Request For Proposal (RFP) For Consultancy Services for Provision of Medical Insurance Coverage for ninety (90) employees and their Dependents (4 dependents)
- Location:
- Salary:negotiable
- Job type:Bid / ToR/RFQ/RFP/EOI
- Posted:2 months ago
- Category:Bid / ToR/RFQ/RFP/EOI
- Deadline:September 23, 2025
Request For Proposal (RFP) For Consultancy Services for Provision of Medical Insurance Coverage for ninety (90) employees and their Dependents (4 dependents)
RFQ No: FY2520
Issue date: September 5, 2025
Issuing organization: Catholic Relief Services, Liberia Program
Closing date: September 23, 2025, at 4.00 pm
Submission method: Sealed envelope
Type of agreement: Contract
Section I: Request for Quotation
1. Introduction
CRS invites competitive tenders from qualified and credible Insurance Companies in Liberia for the provision of Medical Insurance Coverage for employees and their Dependents (4 dependents. A total of ninety (90) employees and their dependents (4 dependents) across the fifteen (15) Counties will be insured.
Post-qualification Actions
- Verification of accuracy, correctness and authenticity of the information provided by the bidder on the administrative, technical, and financial documents submitted.
- Inquiry and reference checking with the entity that may have done business with the bidder.
- Inquiry and reference checking with other previous clients on the quality of performance of ongoing or previous contracts completed.
- Physical inspection of the bidder’s branches or other places where business transpires, with or without notice to the bidder.
2. Instructions to Bidders
All qualified bidders are encouraged to include the following documents in their bids:
- Valid Tax Clearance
- Business Registration Certificate
- Evidence of Certification by the Central Bank of Liberia
- Company profile
- Name of Reinsurer and its profile
- All bidders must provide their history/record of claims payment
- Article of Incorporation
- Most recent audited financial statement
- List of a minimum of five INGOs/corporate clients (with a minimum of 50 employees) and their contact details
- All tenderers must include in their Medical Plans the following:
- Complete list of current medical clinics and hospitals that provide services to their clients
- List of covered services (outpatient vs inpatient; diagnostics; drugs)
- List of coverage limits (deductibles, annual maximums)
- All pages of bids (Technical and Financial) must be pre-numbered and initial
- All bids must be signed and stamped by authorized personnel
- All Bid prices must be quoted in United States Dollars
- Quoted Price must be valid for one (1) year as of the contract signing date
- All tenderers must provide financial reimbursement Plans (reimbursement to employees and payment terms)
- Successful bidders will be required to provide CRS staff with an Insurance Card within 30 days
Bidders are required to submit their proposals in two separate sealed envelopes (technical and financial proposals) enclosed with an outer sealed envelope with the reference number addressed to:
Catholic Relief Services, Liberia Program
16th Street Gardner Avenue
Seaside, C-140 Building,
Sinkor Monrovia, Liberia
Subject: FY2520
Bids must be received no later than September 23, 2025, at 4.00 PM.
Failure to comply with these instructions may result in disqualification.
Expected delivery time: November 1, 2025 – September 30, 2026
Softcopy of this RFQ, additional information or request for clarification/question can be requested at liberiarfq@crs.org on or before September 16, 2025, at 4.00 pm.
3. Eligibility Criteria (Administrative evaluation)
Bidders must meet the following eligibility criteria to be considered:
- Submit bids no later than September 23, 2025, at 4:00 PM
Sample Required: No
Admin Pass Mark is a pass or Fail
- Submit a valid business registration
- Submit a valid tax clearance
- Submit a signed quotation submission form (Annex I)
- Submit a signed experience form (Annex II)
- Evidence of Certification by the Central Bank of Liberia
- Article of incorporation
- Bid submitted before the deadline.
