REQUEST FOR PROPOSALS PROCUREMENT OF GROUP MEDICAL INSURANCE

Request for Proposals (RFP) JN/0001/2025 The International Center for Tropical Agriculture

(Hereafter referred to as CIAT)

Procurement of Group Medical Insurance

for CIAT Employees in Rwanda

Organization Overview

CIAT is an international not-for-profit organization that is part of CGIAR, a global research partnership uniting organization engaged in research for a food secure Future. CIAT mandate is to reduce hunger and poverty, improve human nutrition in the tropics through research aimed at increasing eco-efficiency of agriculture.

CIAT has different projects across Africa, with its main regional office for Africa based in Nairobi, Kenya with Sub Regions office in Rwanda, Uganda, Tanzania, Malawi, Zimbabwe, DR Congo, and Zambia.

1. Purpose and Eligibility

1.1. Purpose

The Purpose of this RFP is to invite prospective Offerors to submit separate proposals for Group Medical Insurance for Approximately 29 Employees plus up to Four (4) Dependents for each employee in 2025.

The Provider must be established in Rwanda and able to prove that it has sufficient capacity to extend services to the locations referenced in the RFP. The Medical Coverage proposed should be define and include the type of coverage for both in/outpatient for individual and family: The type of coverage for maternity, pre-existing conditions and including the preexisting chronic diseases, vision, dental and any other services that the company offers.

1.2. Eligibility

The procurement is open to offers from Organization incorporated or legally registered under the laws of the Republic of Rwanda.

2. General Information

2.1. Original RFP Document

CIAT shall retain the RFP, and all related terms and conditions exhibits and other attachments, in original form in an archival copy. Any modification of these, in the offeror’s submission or subsequent contract, is ground for immediate disqualification.

2.2. RFP Provisions

All information provided in this RFP is offered in good faith. CIAT makes no certification that any item is without error. CIAT is not responsible or liable for any use of information or for any claims asserted there from.This RFP under any circumstances does not Commit CIAT to pay any cost incurred by the offeror in the submission of a proposals. This is the Offeror's responsibility.All Materials Submitted in response to this RFP shall become the property of CIAT upon delivery to CIAT.Additional documentation may be required prior selection.All proposals in response to this RFP and other communications related must be in English.

2.3. Schedule of Events

The Following Schedule applies to this RFP but may change in accordance with CIAT needs or unforeseen Circumstances. Any changes made to the stated timeline will be announced as a formal modification to RFP.

Time

DATE

Step

A

January 23, 2025

Advertisement of RFP

B

5: PM

January 23, 2025, to January 28, 2025

Open for request for clarification from CIAT, Question must be submitted in writing to Via email to a.umugwaneza@cgiar.org with a CC to r.habimana@cgiar.org, v.delahaye@cgiar.org, href="mailto:esther.kariuki@cgiar.org" esther.kariuki@cgiar.org

C

5: PM

January 29 to January 31, 2025

Estimate dates for issuance of any clarifications by CIAT. All questions will be answered in one document and sent directly to all offerors receiving this request for proposal

D

5: PM

February 07, 2025

Deadline for submission of proposal, submitted in writing Via email.

Any proposal received after the deadline for submission of the proposal, pursuant to the close deadline for the submission of the proposal, will be rejected.

3. Proposal Submission and Selection.

3.1. Offeror’s Understanding of the RFP

In responding to this RFP, the offeror fully understands the RFP in its entirety and in details, including making any inquiries to CIAT as necessary to gain such understanding. Clarification questions must be submitted by potential offerors-in-writing-by the date and time designated above in line B of the chart in section 2.3.

Response will be done via email in writing and shared to all the offerors. CIAT reserves the right to disqualify at its sole discretion any offeror who submits a proposal that is not responsive or that demonstrates less than such understanding. Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever to CIAT.

3.2. Communication

Verbal Communication shall not be effective. In no case shall verbal; communication govern over the written communications.

Offerors’ inquiries, questions, and request for clarification related to this RFP are to be directed to in writing in English by the date and time designated in line B of the chart 2.3 to:

International Center for Tropical Agriculture

Attention to: Procurement Unit

Email: a.umugwaneza@cgiar.org CC; “r.habimana@cgiar.org”, “v.delahaye@cgiar.org” “,”esther.kariuki@cgiar.org”

Email Subject: Question regarding RFP No: JN/0001/2025

3.3. Proposal Submission

Proposals must be provided on the offerors’ letterhead or stationery and sent via email to the above emails mentioned.

Proposals must have the subject line of “Proposal in response to RFP NO JN/0001/2025 and must include the number of email (for example email 1 of 2, email 2 of 2, etc.) in the subject line. The proposal itself must include all the documents required by the RFP in word, Excel or PDF and those documents must be attached to the same email message: all the attachments must be clearly labeled and must be numbered sequentially for CIAT to review the proposal. If the proposal is sent in more than one email message the offeror must send all the emails with the proposal submission on the same day and time the sending of the emails as closely as practicable.

It is the responsibility of the offeror to ensure timely delivery of the proposal by the date and time specified above.

3.4. Eligibility of the pr…