CALL FOR TENDER: PROVISION OF STAFF MEDICAL COVER FROM 1ST JANUARY TO 31ST DECEMBER 2027

HANDICAP INTERNATIONAL FEDERATION (HUMANITY & INCLUSION)

Handicap International Federation (Humanity & Inclusion ) Invites tenders from registered insurance medical providers for the provision of staff medical insurance from 1st January to 31st December 2027.

This bidding process will result in entering into a contract with the successful and selected bidder. The period of performance for this effort shall be one year.

Handicap International Federation will only receive bids directly from the medical service providers. Brokers will not be allowed.

All bid applications should be sent via your official communication channel.

Accepted applications will be from Insurance Companies with official company email address.

TIMETABLE

Issue of Quotation for Tender: 06th November 2026

Deadline for Reply: 20th November 2026

ABOUT HANDICAP INTERNATIONAL FEDERATION

The Handicap International Federation, a not-for-profit association governed by the French Act of July, 1st, 1901, founded on 12th September, 2009, domiciled at “138, avenue des Frères Lumière – 69371 Lyon cedex 08, France” and registered in Kenya under NGO Board with the registration number OP 218/051/9352/380, represented by its Country Manager, hereinafter referred to as “HI”

Preamble

HI is an independent international aid organization working in situations of poverty and exclusion, conflict and disaster,

HI works alongside persons with disabilities and vulnerable persons; its action and testimony are focused on responding to their essential needs, their living conditions,

HI is committed to promoting the respect of their dignity and their fundamental rights

To that end, HI retains service providers who are reputed for their skills in their field of activity,

HI and the Service provider have agreed to work together in a working relationship devoid of any form of hierarchical subordination.

Our Vision

Outraged by the injustice faced by people with disabilities and vulnerable populations, we aspire to a world of solidarity and inclusion, enriched by our differences, where everyone can live in dignity.

Our Mission

Humanity & Inclusion is an independent and impartial aid organization working in situations of poverty and exclusion, conflict and disaster. The organization works alongside people with disabilities and vulnerable populations, acting and bearing witness in order to respond to their essential needs, improve their living conditions and promote respect for their dignity and fundamental rights.

INSTRUCTIONS TO BIDDERS

Participation is open to all registered Suppliers (Insurance Companies)

By submitting a tender, the Bidder accepts in full the conditions of this tender and therefore accepts to waive its own conditions for offering the specifies services.

Please read carefully all instructions and conditions to this tender. Ensure that all information and documentation pursuant to these requirements are provided on time as failure to do so may result in rejection of your bid.

The offers are sent on email, no papers will be accepted

SELECTION CRITERIA:

The award will be made to a responsible offeror whose offer follows the RFQ instructions, meets the eligibility requirements, and is determined via analysis to be the best value based on the application of the following evaluation criteria. The relative importance of each individual criterion is indicated by the number of points below:

Administrative Evaluation.............. 20% of the total marks

Technical responsiveness/full compliance to requirements........... 20% of the total marks

Financial Evaluation (Lowest price per item).......................... 60% of the total marks

PRICING:

Prices must be expressed only in Kenya Shillings;

Any VAT or other taxes.

CONDITIONS TO BIDDERS

Submit administrative documents, technical and financial proposals

HANDICAP INTERNATIONAL FEDERATION reserves the right to select and deal with any bidder(s) that would provide HANDICAP INTERNATIONAL FEDERATION with the best value for money.

This request for proposal is not a contract or an offer to enter into a contract, but a request for expression of Interest for the services indicated in this document.

Bidders are bound by their offer for a period of twelve months from the date of signing of the contract.

HANDICAP INTERNATIONAL FEDERATION is not responsible for any costs associated with preparing this tender.

HANDICAP INTERNATIONAL FEDERATION reserves the right to alter the dates of this tender.

Canvassing with representatives or staff of HANDICAP INTERNATIONAL FEDERATION in relation to this tender will result in disqualification of the bidder.

