CONSULTANCY TITLE

1. Background Information on Plan International

Plan International is an independent development and humanitarian organization 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 its girls who are most affected. 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 support children’s rights from birth through adulthood. And we enable children to prepare for—and respond to—crises and adversity. We drive changes in practice and policy at local, national, and global levels using our reach, experience, and knowledge. We have been building powerful partnerships for children for over 75 years and are now active in more than 70 countries.

Read more about Plan International’s Global Strategy: 100 million Reasons athttps://plan-international.org/strategy.

2. Background/Context

Plan International Liberia is a humanitarian and development organization committed to advancing children’s rights and equality for girls. With a workforce of approximately 140 staff members, the organization seeks to enhance its employee welfare framework through comprehensive insurance coverage.

This Terms of Reference outlines the requirements for two distinct insurance coverage services:

• Group Life Insurance: Coverage exclusively for Plan International Liberia staff.

Medical Insurance: Coverage for both staff and their dependents Plan International intends to reduce the financial burden for staff on medical care services, foster positive work environment and make the organization more appealing in a competitive job market.

3. Description & Objective

Medical insurance provides financial protection against the high costs of healthcare. It covers expenses related to hospitalization, surgeries, doctor consultations, diagnostic tests, prescription drugs, and preventive care. By pooling risk among policyholders, medical insurance ensures that individuals and families can access quality healthcare without facing overwhelming financial burdens. Life insurance provides financial security to beneficiaries in the event of the staff death.

The key objectives:

• Promote employee health and well-being by ensuring access to preventive care, treatment, and wellness programs and reduce absenteeism and improve productivity through better health outcomes,
• Attract and retain talent by offering competitive benefits to appeal to top candidates and increase employee loyalty and reduce turnover,
• Enhance Job Satisfaction and Morale by showing employees they are valued and cared for and foster a supportive workplace culture,
• Manage Healthcare Costs by providing group insurance plans that reduce individual costs and encourage use of in-network providers and preventive care to lower long-term expenses,
• Ensure staff are covered in the event of death or serious medical emergencies
• Enhance employee satisfaction and loyalty by offering competitive health and life insurance packages.
• Align with Plan International’s global HR policies and employee benefits framework.
• Position Plan International Liberia as an employer of choice in the humanitarian and development sector.
• Facilitate timely and efficient access to medical services for staff and their dependents.
• Deliver quality healthcare access for staff and their dependents, including outpatient, inpatient, maternity, and emergency services.
• Reduce out-of-pocket medical expenses through structured insurance plans.
• Align with Plan International’s global HR policies and Liberia local labor regulations.
• Ensure timely reimbursements and direct billing arrangements with healthcare providers.
• Provide responsive customer service and support for staff inquiries and emergencies.

Specific Objectives:

Medical Insurance

• Ensure financial protection against unexpected medical expenses such as hospitalization, surgery, and outpatient care.
• Provide access to quality healthcare services through a network of accredited hospitals and clinics.
• Reduce the burden of healthcare costs by covering preventive care, diagnostics, and prescribed medications.
• Promote wellness and preventive health programs to minimize long-term medical risks.
• Guarantee timely claims processing and customer support to enhance trust and satisfaction.

Life Insurance

• Provide financial security to beneficiaries in the event of the policyholder’s death.
• Support long-term financial planning through savings, investment-linked policies, or retirement benefits.

Purpose

This activity will ensure access to quality medical services without causing financial hardship and to provide financial security to dependents in the event of the policyholder’s death.

Methodology

The activity will include:

1. Meetings
2. Presentation

Participant

This will be managed by Plan International Liberia’s People & Culture Department & Supply Chain Department. Key responsibilities include:

• Coordinating the tender and selection process.
• Monitoring service delivery and compliance.
• Facilitating communication between staff and the insurance provider.
• Ensuring feedback mechanisms are in place for continuous improvement

Scope of Work

The scope includes but is not limited to:

• Designing and implementing insurance policies tailored to Plan International Liberia’s needs.
• Ensuring compliance with Liberian Insurance regulations.
• Providing onboarding sessions for staff to understand benefits and claims procedures.
• Offering 24/7 customer support for medical emergencies.
• Managing claims efficiently with minimal turnaround time.
• Conducting periodic reviews and feedback sessions with Plan International Liberia.

Key Deliverables and Timeline

The selected insurance provider(s) will be expected to deliver the following:

Group Life Insurance

• Coverage for 140 staff members
• Lump-sum death benefit payable to designated beneficiaries.
• Accidental death benefit.
• Timely claims processing and reporting.
• Provide comprehensive policy documents outlining coverage, exclusions, premiums, and claims procedures.

Medical Insurance

• Coverage for 140 staff and their 4 dependents.
• Inpatient and outpatient services.
• Emergency medical services which include evacuation within and out of the country.
• Maternity & Surgical care.
• Dental and optical services.
• Chronic/ Communicable illnesses
• Access to a network of hospitals and clinics nation and worldwide.
• Digital or physical insurance cards for all covered individuals.
• Ensure fast and transparent reimbursement or direct settlement of medical claims.

