Request for Proposals (RFP) No 003

Education Development Center, Inc.

(Hereafter referred to as “EDC”)

Procurement of Group Medical Insurance

for Employees in Rwanda

Date of Issuance:

August 25^th , 2023

Education Development Center (EDC) is a global nonprofit that advances lasting solutions to improve education, promote health, and expand economic opportunity, with a focus on vulnerable and under-served populations. 

The primary purpose of the 3-year, USAID-funded Teaching and Learning Materials, Market System Development is to strengthen the market system for teaching and learning materials and increase the quantity, quality, affordability, and accessibility of books and other reading materials (physical and digital) in schools, homes, and communities, contributing to improved reading outcomes. 

Organizations submitting Proposals in response to this Request for Proposals (“RFP”) must not have any relationship with USAID under the terms of this RFP or any resultant contract. All communications regarding this RFP will be directed to EDC.

1. Purpose and Eligibility

1.1 Purpose

The purpose of this RFP is to invite prospective Offerors to submit separate Proposals for

Group Medical insurance; 

For approximately 15 employees plus up to four (4) dependents for each employee on the project in 2023. Kindly note that EDC Rwanda currently has a total of five (5) employees and plans to add ten (10) additional employees over the next three months.  

The Provider must be established in Rwanda and be able to prove that it has sufficient capacity to extend services to the locations referenced in this RFP.  The medical coverage proposed should define and include the type of coverage for both in/outpatient for individual and family: the type of coverage for maternity, pre- existing conditions and including the preexisting chronic diseases, vision, dental and any other service that the company offers.

1.2 Eligibility                                                                                             

This procurement is open to offers from organizations incorporated or legally registered under the laws of Rwanda.

2. General Information

2.1 Original RFP Document

EDC shall retain the RFP, and all related terms and conditions, exhibits and other attachments, in original form in an archival copy. Any modification of these, in the Offeror’s submission or subsequent contract, is grounds for immediate disqualification.

2.2 RFP Provisions

1. 1. All information provided by EDC in this RFP is offered in good faith. EDC makes no certification that any item is without error. EDC is not responsible or liable for any use of the information or for any claims asserted there from.
2. 2. This RFP under any circumstances does not commit EDC to pay any costs incurred by the Offeror in the submission of a Proposals. This is the Offeror’s responsibilit
3. 3. All materials submitted in response to this RFP shall become the property of EDC upon

delivery to EDC.

4. 4. Additional documentation may be required prior to selection.
5. 5. All Proposals in response to this RFP and other communications related must be in

English.

2.3 Schedule of Events

The following schedule applies to this RFP but may change in accordance with EDC’s needs or unforeseen circumstances. Any changes made to the stated timeline will be announced as formal modifications to the RFP. 

Any Proposal received by EDC after the deadline for submission of the proposal, pursuant to clause Deadline for the submission of proposals, will be rejected.

3. Proposals Submission and Selection

3.1 Offeror’s Understanding of the RFP

In responding to this RFP, the Offeror fully understands the RFP in its entirety and in details, including making any inquiries to EDC as necessary to gain such understanding. Clarification questions must be submitted by potential Offerors—in writing— by the date and time designated 

in Line A of the Chart in Section 2.3.  Responses will be published in writing.  EDC reserves the right to disqualify at its sole discretion any Offeror who submits a Proposal that is not responsive or that demonstrates less than such understanding.  That right extends to the cancellation of the contract if a contract has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever to EDC.

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3.2 Communication

Verbal communication shall not be effective. In no case shall verbal communication govern over written communications. 

Offerors’ inquiries, questions, and requests for clarification related to this RFP are to be directed in writing in English by the date and time designated in Line A of the Chart in Section 2.3 to:

Education Development Center, Inc.

Attention:                   Procurement Unit

E-mail:                       ryp@edc.org

Email subject:            “Questions regarding RFP No. 001

3.3 Proposal Submission

Proposals must be provided on the Offerors’ letterhead or stationery and sent by email to: 

Education Development Center, Inc.

Attention:                   Procurement Unit

E-mail:                       ryp@edc.org

Email subject:            "Proposal in Response to RFP No. 001 

Proposals must have the subject line of “Proposal in response to RFP No. 001 and must include the number of emails (for example, Email 1 of 2, Email 2 of 2, etc.) in the subject line. The Proposal itself must include all documents required by the RFP in Word, Excel, or PDF and those documents must be attached to the email message(s); all attachments must be clearly labeled and must be numbered sequentially in order for EDC to review the Proposal. If the Proposal is sent in more than one email message, the Offeror must send all of the email messages with the Proposal submission on the same day and time the sending of the emails as closely as practicable. 

It is the responsibility of the Offeror to ensure timely delivery of the Proposals to EDC by the date and time designated in Line C of the Chart in Section 2.3.

3.4 Eligibility of Proposals

3.4.1 Complete Proposals

Offerors must submit all components required by this RFP, including its annexes, in order for their Proposals to be complete. Before evaluating Proposals, EDC will determine which Proposals include the components required by the RFP to be considered complete Proposals. Please note that although EDC will determine certain Proposals to be complete, this determination does not signify that an award will be made to one or any of the Offerors with complete Proposals. Only complete Proposals will be evaluated and considered for an award.

