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Request for Quotation: Provision of medical, life and accident insurance coverage for DAI employees and their dependents in Liberia

  • Location:
  • Salary:
    negotiable
  • Job type:
    Bid / ToR/RFQ/RFP/EOI
  • Posted:
    4 weeks ago
  • Category:
    Bid / ToR/RFQ/RFP/EOI
  • Deadline:
    February 13, 2024
USAID Local Empowerment for Accountability and Decentralization (LEAD)

REQUEST FOR QUOTATION (RFQ)

Issue date: January 23, 2024

Deadline: February 13, 2024

Request No: LEAD-RFQ-MON-24-0014

Provision of medical, life and accident insurance coverage for DAI employees and their dependents in Liberia

NOTICE: Prospective Offerors who have received this document from a source other than the LEAD project should immediately contact LGGAprocurement@dai.com and provide their name and mailing address so that any amendments to this RFQ or other solicitation-related communications can be sent directly to them. Any prospective Offeror who fails to register their interest with DAI/LEAD assumes complete responsibility if they do not receive communications prior to the closing date of this RFQ. Any amendments to this solicitation will be issued via email.

Issuance of this RFQ in no way obligates DAI to award a subcontract or purchase order and Offerors will not be reimbursed for any costs associated with the preparation of their quote.

Request for Quotations

Medical, life and accident insurance coverage

 

Overview: DAI Global LLC, a legally registered company in Liberia and implementer of the USAID-funded Local Empowerment for Accountability and Decentralization in Liberia (LEAD) Project. The LEAD project will improve the capacities of targeted ministries, agencies, and commissions (MACs), to formulate and administer sound tax policies, improve budget transparency, deepen decentralization, and deliver much needed quality services at the sub-national level.

  • RFQ No.
LEAD-RFQ-MON-24-0014
  • Issuance Date
January 23, 2024
  • Title
Provision of medical, life and accident insurance coverage for DAI employees and their dependents in Liberia
  • Issuing Office
DAI Global, LLC

USAID-funded LEAD project

18th Street and Warner Avenue, Sinkor, Apt 2A & 2B

Monrovia, Liberia

  • Email Address for Submission of Quotations
All quotes must be submitted by email to

LGGAprocurement@dai.com with “LEAD-RFQ-2023-004” in the email subject line.

  • Deadline for Receipt of Quotes
17:00 GMT, February 13, 2024
  • Submission of Questions / Clarification Requests
Offerors may submit questions and requests for clarifications.
  • Anticipated Award Type
DAI anticipates awarding a Firm Fixed Price Purchase Order (PO) for the provision of medical, life and accident insurance coverage for DAI employees and their dependents in Liberia with an estimate start date of March 1, 2024, through February 28, 2025.
  • Basis for Award
Direct contracting for this procurement
  • Technical Specifications and Requirements
See Attachment A
  • Complete Quotation Response
A complete submission in response to this RFQ includes:

    1. Attachment B – Cover Letter
    2. Attachment C – Price Schedule
  • Attachment D – Past Performance References (Not applicable)
  1. Copy of certification of incorporation/registration
  2. Copy of current and valid Tax Compliance certificate with relevant authorities
  • General Instructions to Offerors
  • Each Offeror is responsible for reading very carefully and understanding fully the terms and conditions of this RFQ. Failure to do so will be at the Offeror’s risk.
  • All communications regarding this solicitation are to be made solely through the Issuing Office and must be submitted via email.
  • If this RFQ solicitation is amended, then all terms and conditions not modified through the amendment shall remain unchanged.
  • By submitting a quote, Offerors fully understand that their quote must be valid for a period of 30 days, which shall be indicated in the cover letter submission.
  • Prior to any award the Offeror must meet all determination of responsibility requirements as listed in Box 13.
  • Offerors shall submit quotes on company letterhead and sign, date and stamp their quotation.
  • Offerors shall complete Attachment B: Price Schedule template in United States Dollars (USD) only exclusive of Value Added Tax (VAT). DAI will seek VAT exemption in Liberia as permitted under the DAI prime contract.
  • Determination of Responsibility
DAI will not enter into any type of agreement with a vendor prior to ensuring the vendor’s responsibility. When assessing a vendor’s responsibility, the following factors are taken into consideration:

    1. Copy of certificate of incorporation/registration
    2. Copy of current and valid Tax Compliance certificate with relevant authorities
    3. Evidence of a Unique Entity ID (SAM) (explained below and instructions contained in the Annex) (Not applicable for this procurement unless any of the language from section 16 apply)
    4. Confirmation the source, origin and nationality of the services are not from a Prohibited Country (explained below) or include the use of prohibited technology.
    5. Ability to comply with required or proposed delivery or performance schedules.
    6. Have a satisfactory past performance record as demonstrated by completed past performance information for three current or prior clients.
  • Be qualified and eligible to perform work under applicable laws and regulations.
  1. Have an official/company’s bank account for payments.
  • Geographic Code
Under the authorized geographic code of 935 for its contract DAI may only procure goods and services from authorized countries. DAI does not procure any services from prohibited countries listed by the Office of Foreign Assets Control (OFAC) as sanctioned countries. The current list of countries under comprehensive sanctions include Cuba, Iran, North Korea, Sudan, and Syria. DAI is prohibited from facilitating any transaction by a third party if that transaction would be prohibited if performed by DAI.
  • Prohibited Technology
Offerors MUST NOT provide any goods and/or services that utilize telecommunications and video surveillance products from the following companies: Huawei Technologies Company, ZTE Corporation, Hytera Communications Corporation, Hikvision, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company, or any subsidiary or affiliate thereof, in compliance with FAR 52.204-25.
  • Unique Entity ID (SAM)
All U.S. and foreign organizations which receive first-tier subcontracts/ purchase orders with a value of $30,000 and above are required to obtain a Unique Entity ID (SAM) prior to signing of the agreement. Organizations are exempt from this requirement if the gross income received from all sources in the previous tax year was under $300,000. DAI requires that Bidders sign the self-certification statement if the Bidder claims exemption for this reason.

For those required to obtain a Unique Entity ID (SAM)you may request Attachment C: Instructions for Obtaining a Unique Entity ID (SAM)For those not required to obtain a Unique Entity ID (SAM), you may request Attachment D: Self-Certification for Exemption from Unique Entity ID (SAM)Requirement

  • Compliance with Terms and Conditions
The bidder shall be aware of the general terms and conditions for an award resulting from this RFQ. The selected Bidder shall comply with all Representations and Certifications of Compliance listed in Attachment B.
  • Anti-Corruption and Anti-Bribery Policy and Reporting Responsibilities
DAI conducts business under the strictest ethical standards to assure fairness in competition, reasonable prices and successful performance or delivery of quality goods and equipment. DAI does not tolerate the following acts of corruption:

  • Any requests for a bribe, kickback, facilitation payment or gratuity in the form of payment, gift or special consideration by a DAI employee, Government official, or their representatives, to influence an award or approval decision.
  • Any offer of a bribe, kickback, facilitation payment or gratuity in the form of payment, gift or special consideration by an offeror or subcontractor to influence an award or approval decision.
  • Any fraud, such as mis-stating or withholding information to benefit the offeror or subcontractor.
  • Any collusion or conflicts of interest in which a DAI employee, consultant, or representative has a business or personal relationship with a principal or owner of the offeror or subcontractor that may appear to unfairly favor the offeror or subcontractor. Subcontractors must also avoid collusion or conflicts of interest in their procurements from vendors. Any such relationship must be disclosed immediately to DAI management for review and appropriate action, including possible exclusion from award.

These acts of corruption are not tolerated and may result in serious consequences, including termination of the award and possible suspension and debarment by the U.S. Government, excluding the offeror or subcontractor from participating in future U.S. Government business.

Any attempted or actual corruption should be reported immediately by either the offeror, subcontractor or DAI staff to:

By signing this proposal, the offeror confirms adherence to this standard and ensures that no attempts shall be made to influence DAI or Government staff through bribes, gratuities, facilitation payments, kickbacks or fraud. The offeror also acknowledges that violation of this policy may result in termination, repayment of funds disallowed by the corrupt actions and possible suspension and debarment by the U.S. Government.

  • Cancellation of procurement procedure
DAI may, at any time, cancel this RFQ before a final award is made.