Section II: Technical Specifications / Terms of Reference
The insurance package must include:
- Inpatient & Outpatient Care: Hospitalization, consultations, diagnostics, and prescriptions
- Emergency Services: Ambulance, ER visits, and urgent care
- Maternity & Pediatric Care
- Chronic & Pre-existing Conditions
- Mental Health Support: Counseling and psychiatric services
- Dental, optical, wellness checkups
4. Specific Requirement for Delivery
Contractual Obligation and Future Disqualification
- The selected vendor will be contractually obligated to provide Medical Insurance Coverage for ninety (90) employees and their Dependents (4 dependents) as per the contract requirements.
- Successful bidders will be required to provide CRS staff with an Insurance Card within 30 days
- CRS has the right to increase or decrease the number of staff mentioned in this bidding document
- Failure to meet this obligation without written notice may result in penalties and contract termination.
Section III: Proposals Content
The following documents must be submitted for the submission to be considered:
5. Technical proposal envelope
- Bid submission Form (Annex I)
- Submit a signed experience form (Annex II)
- Valid Business registration & Tax Clearance
- Business/company Profile
- Evidence of Certification by the Central Bank of Liberia
- Name of Reinsurer and its profile
- All bidders must provide their history/record of claims payment
- Article of Incorporation
- Most recent audited financial statement
- List of a minimum of five INGOs/corporate clients and their contact details
- All tenderers must include in their Medical Plans the following:
- Complete list of current medical clinics and hospitals that provide services to their clients
- List of covered services (outpatient vs inpatient; diagnostics; drugs)
- List of coverage limits (deductibles, annual maximums)
- All pages of the technical bids must be pre-numbered and initial
- Quoted Price must be valid for one (1) year as of the contract signing date
- Successful bidders will be required to provide CRS staff with an Insurance Card within 30 days
6. Financial Proposal envelopes
- Price Quote which complies with the specifications/TOR(s) provided. Please be clear in describing the services. Quotes without clear details will not be reviewed.
Section IV: Terms and Conditions
- Delivery Location: Catholic Relief Services – 16th street Sinkor and Gardiner Avenue, Seaside, C-140 Building
- Latest Delivery Date: November 1, 2025 – September 30, 2026.
- Payment terms: N30.
- Currency: USD.
- Electronic bids are NOT allowed
- Language: All documentation shall be in English
Section V: Proposals Submission
7. Submission instructions
Bids are to be delivered to the CRS office before 4.00 PM no later than September 23, 2025.
Envelopes Labeling:
- Technical Proposal: Clearly labeled as “Envelope 1: Technical Proposal – Tender for Consultancy Services for Provision of Medical Insurance Coverage for ninety (90) employees and their four (4) Dependents.”
- Financial Proposal: Clearly labeled as “Envelope 2: Financial Proposal – Tender for Consultancy Services for Provision of Medical Insurance Coverage for ninety (90) employees and their four (4) Dependents.”
Both envelopes should be enclosed in an outer sealed envelope labeled with:
RFQ Number: FY2520
- RFQ Name: Consultancy Services for Provision of Medical Insurance Coverage for ninety (90) employees and their four (4) Dependents.”
Bidder’s Name and Contact Information
8. Important Notes
- Late submissions will not be considered.
- Incomplete or improperly labeled submissions may result in disqualification.
- Bidders may be required to provide additional information or participate in a clarification meeting.
- CRS reserves the right to accept or reject any quotation and annul the bidding process and reject all quotations at any time prior to the award of the contract, without thereby incurring any liability to the affected bidder or bidders.
Section VI: Selection Process
CRS will review received proposals within the deadline through a three-step process:
- Determination of eligibility.
- Technical review of eligible proposals.
- Scoring and ranking of the eligible proposals based on the assessment criteria outlined in the Evaluation Methodology section to identify the highest-ranking proposal.
Section VII: Evaluation Methodology
The methodology of evaluation will be based on “Quality and Cost-Based Selection (QCBS)” as follow:
- Technical quality and cost are both considered.
- Weighting is applied to quality and cost scores to determine the overall score.
- The proposal with the highest combined score is selected.