HANDICAP INTERNATIONAL FEDERATION will inform each bidder of the outcome of selection after evaluation process.

HANDICAP INTERNATIONAL FEDERATION will not enter into a contract or do business with companies or individuals that are public offenders as per the following criteria:

They are bankrupt or being wounded up, are having their affairs administered by the courts, have entered into an arrangement with creditors, have suspended business activities, are the subject of court proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations;

They have been convicted of an offence concerning their professional misconduct by a judgement that has the force of res judicata;

They have been guilty of grave professional misconduct proven by any means that the contracting authority can justify;

They have not fulfilled obligations relating to the payment of social security contributions or payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country of the contracting authority or those of the country where the contract is to be performed;

They have been the subject of a judgement that has the force of res judicator for fraud, corruption, involvement in a criminal organization or any other illegal activity;

Following another procurement or grant award procedure, they have been declared to be in serious breach of contract for failure to comply with their contractual obligations.

If you submit your bid pursuant to this tender requirement, it shall constitute a guarantee that neither your company nor any affiliate or a subsidiary controlled by your company or yourself is in breach of any of the above provisions.

Note:

The financial offers should be in the Kenya Shillings currency and must be inclusive of all applicable taxes.

The prices quoted cannot be adjusted unless for the successful offer/bid during negotiations.

Bid validity: 1 year

Enquiries regarding this RFQ should be addressed in writing to the address indicated below. HANDICAP INTERNATIONAL FEDERATION has the right to cancel or suspend this RFQ without any explanations or compensation to any bidder for any cost incurred by them to submit their proposals. HANDICAP INTERNATIONAL FEDERATION also have the right to negotiate with any Company in relation to the offer(s) when it is deemed necessary and only after the evaluation of all proposals and that there is reasonable evidence that negotiations with successful bidder failed to conclude any contractual relationship with HANDICAP INTERNATIONAL.

TERMS OF REFERENCE AND TECHNICAL SPECIFICATIONS

HANDICAP INTERNATIONAL FEDERATION requires you to send your proposals in PDF format by email to: consultancy@kenya.hi.org.

Note: It shall remain the responsibility of the Suppliers to ensure that their proposals are submitted on or before the deadline, Proposals that are received after the deadline indicated above, for whatever reason, shall not be considered for evaluation.Well signed offers, written in English must be submitted to the email address by 20th November 2026 2 PM Late proposals will be rejected.

ADMINISTRATIVE REQUIREMENTS

Submission letter duly signed, dated and stamped;

Company profile with full address, legal name, location area, products/services, leadership team, telephone, E-mail, website...

Company Registration Certificate

KRA PIN Registration

Tax compliance certificate

TECHNICAL SPECIFICATIONS AND PRICING

HANDICAP INTERNATIONAL FEDERATION is seeking offers from reputable, well-established, and experienced offerors, duly incorporated under the Laws of Kenya to provide staff medical cover under BPA at fixed prices for a period of 12 months.

RESPONSIBILITY OF THE OF THE SUPPLIER

Provision of the following medical services to HI:

PROPOSAL FORM

Inpatient Benefits

Overall CoverLimit Ksh 8,000,000

Inpatient Accommodation-Standard Private Room net of SHIF

Lodger fees- Upto 12 years and 18 yearsfor children with disability

Accident and non-chronic Inpatient specialist, theatre costs,ward & theatre medicines -subject to overall annual limit

Emergency rescue/ evacuations both road and air subject to overall cover limit

High Dependency unitcare and intensive care Ksh 1,500,000

Inpatient maternity childbirth Ksh 275,000

Inpatient maternity complications (pre and post-delivery) Khs750,000

First ever emergency caesarean - ksh 300,000

Neonatal care (incubator, phototherapy, congenital conditions, prematurity)- Ksh 1,200,000

Psychiatric hospitalization - 10 daysper annum withininpatient limit

Prosthesis - ksh240,000 per prothesis

External medical appliances e.g. wheelchairs, crutches -ksh 250,000

Pathology, x-ray, ultrasound, ECG and Computerized Tomography, MRI scans

Hospitalization related to pre-existing and chronic illnesses covered - ksh 1,700,000

