PROCUREMENT OF WORK INJURY BENEFITS (WIBA), AND GROUP PERSONAL ACCIDENT (GPA) COVERS full-time NEW

Background
Since 1944, Heifer International has worked with more than 43 million people around the world to end hunger and poverty while caring for the Earth. Working with rural communities in 19 countries in Africa, Asia, and the Americas, including the United States, Heifer International supports farmers and local food producers to strengthen local economies and build secure livelihoods that provide a living income.

Heifer started work in Kenya in 1981. Since then, Heifer Kenya has supported more than 682,000 families working in the dairy, meat, poultry, and horticulture value chains. Heifer Kenya is working with farmers to increase production and productivity by strengthening extension services and farmers’ cooperatives where they gain vital skills that enable them to scale and sustain their businesses. Heifer Kenya implements its projects through community development and enterprise development approaches. Each project focuses on three priorities: strengthening and diversifying the resource base, strengthening country program efficiency, and increasing outreach and impact through innovative value chain systems.

2. Rationale

The current insurance period is coming to an end, and Heifer Kenya is seeking to engage a reputable and licensed insurance underwriter to offer the Work Injury Benefits (WIBA) and Group Personal Accident (GPA) insurance services for its employees.

The purpose of this insurance cover is to provide financial protection and support to employees and their beneficiaries in the event of work-related injuries, occupational illnesses, disability, accidental death, or other covered incidents in compliance with the legal employment provisions.

The insurance cover is expected to run for one year from 1 December 2026, with the option to renew, subject to satisfactory performance, budget availability and mutual agreement.

Objectives:

The objective of this procurement is to identify and contract an insurance provider capable of

Ensuring compliance with statutory requirements relating to employee compensation for work-related injuries and occupational diseases.
Providing enhanced accident and disability coverage for employees through a Group Personal Accident policy.
Minimizing financial risks to both employees and the organization.
Ensuring timely claims management and compensation processes.
Accessing insurer expertise in risk management and loss prevention.
3. Scope of Services

The successful insurer shall provide and administer both WIBA and GPA covers as detailed below:

A. Work Injury Benefits Act (WIBA) Cover

The insurer shall provide compensation in accordance with applicable legislation and policy provisions, including:

Occupational Injury Cover

Accidents sustained during employment.
Injuries arising from work-related activities.
Permanent partial disability compensation.
Permanent total disability compensation.
Occupational Disease Cover

Compensation arising from occupational illnesses and diseases.
Medical assessment and evaluation where required.
Medical Expenses

Treatment costs related to occupational injuries.
Hospitalization expenses resulting from workplace accidents.
Death Benefits

Compensation payable to beneficiaries in the event of death resulting from a work-related injury or occupational disease.

Legal Liability

Employer liability protection arising from claims related to workplace injuries and occupational diseases.

B. Group Personal Accident (GPA) Cover

The GPA policy should include, but not be limited to:

Accidental Death: Lump-sum compensation payable upon accidental death.
Permanent Total Disability: Compensation for permanent total disability arising from an accident.
Permanent Partial Disability: Compensation based on the disability schedule provided by the insurer.
Temporary Total Disability: Weekly or monthly benefits for temporary inability to work resulting from an accident.
Medical Expenses: Reimbursement of medical costs arising from accidental bodily injuries.
Funeral/Last Expense Benefit: Payment to support funeral expenses following accidental death.
Additional Benefits such as Mobility aids, Counselling support, Accidental hospitalization cash benefit, Emergency evacuation, Repatriation expenses where applicable.
Work Injury Benefits Act (WIBA) and Group Personal Accident (GPA) Cover
The proposed WIBA/GPA insurance cover shall provide the following benefits:

Death Benefit: Three (3) years’ annual salary.
Total Permanent Disability: Three (3) years’ annual salary.
Temporary Total Disability: Weekly earnings, subject to a maximum period of 52 weeks.
Medical Expenses: A flat benefit of KES 100,000.
Funeral Expenses/Last Expense: KES 100,000.
4.0 Coverage Population
The insurance cover shall apply to employees, interns, and temporary or casual employees as determined by Heifer International Kenya. The indicative staff population is 40 employees, with a total monthly basic salary of KES 22,553,175 and an average age of 43 years.

Heifer International Kenya reserves the right to increase or decrease the number of covered employees during the policy period.

5.0 Evaluation Criteria
The evaluation of tenders shall be conducted in three stages:

Preliminary Evaluation: Assessment of compliance with mandatory requirements on a pass/fail basis.
Technical Evaluation: Assessment of technical responsiveness, with a minimum qualifying score of 80%.
Financial Evaluation: Evaluation of financial proposals to identify the most competitive bidder among technically qualified firms.
Stage 1: Preliminary Evaluation – Mandatory Requirements
All bidders must meet the following mandatory requirements and submit the corresponding supporting documentation. Failure to comply with any requirement will render the tender non-responsive and result in disqualification from further evaluation.

