Provision of medical insurance to GIZ Rwanda national personnel & their legal dependents.

Reference Number:83489381

Publication date: 19.06.2025

Introduction

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. The GIZ Office in Kigali covers GIZ’s portfolio in Rwanda and Burundi. GIZ Rwanda/Burundi implements projects on behalf of the German Federal Ministry for Economic Cooperation and Development, the European Union and other commissioning authorities in the following priority areas: Sustainable Economic Development; Good Governance; Climate, Energy and Sustainable Urban Development; Digitalization and Digital Economy; and regional projects in the Great Lakes Region.

To fulfil its role of duty of care toward national personnel, GIZ office Rwanda is looking for an insurance provider company capable to provide adequate and tailored custom-made medical insurance coverage in favour to its national personnel for one-year insurance package with possibility of renewal for 1 year depending on satisfactory service. for its national staff in Rwanda.

PART I: General Requirement

This scope is targeting insurance companies authorized to provide extensive medical insurance package which covers inpatient visit and outpatient visit such as (consultation, analysis, lab tests, medico surgical treatment, drugs / medicines, maternity expenses, hospitalization, eye and dental treatment) 

1. The insurance company should be legally registered in Rwanda.
2. The operating licence should be valid during the entire period of coverage.
3. To provide extensive medical insurance package which covers inpatient, outpatient and prescribed drugs (medicines) in:

• All public hospitals in Rwanda, East Africa region and India.
• All private hospitals, polyclinics, and clinics.
• Prescribed medicines purchased in all pharmacies in Rwanda.

PART II: Specification of the coverage

Contract period, Area and number of staff.

• Contract duration: one-year insurance package (01st August 2025 – 31st July 2026), with option for extension for 1 year depending on satisfactory service.
• Number of principal (staff) to be insured: 208 persons + legal dependants.
• Rwanda, East African region, and India

NB: The exact number of staff & list will be provided while drafting the contract.

List of benefits

The following sections summarize the list of benefits selected by GIZ Rwanda national staff.

Below are details of each section.

Outpatient treatment.

This provision concerns a patient (GIZ Rwanda national staff & his/her dependents) who visits a health care facility for diagnosis or treatment without spending the night in health care facility.

The coverage will take care of:

Treatment by physicians

 consultancy, physical examinations, prescriptions, injections)

Medically necessary diagnostic procedures

blood tests, ultrasound examinations, X-rays, computer tomography, scintigraphy (nuclear medicine examination), electrocardiogram (ECG), ECG under stress, eye tests, endoscopic treatments (of stomach, intestines, bronchial tract)

Benefits in connection with pregnancy/ delivery

blood tests, ultrasound examinations, physical examination, advisory services, delivery, also caesarean delivery with stay in hospital, treatment of pregnancy and delivery complications, post-natal care.

Medicines and dressings

(medicines including chemotherapy for cancer treatment, dressings, sutures, implants such as internal splints for fractures).

Outpatient check-ups for children and adults

examinations of children with vaccinations, cancer screening if established in the country: women: cervical cancer and breast cancer, men: prostate.

In-patient treatment.

This provision concerns a patient (GIZ Rwanda national staff & his/her dependents) who is admitted and stay at least one night in the health care facility for diagnosis or treatment.

Points to consider for this section are:

• Hospitalization in the locally customary care class (if proper treatment is not ensured here, then the next higher care class).
• Treatment by the relevant competent ward physician.
• General basic hospital benefits (bed and food, if applicable administrative costs).
• Treatment by physicians (essentially as under 1. above: examination, doctor’s round, advisory services).
• Diagnostic procedures incl. computer tomography.
• Medically necessary operations.
• Nursing care.
• Medicines and dressings within the framework of in-patient treatment.
• Pregnancy/delivery incl. caesarean.
• Chemotherapy, radiation treatment, medicines, and medical benefits in cases of cancer.

Transport costs (not to be costed)

• To the nearest accessible physician or hospital for initial care after an accident or emergency.
• Transfer to and from the nearest accessible hospital in the country of assignment with care by specialist physicians.

Dental Cover

• Dental treatment, treatment of pain and simple fillings (excluding dentures and crowns)

Additional benefits (up to an upper limit defined specifically for each country)

• Physiotherapy (for example if prescribed by a physician).
• Simple dentures and crowns
• Auxiliary materials hearing and vision aids, prostheses, orthopedic auxiliary materials

(crutches, special shoes...)

Standard provisions

Please explain how your insurance company will address the following:

Cost monitoring

The cost monitoring is a key element for the management of the coverage. Besides clearing the treatment cost, the insurance company will also support/ advise GIZ staff on the best way to use the coverage and update them regularly on the progress & usage of the coverage limit.

