REQUEST FOR PROPOSAL

Dear Sir/Madam,

The African Institute for Mathematical Sciences (AIMS) is a pan- African network of centers of excellence for world class post-graduate training, research and outreach in Mathematical sciences that enables Africa’s talented students to become problem solvers and innovators capable of propelling Africa’s scientific, educational and economic self-sufficiency.

AIMS Rwanda Centre was inaugurated in August, 2016 and is located on Road KG3 ST, Kicukiro District, Niboye Sector, Nyakabanda Cell, Plot # 559-560-561, P.O.BOX 7150 Kigali Rwanda Tel: +250-788-312- 469. AIMS offers to its community (students, tutors, researchers, lecturers and staff) a unique and conducive learning and teaching experience within the Centre with key services including medical insurance services. As such, AIMS Rwanda intends to engage a legally registered company to provide professional annual medical insurance services to its students, tutors, staff and their dependents for the period of one year (FY2024/2025).

PART I: TENDER SUMMARY

The table below provides basic information about the tender; including the proposed type of award contract should a bidder be selected from this process. The contract template is designed to give an idea of the obligations and requirements involved; however, AIMS RWANDA is under no legal obligation to award the proposed contract. Please adhere to the submission deadline below. Late submissions will lead to automatic disqualification of your bid.

PART II: BID SUBMISSION GUIDELINES

II.1 Format and Content of Bids.

Bidders MUST comply with the format and content instructions in the table below. Failure to comply with the submission format and content below will automatically disqualify your bid. 

PART III: EVALUATION CRITERIA

Evaluation will be on Quality - Cost basis of the bid and awarded as follows:

1. Administrative evaluation
2. Technical evaluation
3. Financial evaluation

III.1 Administrative Documents

Administrative criteria for the evaluation include:

The bidders must provide and fill in the following documents: 

1. Bid letter duly signed, stamped, and dated.
2. Certified copy of the trade license; RRA
3. Certified copy of the RRA tax clearance certificate or a statement of arrears
4. Certified copy of RDB certificate (Company registration certificate)
5. Certified copy of the operating license issued by BNR
6. Certified copy of the certificate issued by RSSB.
7. Three references from clients insured with your company, proof of recommendation letter to be provided.

III.2. Technical criteria for the evaluation include:

SPECIFICATIONS FOR MEDICAL SERVICES FOR STUDENTS AND TUTORS (CATERGORY ONE)

SUMMARY OF COVER:

To provide extensive medical protection (Consultation, Analysis and lab tests, Medico surgical treatment, Drugs, and Hospitalization) for AIMS RWANDA students and tutors by offering quality medical services to local nationals and expatriates (where applicable).

Bid prices must be expressed in Rwandan Francs (RWF).

Interest & cover limits/benefits: The full list of students & tutors and the exact number will be provided at the signing stage of the contract.

CATEGORY ONE

*Note: The exact numbers will be agreed upon during contract negotiations

Clauses/ Warranties

1. All medical treatment and drugs prescribed by a registered medical Doctor who has been authorized by the Ministry of Health of Rwanda and registered health facilities and medical doctors by governments or authorized bodies that regulate the medical profession in the region.
2. Road and Air ambulance within the country for emergency cases.
3. Pregnancy and childbirth comprising pre-natal treatments and examinations, post-natal treatments and examination, and new-born accommodation.
4. Abnormality, constitutional disability, and malformation treatment for new-born
5. Reconstructive surgery following an accident or following surgery for an eligible medical condition
6. Necessitated orthopedic prothesis
7. Allergy tests
8. Inpatient and outpatient coverages for pre-existing conditions and HIV/AIDS covered up to the overall limit.
9. Pathology, x-ray, ultrasound, ECG and computerized Tomography, MRI Scans.
10. Covid 19 tests and treatment
11. Dental treatment clause per person
12. Spectacles including frames per person
13. Automatic addition of new students and tutors subject to prorated annual premium
14. Place of treatment, list of partners to be provided with full details, (From high-end hospitals to health centers)
15. Hospital Accommodation under private room covered up to Rwf 100,000 per night in Rwanda
16. Funeral fee per death case RWF 1,000,000 (Stand-alone benefit)
17. Annual health check-up
18. Wellness package (Pap smear, Mammogram and PSA)
19. Mental health therapy
20. Travel insurance for travelers
21. Immunization for adults and children (list of vaccines to be included in the proposal)
22. Road Ambulance for emergency cases leading to hospitalization
23. Family Planning extension up to Rwf 50,000 per visit
24. Provision of Utilization report on monthly basis (every 05^th of the following month)

Cover & Limit

CATEGORY ONE (EAC COVER)

Note: Bidders may propose any other extension (Clause) that is deemed advantageous.

III.3 Financial Proposals for Category One _Students and Tutors

SPECIFICATIONS FOR MEDICAL SERVICES FOR STAFF AND THEIR DEPENDENTS (CATERGORY TWO)

SUMMARY OF COVER:

To provide extensive medical protection (Consultation, Analysis and lab tests, Medico surgical treatment, Drugs, and Hospitalization) for AIMS RWANDA employees and their legal dependents by offering quality medical services to local nationals and expatriates (where applicable).

