Request For Proposals (Rfp) -Insurance Broker for Medical, Life and Asset Insurance
About Plan International Rwanda
Plan International is an independent development and humanitarian organization (non-profit) that advances children’s rights and equality for girls. We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion, and discrimination. And it’s most affected girls. Working together with children, young people, our supporters, and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children. We have been operating in Rwanda since 2007.

Ethics And Important Considerations
Plan International Rwanda is fully committed to the gender-responsive safeguarding of all children and young people from all forms of violence. We take very seriously our responsibility and duty to ensure that we, as an organization, and anyone who represents us do not in any way harm, abuse or commit any other act of violence against children and young people or place them at risk of the same.

Rfp Details
Plan International Rwanda is seeking written proposals from registered and reputable firms to provide insurance brokerage services related to medical, life, and asset insurance.

Rfp Submission And Acceptance
Respondents shall prepare responses in compliance with all instructions outlined in this RFP. Respondents must provide a cover letter and the requested information and submit it to Plan International Rwanda by the stated deadline.
All submissions must be made in a sealed envelope clearly marked “Insurance Brokerage Services” not later than 3:00 PM on Thursday 25th August 2022. Late responses and electronic submissions will not be considered.
Partial or incomplete responses will be rejected. Plan International Rwanda reserves the right to reject any or all responses to this RFP and to waive any irregularities, technicalities, or omissions therein. Plan International Rwanda also reserves the right to reject any proposal it deems not in its best interests.

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Communication With Plan International Rwanda
If additional information is required for the interpretation of items in this RFP, respondents shall submit questions by e-mail only to Mugeni.Jeannette@plan-international.org. No other representative has been assigned by Plan International Rwanda for answering questions from respondents. Plan International Rwanda’s responses to a proposer’s question(s) will be provided via return email only to the proposer asking the question(s), and not shared with other respondents.
Any respondents that attempt to contact any other staff member of Plan International Rwanda for solicitation or information will automatically be disqualified from consideration.

Right To Not Award Or Issue Partial Award
Plan International Rwanda reserves the right to reject any and all proposals, reject portions of any proposal and accept the response deemed most advantageous to Plan International Rwanda.

Final Broker Selection
The final selection of the successful respondent(s) is scheduled to be completed by end of August 2022. The successful respondent will assume their responsibilities by the beginning of September 2022.

Broker Minimum Qualifications
All brokerage firms submitting proposals must;
1. Be licensed to conduct business in Rwanda;
2. Have the expertise and organizational resources to provide quality services;
3. Have a documented and verifiable track record; (VAT & RSSB certificates)
4. Allocate and maintain a staff that is qualified and available to provide specialized technical expertise in various insurance matters as necessary.

Proposers may not contact the insurance marketplace nor discuss our account with insurance providers/underwriters until we have made our final broker selection.
Insurance Broker Obligations
• Carry out a comprehensive review of Plan International Rwanda’s insurance program and recommend changes where required.
• Assist Plan International Rwanda to prepare tender/RFP documents for the different insurance requirements.
• Provide analysis of submitted proposals for technical quality, pricing, and competitiveness.
• Identify the best insurers locally that respond to Plan International Rwanda’s requirements.
• Negotiate the best terms with insurers on behalf of Plan International Rwanda.
• Manage contractual processes and their implementation and provide advice and suggestions on possible amendments and renewals.
• Ensure claims are professionally handled, within specified service level agreements. The broker must adequately document the claims process and provide timely updates to Plan International Rwanda.
• Carry out a comprehensive risk survey of the operations of Plan International Rwanda.

Information To Be Included In Submission
Provide the information specified below as directly as possible along with any supporting documentation/evidence that you feel is relevant.

Firm History and Experience
1. Provide a brief history of your firm including size, the volume of business, locations, number of years in business, and your approach to managing a comprehensive and competitive insurance program.
2. Describe the visibility and influence of your firm in the insurance sector of Rwanda.

Account Management Team Qualifications
1. Provide an overview of the account management team that would be assigned to Plan International Rwanda. For each member of the team, provide highlights outlining qualifications and experience. Provide a summary of roles and distribution of responsibilities.
2. Describe your approach to the ongoing training of your staff.

Clients
1. Describe at least two innovative strategic solutions you have implemented for clients like Plan International Rwanda that highlight your insurance brokerage expertise.
2. Describe your internal mechanism for ensuring customer satisfaction with your services.
3. Provide contact names and phone numbers of four (4) references.

Quality Services
1. Provide an overview of any performance awards or benchmarks that you have attained in the last three (3) years.
2. Proactive strategies for reducing insurance costs for Plan International Rwanda.
3. Provide an overview of your client complaints handling and dispute resolution processes if Plan International Rwanda is not satisfied with any of your services.
4. Describe attributes that make you a valuable strategic partner to Plan International Rwanda.

Fees and Costs
Outline if there are any costs for insurance brokerage services that Plan International Rwanda will be expected to pay.

Location For Bid Submission
All submissions must be made in a sealed envelope clearly marked “Insurance Brokerage Services” and must be addressed to;
Plan International Rwanda – Procurement Department
Bids must be submitted not later than 3:00 pm on Thursday 25th August 2022 at Plan International Rwanda Country Office located at the 4th Floor, Golden Plaza Building, KG546 ST1, Kacyiru, Gasabo, Kigali.
Done at Kigali, 9th August 2022