Terms Of Reference For Fire And Other Insurance Services And Its Contents Tender at Forum for African Women Educationalists (FAWE)

1. Background

The Forum for African Women Educationalists (FAWE) is a Pan-African non-governmental organization established in 1992 to promote girls' and women's education across Africa. FAWE Rwanda, established in 1997, is one of 34 national chapters and works to improve access to quality education for girls and women in Rwanda.

FAWE Rwanda owns two office buildings located on the same compound in Kiyovu Cell, Nyarugenge Sector, Nyarugenge District, Kigali City. The buildings house office furniture, equipment, Information Technology (IT) assets, fixtures, fittings, records, and other operational assets that support the organization's activities.

To safeguard these assets and ensure business continuity, FAWE Rwanda seeks to engage a qualified insurance company to provide comprehensive fire insurance coverage for its buildings and contents.

2. Objective

The objective of this assignment is to procure comprehensive fire insurance services and other insurance services for FAWE House and its contents, located in Kiyovu, covering the office buildings and their contents against loss or damage arising from fire and other insured perils. The insurance policy shall provide adequate financial protection, facilitate the prompt restoration or replacement of damaged assets, and ensure business continuity following an insured event.

3. Scope of Coverage

The insurance policy shall, at a minimum, provide indemnity against the following risks and losses:

• Fire resulting from accidental or unforeseen causes.
• Lightning.
• Explosion (excluding causes specifically excluded under the policy terms and conditions).
• Smoke damage directly resulting from an insured peril.
• Damage caused by firefighting operations, including water and chemical damage.
• Costs associated with debris removal following an insured event.
• Damage to the insured buildings and permanent structures.
• Damage to office furniture, fixtures, and fittings.
• Damage to office equipment, including computers, printers, servers, networking equipment, and other electronic devices.
• Loss or damage to office documents, records, and archives, where insurable.
• Replacement or reinstatement of damaged or destroyed property on a replacement value basis, without deduction for depreciation, where applicable.
• Earthquake 
• Electricity damage

The insurance policy shall clearly specify:

• Covered perils.
• Exclusions.
• Limits of liability.
• Deductibles or excesses.
• Policy conditions and warranties.
• Claims procedures and settlement timelines.

4. Property to be Insured

The successful bidder shall provide insurance cover for, but not be limited to, the following assets:

• Office buildings (two buildings located on the same plot).
• Office furniture.
• Office equipment.
• Information Technology (IT) equipment.
• Office fixtures and fittings.
• Other movable assets owned by FAWE Rwanda.

A comprehensive asset register, including asset descriptions, quantities, locations, and insured values, will be provided to the successful insurer before policy issuance for underwriting and preparation of the insurance policy.

The estimated replacement value of the buildings is RWF 332,610,000 (Three Hundred Thirty-Two Million Six Hundred Ten Thousand Rwandan Francs). This valuation excludes the value of the land

5. Policy Requirements

The insurance policy shall:

• Be issued by an insurance company licensed to operate in Rwanda.
• Provide replacement or reinstatement value cover for all insured assets, unless otherwise agreed.
• Clearly state the sum insured for each category of assets.
• Include prompt claims assessment and settlement procedures.
• Remain valid for a period of twelve (12) months from the effective date, with an option for renewal subject to satisfactory performance and mutual agreement.
• Be governed by the applicable insurance laws and regulations of the Republic of Rwanda.

6. Expected Deliverables

The successful bidder shall provide:

• A comprehensive insurance policy document.
• A policy schedule indicating the insured assets and their respective sums insured.
• Premium schedules and payment terms.
• Claims reporting procedures and emergency contact details.
• Certificates of insurance, where applicable.
• Any additional documentation required under Rwandan insurance regulations.

7. Eligibility and Submission Requirements

Interested insurance companies shall submit the following:

Technical Proposal

• Application letter addressed to the Executive Director of FAWE Rwanda;
• Company profile and organizational experience;
• Valid Company Registration Certificate issued by RDB;
• Valid insurance operating license issued by the National Bank of Rwanda (BNR);
• Valid Tax Clearance Certificate from Rwanda Revenue Authority (RRA);
• Evidence of at least three (3) similar insurance assignments provided to NGOs, government institutions, or private organizations;
• At least three (3) reference letters or certificates of satisfactory completion from previous clients;
• Proposed insurance coverage including: Scope of cover; Policy terms and conditions; Exclusions; Claims procedures; Policy administration arrangements.

Financial Proposal

The financial proposal shall be submitted separately and include:

• Total annual premium (inclusive of taxes) in Rwandan Francs;
• Applicable taxes and statutory charges;
• Any additional fees or charges;
• Payment terms.

8. Proposal Submission

Interested insurance companies meeting the above requirements are invited to submit their proposals in two separate sealed envelopes, clearly marked:

• Technical Proposal
• Financial Proposal

The proposals should be submitted to: FAWE Rwanda REB Premises, Remera P.O. Box 6703, Kigali, Rwanda, Phone Number:+(250) 781 667 164

The deadline for submission is 25th August at 3:00 PM Kigali Time.

Late submissions will not be accepted.