Group Life Assurance for members of staff for a period of one (1) year Offerors are free to quote for all or part of the items listed below.
SPECIFICATIONS
MEDICAL INSURANCE SCHEME/COVER – LOT 1 (450 members, inclusive of beneficiaries)
Medical Insurance: Limit of annual inpatient and out-patient must be not less than ZMW 1,000,000 per person.
• Access to functional medical facilities throughout Zambia
• In country, day to day treatment and Full Medical Checkups
• Maternity Care
• Hospitalization and Post Hospitalization, Private Ward Access
• Surgical Care/Major Intervention
• Prescription Drugs and Vitamins
• Physician Fees – (Specialist and Consultants)
• Diagnostic Tests, medical scanning and imagery service
• Mental Health Counselling and Management
• Chronic Disease Management( Cancer Treatment, Organ Transplant, Kidney Dialysis – In & out Patient, Human Immune Deficiency Virus or Acquired Immune Deficiency Syndrome Cover, Hypertension, Diabetes etc).
• Dental Services
• Optical Services
• Local Road/Air Ambulance services
• Repatriation of Mortal Remains
• After Life Benefit/ Death Benefit
• Covid Management
GROUP LIFE ASSURANCE (GLA) – LOT 2 (140 Staff)
Description- 2 X Annual Salary + Funeral benefits
Cost Proposal
Technical Proposal
Limits of liability/person
Rate
Funeral benefits
Commuter benefits
Replacement benefits
Period of cover – 1 year
GROUP PERSONAL ACCIDENT (GPA) – LOT 3 (140 Staff)
Description
Description- At least the 2 X Annual Salary + Funeral benefits
Cost Proposal
Technical Proposal
Limits of liability/person
Rate
Funeral benefits
Commuter benefits
Replacement benefits
Period of cover – 1 year
Reporting requirements
The selected subcontractor will be required to provide basic weekly reports on the service delivery.
Supervision
USAID CHEKUP II will provide general oversight through the directorate of Human Resource to promote accountability. A designated project staff will visit the facilities frequently for this purpose.
Insurance cover:
1. The selected subcontractor will only be responsible for replacement value of product costs to JSH, for the limits of indemnity for which the insurance policy covers. The selected subcontractor will remain responsible and will indemnify JSH for any loss and/or damage, where such loss and/or damage is caused as a direct result of the selected subcontractor proven negligent acts, omissions and or wilful default.
2. Offerors are requested to provide a quotation of fixed monthly costs for medical insurance scheme/cover, Group Life Assurance for members Group Personal Accident for staff for a period of one (1) year required in this SOW.
PART D: CLAUSES
1. DEADLINE
Quotes must be received by the designated deadline, or they may not be considered.
2. QUESTIONS OF CLARIFICATION
Interested companies should direct any questions about the RFP in writing no later than the date specified on page 2.
Questions should be submitted by email to procurement_chekupii@jsh-z.com
Responses will be distributed to all RFP recipients. All correspondence with JSH pertaining to this RFP must reference the contact person and RFP number on page 1.
3. OFFER VALIDITY
Your quotation must remain valid for a minimum of 90 days. Quotations should be signed by an official authorized to do so.
4. LANGUAGE
The quote, as well as correspondence and related documents should be in English.
5. NEGOTIATIONS
The most competitive quote is requested. It is anticipated that contracts will be awarded solely on the basis of information received. However, JSH reserves the right to request responses to questions and conduct negotiations with any potential supplier prior to awarding a contract.
6. REJECTION OF PROPOSAL
This document is a request for proposals and quotes only, and in no way obligates JSH or USAID to make an award. JSH reserves the right to reject any and all offers received and/or to cancel the RFP. Suppliers whose proposal is not selected will be notified.
7. INCURRING COSTS
JSH is not liable for any cost incurred during preparation, submission, or negotiation of an award for this RFP. The costs are solely the responsibility of the potential supplier.
8. REPRESENTATIONS AND CERTIFICATIONS
The quote shall be accompanied by any requested representations and certifications completed and signed by an official authorized by the potential supplier.
9. AWARD TYPE
JSH anticipates awarding a fixed quantity, fixed price contract. JSH may award a contract in whole or in part to one or multiple suppliers. The award will include a statement of the total fixed price; the delivery date; the guiding US-government and other clauses; and invoicing information. Any expenses incurred in excess of the agreed upon amount will be the responsibility of the supplier and not that of JSH. Therefore, provide the most competitive and realistic cost/budget proposal to cover all foreseeable expenses related to the tasks outlined in this document.