Activity/Timeline

3. Selection Criteria

Bids will be assessed against predetermined criteria which has been developed and agreed by the Tender Panel before launching this Tender process. Please find further details in the table below:

1. Evaluation of offers

The Tender Panel will review all Bids to ensure they meet the minimum requirements listed under the ‘Compliance’ section in the above table. Following this, each Bid will be assigned a score based on predetermined criteria and their associated weights.

The contract(s) will be awarded to the Bidder(s) who represent the best overall value for Plan International in terms of the evaluation criteria set out above. By participating in this tender, you acknowledge and understand that Plan reserves the right to:

• Decide not to award to any supplier
• Decide to award to one or more suppliers
• Decide to re-advertise the opportunity
• Not necessarily accept the lowest cost offer

Notification of the contract award will be issued via email.

2. Terms & Conditions

By submitting a Bid as part of this Tender process, you also acknowledge and understand that:

• Plan International will not be liable for any costs or expenses incurred in the preparation of your offer
• You or your company will undergo vetting checks against an Anti-Terrorism and Sanctions Database as part of due diligence protocols
• Plan International reserves the right to keep confidential the circumstances that have been considered for the selection of the offers
• Part of the evaluation process may include a presentation from the Bidder and a site visit by Plan International staff, where applicable and necessary
• Plan International reserves the right to alter the schedule of tender and contract awarding
• Plan International reserves the right to cancel this tender process at any time and not to award any contract
• Plan International reserves the right not to enter into or award a contract as a result of this invitation to tender
• Plan International does not bind itself to accept the lowest, or any offer
• Any attempt by the Bidder to obtain confidential information, enter into unlawful agreements with competitors, or influence the evaluation committee or Plan International during the process of examining, clarifying, evaluating, and comparing tenders will lead to the rejection of its offers and may result in the termination of a current contract, where applicable
• You accept in full and without restriction the conditions governing this tender as the sole basis of this competition, whatever its own conditions of sale may be, which you hereby waive
• You have examined carefully, understood, and complied with all conditions, instructions, forms, provisions, and specifications contained in this tender dossier. You are aware that failure to submit a tender containing all the information and documentation expressly required, within the deadline specified, may lead to the rejection of the tender at Plan International’s discretion
• You are not aware of any corruption practice in relation to this competition. Should such a situation arise, we shall immediately inform Plan International in writing
• You declare that you are affected by no potential conflict of interest, and that you and our staff have no particular link with other Bidders or parties involved in this competition. Should such a situation arise during performance of the contract, you shall immediately inform Plan International in writing
• You accept Plan International’s standard terms of payment, which are 30 days after the end of the month of receipt by Plan of a proper invoice or, if later, after acceptance of the Goods or Services in question by Plan International Ltd

3. Plan International’s Ethical & Environmental Statement

• The organisation should establish environmental standards and good practices that follow the principles of ISO 14001 Environmental Management Systems, and in particular to ensure compliance with environmental legislation.
• The organisation should seek to set reduction targets in areas where the organisation’s activities lead to significant environmental impacts

4. Submission Checklist

5. Submission of offers

Please send your application to Plan International <in a Hard Copy and in a Sealed envelope > by <please insert

exact date> referencing “Consultation for <Liberia Women Empowerment Project>” in the subject line and including support documents as outlined.

6. Contract & Payment terms

Please note that, if successful, Plan International’s standard terms of payment are 30 days after the end of the month of receipt of invoice, or after acceptance of the Goods/Services/Works, if later.

7. Plan International’s Ethical & Environmental Statement

The supplier should establish environmental standards and good practices that follow the principles of ISO 14001 Environmental Management Systems, and in particular, ensure compliance with environmental legislation

8. Clarifications

The onus is on the invited individual/companies to ensure that their offer is complete and meets Plan International’s requirements. Failure to comply may lead to the offer being rejected. Please, therefore, ensure that you read this document carefully and answer fully all questions asked.

If you have any queries in relation to your submission, or to any requirements of this RFP, please email: <please insert Procurement Email address>

Thank you for your proposal

Note:

The below will not be included in the ToR; however, it is important to clarify and agree on the selection criteria of the consultant before publishing the RF or Tender

Selection Criteria

Determine the selection criteria. The ToR should be clear which qualities are ‘desired’ and which are ‘essential’. These will serve as criteria to support a transparent process for selecting the most suitable consultant(s).

Consultants are selected based on a competitive process, and selection is subject to an evaluation and comparison of technical and financial proposals. You may also extend the selection criteria beyond the skills, knowledge, and experience needed, for example, consider specific qualifications, location, and availability.

Prepared by: Mulbah B. Yekeh __________________________________________

People and Culture Specialist

Reviewed by: Christiana W. Cole __________________________________________

Procurement Coordinator

Approved by: John Mbusa Tumwesige ________________________________________

Head of Operations