Illness related inpatient ophthalmology -Ksh 350,000

COVID – 19 inpatient and outpatient

Illness related inpatient Dental surgery - ksh 350,000

Day care surgery

In-patient physiotherapy

Medicines to takehome - minimum7 days per hospital episode

Radiotherapy and Chemotherapy

Doctor’s (Physician, Surgeon &Anesthetists) fees

ICU/HDU and theatre charges

Drugs/medicines,Dressings and internal surgical appliances

Prosthetic devices and external medical appliances

Terrorism, riots and strikes - subject to overall annuallimit

Last Expense cover per person(babies are eligible after 14 daysof birth) - ksh 120,000

Major disease benefits limit (bothin and outpatient) i.e cancer treatment, organ transplant and kidneydialysis - ksh 2,500,000 within inpatient limit

HIV/AIDS Management

Rehab (Drug/Alcohol)

Cover for Secondmedical opinion for major surgeries/cancer

Hospital cash benefit.

International emergency evacuation

Compassionate travel for one person accompanying an evacuated person- Return economy class ticket

Overseas treatment in India and availability of benefits wheretreatment is not locally available.

Repatriation of mortal remainsfollowing an international emergency evacuation - Ksh 200,000

Emergency treatment outside Kenya covered up to 60 days per trip on reimbursement

Outpatient benefits – Ksh 175,000

Outpatient services benefit:

Consultations (GP and directaccess to specialists) Pathology and basic radiology

Diagnostic laboratory and radiology services (ultrasound, CT scans,MRI) Auxiliary services e.g counselling, dietician,

chiropractic’s,speech therapy etc.

Prescribed medication for acute and chronic conditions. Ante-natal and postnatal care

Vaccinations covered forchildren up to 5 yearsunder KEPI including KEPI

baby friendly vaccines and travelvaccines

Wellbeing benefit- Ksh 25,000within outpatient limit

Telemedicine Cover

Physiotherapy Sessions

Chiropractic Sessions

Fitness sessions for staff/Gym

Private and Travel Vaccines - Ksh 20,000within outpatient limit

Family Planning (for staff and spouse only) - Ksh 20,000 within outpatient limit

not to be costed

Dentistry bothbasic and specialized including crowns and bridges etc - ksh 30,000 per person per annum

Optical coverKsh 30,000 per personper annum Frames and lenses

Frames accessed once every 2 years cappedat Kshs 20,000

Maternity cover– Ksh 275,000per person per annum (staff and spouses)

Cost of normaldelivers

Cost of caesarean sectiondeliveries including 1st ever emergency caesarean section

Labour and recovery wards

Professional fees

State premium per person and per family

State overall premium

NB: The above listed are the minimum benefits to be covered. However, providers can include any other benefit at no extra cost.

Please indicate your responses to the following questions: -

How is the premium for Mid-term joiners /exit – calculated?

How long does the onboarding process take?

Can be premium be paid ½ upon cover inception and balance within January 2027?

Do they have a dedicated staff who will manage the scheme and a 24- hour service to assist your clients?

How often are account reconciliations done? We would prefer monthly reconciliations

Specify area of coverage?

How is the service accessed?

Are there any waiting periods?

Eligibility for cover?

Reimbursement claims duration?

Covid 19 coverage?

What is your provider network and do you have facilities in Dadaab and Kakuma

Also provide general exclusion for the cover

Provide enhancement that you provide as an insurance in addition to what has been listed

How to apply

SUBMISSION OF QUOTATIONS

To obtain the tender documents please download from the following link: bit.ly/cft2602

Your offer comprising of administrative, technical and financial proposals must be submitted electronically in PDF format to the below email address: consultancy@kenya.hi.org not later than 19th November 2026 at 2.00 PM.

Any additional information or clarification regarding this RFQ can be sought by email to:

procurement.tenders@kenya.hi.org

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