Section VIII: Evaluation Criteria
Only submission that meets the eligibility criteria (administrative evaluation) will be considered for technical and financial evaluation.
9. Technical Evaluation – Weight: Tech Weight is 60%
| Criteria | Additional details for scoring | Score |
| Experience of the bidder in the field of medical insurance services: The bidder must demonstrate relevant experience with organizations or companies. Bidder must provide atleast two ( contracts awarded in the last 5 years | Two (2) contracts or more awarded in the last 5 years – 15 points One (1) contract awarded in the last 5 years -7.5 points. Anything else is 0 | 15 points |
| References (5) | Provide a minimum of five INGOs/corporate clients and their contact details | 10 points |
| Key personnel qualifications and experiences | CVs of at least three experts in the medical insurance field. Michael to share more details Each year of experience per candidate will be given 01 point with a maximum of 5 points per CV -5 points for each | 15 points |
| Organization and methodology for carrying out the assignment | This will involve evaluating the tenderer’s detailed schedule and time required To this end, the bidder must develop and present its work strategy in relation to the work schedule. The methodology must include the following: Ø Detailed process of admission, | 15 points |
| Proof of financial capacity to provide the medical insurance services | Signed Bank statement or reference letter from the bank | 10 points |
| In-person presentation of bidder’s technical proposal. The presentation should include the following: Experience and past performance, Technical approach and methodology, Workplan and timeline, Risk mitigation measure Innovation in implementation
| Experience and past performance: Explanation on the past contracts awarded and performance, including claim settlement, Medical insurance (Outpatient vs Inpatient) plans and limits Responsiveness to urgent issues and cases including the timeline for that. Possibility of supporting critical cases to receive medication outside Liberia- if needed. Technical approach and methodology: Explanation of how the bidder plans to execute the assignment, including staffing, proposed list of medical clinics and hospitals. Workplan and timeline: Detailed breakdown of key milestones and project duration Risk mitigation measure: Strategies to mitigate potential risks Innovation in implementation: Strategies to improve project efficiency and cost-effectiveness | 35 points |
| Total | 100 |
Technical Pass mark is 70 points
10. Financial Evaluation – Weight: Fin Weight is 40%
Arithmetical errors will be rectified on the following basis:
- If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected.
- If the Supplier/Vendor does not accept the correction of errors, its quote will be rejected.
- If there is a discrepancy between words and figures, the amount in words will prevail.
Offers that are found technically compliant shall be evaluated based on the lowest offer.
Financial scores are assigned to each proposal based on the cost evaluation, using the following formula: the lowest cost proposal receives the highest score PointLowestFin, and other proposals are scored relative to the lowest cost. The supplier with the lowest total price will receive a score of 100
Illustration: X and Y represent the lower offer and the offer for which the score needs to be calculated, respectively: Score = (X/Y)* 100
11. Combining Score Calculation
The total score for each bidder will be the sum of the weighted technical score and weighted price.
- Technical score and financial score are combined using the predetermined weights.
- Combined Score = (Technical Score x TechWeight) + (Financial Score x FinWeight).
Section IX: Award Criteria
The contract will be awarded to the bidder with the highest combined score, calculated based on the weighted technical score and the financial score. The evaluation committee will consider both technical and financial criteria to determine the bidder that offers the best overall value for money, ensuring the required technical specifications are met while achieving cost-effectiveness.
Section X: Rejection of Award
CRS may reject any quote that is not substantively responsive to the terms and conditions of the RFQ.
CRS is not bound to accept the lowest or any quote and reserves the right to accept any quote in whole or in part and to reject any or all quotes without assigning any reason therefore and to Contract on any of the terms offered or on different terms.
CRS will send a Notice of Award to the winning bidder. The winning bidder agrees to acknowledge the purchase order or contract by email upon award within one (1) business day under the terms and conditions stated herein.
Section XI: Cost of Providing Quotes
Bidders shall bear all costs associated with the preparation and submission of the quote, and CRS will not be liable for those costs, regardless of the conduct or outcome of the solicitation.