3.4.2 Past Performance

Offerors may be disqualified if a check of past performance demonstrates that the Offeror has not been able to deliver similar services on time and in a satisfactory manner.

3.5 Evaluation Criteria

EDC shall evaluate all eligible Proposals based on price. To be considered eligible, Offerors must meet and demonstrate the following minimum requirements:

I.  Technical Evaluation/Requirement                                                                                    

N.B. Offeror failing to meet the 70 scores will be rendered non-responsive and will not proceed to Financial Evaluation

II.  Cost/Financial Evaluation/Requirement

The Financial Proposals for the different categories of insurances should clearly identify as a separate amount, the fees, levies and other impositions imposed under the applicable law, on the Service Providers, in relation to the Assignment. 

The Offerors shall use an appropriate Price Template, Annex C. An example of which contained in the solicitation document, the prices of services it proposes to supply under the contract.  All Rates, Premiums and Prices shall be quoted in Rwandan Francs (RWF).

3.6 Selection 

EDC may award a contract without discussions with Offerors.  As such, Offerors are strongly encouraged to submit their best Proposals with their original submissions. EDC reserves the right to site visits and/or to conduct discussions, which may result in revisions to Proposals, with one or more than one or all Offeror(s) if EDC determines, at its sole discretion, discussions to be necessary. Discussions may include oral presentations provided by the Offeror.

4. Technical Specifications & Requirements

4.1 Specifications

Offerors must submit Proposals for the type of insurance in Section 4.1.1., Annex B.

4.1.1 Technical Specifications

The insurance plan offered must the “menu” of coverage choices and include at a minimum, the following coverage categories: 

1. Membership Eligibility (married employees, single employees, single parent employees)
2. Manner of availment (e.g. clinic-based, hospital-based)
3. Pre-existing conditions coverage
4. Pre-existing chronic diseases
5. Room and Board (per day): open private or semi-private
6. Maximum Benefit Limit (MBL): per year per person (for principal and dependent(s))
7. Annual Check-up Benefit (itemized)
8. Preventive Care
9. Out-Patient Benefits
10. In-Patient Benefits
11. Special Procedures and Modalities
12. Maternity Benefits
13. Emergency Care
14. Dental Services
15. Optics services
16. Covid19 diagnosis and treatment and regional coverage 

Kindly note that ALL benefits are to be activated from day one and upon payment of fees. 

Please see Annex B for detailed Technical Specifications. 

Due to its commitments, EDC Rwanda plans to employ approximately 15 employees within three (3) months. The required coverage period will be for 12 months with the potential to extend for an additional two (2) years.  Offerors should provide complete details of their “medical provider networks” (including options for seeing doctors both inside and outside those networks). Offerors should also provide details on the processes for reimbursement of expenses and/or patient co-payment terms to medical providers. All proposed plan options should include coverage for the employee and dependents (up to four (4) dependents). 

The Offeror should have a countrywide network of coverage in Rwanda including hospital linkages, customer care, and services. Offerors are required to provide the project with their established terms and conditions for payment and reimbursement. The Offeror are encouraged include the name and contact information of their hospital linkages.

4.1.2 Delivery Schedule and Location

The Proposals must be based on the following delivery schedule, taking into account the delivery location specified below.

5. Proposals Requirements

5.1 General Requirements

Offeror must submit:

1. A detailed technical proposal explaining the services the Offeror proposes to meet the requirements of EDC as described in Section 4. The Proposals must include all the necessary technical information specified in Annex B.
2. A Price Proposal for the Medical including the maximum limits
3. A detailed policy regarding the insurance the Offeror intends to provide EDC in response to this RFP.
4. The forms and certifications specified in Section 7.

5. A completed proposal checklist specified in Annex D.
6. If applicable, a price adjustment plan to match the employee number increase is preferred.

5.2 Price Proposals Requirements

The Price Proposals must indicate the coverage of the technical specifications in Section 4. The Proposals must follow the format provided in Annex C. The Price Proposal must be in Rwandan Francs (RWF). All Offerors must provide a price guarantee that the Proposal price remains valid for 90 days from the date of the Proposals.

6. Contract Type and Payment

One or more contracts may be awarded in response to this RFP.  The payment schedule for any resultant task order under the contract is anticipated to be as follows:

EDC reserves the right, at its sole discretion, to revise the payment schedule before issuance of a contract.

The anticipated contract terms and conditions for any resultant contract are provided in Annex E. EDC reserves the right, at its sole discretion, to revise the contract terms and conditions before issuance of a contract.

 7. Organization Overview and Offeror Certification

7.1 Organization Overview and Certification

In order for their Proposals to be considered, the Offerors must complete and submit the organizational information form included in Annex A to this RFP and submit all the attachments required by Annex A to this RFP.

8. Proof of Business Registration and Up to Date Tax Certification

In order for the Proposals to be considered, the Offeror must complete and submit the proof of their Business Registration, valid license issued by National Bank of Rwanda and up to date Tax Certification as an attachment to this RFP.