Job Description

Advertisement Period: 19th October 2026
Proposal Submission Deadline: 5th November 2026.

Contract Duration: One year, renewable subject to satisfactory performance and mutual agreement.

1. INVITATION TO SUBMIT PROPOSALS

AIDS Healthcare Foundation Sierra Leone (AHFSL) invites qualified, reputable, and duly medical/health scheme entities/companies operating in Sierra Leone to submit detailed technical and financial proposals for the provision of a comprehensive One-year Digital Medical and Hospitalization Scheme for AHFSL staff and their eligible dependents.

AHFSL is seeking an experienced medical/health scheme provider with the capacity to deliver accessible, reliable, transparent, and technology-enabled medical/health schemes, including out- and in-patient care, emergency medical treatment, diagnostic services, prescribed medicines, and access to a reliable network of healthcare providers throughout Sierra Leone.

The selected medical/health entity/company will be expected to provide a secure digital medical managed scheme/platform that facilitates beneficiary registration, verification of eligibility, electronic medical authorization, claims processing, utilization monitoring, and reporting.

Interested medical/health entities/companies are invited to submit proposals demonstrating their organizational capacity, financial strength, healthcare provider network, digital systems, service delivery standards, and competitive premium rates.

2. SCOPE OF SERVICES

The selected medical/health entity/company shall provide the following services:

1. Medical and Hospitalization Coverage

The proposed medical/health scheme should clearly specify the benefits, limits, exclusions, and applicable conditions for each category of service, including but not limited to:

1. Outpatient consultations and general medical care.
2. Inpatient treatment and hospitalization.
3. Emergency medical services and emergency hospitalization.
4. Diagnostic investigations, including laboratory tests, X-rays, ultrasound scans, and other medically indicated imaging.
5. Prescribed medicines and pharmaceutical services.
6. Specialist consultations and referrals.
7. Surgical procedures and associated hospital charges.
8. Maternity care, where offered, including antenatal, delivery, and postnatal services.
9. Dental and optical care, where offered.
10. Chronic disease management and follow-up treatment.
11. Ambulance and emergency patient transfer services, where available.
12. Other medically necessary services proposed by the medical/health entity/company.

Bidders must indicate which benefits are included in the base premium, which attract additional charges, and which are excluded from the proposed scheme.

1. Hospital and Healthcare Provider Network

The medical/health entity/ company must provide a comprehensive list of its accredited hospitals, clinics, laboratories, pharmacies, diagnostic centers, and specialist facilities.

The proposal must demonstrate the availability of healthcare providers in Freetown and the provinces, including major districts, towns and locations where AHFSL operates.

The provider’s network information must include facility names, locations, service categories, contact details, and the procedures for accessing care.

The bidder must explain how staff and eligible dependents outside Freetown will access medical services, including referral arrangements and emergency treatment where an accredited provider is not readily available.

1. Digital Medical/Health System

The medical/health entity/company must demonstrate its capacity to provide a functional and secure Digital Medical/Health System for AHFSL staff and their eligible dependents.

The system should support:

1. Electronic registration and maintenance of beneficiary records.
2. Digital medical identification cards or equivalent electronic verification facilities.
3. Real-time or timely verification of medical/health eligibility by accredited healthcare providers.
4. Electronic pre-authorization for hospitalization, specialist care, surgery, and other applicable services.
5. Online tracking of medical claims and authorization requests.
6. Monitoring medical utilization and benefit limits.
7. Generation of monthly and quarterly utilization reports.
8. Secure access for authorized AHFSL Human Resources, Operations, Finance, and other designated personnel.
9. Data protection, confidentiality, user-access controls, and secure handling of staff and dependent information.
10. Technical support, user orientation, and troubleshooting throughout the contract period.

Bidders must describe the digital platform, its accessibility, security controls, reporting capabilities, implementation requirements, and any additional software, setup, subscription, or maintenance charges.

1. Claims Processing and Service Standards

The proposal must explain the procedures for handling medical authorization requests, claims, complaints, and reimbursement requests where applicable.

Bidders should specify proposed turnaround times for routine and emergency authorizations, claims settlement, complaint resolution, and reimbursement processing.

The successful provider will be expected to establish a clear escalation mechanism for unresolved medical access issues and maintain communication with AHFSL’s designated focal persons.

1. Staff and Dependent Registration

The medical/health entity/ company must explain the requirements and process for enrolling AHFSL staff and their eligible dependents.

The proposal should include the documentation required, registration timelines, procedures for adding or removing beneficiaries, issuance of digital medical identification cards, and the process for updating beneficiary information.

The final number of beneficiaries and applicable dependent categories will be confirmed during the procurement and contract finalization process.

1. Reporting and Account Management

The successful entity/company shall assign a dedicated Account Manager or focal person to coordinate the scheme with AHFSL.

Monthly reports should include, at a minimum:

• Number of registered staff and dependents.
• Medical consultations and services utilized.
• Hospitalization and emergency cases.
• Claims submitted, approved, rejected, and outstanding.
• Medical expenditure and benefit utilization by category.
• Remaining benefit limits for the year should be carried forward to the following year, where applicable.
• Complaints received and resolved.
• Challenges encountered and corrective actions taken.

The service provider must also provide quarterly performance reviews and an end-of-contract report.

3. PROPOSAL REQUIREMENTS

Interested entities/companies must submit a detailed proposal containing the following information:

1. Company Profile and Eligibility Documents

1. Company profile and organizational structure.
2. Certificate of incorporation or registration.
3. Valid business and operating licenses applicable in Sierra Leone.
4. Evidence of authorization to provide the proposed medical/health managed scheme/services from the relevant regulatory authority.
5. Tax identification and applicable tax compliance documentation.
6. Evidence of financial capacity and stability.
7. Details of ownership and senior management.
8. Evidence of professional indemnity or other relevant documentation where applicable.

1. Relevant Experience

Bidders must provide evidence of experience delivering digital medical/health managed schemes to organizations, institutions, NGOs, private companies, or other comparable clients.

Please include at least three relevant client references, where available, indicating the client organization, contract duration, services provided, and contact details for verification.

1. Technical Proposal

The technical proposal must describe the proposed medical/health scheme, coverage, benefit limits, exclusions, healthcare provider network, digital platform, claims management processes, emergency arrangements, reporting system, customer support, and implementation plan.

1. Financial Proposal

The financial proposal must provide a transparent breakdown of all proposed costs, including:

1. Annual premium per staff member.
2. Annual premium per dependent, by applicable age group or category, if rates differ.
3. Available individual and family coverage options.
4. Proposed annual or per-beneficiary coverage limits.
5. Applicable deductibles, co-payments, or out-of-pocket contributions.
6. Digital system setup, licensing, maintenance, and support fees.
7. Medical card issuance and replacement charges, if applicable.
8. Taxes, statutory charges, and any other fees.
9. Total estimated annual contract cost based on the proposed pricing structure.
10. Payment terms and conditions.

The financial proposal must clearly state the currency, validity period of the quotation, premium payment arrangements, and any conditions that may result in additional costs.

1. Implementation and Transition Plan

Bidders must provide a practical implementation plan showing how the scheme will be operational within the agreed commencement period.

The plan should cover beneficiary registration, verification of staff and dependent information, digital system configuration, card issuance, provider-network confirmation, staff orientation, testing, go-live arrangements, and ongoing support.

1. Draft Policy and Contract Documents

Bidders should provide a sample medical/health policy, draft terms and conditions, proposed service-level agreement, and any relevant documents explaining the provider’s obligations, benefit limits, exclusions, and claims procedures.

4. CONTRACT DURATION

The proposed contract will cover a period of twelve (12) months from the agreed commencement date.

The contract will be subject to AHFSL’s procurement procedures, satisfactory due diligence, approval of the selected proposal, and execution of a mutually agreed contract.

Any extension or renewal will be subject to satisfactory performance, applicable procurement requirements, and mutual agreement.

5. PROPOSAL EVALUATION

Proposals will be evaluated in accordance with AHFSL’s applicable procurement policies and procedures.

Evaluation Methodology

Stage 1: Mandatory Compliance (Pass/Fail)

• Incorporation Documents
• Regulatory Authorization
• Business License
• Tax Clearance
• Technical Proposal
• Financial Proposal

The evaluation may consider:

Minimum Pass Score: 63 Points

Financial Evaluation (10 Points)

Combined Score

Highest combined score recommended for award.

AHFSL reserves the right to request clarifications, verify submitted information, conduct due diligence, negotiate contract terms where permitted, and accept or reject any proposal in accordance with its procurement policies.

Submission Timetable

6. SUBMISSION INSTRUCTIONS

Interested companies must submit a complete technical and financial proposal in a sealed envelope clearly marked:

“PROPOSAL FOR THE PROVISION OF A ONE-YEAR DIGITAL MEDICAL AND HEALTH SCHEME FOR AHFSL STAFF”.

Proposals must be addressed to:

The Procurement Committee
AIDS Healthcare Foundation Sierra Leone (AHFSL)
Freetown, Sierra Leone.

Submission Address: AHFSL Administrative Office, 6 Carlton Carew Road, Off Wilkinson Road. Freetown, Sierra Leone
Submission Email, SierraLeone.supply@ahf.org
Telephone Contact: +232 79 250100

Publication Period: 19 October 2026 to 5 November 2026.

Deadline for Submission: Monday, 5th November 2026, at 4:00pm Sierra Leone local time.

Proposals received after the stated deadline may be rejected in accordance with AHFSL’s procurement procedures.

Interested entities/companies should ensure that their submissions are complete, signed by an authorized representative, and supported by all required documentation.

7. RESERVATION OF RIGHTS

AHFSL is not obliged to award a contract to the lowest-priced bidder or to any bidder submitting a proposal. The award will be based on the outcome of the procurement and evaluation process and the required internal approvals.

AHFSL reserves the right to seek additional information, verify references, clarify proposals, or cancel the procurement process in accordance with its applicable policies.

Only shortlisted or successful bidders may be contacted.