Company Registration: Submit a Certificate of Incorporation or Registration demonstrating that the firm has been in existence for at least five (5) years.
Company Ownership: Provide a certified and valid copy of the current CR12.
Business Licensing: Submit a valid, certified Single Business Permit or Trade License issued by the relevant County Government or government agency.
Tax Compliance: Submit a valid Tax Compliance Certificate issued by the Kenya Revenue Authority (KRA).
Regulatory Registration: Must be registered with the Insurance Regulatory Authority (IRA) for the current year and provide a copy of the valid operating license.
Industry Membership: Provide evidence of valid membership of the Association of Kenya Insurers (AKI).
Professional Indemnity Insurance: Provide evidence of a valid Professional Indemnity Insurance cover of at least KES 100 million.
Note: Only bidders demonstrating full compliance with all seven mandatory requirements will proceed to the technical evaluation stage.

Stage 2: Technical Evaluation – 100 Marks
The technical evaluation will assess the bidder’s experience, personnel qualifications, financial capacity, proposed methodology, claims management capability, and integrity in service provision.

1. Firm’s Experience and Capacity – 20 Marks
Bidders must demonstrate relevant experience and capacity to provide general insurance services, including Group Personal Accident (GPA), Group Life, and Work Injury Benefits Act (WIBA) coverage.

The evaluation will consider:

Operational Experience – 5 Marks: Evidence of continuous operation as a general insurance service provider for at least five (5) years, supported by annual IRA insurance certificates.
Relevant Assignments – 5 Marks: Evidence of five (5) current assignments providing General Insurance, GPA, WIBA Plus, WIBA, or Group Life cover to organizations with annual insurance premiums of at least KES 5 million.
Claims Management Experience – 5 Marks: Evidence of five major insurance claims processed during 2023, 2024, and 2025, with marks awarded on a pro-rata basis. Heifer reserves the right to conduct due diligence to verify the submitted evidence.
Corporate Client References: Submit five (5) reference letters from corporate clients confirming satisfactory provision of Group Life and/or GPA/WIBA insurance services. Each letter should include a summary of services rendered, contract value of at least KES 5 million, and the client’s contact person, address, and telephone number. One mark is indicated for each complete reference letter, with an additional four marks indicated for each qualifying client contract above KES 5 million. Reference checks may be conducted.
2. Personnel Qualifications and Experience – 25 Marks
Bidders must demonstrate the qualifications and relevant experience of at least five (5) key management and technical personnel involved in providing Group Personal Accident, Group Life, and WIBA insurance services.

The proposed team must include a Claims Manager, who will serve as the team leader, and at least one support staff member responsible for administering the policies.

Bidders must submit CVs for all five key personnel, together with academic and professional certificates for the two staff members directly responsible for the policies.

The evaluation will consider:

Academic Qualifications: Relevant degree or postgraduate qualification in insurance, commerce, business administration, economics, or related business disciplines, attracting 2.5 marks per staff member.
Relevant Professional Experience: Demonstrated experience in insurance administration, underwriting, and claims management, attracting 2.5 marks per staff member.
Professional Insurance Qualifications: Relevant professional insurance certification, such as Associate of the Chartered Insurance Institute (ACII), attracting 5 marks per staff member.
3. Financial Capacity – 35 Marks
Bidders must demonstrate financial stability and sufficient capacity to underwrite and manage the proposed insurance cover.

The evaluation will consider:

Audited Financial Statements – 30 Marks: Submit certified audited financial statements for 2023 and 2024, with the auditor’s registration or practicing number clearly indicated. The firm’s liquidity ratio must be at least 1:1. Each qualifying financial year will attract 15 marks.
Underwriting Profitability – 5 Marks: Demonstrate positive underwriting profits in the general insurance business for the two years, attracting 2.5 marks for each year.
The evaluation will also consider the firm’s capital base and any reported financial losses.

4. Methodology, Workplan and Claims Management – 10 Marks
Bidders must demonstrate effective claims management and settlement procedures, together with suitable terms and conditions for Group Life and GPA/WIBA insurance.

Claims Management and Settlement

The assessment will consider the time taken to settle previous insurance claims following submission of all required documentation, including discharge vouchers:

Claims settled within one month: 2.5 marks per claim.
Claims settled after one month but within three months: 2 marks per claim.
Claims settled after three months: 0 marks.
Proposed GPA/WIBA Insurance Cover

Bidders must submit a comprehensive WIBA Plus/GPA insurance proposal that meets or exceeds the minimum requirements specified in these Terms of Reference.

The evaluation will consider:

Suitability of policy exclusion clauses, where applicable – 2.5 marks.
Suitability of excess clauses, where applicable – 2.5 marks.
Suitability and adequacy of the proposed cover summaries – 2.5 marks.
Bidders must also provide the full terms and conditions applicable to the proposed Group Life and GPA/WIBA insurance covers.