Attachment A:

Technical Specifications and Requirements

 

  • Overview

DAI LEAD project is looking to receive a quotation for a long-term medical, life and accident insurance coverage services throughout the Liberia national territory from potential service provider(s) of DAI LEAD project for 22 employees and 126 dependents (spouse and three children 0 – 21-year-old) divided as follows:

#Family sizeNumberTotal (Persons)
1Family size category: M + 4525
2Family size category: M + 51484
3Family size category: M + 6318
Total128

 

  • Technical requirements
Topic/ItemRequired InformationCoverage period
Medical benefitsDescription of coverage for the following areas, including both in and out-of-network rates for services:

  • In-patient care
  • Outpatient care
  • Emergency care
  • Accident care
  • Prescription Benefit
  • Death benefit
  • Dental
  • Vision
  • Travel or overseas medical providers covered.
12 months
CoverageDescribe who, in addition to the employee, is covered under the plan.12 months
Medical centers/providersInclude list of medical centers and medical providers covered.12 months
Geographic coverageDescribe geographic coverage area including any standard coverage for medical treatment outside of Liberia.
Treatment and reimbursement proceduresDescribe procedure for reimbursement of medical costs and alternative for treatment where there is no ID card or form available.
Monthly limitsDescribe any limitation to monthly allowable costs for Outpatient, In-Patient, herbal treatment, maternity, vision, dental.
Life InsuranceLife Insurance for employee only (Natural death, 5,000 USD per employee)12 months
Accident insuranceAccident insurance for employee only

Accident death: 10,000 USD per person

Permanent total disablement: 10,000 USD per person

Permanent partial disablement: scheduled benefit up to 10,000 USD per person

12 months

 

  • Responsibilities of insurer and insured.

The responsibilities excepted is, but not limited to the following:

  • Responsibility of the insurer
  • The insurer will provide all administrative documents to enroll the insured in the health insurance scheme;
  • The insurer will issue a policy document to the insured after the covers have been arranged and all the documentation and payments of premium made;
  • The insurer shall provide medical insurance card and card replacement in case of lost;
  • Recompilation of leavers and joiners to the scheme in consultation with the LEAD point of contact;
  • Upon exit of any member insured under this policy, there shall be a 30-day lapse period after which a refund shall accrue to the insured from the exiting member. The refund shall be in the pro-rated portion of the Premium;
  • Provision of 24/7 helpline facilities to all the members covered.

 

  • Responsibility of the insured

The insured will provide all the details of the members and dependents to be covered.

  • The insured will ensure that all new members joining the scheme and those exiting the scheme are notified to the insurer promptly;
  • The insured will assist the insurer to establish and rid of all cases of fraud in the scheme administration;
  • When the insured employs new staff, they must inform the insurer and fill in the required forms. If the insured terminates the services of a member, they must inform the insurer immediately and also surrender the insurer’s membership card. The Insured must notify the insurer within 7 working days of the date of resignation of any staff;
  • The insured will return the medical card of any existing member.

 

  • Estimated performance

The period of performance will be for 12 months, with an estimated start date on/or March 1, 2024, and an estimated completion date of February 28, 2025.

 

  • Purchase Order and amendment

The service provider will receive a purchase order for the services. The purchase order can be amended when new members and dependents join the health insurance scheme during the period of performance mentioned above.

 

  • Payment terms

The payments will be made as follows:

 

  • Premiums will be paid in full within 15 days of cover/invoice issued. The invoice should be addressed to DAI/LEAD project.
  • Additional members to the policy will be invoiced, payable on the month the staff joined on a prorated basis if the staff did not join at the beginning of the month. The payment will be made by wire transfer within 30 days upon submission of invoices.
  • Premium shall be refunded for members who leave the scheme midterm, on pro-rata basis, within 30 days.

ATTACHMENT B:

COVER LETTER

Instruction: submit on company letterhead

 

Dear DAI/LEAD:

We, the undersigned, provide the attached quotation in accordance with LEAD-RFQ-MON-24-0014 dated [Insert full date]. Our attached quote complies with the price schedule template provided as Attachment D in the subject RFQ and the prices provided are VAT exclusive. Our quote shall be binding upon us subject to the modifications.

 

I certify a validity period of 30 days for the rates provided in the attached quotation. I have read and understood fully the instructions provided in the subject RFQ and its Attachment F, which I intend to fully comply with.

 

We understand that DAI is not bound to accept any quotation it receives, and that DAI will not reimburse any costs associated with the preparation of this quotation.

 

Name and Title of Signatory:

Name of Firm:

Address:

Telephone:

Email:

 

___________________________________ ____________________

Authorized Signature Company Seal/Stamp

ATTACHMENT C:

Price Schedule

Instruction: Please Date, Sign, and Stamp Price Schedule on Company Letterhead

Item NumberItem NameDescription/

Specifications

QuantityUnitUnit Price

(USD)

Total Price

(USD)

  • Medical Insurance
1aMedical Insurance for employee and their dependents throughout the Liberia national territory

Family size category: M + 4

Per attachment A512 months
1bMedical Insurance for employee and their dependents throughout the Liberia national territory

Family size category: M + 5

Per attachment A1412 months
1cMedical Insurance for employee and their dependents throughout the Liberia national territory

Family size category: M + 6

Per attachment A312 months
2Life Insurance for employee onlyPer attachment A22Employee
3Accident Insurance for employee onlyPer attachment A22Employee
GRAND TOTAL IN UNITED STATES DOLLARS$

 

NB: Service provider shall not include VAT in their pricing. DAI is exempted under the United States Agency for International Development (USAID) bilateral agreement with the government of Liberia.

