Request for Proposal for Provision of Staff Medical Insurance Services on Annual Basis

BACKGROUND/INTRODUCTION

UGAFODE Microfinance Limited (MDI) is a Tier III financial institution regulated by the Bank of Uganda. Since its establishment in 1994, it has expanded to 29 service outlets spread in different parts of Uganda.

In line with sound corporate governance practices, UGAFODE invites sealed quotations or proposals from licensed and reputable insurance providers for the provision of a comprehensive Staff Medical Insurance Scheme.

Interested bidders are advised that this solicitation does not oblige UGAFODE to make a contract award or compensate the responding firm for any costs associated with the preparation and submission of their proposals. UGAFODE reserves the right to award any resultant contract to a bidder over and above the lowest price proposal based on technical excellence and value proposition. UGAFODE MICROFINANCE LIMITED (MDI) reserves the right to accept or reject any or all proposals without assigning any reason.

Sealed Proposals are now invited for the subject services as per enclosed ToR and bidder instructions.

All communications and clarifications regarding this RFP should be addressed to the Procurement Unit via e- mail to rtumusiime@ugafode.co.ug; snakubulwa@ugafode.co.ug.

UGAFODE MICROFINANCE LIMITED (MDI) Procurement Team

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1. ELIGIBILITY CRITERIA Bidders should meet the eligibility criteria below to be able to participate in the Request for Proposal. Failure to submit or confirm evidence of eligibility will lead to the disqualification of the application.

a. Have a legal capacity to enter into a contractb. Not insolvent, in receivership, bankrupt, or being wound up or subject to legal proceedings for any of these circumstancesc. Not have had your business activities suspendedd. Having fulfilled your obligations to pay taxes and social security contributions

Bidders shall submit the documents below as evidence of their eligibility;

Profile of the Firm, including - Registered Name, Contact person, Physical location address, Mobile and Email contacts, structure and staff Powers of Attorney Bidder's valid Practicing license from the Insurance Regulatory authority (IRA) and Reinsurers Certificate of incorporation or registration Partner details in case of a partnership (Partnership deed) TIN Registration Certificate/Tax Clearance Certificate Trading licence Turn over for last 2 years, 6- month Bank statement and banker's reference confirming bidder financial capacity Declarations of Conflicts of Interest (Form Annexed)

2.TECHNICAL & FINANCIAL PROPOSALS

2.1 Preparation of Proposals

Bidders are requested to submit sealed (hard) copies of their Technical and Financial Proposals, as detailed below.

2.2 Technical Proposals/Statement of Requirements

Bidders must provide a detailed technical proposal containing a breakdown of benefits, exclusions in line with the following parameters.

I. Number of lives to be covered - 780.

II. Geographical Scope of Coverage or Provider Network. Bidders must attach a comprehensive list of accredited hospitals, clinics, and pharmacies across Uganda, highlighting coverage in areas where UGAFODE has a branch presence. The list of UGAFODE branches/sale centers is outlined below:

BOMBO ROADKITAGWENDAMBARARARUBONDOHEAD OFFICE KAMPALAKYAKAMPIGIRUKUNGIRIIBANDAKYANGWALINAKASERORUSHEREISHAKAKYARUSHESHANAKIVALERWAMWANJAJINJAKYOTERANANSANASEMBABULEKAGADILIRANTUNGAMOKASAMBYALYANTONDERUBAAREKISITAMBALERUBAGA

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1. Inpatient Services & Limits covering Full hospitalization, surgeon/physician fees, and ICU costs etc. IV. Outpatient Services & Limits covering Consultation, diagnostics, and pharmaceutical supplies etc. V. Optical & Dental Services & Limits covering frames, lenses, eye tests, and dental procedures (fillings, extractions, root canals) etc. VI. Maternity services covering Prenatal, delivery (normal/C-section), and postnatal care etc. VII. Pandemic Cover including COVID-19 or any future pandemics (testing and treatment). VIII. Specialized Services covering Chronic & Pre-existing Conditions IX. Evacuation and overseas cover X. Last Funeral Expense: Cash benefit payable to the next of kin XI. Specialist Consultations: Access to pediatricians, gynecologists, etc. XII. Counselling Services, Ambulance Services XIII. Any other benefits not mentioned above. XIV. Exclusions if any.