Bid prices must be expressed in Rwandan Francs (RWF).

Interest & cover limits/benefits: The full list of staff and the exact number of dependents will be provided at the signing stage of the contract.

CATEGORY TWO

*Note: The exact numbers will be agreed upon during contract negotiations

Clauses/ Warranties

1. All medical treatment and drugs prescribed by a registered medical Doctor who has been authorized by the Ministry of Health of Rwanda and registered health facilities and medical doctors by governments or authorized bodies that regulate the medical profession in the region.
2. Road and Air ambulance within the country for emergency cases.
3. Visits within East Africa shall not require notification or pre-authorization
4. Pregnancy and childbirth comprising pre-natal treatments and examinations, post-natal treatments and examination, and new-born accommodation.
5. Abnormality, constitutional disability, and malformation treatment for new-born
6. Reconstructive surgery following an accident or following surgery for an eligible medical condition
7. Necessitated orthopedic prothesis covered for children and adults
8. Non-accidental necessitated dental prothesis for children and adults
9. Allergy tests
10. Infertility treatment and related investigations.
11. Inpatient and outpatient coverages for pre-existing conditions and HIV/AIDS covered up to the overall limit.
12. Pathology, x-ray, ultrasound, ECG and computerized Tomography, MRI Scans.
13. Covid 19 tests and treatment
14. Dental treatment clause per person
15. Spectacles including frames per person
16. Automatic addition of new official dependent without any extra premium,
17. Automatic addition of new staff subject to prorated annual premium
18. Place of treatment, list of partners to be provided with full details, (From high-end hospitals to health centers)
19. Hospital Accommodation under private room covered up to Rwf 100,000 per night in Rwanda and 200 USD outside Rwanda.
20. Funeral fee per death case RWF 1,000,000 (Stand-alone benefit)
21. Annual health check-up for both principal member and spouse
22. Wellness package (Pap smear, Mammogram and PSA)
23. Mental health therapy
24. Travel insurance for travelers
25. Circumcision for children below 16 years
26. Immunization for adults and children (list of vaccines to be included in the proposal)
27. Road Ambulance for emergency cases leading to hospitalization
28. Family Planning extension up to Rwf 50,000 per visit
29. Tooth pastes prescribed by a Specialist
30. Provision of Utilization report on monthly basis (every 05^th of the following month)
31. Claims incurred outside the geographical scope of the policy either during holidays or business trip shall be covered on reimbursement basis of East Africa rates respectively within the contract limits
32. Hospital accommodation for accompanying parent and/or guardian for hospitalized children below 18 years.
33. Additional benefits such as Gym discount, Swimming discount, Tennis discount, etc.

Cover & Limit

CATEGORY TWO (EAC COVER)

Note: Bidders may propose any other extension (Clause) that is deemed advantageous.

III.3 Financial Proposals for Category Two – Staff and their dependents

IMPORTANT NOTE: All bids supporting documents submitted must be true and correct. Submission of false information will automatically lead to disqualification from this stage.

IV: Submission and Handling of Bids.

(a) Bidders are solely responsible to ensure the timely receipt of their bids. Bids received after the date and time required will not be considered unless no other bids are received.

(b) Bids must follow the format and content described in section II.1. Incomplete bids or bids which do not follow the submission guidelines may be disqualified from consideration. 

(c) Bids may not be altered, corrected or withdrawn after the Last Bid Receipt Date. In exceptional cases, AIMS RWANDA may, at its sole discretion, permit correction of arithmetic errors, transposition errors, or other clerical or minor mistakes. This is only possible in cases where AIMS RWANDA can clearly identify the mistake and where the intended bid can be established conclusively on the face of the submission.

Beyond arithmetic errors, transposition errors, or other clerical or minor mistakes, no mistakes alleged by a bidder after the Submission Deadline will be permitted to be corrected.

PART IV: STANDARD PROVISIONS

IV.1 Definition and Headings. Except as otherwise specifically provided herein, all time periods specified shall be consecutive calendar days. The term “Tender Package” refers to the entire document, including all attachments thereto. Any headings contained in the text of the Tender Package are for reference only, and do not alter, limit, or waive the content of the full provisions. 

IV.2 Guidelines and Policies.

(a) The procedures followed by AIMS RWANDA in making any award and contract resulting from this Tender Package, as well as the terms and conditions of such award and contract, will be based on AIMS RWANDA Procurement Manual.

(b) Prospective companies providing this service should also note that a primary requisite for AIMS RWANDA is to obtain the most advantageous offer on the current market. Whenever possible, bids are sought on a competitive basis, and all prices offered will be subject to detailed scrutiny and, possibly, negotiation, to ensure a reasonable contract price is obtained.

