CALL FOR PREQUALIFICATION FOR INSURANCE BROKERAGE SERVICES
1. About African Wildlife Foundation
African Wildlife Foundation (AWF) is an international conservation organization founded in 1961. Together with the people of Africa, AWF works to ensure that the wildlife and wild lands of Africa endure in a modern Africa. Headquartered in Nairobi, Kenya, AWF has Country offices in: Tanzania, Uganda, Rwanda, Cameroon, Zimbabwe, Ethiopia, Democratic Republic of Congo and Rwanda and is registered in the United Kingdom, Canada, Switzerland and United States of America. For more information, please visit www.awf.org.
AWF invites interested, qualified, technically competent and eligible brokerage firms to submit their interest for the Pre-qualification for Insurance Brokerage Services for a period of one (1) year from 1st July 2024 to 30th June 2025 with an option of renewal for the following countries:
- Group Life, GPA and Medical Evacuation - Kenya, Uganda, Tanzania, Rwanda, DRC, Zimbabwe, Ethiopia and Cameroon; and
- Medical Cover (Both local and international cover) - Kenya, Uganda, Tanzania, Rwanda, Cameroon, Zimbabwe, Ethiopia and DRC.
2. General Conditions for Tender
AWF invites proposal submission for the services described and summarized in these documents, and in accordance with procedures and conditions presented herein. AWF reserves the right to vary the quantity of work/materials specified in the Tender Package without any changes in terms and conditions and to accept or reject any, all, or part of submitted offers.
2.1 AWF’ Anti-Bribery and Anti-Corruption Statement
AWF strictly prohibits:
• Any form of bribe or kickback in relation to its activities
This prohibition includes any request from any AWF employee, consultant or agent for anything of value from any company or individual in exchange for the employee, consultant or agents taking or not taking any action related to the award of a contract or the contract once awarded. It also applies to any offer from any company or individual to provide anything of value to any AWF employee, consultant or agent in exchange for that person taking or not taking any action related to the award of the contract or the contract.
● Conflicts of interests in the awarding or management of contracts
If a company is owned by, whether directly or indirectly, in whole or in part, any AWF employee or any person who is related to a AWF employee, the company must ensure that it and the employee disclose the relationship as part of or prior to submitting the offer.
● The sharing or obtaining of confidential information
AWF prohibits its employees from sharing, and any offerors from obtaining, confidential information related to this solicitation, including information regarding AWF’ price estimates, competing offerors or competing offers, etc. Any information provided to one offeror must be provided to all other offerors.
● Collusion between/among offerors
AWF requires fair and open competition for this solicitation. No two (or more) companies submitting proposals can be owned or controlled by the same individual(s). Companies submitting offers cannot share prices or other offer information or take any other action intended to pre- determine which company will win the solicitation and what price will be paid. Violations of these prohibitions, along with all evidence of such violations, should be reported to: procurement@awf.org.
2.3 Certification Regarding Terrorism
It is AWF’ policy to comply with humanitarian principles and the laws and regulations of the United States, the European Union, the United Nations, the United Kingdom, host nations, and other applicable donors concerning transactions with or support to individuals or entities that have engaged in fraud, waste, abuse, human trafficking, corruption, or terrorist activity. These laws and regulations prohibit AWF from transacting with or providing support to any individuals or entities that are the subject of government sanctions, donor rules, or laws prohibiting transactions or support to such parties.
3. Purpose/Scope of Work
The selected broker/agent will support AWF in overall management of the specified classes of Insurance schemes. The scope will include (but not limited to)
• Conduct a thorough market analysis to identify and recommend suitable Medical, evacuation and Group Life Insurance providers.
• Develop and manage a competitive bidding process to ensure the best terms and coverage for AWF various insurance covers.
• Facilitate negotiations with insurance providers to secure favorable terms and conditions.
• Provide expert advice on insurance coverage options, policy terms, and conditions.