Fraud mitigation

The insurance will provide a detailed description of the IT based solution, or any other method planned to employ to mitigate the fraud in billing for the services provided after medical treatment and medications from the pharmacies.

Limits requested

Part III - Submission of EoI

Please read the package carefully and comply with all submission guidelines. Failure to comply with guidelines may disqualify your offer. 

• Language of submission: English
• Currency of submission: Rwandan francs
• Validity of the offer: 45 days from submission date

Guidelines and Policies

Prospective companies providing this service should also note that a primary requisite for GIZ is to obtain the most advantageous offer on the current market. Whenever possible, offers are required on a competitive basis, and all prices offered will be subject to negotiation, to ensure that reasonable contract price is obtained.

Offer Package

This request for expression package should not be considered as an award or contract. It is intended solely for the information of prospective service providers.

Review of offer Package

Prospective service providers are solely responsible to carefully examine all the terms and conditions of this request package, failure to do so will be at the prospective service provider’s risk and expense. Any ambiguities in the technical offer or inconsistencies between or among the various provisions of the financial offer package shall be rectified against the prospective service provider.

Technical offer

Each insurance company should provide its methodology on the criterion below to indicate the level of competitiveness and commitment to provide the best health insurance coverage to GIZ Rwanda National staff:

1. A table where the insurer indicates how the coverage will take care each of the 5 benefits listed above and the additional benefits that are offered.
2. Clarification on how the insurer will execute the standard provision, by filling up the table provided, part 1.

• Designation of 2 technical staff from the insurer who will be contacted by GIZ staff in case support is needed. Each staff with at least a bachelor’s degree in insurance or related field and 5 years of related experience.

Eligibility criteria and documents

1. A copy of Trading License from RDB
2. A copy of a valid tax clearance certificate from RRA
3. A copy of a valid RSSB contribution clearance certificate
4. A copy of valid Operating License from National Bank of Rwanda (BNR), the regulator.
5. Recommendation letters from at least 3 Hospitals or Clinics in Kigali & 1 in each of the 4 provinces - letter signed in current or previous month.
6. Recommendation letters from at least 3 Pharmacies in Kigali & 1 in each of the 4 provinces - letter signed in current and previous month.
7. At least 2 references from corporate clients (only company or INGO with at least 100 staff) - letter signed in current month.

Personnel Concept requirements

The tenderer is required to propose personnel for the positions specified here and described with respect to the areas of responsibility and qualifications based on relevant CVs.

The below specified qualifications represent the requirements to reach the maximum number of points in the technical assessment.

Short-term expert pool with two (2) members

• Education: Bachelor’s degree in insurance, business administration, international business, or any other related field.
• Language: Business fluency in English C1.
• General Professional Experience: 5 years of experience in insurance services industry, including medical insurance concepts and principles.

Specific Professional Experience: 3 years of experience in medical insurance underwriting, medical insurance claims and related services.

Procedure and quality management

To act in a data protection-compliant manner in which GIZ often operates as data controller (according to the EU-GDPR), it is necessary to know the local legal provisions and practices that relate to data protection and privacy. The same is required if the partner is the controller of the processing of personal data and must adhere to local law.

On top of that, legal provisions according to national regulations that have higher requirements than EU-GDPR, also have to be adhered to when processing personal data, especially if dealing with personal data.

• Demonstrate compliance with data protection requirements under recognized standards supported by ISO Certificate.
• Explain how your insurance will provide the cost monitoring support to GIZ staff.
• Explain the tool/procedure to be used for fraud mitigation.

Submission of offer: The Expression of Interest should contain the following:

Technical Proposal:

• A cover letter expressing your interest in this assignment
• Technical Proposal (attached template for technical proposal MUST be used)
• Company registration certificate (RDB)
• VAT-Registration Certificate
• Latest tax clearance certificate
• Up to date CVs of proposed experts
• Self-declaration of eligibility

Financial Proposal: Financial offer indicates the all-inclusive total contract price, supported by a breakdown of all costs as described in the specification of inputs (use attached price sheet).

Your EoI has to be submitted in 2 separated emails to RW_Quotation@giz.de until 30/06/2025

1. The technical offer has to be submitted in PDF format and as attachment to the email with the subject: Technical offer 83489381
2. The financial offer has to be submitted in PDF format and the price must be in Rwandan Francs and VAT excluded-if applicable (use attached price sheet) and as attachment to the email with the subject: Financial offer 83489381

If the emails exceed the default email size of 30MB, offers can be exceptionally submitted through https://filetransfer.giz.de/

Offers submitted through any other sharing platform, as google documents or similar will not be considered.

Offers submitted in hard copy will not be considered.

GIZ reserves all rights.

Annex:

• Technical Proposal Template
• Technical assessment grid
• Self-declaration of eligibility
• Price sheet