10. FINANCIAL RESPONSIBILITY
Quotes must certify as to the financial viability and resources of the supplier to complete the proposed activities within the period of performance and under the terms of payment mentioned below. JSH reserves the right to request and review the latest financial statements and audit reports as part of the basis of the award.
11. PAYMENT
JSH policy prohibits advance payment.
1. Payments will be made on the following basis:
§ The supplier will submit an invoice for payment after being notified of receipt and acceptance of the goods/services by the JSH Project Director or designee(s). Acceptance is predicated upon the compliance of the goods/services with the specifications set forth in the contract and the submission of all necessary documents.
§ The supplier will be paid an amount as stated on the contract. JSH payment cycle is net 30 days upon receipt of supplier invoice.
§ Should the supplier require payment along other terms and conditions, these will need to be negotiated with JSH prior to final award and issuance of the contract. Full cooperation with JSH in meeting the terms and conditions of payment will be given the highest consideration.
2. Invoicing
Invoices should be addressed to:
The Human Resources Manager
Email: Wanga Mataka- Mukupa – wanga_mataka@jsh-z.com
USAID CONTROLLING HIV EPIDEMIC FOR KEY AND UNDERSERVED POPULATIONS (CHEKUP II)
Plot No 2/D/27/488a, Leopards Hill Road
Kabulonga, Lusaka
Zambia
Lusaka, Zambia.
3. Payment
Suppliers are required to promptly submit proper invoices along with all required documents to the Buyer for review and processing. Only complete documentation will be considered for processing and payment. Missing, incomplete, erroneous documentation will be returned for correction or completion. Buyer accepts no responsibility for any late payment resulting from Government acts or omissions. The processing deadline for payment is usually 30 days from the date of receipt.
If payment(s) will be made electronically, Supplier shall be solely responsible for providing JSH with correct wiring information. All costs and risks arising out of, relating to, or resulting from such wiring shall be borne by Supplier. Supplier must provide full banking information:
12. EXECUTIVE ORDER ON TERRORISM FINANCE
The Contractor is reminded that U.S. laws prohibit transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. It is the legal responsibility of the recipient to ensure compliance with such laws. The Treasury Department’s list of Specially Designated Nationals appears at www.treas.gov/offices/enforcement/ofac/sdn.
13. CLAUSES TO BE INCORPORATED INTO THE CONTRACT AS APPLICABLE
The following clauses will be incorporated by reference in the Contract. The term “JSH” shall be substituted for the term “Government” and the term “JSI International Division Director/Project Director or his/her designee(s)” shall be substituted for the term “Contracting Officer” in such clauses for purposes of the Contract.
JSH RESERVES THE RIGHT, IN ITS SOLE DISCRETION, TO MODIFY THE REQUEST, TO ALTER THE SELECTION PROCESS IN ANY WAY, TO ASK FOR ADDITIONAL INFORMATION FROM SUPPLIERS, TO REJECT ANY AND ALL PROPOSALS AND/OR TO MODIFY OR AMEND THE SCOPE OF THE PROPOSALS SUBMITTED. THE RELEASE OF THIS RFQ IS NOT A COMMITMENT TO AWARD A CONTRACT.
Each Supplier acknowledges and agrees that the preparation of all materials for submittal to JSH and all presentations made by the Supplier are at the Supplier’s sole cost and expense, and JSH shall not, under any circumstances, be responsible for any cost or expense incurred by a Supplier. All documentation and/or materials submitted with a proposal shall become and remain the property of JSH.
PART E: ATTACHMENTS TO THE RFP
Certification regarding terrorist financing
2. Certification regarding debarment, suspension, or proposed debarment
ATTACHMENT 1
REQUIRED CERTIFICATION
As a condition of accepting a subcontract under this RFP, the selected vendor is required to certify to the following mandatory clause:
CERTIFICATION REGARDING TERRORIST FINANCING
Within the following certification the term “JSH” shall be substituted for the term “USAID”. “Quote/proposal shall be substituted for the term “application”.
CERTIFICATION:
By signing and submitting this certification, the prospective recipient provides the certification set out below:
1. The Recipient, to the best of its current knowledge, did not provide, within the previous ten years, and will take all reasonable steps to ensure that it does not and will not knowingly provide, material support or resources to any individual or entity that commits, attempts to commit, advocates, facilitates, or participates in terrorist acts, or has committed, attempted to commit, facilitated, or participated in terrorist acts, as that term is defined in paragraph 3.