Section XII: Clarification and Amendments of Request for Quotation
To assist in the examination, evaluation and comparison of Quotes, CRS may, at its discretion, ask the Supplier/Vendor for clarification of its Quote. The request for clarification and the response shall be in writing and no change in price or substance of the Quote shall be sought, offered, or permitted.
CRS may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective supplier/vendor, amend the Request for Quotation. To afford prospective suppliers/vendors reasonable time to consider the amendments in preparing their offers, CRS may extend the deadline for the submission of quotes. Any amendments will be published in the same manner as the present tender.
Section XIII: Important Additional Information
General terms and conditions of CRS applicable to goods and services can be downloaded at the following address: http://CRS.org/vendor-terms/vendor-terms.pdf or obtained upon request from the CRS’ office and are applicable within the national legal context.
Vendors must not be associated or have been associated in the past directly or indirectly with a firm or any of its affiliates which have been engaged by CRS to provide services for the preparation of the design, specifications, and other documents to be used for the procurement of the goods under this request for quotation.
Bidders, Suppliers and Service Providers, while conducting their activities, are expected to comply with the following policies and regulations:
- CRS Terms and Conditions: http://CRS.org/vendor-terms/vendor-terms.pdf.
- CRS Suppliers and Service Provider Code of Conduct: https://www.CRS.org/sites/default/files/supplier_code_of_conduct.pdf.
- Global Fund Code of conduct for supplier: https://www.theglobalfund.org/media/3275/corporate_codeofconductforsuppliers_policy_en.pdf.
Annex I. Quotation Submission Form FY2520
The following document is part of this request for quotation and must be completed and returned with your offer.
Quotations must be completed according to the instructions in this request. Quotations must be completed in English, signed, and returned to CRS before the specified deadline. CRS’s terms and conditions applicable to goods and services are provided in Section XII: Important Additional Information.
I, the undersigned, having read CRS’s terms and conditions applicable to goods and services for the request for quotation No. FY2520, as stated in the attached document, hereby offer to provide the goods and services specified in this request for quotation at the price or prices indicated, in accordance with all specified specifications, and subject to CRS’s terms and conditions applicable to goods and services established or specified in the document.
I, the undersigned, declare that:
- Our company and our personnel have no conflicts of interest in any activities that could represent, if we are selected, a conflict of interest with CRS.
- Our company confirms that the bidder or subcontractors have not been associated, or in any way involved, directly or indirectly, in the preparation of the project, specifications, and/or other documents used in this tender.
- Our company, its affiliates, or subsidiaries (including subcontractors or suppliers of any part of the contract) have not been declared ineligible by CRS in accordance with Section I. 3: Eligibility Criteria.
- We have not offered and will not offer any gift and/or favor of any kind in exchange for this request for quotation and will never do so during the execution of any awarded contract.
I, ____________________________________ (Name of authorized signatory) , certify that I am the_____________________________(position) _____________________of (legal name of the company)________________; by signing this request for quotation for and on behalf of (legal name of the company) _______________________________, I certify that all information contained in this document is accurate and true and that signing this offer falls within my authority.
Annex II. Past Experience Form for FY2520
Purchases orders or contracts signed by both parties must be provided for each experience.
| Num | Description of Goods/Services | Country | Client | Contact Details of client (email and phone number | Contract Value | Year of completion |
| 1 | ||||||
| 2 | ||||||
| 3 | ||||||
| 4 | ||||||
| 5 |
| Authorized Signature:
| Date: |
| Name of the authorized signatory: | Functional title of signatory: |
Annex III. Submission Checklist for Bidders
Bid submission Form.
☐Price Quote which complies with the specifications/TOR provided
☐Signed Quotation Submission Form (Annex I)
☐Reference list- Past Experience Form (Annex II)
☐Business registration, Tax Clearance, PPCC certificate and any required license (if any)
☐Business Brochure/Profile including names of management team/partners
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