INSTRUCTIONS TO BIDDERS

In submitting a tender, the bidder accepts in full and without restriction the special and general conditions governing this contract as the sole basis of this tendering procedure, whatever his own conditions of sale may be, which hereby waives.

Bidders are expected to examine carefully and comply with all instructions, forms, provisions and specifications contained in this tender dossier.

Failure to submit a tender containing all the required information and documentation within the deadline specified will lead to the rejection of the tender.

No account can be taken of any reservation in the tender as regards the tender dossier; any reservation will result in the immediate rejection of the tender without further evaluation.

1. Preamble

Secours Islamique France (SIF) is a Non-Governmental Organization of international solidarity based in France. Founded in 1991, SIF is a non-profit and non-political organization that intents to help, to bring relief and to protect the lives of those threatened by natural disasters, armed conflicts or by economic collapse. SIF intervenes in more than 20 countries around the world through operations of emergency aid, recovery and development. SIF provides its help since more than 20 years in the respect of the cultural diversity, without any distinction of origin, religion or sex.

In Pakistan, SIF has primarily focused on relief interventions from 2010. SIF’s emergency and relief projects reached more than 700,000 flood-affected and draught affected people in AJK, KPK, Punjab, and Sindh and provided food and non-food items, drinking water, permanent and semi-permanent shelters, and schools while many people benefited from cash-based interventions.

Since 2013, SIF has explored long-term and sustainable solutions to build the resilience of communities and reduce the impact of future disasters by implementing innovative models like elevated bamboo storage towers to mitigate flood or rainwater harvesting models to mitigate draught.

2. Purpose of the Call for Tenders

The purpose of this Call for Tenders is to solicit competitive offers for the Provision of Medical Health Insurance services to SIF staff in Pakistan, in the framework of humanitarian programs.

A detailed description of the services required by SIF is contained in the TORs (see APPENDIX A – TORs)

3. Call for Tenders Schedule:

* All times are in the local time of Pakistan Standard Time.

Please note all dates are provisional dates and SIF reserves the right to modify this schedule.

Tender Reference Information

• Tender Reference: 2025/09/ISB/STRU-ICT/ISB/067
• Title: Provision of Employees’ Medical Health Insurance Services
• Contract Type: Framework Agreement (12 months, Renewable)
• Submission Address:
  Secours Islamique France (SIF)
  Plot 29, Ground Floor, Street 40, G-10/4, Islamabad, Pakistan

4. Questions and Clarifications

If SIF, either on its own initiative or in response to a request from a prospective bidder, provides additional information on the tender dossier, such information will be communicated simultaneously in writing to all the bidders.

Bidders may submit questions in writing by email, latest by December 06,2025, specifying the publication reference and the Tender title:

E-mail: [email protected], [email protected] 

Any prospective tenderer seeking to arrange individual meetings with SIF during the tender period may be excluded from the tender procedure.

Consolidated Responses will be uploaded on the link: https://sites.google.com/view/sifpakistan/

on 10 December 2025.

5. Language of the Tender

All documents must be written in English. Supporting documents in another language must be accompanied by an official English translation.

6. Eligibility (Mandatory)

Only insurance service providers legally registered and licensed in Pakistan are eligible to participate. Bidders must:

• A copy of the valid certificate confirming that the Insurance Company holds a Pakistan Credit Rating Agency (PACRA) and VIS rating of AA or above must be submitted.
• Hold a valid Securities & Exchanges Commission of Pakistan (SECP) registration certificate and insurance license
• Be registered with the FBR and possess a valid NTN

7. Instruction to bidders on Submitting an offer  

7.1 Tender Submission Requirements

Bidders must submit their proposals in two sealed envelopes (one for Technical and one for Financial) clearly marked as follows:

• Envelope A: “Technical Proposal – Provision of Employees’ Medical Health Insurance Services”
• Envelope B: “Financial Proposal – Provision of Employees’ Medical Health Insurance Services”

Both envelopes must be enclosed in a third sealed envelope marked:

“Tender – 2025/09/ISB/STRU-ICT/ISB/067 – DO NOT OPEN BEFORE TENDER OPENING DATE.”

Bidders must submit their proposals on the following address:

Secours Islamique France (SIF)
Plot 29, Ground Floor, Street 40, G-10/4, Islamabad, Pakistan

7.2 – Content of Tenders

• The Tenderer/Bidders must provide sufficient information in the proposal to demonstrate compliance with the requirements set out in each section of this request for proposal. The proposal shall include

1)     Appendix A: Terms of References (TORs)

2)     Appendix B: Tender Form

3)     Appendix C: Financial Proposal Template

4)      Appendix D: SIF Good Business Regulations” filled and signed by the duly authorized person. (Mandatory)

5)     Appendix E: “SIF PSEA & Child Safeguarding Policy” filled and signed by duly authorized person. (Optional)

6)     Appendix F: SIF Framework agreement “(Optional)only for the review purpose

7)     Appendix G: Bid Submission Checklist

7.3 – Late Submission of Offers

Late Submission of offers will not be accepted, and will be returned to the Proponent or discarded.

All proposals will be irrevocable after the Call for Tenders closing date.

8. Validity of Offers

Bids must remain valid for a minimum of 120 days from the submission deadline.

9. Currency of tenders

Tenders/offers must be presented in PKR including all taxes

10. Modification or Withdrawal of Tenders

Bidders may modify or withdraw their tenders prior to the submission deadline by submitting a written request. No modifications or withdrawals will be accepted after the deadline.

