Tender for provision of medical insurance to Digital Manufacturing Ireland staff

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

2. Scope of Work

The contract involves the provision of a comprehensive medical insurance scheme for the employees of Digital Manufacturing Ireland, including their partners and dependents under the age of 18. The successful bidder will be responsible for delivering a health insurance plan that meets the specific needs of the organization and its staff.

Key activities include:

• Coverage: The insurance must cover general medical services, specialist consultations, hospitalisation, preventive care services, mental health services, dental and vision care, and any other services as specified in the plan.
• Transition Management: The contractor must ensure a seamless transition from any existing healthcare plan to the new plan, with no gaps in coverage. This includes coordinating with the current provider to facilitate the handover.
• Employee Communication: The contractor is required to provide clear communication to all employees regarding the new plan, including benefits, coverage start dates, and changes from the previous plan.
• Claims Processing: The contractor must establish efficient claims processing mechanisms to ensure timely reimbursements for medical expenses incurred by employees.
• Customer Support: A dedicated customer support service must be available to assist employees with inquiries related to their coverage and claims.
• Reporting: Regular reporting on claims statistics, employee engagement, and overall satisfaction with the insurance plan must be provided to Digital Manufacturing Ireland.

The contract is structured to last for three years, with the possibility of a two-year extension based on performance and mutual agreement.

3. Background & buyer context

Digital Manufacturing Ireland is procuring this medical insurance scheme to enhance employee welfare and ensure comprehensive healthcare coverage for its staff. This initiative aligns with the organization's commitment to supporting its workforce and fostering a healthy work environment. The procurement is timely as it seeks to replace any existing insurance arrangements that may not fully meet the current needs of the employees. The strategic driver behind this procurement is to ensure that all employees have access to essential healthcare services from their first day of employment.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Evidence of a minimum turnover of €1,000,000 per annum for the past three (3) years by way of the Accountant’s/Auditor’s letter.
• Insurance:
• Employer’s Liability: €1,000,000 limit for any one claim or series of claims arising out of a single occurrence, per insurance year.
• Public Liability: €1,000,000 limit for any one claim or series of claims arising out of a single occurrence, per insurance year.
• Professional Indemnity: €500,000 limit for any one claim or series of claims arising out of a single occurrence.
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

Tenderers must score a minimum of 40% in the non-costing criteria to remain in consideration for the contract award.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Follow the named template with a maximum of 10 pages.
• CVs: Provide CVs for key personnel, limited to 2 pages each.
• Pricing schedule: Complete the Pricing Schedule at Appendix 2.
• Case studies: Submit 2 case studies demonstrating relevant experience, valued between €50,000 and €150,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not applicable for this tender.
• Submission portal: All submissions must be made via the electronic postbox on www.etenders.gov.ie.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term and extension structure: Initial term of 3 years, with an option to extend for up to 2 years.
• Payment terms: Payments will be made in accordance with the Services Contract and must be invoiced in Euro.
• Key SLAs/KPIs: The contractor must ensure full coverage from day one and no downtime during the transition.
• Liquidated damages: Not specified for this tender.
• Termination clauses: The contract may be terminated with 30 days' notice if performance standards are not met.
• IP ownership: Not applicable.
• Sub-contracting rules: The successful Tenderer must designate a single entity responsible for the contract, regardless of subcontracting arrangements.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover threshold: The minimum turnover requirement of €1,000,000 may limit participation to larger firms, potentially excluding smaller providers.
• Insurance requirements: The specified insurance limits may pose a barrier for smaller bidders who may not have the capacity to meet these requirements.
• Transition management: The requirement for a seamless transition may be challenging for bidders without prior experience in managing similar transitions.
• Lack of specified past experience: The absence of defined past experience requirements may lead to variability in the quality of bids received.

10. SME fit assessment

This tender is open to small and medium enterprises (SMEs) that can demonstrate financial stability and the ability to provide comprehensive medical insurance services. Viable bidders should have:

• A minimum annual turnover of €1,000,000.
• Relevant insurance coverage as specified.
• The capacity to manage a seamless transition from existing plans.

Consortium arrangements are permitted, allowing smaller firms to partner with larger entities to meet the tender requirements. The indicative bid preparation effort is estimated at 10-15 days, considering the documentation and compliance requirements. The presence of a minimum turnover requirement may signal a competitive landscape, potentially favoring established providers.

11. Where to dig deeper

• Source RFT filename: Services Request for Tenders - Medical Insurance v1.0.docx
• eTenders CFT ID: Not specified
• Contact email: Not specified
• Important attachments:
• Appendix 1: Requirements and specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statements