 

Name and Title of Signatory:

 

___________________________________ ____________________

Authorized Signature Company Seal/Stamp

Attachment D:

Past Performance Reference (Not applicable)

 

Client # 1

Name of Project:
Location of Project:
Contract Amount:
Period of Performance:
Description of Services Provided:
Reference Contact Name:
Reference Contact Number:
Reference Contact Address:

 

Client # 2

Name of Project:
Location of Project:
Contract Amount:
Period of Performance:
Description of Services Provided:
Reference Contact Name:
Reference Contact Number:
Reference Contact Address:

 

Client # 3

Name of Project:
Location of Project:
Contract Amount:
Period of Performance:
Description of Services Provided:
Reference Contact Name:
Reference Contact Number:
Reference Contact Address:

 

Name and Title of Signatory:

 

___________________________________ ____________________

Authorized Signature Company Seal/Stamp

 

Attachment E:

Representations and Certifications of Compliance

 

  1. Federal Excluded Parties List – The Bidder Select is not presently debarred, suspended, or determined ineligible for an award of a contract by any Federal agency.
  1. Executive Compensation Certification- FAR 52.204-10 requires DAI, as prime contractor of U.S. federal government contracts, to report compensation levels of the five most highly compensated subcontractor executives to the Federal Funding Accountability and Transparency Act Sub-Award Report System (FSRS)
  1. Executive Order on Terrorism Financing– The Contractor is reminded that U.S. Executive Orders and U.S. law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. It is the legal responsibility of the Contractor/Recipient to ensure compliance with these Executive Orders and laws. Recipients may not engage with, or provide resources or support to, individuals and organizations associated with terrorism. No support or resources may be provided to individuals or entities that appear on the Specially Designated Nationals and Blocked persons List maintained by the US Treasury (online at www.SAM.gov) or the United Nations Security Designation List (online at: http://www.un.org/sc/committees/1267/aq_sanctions_list.shtml). This provision must be included in all subcontracts/sub awards issued under this Contract.
  1. Trafficking of Persons – The Contractor may not traffic in persons (as defined in the Protocol to Prevent, Suppress, and Punish Trafficking of persons, especially Women and Children, supplementing the UN Convention against Transnational Organized Crime), procure commercial sex, and use forced labor during the period of this award.
  1. Certification and Disclosure Regarding Payment to Influence Certain Federal Transactions – The Bidder certifies that it currently is and will remain in compliance with FAR 52.203-11, Certification and Disclosure Regarding Payment to Influence Certain Federal Transactions.
  1. Organizational Conflict of Interest – The Bidder certifies that will comply FAR Part 9.5, Organizational Conflict of Interest. The Bidder certifies that is not aware of any information bearing on the existence of any potential organizational conflict of interest. The Bidder further certifies that if the Bidder becomes aware of information bearing on whether a potential conflict may exist, that Bidder shall immediately provide DAII with a disclosure statement describing this information.
  1. Prohibition of Segregated Facilities – The Bidder certifies that it is compliant with FAR 52.222-21, Prohibition of Segregated Facilities.
  1. Equal Opportunity – The Bidder certifies that it does not discriminate against any employee or applicant for employment because of age, sex, religion, handicap, race, creed, color or national origin.
  1. Labor Laws – The Bidder certifies that it is in compliance with all labor laws.
  1. Federal Acquisition Regulation (FAR) – The Bidder certifies that it is familiar with the Federal Acquisition Regulation (FAR) and is in not in violation of any certifications required in the applicable clauses of the FAR, including but not limited to certifications regarding lobbying, kickbacks, equal employment opportunity, affirmation action, and payments to influence Federal transactions.
  1. Employee Compliance – The Bidder warrants that it will require all employees, entities and individuals providing services in connection with the performance of an DAI Purchase Order to comply with the provisions of the resulting Purchase Order and with all Federal, State, and local laws and regulations in connection with the work associated therein.

By submitting a quote, bidders agree to fully comply with the terms and conditions above and all applicable U.S. federal government clauses included herein and will be asked to sign these Representations and Certifications upon award.

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