• Assist in the implementation and administration of the selected insurance policies.
• Liaise with insurance providers on behalf of AWF to resolve any claims or policy-related issues.
• Any other services as may be mutually agreed upon in writing between AWF and the broker/agent.
3.1 Minimum Requirements:
a) Regulatory
• Must Provide a current Insurance Regulatory Authority Certificate (IRA)
• Firm’s experience in Insurance Brokerage business at least for the last 6 years.
• Firms must provide reference, Purchase orders, contracts including those with International NGOs.
• Certified copy of Certificate of Confirmation of Directors and Shareholding
• Certified copy of the County Government Business Permit
• AIBK Membership Certified copy of current membership certificates for AIBK for
• Valid Professional Indemnity cover of not less than Ksh150million from a reputable insurance company.
• Audited Accounts for last two years.
• Annual premium turnover of not less than Kshs.100M for the year last 2 years.
• Company profile containing at least the organizational structure.
b) Statutory
• Certified copy of the Certificate of Incorporation/Registration – must have been in existence for not less than 5 years.
• Current trading License
• Current Valid Tax Compliance Certificate
• PIN Certificate from Kenya Revenue Authority.
C) Qualifications and Experience
• A proven track record in providing insurance brokerage services, specifically in the areas of Medical, evacuation and Group Life Insurance.
• Knowledge and expertise in the insurance market of countries outlines above.
• Experience working with International non-profit organizations or similar entities.
Note: Proposals from bidders that don’t provide and meet the minimum requirements will be considered non-responsive hence will not evaluated.
3.2 Procurement Method
Competitive Proposal
3.3 Selection Method
Best Value
4. Evaluation Criteria and Submission Requirements:
AWF will accept the proposal that presents the best value. All proposals will be evaluated against the following Evaluation Criteria. Each proposal must contain the items listed in the Submission Requirements column in the following chart. Please submit your Submission Requirements in the order that they appear below;
4.1 Stage I: Evaluation Criteria
| Evaluation Criteria | Submission Requirements | Weight |
| Past Performance | Provide references from five International NGOs to whom you have provided similar services in the last five years across the countries outlined above. NB: Must attach evidence in form of LPO’s; contracts; reference letters from clients served where such brokerage service was offered. | 40% |
| Additional features/ Benefits/Services | Provide the additional benefits/services that the AWF would gain if we were to award the contract. Bidder must demonstrate that they have value add services including; risk surveys, advisory services, scheduled review meetings. | 20% |
NB: The total score for Stage 1 Evaluation is 60 marks. Only the top 3 bidders will be considered for Stage 2 -Presentation.
4.2 Stage 2 Evaluation Criteria (Presentations)
| Evaluation Criteria | Submission Requirements | Weight |
| Methodology and work plan | The bidder must demonstrate deep knowledge and provide a detailed work plan and delivery methodology/ plan outlining the following:
| 40% |
| Total | 100% |
5. Submission Requirements
The proposal will be submitted as follows:
i. Format and time of submission
- Submission Form: PDF format by E-mail to: procurement@awf.org with a copy to RKosiom@awf.org on or before the below stipulated date.
- Deadline for Submission: February 29, 2024 before 5.00pm.
- Presentation: Only the top three bidders will be invited to AWF Offices for a presentation after the first stage evaluation.
ii. Requests, Inquiries, Questions, Clarification
• This will be done via email to: procurement@awf.org copying RKosiom@awf.org
• Answers to all questions received will be distributed to all potential bidders.
• Tenderers may request a clarification on the Pre-qualification document up to seven (7) days before the Tender submission date. Any request for clarification must be sent on email to procurement@awf.org copying RKosiom@awf.org
6. Confidentiality
Information relating to evaluation of Tenders and recommendations concerning pre-qualification shall not be disclosed to the Tenderers until the pre-qualified firms have been advised accordingly.
7. Contract Award
The contract will be awarded to the firm that best meets the requirements outlined in this call.