2. The following steps may enable the Recipient to comply with its obligations under paragraph 1:
a. Before providing any material support or resources to an individual or entity, the Recipient will verify that the individual or entity does not (i) appear on the master list of Specially Designated Nationals and Blocked Persons, which list is maintained by the U.S. Treasury’s Office of Foreign Assets Control (OFAC) and is available online at OFAC’s website:
http://www.treas.gov/offices/eotffc/ofac/sdn/t11sdn.pdf, or (ii) is not included in any supplementary information concerning prohibited individuals or entities that may be provided by USAID to the Recipient.
b. Before providing any material support or resources to an individual or entity, the Recipient also will verify that the individual or entity has not been designated by the United Nations Security (UNSC) sanctions committee established under UNSC Resolution 1267 (1999) (the “1267 Committee”) [individuals and entities linked to the Taliban, Usama bin Laden, or the Al Qaida Organization]. To determine whether there has been a published designation of an individual or entity by the 1267 Committee, the Recipient should refer to the consolidated list available online at the Committee’s website: http://www.un.org/Docs/sc/committees/1267/1267ListEng.htm.
c. Before providing any material support or resources to an individual or entity, the Recipient will consider all information about that individual or entity of which it is aware and all public information that is reasonably available to it or of which it should be aware.
d. The Recipient also will implement reasonable monitoring and oversight procedures to safeguard against assistance being diverted to support terrorist activity.
3. For purposes of this Certification:
a. “Material support and resources” means currency or monetary instruments or financial securities, financial services, lodging, training, expert advice or assistance, safehouses, false documentation or identification, communications equipment, facilities, weapons, lethal substances, explosives, personnel, transportation, and other physical assets, except medicine or religious materials.”
b. “Terrorist act” means:
(i) An act prohibited pursuant to one of the 12 United Nations Conventions and Protocols related to terrorism (see UN terrorism conventions Internet site: http://untreaty.un.org/English/Terrorism.asp); or
(ii) an act of premeditated, politically motivated violence perpetrated against noncombatant targets by subnational groups or clandestine agents; or
(iii) any other act intended to cause death or serious bodily injury to a civilian, or to any other person not taking an active part in hostilities in a situation of armed conflict, when the purpose of such act, by its nature or context, is to intimidate a population, or to compel a government or an international organization to do or to abstain from doing any act.
c. “Entity” means a partnership, association, corporation, or other organization, group or subgroup.
d. References in this Certification to the provision of material support and resources
shall not be deemed to include the furnishing of USAID funds or USAID-financed commodities to the ultimate beneficiaries of USAID assistance, such as recipients of food, medical care, micro-enterprise loans, shelter, etc., unless the Recipient has reason to believe that one or more of these beneficiaries commits, attempts to commit, advocates, facilitates, or participates in terrorist acts, or has committed, attempted to commit, facilitated or participated in terrorist acts.
e. The Recipient’s obligations under paragraph 1 are not applicable to the procurement of goods and/or services by the Recipient that are acquired in the ordinary course of business through contract or purchase, e.g., utilities, rents, office supplies, gasoline, etc., unless the Recipient has reason to believe that a vendor or supplier of such goods and services commits, attempts to commit, advocates, facilitates, or participates in terrorist acts, or has committed, attempted to commit, facilitated or participated in terrorist acts.
This Certification is an express term and condition of any agreement issued as a result of this application, and any violation of it shall be grounds for unilateral termination of the agreement by USAID prior to the end of its term.
OFFEROR: _______________________________________
Authorized Signatory: _______________________________________
Title: _______________________________________
Date: ____________________________________
ATTACHMENT 2
REQUIRED CERTIFICATION
As a condition of accepting a subcontract under this RFP, the selected vendor is required to certify to the following mandatory clause:
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, OR PROPOSED DEBARMENT
By signing and submitting this certification, the prospective recipient provides the certification set out below:
By signing and submitting this certification, the prospective recipient provides the following assertion: to the best of its knowledge and belief, the prospective recipient and/or any of its Principals are ( ) are not ( ) presently debarred, suspended, proposed for debarment, or declared ineligible for award of contracts by any Federal agency.
OFFEROR: _______________________________________
Authorized Signatory: _______________________________________
Title: _______________________________________
Date: _______________________________________
Job Info
Job Category:
Tenders in Zambia
Job Type:
Full-time
Deadline of this Job: 07 September 2023
Duty Station: Lusaka
Posted:
30-08-2023
No of Jobs:
1
Start Publishing:
30-08-2023
Stop Publishing (Put date of 2030):
30-08-2067
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