TERMS OF REFERENCE (ToR) FOR STAFF MEDICAL INSURANCE

Finance & Administration · Kigali, Kigali City

TERMS OF REFERENCE (ToR )FOR STAFF MEDICAL INSURANCE 

Ref. No: K/KGL/ToR/001/2023 

ABOUT KEPLER:

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Kepler is a leading education-to-employment Kepler that is building a transformative model of higher education-to-employment for young people across Africa. Through a rigorous curriculum of in-person, online, and on-the-job learning, Kepler students graduate with the relevant skills and the right attitude to meet the needs of the changing region and global economy. For our degree programs, we partner with Southern New Hampshire University - a global leader in competency-based higher education - which allows our students to attain affordable, internationally recognized degrees while studying at Kepler. In 2022, we started offering bachelor’s degrees at a locally accredited university in Rwanda, Kepler College. We continue to build partnerships for degrees and skills to prepare Africa’s youth for the skills and competencies of today and tomorrow’s jobs and opportunities.

Since 2013, our 80+ staff has served nearly 1,000 students to date across two campuses in Rwanda – our flagship campus in Kigali, as well as a second campus in the Kiziba refugee camp in Western Rwanda, where we serve refugee learners. Over 90% of our graduates are employed by six months after their graduation.

Kepler also served 4,000+ learners through our bridging and upskilling programs in Rwanda and Ethiopia, and we plan to expand operations in several countries in Africa starting this year. Core to the mission is offering pathways to self-reliance for vulnerable and refugee learners.

BACKGROUND 

Kepler has 121 staff and their 147 beneficiaries based at Kepler Rwanda, located on KG 29 Avenue, Rusenyi Village, Murama Cell, Kinyinya Sector, Gasabo District, Kigali City. We are inviting qualified insurance providers to submit proposals for the provision of medical insurance coverage for Kepler employees and their dependents.

Objectives:

The primary objectives of this tender are:

• To provide comprehensive and affordable healthcare coverage for 121 staff and their 147 beneficiaries
• To manage and control healthcare-related costs.
• To ensure compliance with legal and regulatory requirements.   

Scope of Services:

The scope of medical insurance services required includes:

• Comprehensive healthcare coverage, including hospitalization, outpatient care, maternity, dental, and vision.
• Geographic coverage area
• Specific coverage requirements, such as maternity coverage and pre-existing conditions.
• Additional services are expected, including claims processing, customer support, and access to healthcare networks.

Qualifications and Requirements:

To be eligible, insurance providers must meet the following qualifications and requirements:

• Financial stability and solvency.
• Licensing and regulatory compliance.
• Proven experience serving organizations of similar size and industry.
• Provide references and demonstrate a positive track record.
• To cover international bills is added value 

Evaluation Criteria:

• Cost-effectiveness and competitiveness of the proposed insurance coverage.
• Coverage comprehensiveness and adequacy.
• Provider's reputation, experience, and track record.
• Quality of customer service and claims processing.
• Adherence to legal and regulatory requirements

Kepler may request additional information from bidders to assist in further evaluation of bids. 

Terms and Conditions:

Selected insurance providers will be required to adhere to the terms and conditions outlined in the contract, including:

• Contract duration.
• Termination clauses.
• Performance benchmarks and reporting requirements.               

Confidentiality and Non-Disclosure:

All parties involved in the tender process must maintain strict confidentiality regarding sensitive information provided in proposals.               

Submission deadline:                 

The proposal submission deadline is November 3, 2023, by 5:00 PM Kigali Time.     

Tender submission methods and requirements:

 Please submit your proposal to: //procuremenenquries@kepler.org/" rel="noopener noreferrer" style="box-sizing: border-box; color: rgb(49, 158, 98); text-decoration: none; font-family: Roboto, sans-serif;"> procurement@kepler.org, and copy hr@kepler.org

• Bids must be prepared in English and all the information required in this ToR should be provided;   
• Bids should be addressed to Kepler; 
• Bids must bear the title and reference number as defined in this ToR; 

Application Evaluation:

The evaluation of the proposal will be conducted by the Kepler Procurement Committee by November 15, 2023, and all responses and feedback will once again be shared via the procurement email provided above.

Bids Validity Period

Bids submitted in response to this ToR are to remain valid for a period of ninety (90) calendar days from the bid submission date.

Costs of preparing bids: 

Bidders shall bear all costs associated with the preparation, and submission of their bids, or any other expenses that s/he may incur during tender proceedings, and the Client shall in no case be responsible or liable for those costs. The Client shall not be liable for any consequences related to the rejection of all Bids or the cancellation of the tender proceedings due to legitimate reasons. The Client shall not pay any bidder, wholly or in part, for their bids.

Contacts for clarification:

• Email: hr@kepler.org
• Phone Number: +250 780536481

The bid submission should also indicate the following information:

• Name of your company 
• Address and telephone number of your company 
• Name and signature of the person submitting the quote 
• Official company’s stamp
• Company’s VAT number/ TIN number 
• Applicable taxes should be calculated separately where applicable

Thank you and we look forward to receiving your bid. 

Sincerely, 

Cedric Bon

Director of People, Talent, and Culture

Kepler