IV.3 Tender Package. This Tender Package should not be considered an award or contract. It is intended solely for the information of prospective suppliers.

IV.4 Review of Tender Package. Prospective service providers are solely responsible to examine carefully all of the terms and conditions of this Tender Package. Failure to do so will be at the prospective service providers risk and expense, and any items requested by AIMS RWANDA but not submitted by bidder are grounds for disqualification from the tender. Any ambiguities in the Technical Specifications and Standards or inconsistencies between or among the various provisions of the Tender Package shall be resolved against the prospective Supplier if the Supplier fails to seek clarification prior to award.

IV.5 Probity and Ethics. In the purchasing efforts AIMS RWANDA follows, and by virtue of the submission of their bids, all bidders and Suppliers commit to follow the Guidelines contained in AIMS RWANDA Terms and Conditions.

IV.6 Language. All documents submitted in response to this Tender Package, as well as all correspondence in connection with the Tender Package, shall be in the language specified in Section II.1, always English. The final contract will be written in English, as per AIMS RWANDA policy.

IV.7 Inquiries. Inquiries concerning this Tender Package and any return bid(s) must be submitted in writing 2 days before the Submission Deadline to permit a thorough and accurate response by AIMS RWANDA. Such inquiries shall be sent via email, using the contact information included in Section II.1. AIMS RWANDA is under no obligation to consider or respond to questions that are not received in a timely manner.

IV.8 Evaluation of Bids.

Evaluation will be on Quality - Cost basis of the bid and awarded as follows:

• Administrative evaluation
• Technical evaluation
• Financial evaluation

IV.9 Amendments. 

If at any time prior to award AIMS RWANDA deems there to be a need for a significant modification to the terms and conditions of this Tender Package, AIMS RWANDA issue such a modification as a written Tender Package amendment to all competing bidders. No oral statement of any person shall in any manner be deemed to modify or otherwise affect any Tender Package term or condition, and no bidder shall rely on any such statement.

IV.10 Extension of Bid Validity Dates. When necessary and appropriate under the circumstances, AIMS RWANDA may request bidders, in writing, to extend the validity period of their bids. A bidder may refuse to extend without forfeiting its Bid; however, its bid will be disqualified. Subject to Section 2.9 above, a bidder agreeing to extend will not generally be permitted or required to modify its bid in any manner other than to extend it.

IV.11 Rejection or Award. 

(a) AIMS RWANDA is not bound to accept the lowest or any tender and reserves the right to accept any tender in whole or in part and to reject any or all tenders without assigning any reason therefore and to Contract on any of the terms offered or on different terms. Circumstances in which rejection of all bids may occur include, without limitation, the following:

• none of the bids is adequately responsive to the specifications,
• there is evidence of insufficient competition,
• the lowest bid exceeds the estimated value or funds available by a significant amount and cannot be reduced by negotiation,
• the technical or financial bases of procurement have changed materially prior to the award, or
• The prices of the bid are obviously and clearly excessively high.

(b) All awards are subject to the availability of adequate funds from AIMS RWANDA and the receipt of all required approval from AIMS RWANDA and the indenter. 

(c) Upon receipt of AIMS RWANDA and/or the indenter’s approval of the recommended award, to the extent required, AIMS RWANDA will send a Notice of Award to the winning bidder. AIMS RWANDA is under no legal obligation to inform unsuccessful bidders that they have not been selected.

IV.12 CORRUPTION, FRAUD, COLLUSION, COERSION 

AIMS RWANDA is committed to the most transparent tender process possible, to ensure best value for money in all purchases. AIMS RWANDA prohibits any attempts by current students, existing or prospective suppliers to influence the outcome of a tender process in order to award the job to a specific supplier, or to achieve non-competitive pricing. 

Any suspected or proven, indirect or direct attempt on the part of any prospective bidder to influence the outcome of the tender process using the following means will be cause for immediate disqualification, and permanent delisting by AIMS RWANDA as a potential supplier. 

• corruption (giving or receiving items of value to influence the tender),
• fraud (falsification of facts, misrepresentation of information or pricing resulting in a non-competitive price proposal),
• collusion (an agreement between two or more suppliers to achieve an artificial or non-competitive price)
• Coercion (indirectly or directly menacing or threatening people, students or the organization to influence the outcome of the tender).

IV.13 Confirmation

Please acknowledge receipt of this request and indicate your intention to bid.

IV.14 Offer

Please note that your offer should be sent in a ONE single PDF document. Please do also provide a signed and stamped suppliers’ registration form (see enclosure 2). Offers that will not be sent to the mentioned email will NOT be considered. Do acknowledge receipt of this request and indicate your intention to bid. For any questions or enquiries, please use procurement.enquiries@aims.ac.rw

Do not use the enquiry email for your bid submission.

With best regards,

Prof. Dr. Sam Yala,

Centre President AIMS – Rwanda

Enclosures :

1. AIMS- NEI terms and Conditions for all service contracts
2. Suppliers Registration Form
3. Supplier Financial Proposal Form