SEED Foundation invites the submission of proposals from firms with expertise and experience in providing health insurance benefits to current and future employees of  SEED Foundation, and their eligible dependents. The term of the provided services will begin September 1, 2023, and will run for a minimum of one year, subject to annual renewal by mutual agreement thereafter based on the most efficient and cost effective proposal. SEED Foundation is requesting rate proposals for a  one year period beginning.

The objective of this Request for Proposal is to identify  a provider that will provide the best overall value to SEED Foundation. While price is a significant factor, other criteria will be considered to  form the basis of our award decisions, such as those more fully described in the Scope of Service section below.

SEED Foundation has made every effort to include sufficient information in this RFP for firms to prepare a responsive proposal.  Respondents are encouraged to submit the most comprehensive and competitive proposal possible.

SEED Foundations reserves the right to reject any and all proposals, cancel all or part of this RFP, waive any minor irregularities, and request additional information from respondents.  The organization will not reimburse the respondents to this RFP for any expenses incurred in preparing the proposals, or for the attendance at any meetings related to the proposal process.  This RFP does not obligate the organization (SEED) to accept or contract for any services.

TIME TABLE

Advertise of RFP July 13, 2023 

Proposal submission July 30, 2023

Final selection   August 10, 2023 

Implementation September 1, 2023

The intent of this RFP is to select one firm to provide health insurance services. Proposals are to be submitted to SEED Foundation by email to procurement@seedkurdistan.org  no later than July 30, 2023 – 16:00. Should you have any questions about this RFP, please feel free to contact Sheelan Abd via email at sheelan@seedkurdistan.org.  It is the responsibility of the respondent to ensure that the proposal arrives on time and at the right location.  Late proposals will not be considered.  All bidders must submit all documents listed in Annex A: Table (1). In addition, all bidders must fill out Annex A: Table (2), (3), and (4).

Language and Currency: Proposals could be submitted in English, Arabic, and Kurdish, with prices stated in USD.

Terms and Validity of the agreement: The Agreement resulting from this RFP will commence upon signing of the Agreement by both parties and shall be valid for 1 (one) year with an option to extend for an additional year. 

Cancellation: SEED reserves the right to accept or reject any or all bids, and to accept the bid deemed to be in the best interest of SEED, and is not bound to accept the lowest price bid submitted. SEED reserves the right to cancel this RFP at any time prior to award, without penalty. 

Conflict of Interest: By submitting a response to this RFP, Bidder warrants that, to the best of its knowledge, no SEED employee, officer, consultant, or other party related to SEED has a financial interest in Bidder’s business activities.   Discovery of an undisclosed Conflict of Interest situation will result in immediate disqualification of the bidder and disqualification of the bidder from participation in future SEED RFP processes. 

Bid Validity: Price quotations submitted in response to this RFP must be valid for at least 30 days. Prices shall be fixed throughout the duration of the Agreement and be subject to revision as stipulated by the terms of the Agreement after 6 months, in case the wholesale pricing on individual item(s) has risen or fallen by more than 7.5% or other mutually agreed reasonable percentage with the successful bidder. 

The bidder will be excluded from the pool of candidates in the following cases:

–      If two or more bids are submitted for the same tender

–      Late submission of offer according to section four of this tender

–      If documents are not stamped and signed

–      If Annex A: Tables (2), (3), and (4) are not filled out

–      If a bidder did not submit any of the mandatory documents according to Table (3)

Note: SEED is not responsible for the failure of the Internet, network, server, or any other hardware or software used by the bidder.

Delivery of Service: All of Kurdistan Regions of Iraq.  

Methods of Evaluation: Each bidder shall submit a technical proposal addressing the services required and clearly demonstrating how they will meet SEED needs; the proposals will be evaluated by a committee of at least 3 representatives from SEED personnel.  Evaluations will be based on the criteria outlined herein which may be weighted by SEED in a manner it deems appropriate.  All proposals will be evaluated using the same criteria.  The criteria used will be:

1. Responsiveness to the RFP.  SEED Foundation will consider all the material submitted to determine whether the provider’s proposal is in compliance with the RFP document.  The proposal shall demonstrate a method of approach that fully meets all terms and conditions of the RFP and the scope of services.
2. Ability to perform required services.  SEED Foundation will consider all the relevant material submitted by each firm, and other relevant material it may otherwise obtain, to determine whether the respondent is capable of providing services of the type and scope specific to the RFP.   
3. Related experience.    SEED Foundation will consider the firm’s experience in providing services to Not-for-Profit organizations and large entities.  The firm’s references will play a major role in this criterion.
4. Fees. SEED Foundation will consider the price structure for the services and the rates or charges for additional services, if applicable. All companies who send an email will get a list of employees/ages, to provide us with a price quote
5. Service enhancements.  Ability to design an insurance package that will meet or exceed the project requirements. 