5. Integrity and Quality of Service – 10 Marks
Bidders must demonstrate organizational integrity, professional conduct, and commitment to quality service delivery.

The submission should disclose any current litigation involving the firm in its general insurance business, including relevant claims-related disputes, and provide sufficient information to enable assessment of potential risks to service delivery.

Total Technical Evaluation Score: 100 Marks

Minimum Qualifying Score: Only bidders who attain at least 80% in the technical evaluation will qualify for the financial evaluation.

6.0 Financial Evaluation
Only bidders who successfully pass the preliminary and technical evaluation stages shall proceed to the financial evaluation stage.

The financial evaluation will be undertaken as follows:

Ranking of Bidders: Technically qualified bidders will be ranked by their evaluated bid prices, from lowest to highest.

Basis for Award: The bidder offering the lowest evaluated price, subject to meeting all applicable requirements and successful completion of due diligence and approval processes, shall be considered for contract award.

How to apply
The proposal (duly signed) from the service provider should comprise the technical and financial proposals. Applications will be accepted in soft copy through email and mentioning the subject line, “PROCUREMENT OF WORK INJURY BENEFITS (WIBA), AND GROUP PERSONAL ACCIDENT (GPA) COVERS” procurement-ke@heifer.org on or before Thursday 29th October 2026.

7. Late Submissions and Modifications

Proposals received after the submission deadline will not be considered. Applicants are responsible for ensuring their proposals are submitted according to the instructions stated herein. Heifer retains the right to terminate this request for proposal or modify the requirements upon notification to the applicants.

8. Validity of Proposals

Proposals submitted shall remain open for acceptance for Sixty (60) days from the last date specified as receipt of the proposal. This includes, but is not limited to, pricing, terms and conditions, service levels, and all other information. If your organization is selected, all information in this document and the negotiation process is contractually binding.

9.Limitations

This Request for Proposal does not represent a commitment to award a contract, to pay any costs incurred in the preparation of a response to this RFP, or to procure or to contract for services or supplies. Heifer reserves the right to fund any or none of the applications submitted and reserves the right to accept or reject in its entirety and absolute discretion any proposal received because of the request for the proposal.

10.Intellectual Property

Section 1. Ownership Generally. Subject to Section 2 below, any intellectual property (including but not limited to copyrights, trademarks, service marks, and patents), intellectual property rights, deliverables, manuals, works, ideas, discoveries, inventions, products, writings, photographs, videos, drawings, lists, data, strategies, materials, processes, procedures, systems, programs, devices, operations, or information developed in whole or in part by or on behalf of Contractor or its employees or agents in connection with the Services and/or Goods (collectively, the “Work Product”) shall be the exclusive property of HPI. Upon request, the

Contractor shall sign all documents and take all actions necessary to confirm or perfect HPI’s exclusive ownership of the Work Product.

Section 2. Prior-Owned Intellectual Property. Any intellectual property owned by a Party before the Effective Date (“Prior-Owned IP”) shall remain that Party’s sole and exclusive property. Regarding any of Contractor’s Prior-Owned IP included in the Work Product, Contractor shall retain ownership, and hereby grants HPI a permanent, non-exclusive, royalty-free, worldwide, irrevocable right and license to use, copy, reproduce, publicly display, edit, revise, perform, and distribute said intellectual property, in any format or any medium, as part of the Work Product.

Section 3. Work Made for Hire. To the extent copyright laws apply to the Work Product, the Parties agree that (a) HPI specially ordered or commissioned the Work Product, (b) the Work Product is a “work made for hire” under United States copyright laws, and (c) HPI shall be deemed the author thereof and shall own all right, title, and interest therein. To the extent such rights, in whole or in part, do not vest in HPI as a “work made for hire”, Contractor hereby irrevocably grants, assigns, and transfers to HPI, exclusively and in perpetuity, all of the Contractor’s rights of any kind or nature, now known or hereafter devised, in, too, and in connection with the Work Product, and HPI shall solely and exclusively own any rights therein, and in the elements thereof, including but not limited to any allied, ancillary, subsidiary, incidental, and adaptation rights. The contractor hereby waives all rights known as “moral rights”, and any similar rights, which Contractor may have in connection with the Work Product. The description of Services and/or Goods provided in this Agreement shall in no way limit the way HPI may use the Work Product.

11. Diversity and Inclusion

Heifer International values diversity, equity, inclusion and belonging (“DEIB”), and believe that effectively accessing and managing diverse talent leads to improved outcomes. HPI takes a broad view of diversity, and inclusive of varied backgrounds including, but not limited to, age, experience, race, ethnicity, sexual orientation, gender, gender identity, disability status, national origin, and culture. HPI expect third-party providers to respect and reflect HPI’s value of DEIB. HPI’s ongoing monitoring of third-party service providers incorporates an assessment of vendors’ commitment to, adherence with, and track record of accessing and retaining diverse and inclusive workforces.

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