Terms of Reference (ToR)
Provision of Health Insurance Services for AATF Staff in Kenya and Rwanda (2026 -2029)
1. Organizational Context
The African Agricultural Technology Foundation (AATF) is an international, not‑for‑profit organization that facilitates and promotes public–private partnerships aimed at improving food security and the livelihoods of smallholder farmers in Sub‑Saharan Africa (SSA). AATF works with African governments, technology developers, private sector partners, NGOs, seed companies, and smallholder farmers to identify agricultural technologies that address farmer challenges and provide innovative solutions that enhance productivity and economic empowerment.
AATF is legally registered in England and Wales and holds host country status in Kenya and Nigeria. Its operations depend on strong collaborations with partners, investors, and stakeholders.
2. Purpose and Background
AATF seeks to engage a qualified Insurance Agency/Broker (Contractor) to provide and administer a comprehensive medical insurance scheme that ensures high‑quality healthcare services for its staff and their dependants in Kenya and Rwanda.
The medical cover is intended for locally recruited staff and their dependants—defined as one spouse and up to four children under the age of 24.
3. Objectives of the Assignment
The major objectives of the health insurance services are to:
- Provide AATF staff and their dependents with comprehensive, reliable, and high‑quality medical insurance.
- Maintain and promote a high standard of health and wellbeing among all covered members.
- Ensure easy access to quality healthcare services at an appropriate and cost‑effective structure.
- Provide annual medicais checkups and preventive health services.
- Offer additional value‑added health services upon request (e.g., wellness programs, first‑aid training, prevention workshops).
- Provide:
- Work Injury Benefits Act (WIBA) coverage
- Group Life Assurance
- Group Personal Accident (GPA) cover
- Ensure responsive, efficient customer care and timely medical authorization, claims handling, and emergency response.
4. Scope of Required Medical Services
The medical cover must include, but is not limited to, the following:
4.1 Core Medical Benefits
- Inpatient and outpatient treatment
- Maternity cover
- Dental services
- Optical services
- Pre‑existing, congenital, and chronic ailments
- HIV/AIDS management (including ARVs)
- COVID‑19 related treatment
- Mental health and psychiatric services
- Oncology treatment
- ICU/HDU services
- Emergency and road rescue/evacuation within Africa
- Doctor, specialist, anaesthetists, theatre fees
- Laboratory tests and prescribed medication
4.2 Preventive and Supportive Services
- Child immunizations
- Travel vaccines
- General annual medical checkups
- External medical appliances (e.g., knee braces, lumbar corsets, crutches)
5. Provider Requirements
6. Option for Voluntary Add‑Ons by Members
Members may optionally enhance their cover at personal cost (individually or as a group) without financial involvement from AATF. Examples include:
- Additional health services
- Wellness products such as dermatological skincare items
7. Framework Agreement Structure
AATF intends to enter into a three‑year Framework Agreement with optional extensions of 12 + 12 months under the same contractual conditions.
The framework will cover:
- Routine health scheme services, with rates defined in the SLA.
- Additional/Ad‑hoc healthcare services, also governed by SLA pricing.
Annual joint reviews will be conducted.
8. Scope of Work for Bidders
Bidders should demonstrate detailed capability to address the following:
8.1 Provider Network
Nationwide network coverage in both Kenya and Rwanda.
8.2 Accessibility
Clear, efficient procedures for accessing medical facilities and obtaining pre‑authorizations.
8.3 Reimbursement
Defined turnaround time and processes for reimbursement of out‑of‑pocket claims.
8.4 Scheme Management
- Countrywide branch network
- Integrated IT systems for seamless service delivery
- Access to specialists, laboratories, and pharmacies
- Efficient inpatient, outpatient, and emergency management procedures
8.5 Quality Control
- Continuous monitoring of medical utilization
- Appointed care manager
- Dedicated relationship manager for AATF
- Compliance with global health service standards
8.6 Additional
- Additional Value‑Added Services
- Health talks
- Wellness programs
- First‑aid and emergency preparedness training
9.Scheme Population (Indicative)
Family Size Number of Families Number of Lives
M+0 ____________8______________8
M+1 ___________1 _______________2
M+2 ___________4 _______________10
M+3 ___________14______________ 45
M+4____________5_______________24
M+5____________ 3______________ 20
Total ___________36_____________ 109
Note: Numbers may change.
How to apply
10. Proposal Submission Requirements
The proposal should contain the following information.
- Company Profile
- Capacity statement
- Experience of the firm in handling similar projects. To be supported by List of past and present clients. At least five recommendation letters from current and previous clients.
- Technical proposal addressing, but not limited to, the following areas;
- Details how your company will meet AATF
- Scheme management /service administration
- Geographical coverage
- Network structure
- Scope of work/service provision
- Value adds
- Recommendation/commitment letters from the insurer
- Financial Proposal:
- Comprehensive and inclusive of applicable taxes.
- Should indicate different costing options from the insurer on a tabular format.
A full package of the proposal should be sent to: [email protected] by COB on 1st March 2026 with the Subject: Health Insurance Services Framework for AATF Kenya & Rwanda.
11. Evaluation and Award
AATF will evaluate proposals based on technical quality and financial competitiveness.
AATF reserves the right to:
- Reject any proposal without providing reasons
- Select or decline to select any bidder
- Not necessarily award to the lowest or highest bidder
- While we value every application, we will reach out only to candidates selected for the next stage
Terms and conditions of the Proposal
AATF reserves the right to request new or additional information regarding each service provider and any individual or other persons associated with its project proposal.
AATF reserves the right not to make any appointment from the proposals submitted. Service providers shall not make available or disclose details pertaining to their Project proposal with anyone not specifically involved, unless authorized to do so by AATF. Service providers shall not issue any press release or other public announcement pertaining to details of their project proposal without prior written approval.
AATF Service providers are required to declare any conflict of interest they may have in the transaction for which the tender is submitted or any potential conflict of interest. AATF reserves the right not to consider further any proposal where such a conflict of interest exists or where such potential conflict of interest may arise.
Although we appreciate all applications; only shortlisted candidates will be contacted.
Confidentiality Statement
All documentation, reports, and communications under this assignment are to be treated confidential and are only to be used in connection with execution of these Terms of Reference. All intellectual property rights arising from the execution of this Terms of Reference are assigned to AATF.