• References & due diligence.

• The process of past performance checks will be conducted 
• Will check the reference of previous experience 

Payment Terms:

– Payment will be made after receiving, inspecting, and accepting quantities ordered.

– Payments will be made through bank transfer, check, or cash according to SEED policy.

– Payment will be made within (30) days after submitting the invoice.

Terms of Reference for the Insurance Company:

1. Provide full services regarding open enrollment, new employee orientation, and support services. 
2. Respond to all employee requests and queries in a timely manner regarding their benefits. 
3. Provide a client call center/help desk to assist employees with resolving any plan participants’ health insurance-related issues. 
4. Provide Inpatient and outpatient coverage 
5. Provide maternity cover.
6. Providing War and terrorism coverage 
7. Providing group personal accident insurance
8. Covering 100% of permanent disability caused by accident
9. Covering 100% of temporary disability caused by accident
10. Providing dental and vision 
11. Provide 100% reimbursement for claims in areas with non-network availability
12. Provide an efficient claims settlement process.
13. Provide immediate deletion of employees from the policy
14. Provide immediate eligibility for new employee enrollment as of the date of employment
15. Network hospitals:  Employees to have access to a sufficient number of hospitals and physicians in the major cities of the KRI including but not limited to  Erbil, Sulaymaniyah, and Dohuk, having a network in other countries in the region will be an added value.
16. Provide immediate deletion of employees from the policy
17. Provide immediate eligibility for new employee enrollment as of the date of employment
18. Network hospitals:  Employees to have access to a sufficient number of hospitals and physicians in the major cities of the KRI including but not limited to  Erbil, Sulaymaniyah, and Dohuk, having a network in other countries in the region will be an added value.

Annex A

Table (1): Bidder Contact information

Bidder Name:
Focal Points name:
Email
Phone:
Address:

Table (2): Mandatory questions

#	Question	Yes	No	Remarks
1	Is your company a registered Insurance Company in the Republic of Iraq, including the Kurdistan Region of Iraq (KR-I)? (provide supporting documents)
2	Does your company have the ability to provide Medical and Personal accident insurance within Iraq and Kurdistan Region?
3	Does your company have the ability to provide Group Personal Insurance and Life insurance within Iraq?
4	Does your company have the ability to offer an Accident Death, Dismemberment and Permanent Total Disablement policy, with coverage of no less than IQD 30,000 ,000, if (no) please explain the alternative you have in the remark section. You can explain this point in a separate attachment to your offer
5	Does your company have an agreement with hospitals and clinics in Iraq and KRII for direct billing settlement? If yes, please provide the names of hospitals/medical networks and the location by governorate. You can provide the list in a separate attachment to your offer.
6	Does your company have an agreement with hospitals and clinics outside of Iraq and KRII for direct billing settlement? If yes, please provide the names of hospitals/medical networks and the location by country.
7	Does your company cover 100% of the medical expenses? If (no) please explain the calculator for the percentage that is covered.
8	Do you have a Pharmacy Prescription Program as part of your quoted policies for the coverage of generic and/or brand-named drugs? If yes, please provide a list of pharmaceuticals that are, or are not covered. You can provide the list in a separate attachment to your offer.
9	Do you have Maternity cover as part of your quoted policies? If yes, please provide additional information. You can explain this point in a separate attachment to your offer
10	Do you have a Personal Wellness or Preventative Care benefit as part of your quoted policies? If yes, please provide additional information. You can explain this point in a separate attachment to your offer
11	Do you have a Dental Care benefit as part of your quoted policies? If yes, please provide additional information. You can explain this point in a separate attachment to your offer
12	Do you have a Vision Care benefit as part of your quoted policies? If yes, please provide additional information.
13	Can you provide policyholders with medical benefits cards for direct billing?
14	What is the average process cycle time from receipt of a completed and vetted claim and final payment of settlement? Please provide additional information. You can explain this point in a separate attachment to your offer
15	Are you willing to design an insurance package that will meet or exceed the project requirements?
16	Do you provide coverage of Covid 19 expenses? If yes can you please explain in an attachment?

Table (3): Mandatory documents for submission (Administration)

#	Description	If you attached, please tick below by (✔)
1	Copy of a registration
2	Tax clearance for 2022
3	Bank account details
4	Three similar experiences with INGOs (please submit a PO or contract)
5	References according to Table (2)

Table (4): References

#	Referee Name	Phone number	Email	Name of the client/company
1
2
3

Note to Quote:

Please quote the rate applicable for:

• Short term Cover or pro rata premium calculation
• Refund of premium when staff leave
• The refund policy for medical expenses incurred when staff use other medical providers
• Please quote any free rider or cover
• Please provide a list of agreements with well-known hospitals and clinics in KRG and Iraq for direct billing settlement.