11. Costs of preparing tenders

All costs incurred by the bidder in preparing and submitting the tender are not reimbursable. All such costs will be borne by the bidder

12. Evaluation Methodology

The evaluation of bids will be carried out in two steps:

Step 1 – Mandatory Administrative Requirements Check:
All bids will first be evaluated against the mandatory (eligibility) requirements specified under the technical proposal requirements

• Bidders who fail to meet any mandatory requirement will be disqualified and will not proceed to the next stage of evaluation.

Only bidders who fully comply with all mandatory requirements will be considered for the detailed technical evaluation. Step 2- Detailed Technical Evaluation:

• Technical Score (70 Points):
  • Institutional capacity and experience: minimum 10 years of experience in the field of medical health insurance for employees as well as providing a list of clients that you have worked with in the last 2 years. You will need to provide proof by providing Contracts and/or Letters of satisfaction from the NGO’s INGO’s or companies. Failure to do so will result in elimination from the tender.
  • Nationwide coverage of panel hospitals and medical health facilities e.g., pharmacies, labs, and specialists etc. (Current SIF’s area of operations (Sindh, Baluchistan, KP, ICT and Punjab)
  • Claims and processing timelines: company should provide a clear indication on the processing time.
  • Provide proof that there is a digital platform for claims.
  • Proof of availability of a dedicated focal point and 24/7 helpline.
  • Financial strength and capacity to deliver services by submitting audited financial statements.
  • Evidence of sustainable premium pricing and reserves.
  • Flexibility in premium reconciliation for unused coverage.
  • Additional benefit packages (wellness, preventive checkups, etc.)
  • Digital tools and user support enhancements e.g., BP machines, Thermometers etc.

Financial Score (30 Points) – based on cost-effectiveness, value for money, and alignment with requirements.

The contract will be awarded to the Most Economically Advantageous Tender balancing both technical quality and financial value.

10. Award of Contract

SIF reserves the right to accept or reject any tender, cancel the procurement process, or award multiple lots without liability or obligation. Notification of the award will be sent to the successful bidder in writing.

TECHNICAL & FINANCIAL PROPOSAL REQUIREMENTS

Bidders are required to submit two separate proposals, containing a Technical Proposal and a Financial Proposal in sealed envelopes as described below. Both proposals must be comprehensive, clearly structured, and address all requirements outlined in this dossier.

A.    Technical Proposal Requirements

The Technical Proposal should provide detailed responses and supporting documents covering the following aspects:

A.    Company Profile & Legal Status (Mandatory)

• Company name, address, contact information, and website.
• Date of establishment and legal status.
• SECP registration and valid insurance license details.
• Authorization letter from the regulator (SECP) to provide group insurance.
• Proof of tax registration and NTN certificate.
• Description of the company’s experience in providing employee Medical Health Insurance Services, particularly for INGOs, UN agencies, or other organizations with 350+ staff.
• Details of at least five similar contracts executed in the last 10 years, including references, Certificate from clients or testimonials.
• A list of current and past clients with a brief description of services provided.
• Detailed list of panel hospitals, clinics, pharmacies, diagnostic labs, and other medical service providers across Pakistan.
• Information on nationwide coverage.
• Information on partnerships or collaborations with major hospitals and medical facilities.
• Clear description of the claim’s submission and reimbursement process.
• Maximum claim reimbursement time.
• Pre-authorization procedures for planned admissions/procedures.
• Availability of a dedicated focal person and 24/7 helpline.
• Details on digital tools or apps available for real-time claims tracking and communication.
• Detailed description of all coverage offered (in-patient, out-patient, maternity, dental, optical, etc.).
• Explanation of coverage limits, co-payments, exclusions, waiting periods, and pre-existing condition coverage.
• Any additional wellness or preventive health benefits offered.
• A sample or draft copy of the medical insurance policy/contract/template that will govern the service agreement if applicable.

B. Institutional Capacity & Experience

C. Network Coverage & Service Capacity

D. Claims Management & Service Delivery

E. Policy Coverage & Benefits

F. Sample Policy Document

G.  Financial statement

• Provide the financial audited statements for the last three years (2022-2024)

H.

The Financial Proposal must be submitted separately and should include the following details:

A.    Premium Breakdown

Bidders must provide a premium cost based on a 12-month contract and include per-category breakdowns as per Appendix H – Price Sheet (attached separately as an Excel file). Bidders are encouraged to provide three offer options as outlined in Appendix H.

‘The employee data and the list of their dependents have been provided in the Excel sheet for your convenience and ease of reference when quoting the prices. Appendix I – Employee Details List (attached separately as an Excel file)

B. Renewal Conditions

• Clearly state whether the premium will remain fixed throughout the contract period or if it is subject to annual adjustment.
• Highlight any additional services or benefits offered at no extra cost (e.g., wellness programs, preventive check-ups, counseling, etc.).

Explain the conditions under which premiums may be revised upon renewal.

Additional Benefits

3. Proposal Format & Submission

• All financial figures must be expressed in PKR (Pakistani Rupees) and inclusive of all applicable taxes.
• The financial proposal must be signed and stamped by an authorized company representative.
• Bidders must ensure that the premium rates provided are valid for at least 120 days from the tender submission deadline.
• Any alternative financial proposals or optional packages must be presented separately and clearly.