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Tender Request to

Carry out research on the health insurance market and do a report on the research for the Health

Insurance Authority. Any queries concerning this document should be addressed to: Mr. Brendan Lynch Head of Research Health Insurance Authority 3rd Floor Canal House Canal Road Dublin 6 Tel: (01) 406 0080 Fax: (01) 406 0081 E-mail: procurement@hia.ie Website: www.hia.ie

Please note any queries regarding this tender must be made no later than 5.30p.m. on Wednesday 27th May 2015. Any queries submitted after this date will not be entertained.

Important Notice

Completed tenders must be received no later

than 12.30 pm on 3 June, 2015

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Table of Contents Page

1. Introduction 3 - 4

2. Nature of Services 5 - 6 3. Required Format of Tender 7 - 8 4. Evaluation of Tenders and Award Criteria 9 - 10 5. General Conditions of Tender 11 - 15 Appendix A - Tender declaration form 16

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1 Introduction

1.1 Summary

The Health Insurance Authority (The Authority) invites tenders for the provision of the following service: To carry out consumer and related research on the health insurance market and to do a report on the research for the Health Insurance Authority, which is suitable for publication.

The Authority intends to obtain quotations in accordance with open

public procurement guidelines, EU Procurement Directive 2004/18/EC as transposed into Irish law by S.I. No. 329 of 2006 European Communities (Award of Public Authorities’ Contracts) Regulations, 2006.

1.2 History and Background to the Establishment of the Authority The Authority is a statutory regulatory body that was established by ministerial order under the Health Insurance Act, 1994, as amended.

The Authority is independent in the exercise of its functions. The principal functions of the Authority as provided for in the Health Insurance Acts include the following:

To monitor the health insurance market and to advise the Minister (either at his or her request or on its own initiative) on matters relating to health insurance, including advice in relation to legislation;

To monitor the operation of the Health Insurance Acts and, where appropriate, to issue enforcement notices to enforce compliance with the Acts or initiate prosecution;

To carry out certain functions in relation to the risk equalisation scheme and the risk equalisation fund;

To take such action as it considers appropriate to increase the awareness of members of the public of their rights as consumers of health insurance and of health insurance services available to them; and

To maintain “The Register of Health Benefits Undertakings” and “The Register of Health Insurance Contracts”.

The Authority shall exercise such powers as are necessary for the performance of its functions. The Minister for Health may assign further responsibilities to the Authority as provided for in the Acts.

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The Authority is audited by the Comptroller and Auditor General and subject to the requirements thereof. The Authority is also subject to the corporate governance procedures of the “Code of Practice for the Governance of State Bodies” issued by the Department of Finance. The Authority is a public body to which the provisions of the Freedom of Information Act 1997 as amended and the Data Protection Act 1988 as amended apply. More details on the Authority and its functions are available on the Authority’s website www.hia.ie. Copies of Irish legislation are available from the Government Publications Office in Dublin, or on the internet website, www.irishstatutebook.ie.

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2. Nature of Services Required

2.1 Background The Health Insurance Authority (the Authority) has commissioned six previous surveys and associated research to assess consumer attitudes towards private health insurance, their knowledge of the market and the behaviour of private health insurance consumers. Socio-demographic analysis of the results was also conducted. The final reports of these surveys are available on the Authority’s website (www.hia.ie) under the “tab”, “Publications” and then “Consumer Surveys”.

2.2 Services Required The Authority wishes to commission further research to include a consumer survey, associated analysis and accompanying report for the purpose of:

Continuing the biannual series of consumer research, which provides useful information on key trends in the health insurance market;

Providing insights into consumer attitudes to health insurance in the current economic context, including motivations for taking out and cancelling health insurance;

Providing more knowledge on the employer group scheme market segment;

Investigate the level of consumer understanding of the health insurance system including recent changes, for instance, lifetime community rating; and

Investigating other aspects of the market; for instance, consumer knowledge of company plans or price sensitivity.

The report should be suitable for publication by the Authority. In the context of the previous surveys and the current economic and health insurance market situation, the Authority will identify topics for questions in the survey. The consumer questionnaire is intended to be approximately the same length as the 2013 survey, which was published as part of the Research report on www.hia.ie. There are three parts to the proposed contract; (a) detailed design and specification of a 2,000 person sample survey; (b) carrying out the survey; and (c) a draft and final report to the HIA.

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The Authority wants a total price to be tendered for all three parts of the contract. While there are different methodologies for carrying out the survey, the Authority has used a “face to face” methodology for previous surveys. If tenderers intend proposing an alternative methodology, the Authority also wants a quotation for a “face to face” methodology in the event that it is decided that continuity of methodology is desirable. The service provider may be requested to attend a meeting of the Authority Members to present and/or to discuss its work.

2.3 Contract Timeframe

The Authority requires that the consumer survey be conducted no later than three months from the date of appointment of the contractor and to receive a complete first draft report no later than five months from that date and the report to be finalised thereafter, unless the Authority agrees to later dates.

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3. Required Format of Tender

Tenders must include the following information and be presented in the following format and order as set out in sections 3.1 to 3.9 below:

3.1 General Information (a) The name, address, telephone and fax number and email address

of tenderer. (b) The name of the person within the company dealing with the

tender. (c) Confirmation of acceptance by the tenderer and any third parties

of the conditions of tender described in Section 5 of this document.

3.2 Firm Profile The following information must be supplied:

(a) A brief history of the tendering firm. (b) A list of the principal contracts (in particular similar work)

undertaken in the last 3 years, with dates and recipients, public or private, of the service provided.

(c) Any other relevant information.

3.3 Personnel and Administrative Structure The following information is required:

(a) The names of the proposed personnel who would be responsible for delivery of the service.

(b) Specific details of the seniority, practical experience and proven

expertise of the personnel in question, which would be relevant to the work outlined in this document.

3.4 Management Structure The following information is required:

(a) Details of the proposed arrangements that the service provider would put in place to manage this contract with the Authority.

(b) The name and position within the company of the management

person nominated to be responsible for the contract.

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3.5 Delivery of Service

The tender must specify the arrangements envisaged for the organisation and delivery of the service.

3.6 Costs

The tender must specify a cost for the delivery of the services specified in section 2.

Any restrictions or qualifications in respect of the quoted prices must be specified in the tender.

Prices should be expressed in Euro, exclusive of VAT. The cost of the tender must be your best and final offer.

3.8 References

Provide details of two current clients willing to provide references in support of the undertaking’s relevant experience and expertise.

3.9 Other Information

Provide details of any options proposed, beyond the minimum requirements described in this document, and any other information that may be of relevance to this tender.

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4. Evaluation of Tenders and Award Criteria 4.1 Pre-Screening Qualification

Tenderers to whom any of the circumstances listed in Article 45 of EU Council Directive 2004/18/EC, (Coordinating procedures for the award of public works contracts, public supply contracts and public service contracts) apply, will be excluded from this competition. Tenderers not so excluded will then be initially evaluated by reference to the following qualification criteria:

(a) Completeness of tender documentation as specified in this document;

(b) Completed tender declaration form (Appendix A); (c) Demonstrated ability of tenderer(s) to meet the requirements

specified in this document; (d) Technical capacity as evidenced by the information requested

in the tender documents; and (e) Possible conflicts of interest.

4.2 Evaluation of Tenders and Award Criteria

The selected service provider will be selected on the basis of the most economically advantageous tender when measured against the following award criteria (total marks equals 100):

(a) Quality of Service Offered This will include an appraisal of:

(i) The tenderer’s overall approach to the delivery and management of the services requested in this document (25 marks);

(ii) The level of experience and expertise of the proposed team

members relevant to the contract (25 marks); and (iii) Quality assurance procedures used by the tenderer(s) (10

marks).

and (b) Cost (40 marks)

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In issuing this Request For Tender (RFT), there is no obligation on the Authority, implied or otherwise, to accept the lowest cost or any Proposal submitted.

During the evaluation period, clarification may be sought in writing from Tenderers. Responses to requests for clarification may not materially change any of the elements of the tenders submitted. No unsolicited communication from Tenderers will be entertained during the evaluation period. A number of the most competitive Tenderers may be invited to make presentations on their proposals for the purpose of elaboration, clarification and/or aiding mutual understanding. Any proposed subcontractors may be required to participate in the presentation.

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5. General Conditions of Tender

Detailed contractual arrangements are not within the scope of this document. However, the following conditions should be noted:

5.1 Article 45 of EU Council Directive 2004/18/EC

Tenderers to whom any of the circumstances listed in Article 45 of EU Council Directive 2004/18/EC apply shall be excluded from this competition.

5.2 Conflict of Interest Any conflict of interest or potential conflict of interest on the part of a tenderer or individual employees or corporate or individual service providers of a tenderer, must be fully disclosed to the Authority. All references hereafter to conflicts of interest shall include conflicts of interest or potential conflicts of interest arising either for the tenderer, individual employees or corporate or individual service providers relating to the tender.

Tenderers should confirm in the course of their tender response that, prior to responding to this RFT, comprehensive searches to identify any conflict of interest have been carried out. Tenderers are expected to exercise all reasonable care in ensuring that they are aware of any conflicts of interest which exist or may arise at any stage of the process. Should any such association or conflict of interest emerge at any time subsequent to the submission of a response to this RFT, it should be immediately disclosed to the Authority and confirmed in writing by registered post.

Notwithstanding any other provisions which may apply in law, the discovery or emergence of a conflict of interest on the part of a successful tenderer(s) after the award of the contract, may, at the sole discretion of the Authority, void the contract. In such an eventuality, the Authority shall not be liable for any costs or loss incurred by the successful tenderer(s) or other party up to the time of the voiding of the contract.

Any registerable interest involving the service provider, Members or staff of the Authority must be fully disclosed in the response to this RFT, or should be communicated to the Authority immediately upon such information becoming known to the service provider, in the event of this

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information only coming to their notice after the submission of a bid and prior to the award of the contract. The terms 'registerable interest' shall be interpreted as per Section 2 of the Ethics in Public Office Act, 1995.

5.3 Tax Clearance The selected service provider (and agent, where appropriate) will be

required to promptly produce a Tax Clearance Certificate from the Irish Revenue Commissioners before appointment. Before any contracts are awarded, the selected service provider (and agent, where appropriate) will be required to comply with the prevailing tax clearance procedures viz: (a) A selected service provider resident in Ireland will be required to

promptly produce a Tax Clearance Certificate from the Irish Revenue Commissioners.

(b) A non-resident service provider or sub-contractor will be required

to produce a statement (in lieu of a Tax Clearance Certificate) from the Irish Revenue Commissioners confirming suitability on tax grounds to be awarded the contract.

Where a certificate or statement expires during the course of the contract, the Authority will require a renewed certificate or statement. All payments under the contract will be conditional on service providers being in possession of valid certificates at all times.

5.4 Health and Safety Compliance

In accordance with Section 20(6) of the Safety, Health and Welfare at Work Act, 2005, the selected service provider must be in a position to provide an up-to-date safety statement showing how the safety, health and welfare of his/her employees shall be secured and managed.

5.5 Other National and EU Legislation

The selected service provider will be required to comply with all relevant prevailing National and EU legislation. In this regard, the tenderers’ attention is specifically drawn to the fact that there is a body of national legislation in such areas as Official Secrets, Data Protection, Freedom of Information, Health and Safety, Employment and Equality

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Law, the relevant provisions of which the selected service provider will be required to comply with. Tenderers must have regard to statutory terms relating to minimum pay and to legally binding industrial and or sectoral agreements in preparing tenders.

5.6 Requirements Tenderers should form their own conclusions about the methods and

resources needed to meet the requirements of the tender. The Authority will not accept responsibility for the tenderers' assessment of the requirements.

5.7 Contract Award

Information supplied by tenderers will be treated as contractually binding.

5.8 Non-collusion and Canvassing Canvassing by a tenderer may result in automatic disqualification. Where a tenderer has an existing relationship with the Authority or its employees, the tenderer is advised that any discussions, correspondence, or other influences on the tender process may be treated as canvassing and dealt with accordingly. Tenderers’ particular attention is drawn to the application of the Competition Act 2002. The Act makes it a criminal offence for tenderers to collude on prices or terms in a public tendering procedure. Should the Authority become aware of direct or indirect communications through trade associations or otherwise between tenderers relating to the Proposals or which might facilitate price collusion, it shall be the policy of the Authority to disqualify such Proposals or tenderer(s) and to notify the matter to the Competition Authority with the recommendation that action be taken against such tenderer(s). Tenderers are required to complete the declaration attached in Appendix A and include this as part of their proposals.

5.9 Costs

The Authority will accept no responsibility for any costs incurred in formulating or presenting proposals.

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(a) Prices and rates quoted should be expressed exclusive of VAT. The

VAT rate(s) applicable should be indicated separately. (b) The selected service provider shall be responsible for the delivery

of all services provided for within the contract on the basis of costs set at the beginning of the contract.

(c) Additional costs will be a matter for the service providers

themselves.

(d) Prices quoted in the tender cannot be increased during the currency of the contract. Similarly, terms and conditions cannot be altered.

(e) Payment for all services covered by this invitation to tender will be

on foot of appropriate invoices.

5.10 Confidentiality

The Authority undertakes to use their best endeavours to hold confidential any information provided in proposals submitted, subject to the Authority’s obligations under law. This includes the Data Protection Act 1988 and the Freedom of Information Act, 1997 as amended which place obligations on the Authority to disclose information in response to queries from the public. If those making proposals wish that any information supplied in the proposal should not be disclosed because of its sensitivity, then this should be clearly stated, with the reasons for its sensitivity. The Authority will then consult with firms that submit proposals about such sensitive information before making a decision on any Freedom of Information request received. Subject to law, all information provided by tenderers will be regarded as having been submitted on a confidential basis. Similarly, the Authority requires that all information provided pursuant to this invitation to tender will be treated in strict confidence by the tenderer(s).

5.11 Intellectual Property

The Authority will remain the sole owner of all materials, data and other information produced while providing these services.

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5.12 Submission of Tenders

(a) Tenders must be completed in accordance with the format specified in Section 3.

(b) Applicants to tender are requested to make their own arrangements

to obtain proof of delivery of the tender, at the time and date specified below.

(c) Tenders may be submitted in hard copy, by email or by uploading

on the eTenders procurement website. (d) When submitting the tender by hard copy four copies of the Tender

Proposals are required, in a sealed envelope, marked "Tender for the Provision of consumer and market research” and addressed to:

Mr. Brendan Lynch Head of Research Health Insurance Authority 3rd Floor Canal House Canal Road Dublin 6

Tender proposals should also include the name and address of the tendering company on the outside of the envelope.

(e) Tender proposals must be received by the office of the Authority,

at the above address not later than 12.30 pm on 3 June, 2015. Tender proposals delivered after this time will not be accepted.

(f) Tenders submitted by e-mail are acceptable, on the proviso that

the tenderer can provide evidence of successfully emailing the full tender proposal, not later than 12.30 pm on 3 June, 2015. E-mailed tenders can be forwarded to Mr. Brendan Lynch at procurement@hia.ie

(g) The uploading of tenders to the eTenders procurement website will

only be possible up until 12.30 pm on 3 June, 2015. (h) Please note any queries regarding this tender must be made no

later than 5.30p.m. on Wednesday, 27 May 2015. Any queries submitted after this date will not be entertained.

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1. Appendix A - Tender Declaration Form

THIS DECLARATION, DULY COMPLETED, MUST BE RETURNED BY ALL TENDERERS

Name of Tenderer

Address

Country

Phone/Fax

Please tick Yes or No as appropriate to the following statements relating to the current status of your

organisation.

(1) The Tenderer is bankrupt or is being wound up, or its affairs are being administered by the Court, or has entered into an arrangement with creditors or has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations.

Yes No

(2) The Tenderer is subject to the proceedings for a declaration of bankruptcy, for an order for compulsory winding up or administration by the court or for an arrangement with creditors or any other similar proceedings under national laws and regulations.

Yes No

(3) The Tenderer, a Director or Partner, has been convicted of an offence concerning his professional conduct by a judgement which has the force of res judicata or been guilty of grave professional misconduct in the course of their business.

Yes No

(4) The Tenderer has not fulfilled its obligations relating to the payment of taxes or social security contributions in Ireland or any other State in which the tenderer is located.

Yes No

(5) The Tenderer has been guilty of serious misrepresentation in providing information to a public buying authority.

Yes No

(6) The Tenderer has contrived to misrepresent its Health & Safety information, Quality Assurance information, or in any other information relevant to this application.

Yes No

THIS FORM MUST BE COMPLETED AND SIGNED BY A DULY AUTHORISED OFFICER OF THE

TENDERER’S ORGANISATION

I certify that the information provided above is accurate and complete to the best of my

knowledge and belief. I understand that the provision of inaccurate or misleading

information in this declaration may lead to my organisation being excluded from the

tender process.

SIGNATURE ____________________________ DATE ____________________ NAME ____________________________ POSITION _____________________