2.3 Financial proposals

Bidders shall submit their financial proposals clearly indicating total premium payable per staff (including dependents) as well as a breakdown of the financial limits per benefit.

Bidders' proposals should include the applicable taxes & levies. The bid currency shall be Uganda shillings.

Bidder shall indicate their proposed payment terms.

2.4 Validity of proposals

Bidder proposals shall be firm and valid for 60 working days and up to contract signature.

2.5 Submission of proposals

The Technical and Financial Proposals in sealed hard copy should be submitted by 19th February 2026 at 12:00 pm. No Proposals shall be received after the submission deadline.

2.6 Language of tender

The proposals, as well as correspondence and documents relating to the bid shall be written in English.

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2.7 Amendment to the tender documentAt any time before the deadline for the submission date, UGAFODE may amend the tender document by issuing an addendum. Any addendum issued shall be part of the tender document and shall be communicated in writing to all who have obtained the tender documents directly from UGAFODE.

3.EVALUATION OF PROPOSALS

The evaluation of proposals shall be evaluated using the Lowest Cost Compliant or Technical Compliance Selection Method as below:

a. Preliminary examination and administrative compliance to determine eligibility shall be evaluated on a Pass/Fail and or Responsive/Non-responsive basis.
b. Technical proposals shall be evaluated against the parameters listed below on a Pass/Fail basis.
c. The respective Financial proposals will be evaluated for competitiveness and value for money against each other in line with the bidder proposed benefits.

The detailed Technical Criteria is indicated below

Evaluation CriteriaExperience - Evidence of at least 5 years of experience in provision of Staff medical insurance to institutions with a similar setting. Attach contracts, recommendation letters or completion certificates from existing clients including the respective contact persons and their phone numbers.Portfolio - List of at least 2 current or past corporate clients with 300+ lives. Attach contracts, recommendation letters or completion certificates from existing clients including the respective contact persons and their phone numbers.Benefit Limits – Competitiveness, Breadth and depth of the limits proposedProvider Network - Geographic spread or coverage indicating the list of medical facilities relative to UGAFODE branches. Attach a valid memorandum of understanding for each of the listed affiliated provider.Methodolgy and procedure of service delivery, Frequency of reporting and feedback sessionsValue Adds - Wellness programs, & health talks, use of ICT or digital solutions e.t.c.

4.BID AWARD

A contract shall be executed between UGAFODE and the selected bidder.

5. Other Terms & Conditions: N/A

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Appendix 1

Confidentiality and Conflict of Interest Declaration for Vendors

Confidentiality

As the bidder and authorised signatory for I understand and agree to comply with the following conditions:

I acknowledge that I will be given access to confidential information while carrying out duties for the procurement. I acknowledge that all information, acquired by verbal or written means, provided or acquired in the course of my duties, including any intellectual property, is strictly confidential and I shall not disclose or reveal to any other party or person other than is necessary for this and any future bids/tenders/proposals. I shall keep confidential information in a secure manner, taking all necessary precautions to prevent disclosure to any unauthorised persons or parties. I shall notify the UGAFODE Procurement Team immediately if I become aware of any unauthorised acts including unauthorised use, disclosure, reproduction, copying or publication of any part of the Confidential Information.

Conflict of Interest

Please declare if you are conflicted in any way below or otherwise:

financial interest in the Project; immediate relatives or close friends or associates or business relationships with a financial interest in the Project; Personal bias or inclination, which would in any way affect my participation in the present Request for Bid/Proposal/Tender. personal obligation, allegiance or loyalty which would in any way affect my decisions in relation to the present Request for Bid/Proposal/Tender;

Please Tick the appropriate box.

I have no Conflict of Interest to Report.

I have the following Conflict of Interest to report (please provide details below)

I acknowledge that if I have any actual, potential or perceived financial or personal interest with UGAFODE, then I cannot take part in any this Procurement or Evaluation Process.

I undertake to make further declarations detailing any actual conflict, potential conflict or perceived conflict which may arise during the sourcing and implementation of this and any future bids/tenders/proposals.

Declaration

I hereby certify that the information provided above is true and complete to the best of my knowledge.

Name: Signature: Position: