Request For Proposal - Project Name: THIRD PARTY ADMINISTRATOR SERVICES (For Off-Island Medical Referral Program)

Location: Philippines

The Yap State Department of Health Services (YSHS) is soliciting for proposals for a Third Party Administrator Services in the Philippines. YSHS will accept bid proposals beginning June 29, 2026 and closes at 1:00 pm local standard time on August 19, 2026. The Third Party Administrator, in collaboration with the Yap State Medical Referral Committee at YSHS, will provide assistance to medical referral patients in the Philippines as outlined in the attached SCOPE OF WORK.

All bids shall be sealed and addressed to the Director of the Department of Health Services and shall be labeled "BID FOR Third Party Administrator Services in the Philippines," and shall incorporate the name and address of the bidder on the outside of the envelop.

Bids thus received will be publicly opened and read by the Director of the Department or his/her designee at 3:00 pm local time on August 19, 2026.

Yap State Department of Health Services reserves the right to waive any information or to reject any or all bids, including additives and deductive alternates in any order on any bid and award the bid to the bidder who in the judgment of the Department will serve the best interest of the people of the State of Yap.

For further information and clarification, please route them to the contact information below.

Dominic Taruwemai

Deputy Director, Yap Department of Health Services

Email: dtaruwemai@fsmhealth.fm and fligmai@fsmhealth.fm

Phone No. 691-350-2110

IMPORTANT BIDDING REQUIREMENT:

Participating Bidders shall provide copies of their current fee schedule and such fee schedule shall be included in their bidding packages to be submitted within the bidding timeframe as indicated above. This fee schedule document, if not included in the bid package, will be an automatic cause of disqualification for the bidding committee's review and considerations.

SCOPE OF WORK (SOW):

Contractor shall provide efficient and high-quality services in the manner contemplated in this SOW and in accordance with YSHS criteria and guidelines. These services shall include the following:

1. Pre-Admission Certification: Contractor shall review all pre-admission documents which include, patient medical summary from a primary doctor at YSHS, carry out hospital instructions and accomplished patient's information sheet. Pre-Admission certification is to avoid waiting time at the admission department when they arrive at the hospital where they are referred to.

   
   

2. Airport Pick-Up: Contractor shall provide necessary ground transportation arrangement to YSHS patients upon arrival in the Manila International Airport including processing of arrival and departure documents in coordination with the airport security personnel. In the event several patients are referred to two different hospitals at different locations, two service vans shall be on standby.

   
   

   In the event the ambulance service is required, Contractor shall arrange, coordinate, and provide said ambulance service, but the expenses shall be paid by YSDHS. Contractor shall provide YSHS the current and correct costs for ambulance services arranged, coordinated, or provided by Contractor and update YSHS within seven (7) business days after any change in the costs for providing ambulance services.

   
   

   Vehicle services will be available to any YSHS patients and escorts upon arrival and departure and between airport and medical facility as needed and requested. The cost of any and all vehicle service, with the exception of ambulance service, shall be paid by Contractor at no cost to YSHS.

   
   

3. Hotel and Flight Booking: Contractor shall arrange the hotel accommodation, visa renewal and flight booking for the family and medical escorts that accompanied the patient. Contractor is responsible for confirmation of flights and the changes of flight schedule should the patients or the medical and family escorts decide. Any and all costs associated with hotel accommodation and flight booking for the family and medical escorts, shall be paid for by the individual or entity receiving the said services, at no cost to YSDHS.

   
   

4. Hospital Admission: Contractor shall properly endorse the patient to the hospital and the doctor in-charge so immediate and proper care is initiated.

   
   

5. Personal Assistance: Contractor shall extend the patient, family and medical escorts outright assistance on their immediate needs such as; hospital orientation, information on things they should do and things they should avoid, nearest restaurants, foreign exchanges, banks, grocery stores, for their personal needs. Contractor shall provide clear guidelines, including but not limited to contact information, in writing to YSDHS for the purpose of allowing YSDHS

   patients and attendants to contact Contractor in the event that personal assistance services are required.

   
   

6. Patients Regular Visit: Contractor or an employee of Contractor, through the assistance of Contractor's physician, shall make visits, at least three (3) times a week, to the YSDHS patient in order to monitor the health conditions, concerns and complaints of any and all YSHS patients at the medical confined facility or at the their treatments facility whether in-patients or out-patients.

   
   

7. Weekly Reporting: Contractor shall provide YSHS a weekly summary of the current status and condition of any and all YSHS patients. Included in this summary shall be an ongoing estimate of the cost of services provided or procedures performed on patient. Contractor shall provide this weekly report via electronic email to YSDHS.

   
   

8. Physician Visits: Contractor shall inform YSHS of the assigned physician (s) for each patient. Contractor shall ensure that prior to any treatment or services provided by a physician, other than the patients' assigned physician (s), that prior written approval is obtained from the Yap State Medical Referral Committee. In the even that treatment or services are provided by a physician other than the patients' assigned physician (s) without receiving prior approval from Yap State Medical Referral Committee, YSHS shall not be responsible for any payment related thereto.

   
   

9. Medical Utilization Review & Claims Adjudication: Contractor shall ensure that medical charts are checked, medical procedures and treatment protocols are reviewed, and that any medical procedures undertaken are consistent based on the results of any diagnostic tests done. Contractor shall also provide claims adjudication services including claims processing, claims review, and claims payment, in accordance with the negotiated rates established both for professional and hospital fees.

   
   

10. Approval Required Prior to Performance of Services: YSHS shall be responsible only for payment of procedures performed on patients or services rendered that have received prior approval by the Yap State Medical Referral Committee. Contractor shall obtain written approval from the Yap State Medical Referral Committee prior to any service or procedure, aside from emergency services or procedures, performed on patient. In the event that an emergency service or procedure is performed on patient, Contractor shall provide to YSDHS within seven (7) business days after the performance of the emergency service or procedure, a report detailing the nature of the emergency, the nature of the services or procedures performed on the patient, the current status of the services or procedures performed, and an estimate of the cost of performance of the services or procedures.

    
    

11. Usage of YSHS Approved Formulary: In prescribing any take-home medications, Contractor shall ensure that said medications are listed on the Yap State Hospital pharmacy formulary. In the event that a suitable substitute medication is not listed on the Yap State Hospital's pharmacy formulary, Contractor shall ensure that the physician obtains written approval from the Yap State Medical Referral Committee prior to prescribing any prescription.

    
    

12. Discharge of Patients: Contractor shall facilitate all the hospital and doctors clearance required so patients will be discharged with ease.

    
    

13. Funeral Service: Contractor shall extend the family all the help they require in the event the patient expires. Coffin selection, embalming, documentation, sealing transportation and flight booking shall be part coordinated by the Contractor.

    
    

14. Office Use: Contractor shall share the office facility with the Yap State Medical Referral Coordinator (when available), and medical and family escorts in case they want to access email, use of computer and local phone. Long distance or overseas calls are not provided by Contractor, an individual or entity will be charged accordingly.

    
    

15. Additional Services: Contractor shall be willing to provide any other services not specify in this scope of work for as long as it is agreed upon in writing by Contractor and YSDHS.