News

The Embassy of the Republic of Lithuania in Japan intends to procure health insurance services for the employees of the Embassy and their family members residing with them.

All communication and exchange of information shall be carried out electronically. The contact email on behalf of the contracting authority is Linas.Charzevskis@urm.lt

(member of the Public Procurement Commission of the Republic of Lithuania in Japan).

Interested parties wishing to receive additional information and tender documents should contact the above email address.

The deadline for submitting tender applications is December 17th, 2025 at 15:00 (Tokyo local time).

TECHNICAL SPECIFICATION

Health insurance of employees of the Embassy of the Republic of Lithuania in Japan and their family members living together on the 1^st of January 2026 shall cover 25 persons – 14 adults,  10 children and 1 older adult person (over 60 y.o.). As it is noted in the purchase documents, this number is preliminary and may vary (increase, decrease or the staff may change due to the reasons of rotation).

1. PERSONS TO BE INSURED (AGE, SEX)

2. INSURANCE TERMS

• The service provide must provide insurance to all employees and their family members living together and does not exercise any discretion whether or not any employee and their family members are eligible for insurance coverage.
• The insurance premiums are paid by the Embassy of the Republic of Lithuania in Japan. The reimbursements of the billings are to be paid directly to the insured persons (beneficiaries).
• The amount of insurance – the total maximum amount of reimbursements per insurance period for each covered person. The total reimbursements of medical expenses per person are not less than 220,000 EUR per insurance period (a year). The overall lifetime maximum is not less than 880,000 EUR.
• Insurance coverage shall be valid for 24 hours in the entire world. No transitional (waiting) periods shall apply.
• Insurance coverage shall be valid for any pre-existing conditions.

1.5. No franchise shall be applicable.

1.6. The insurance period – twelve months (from January 1^st 2026 to December 31^st 2026).  

3. Health insurance costs shall be reimbursed per each insured person:

3.1. In-patient and day in-patient treatment – 100 percent of the billings reimbursed:

• All sorts of treatments in a hospital;
• A place in a single-bed hospital room, catering;
• All the specialists’ and a psychologist’s consultations and supervision;
• Psychiatric treatment;
• In-patient psychotherapy;
• Treatment of nervous system diseases;
• Surgeries;
• Anesthesia;
• Transplantation;
• All the diagnostic and laboratory examinations and tests;
• Physiotherapy and other therapy, prescribed by doctors (for instance, radiotherapy, chemotherapy, etc.);
• All the medications, immunization, medical equipment, tools, devices, medical aids, vitamins and nutrition supplements – 100%;
• Accommodation and catering of one of the parents (accompanying a child of up to 18 years of age) or the fostering person, in case it is necessary due to the medical condition of the Insured Person;
• Cancer diagnosis tests, oncologist’s consultations, oncologic treatment;
• Nursing of the ill person;
• Transfers or transportation from one hospital to another within the country, where the Insured Person is;
• HIV/AIDS medication therapy, including all the related procedures, examinations, therapy and rehabilitation;
• Plastic surgeries after car crashes, accidents, treatment complications, for the purpose of recovery or maintaining the healthy condition, with the exception of the aesthetical surgeries;
• The aftercare rehabilitation treatment, prescribed by the doctor after traumas and other deseases (after which rehabilitation process is necessary in order to maintain normal functioning);
• Treatment of infertility (maximum EUR 10 000);
• Sterilization or abortion, prescribed by the doctor.

3.2. Pregnancy and delivery with complications – all medically essential expenses covered 100 %

• delivery and supervision at a hospital chosen by the pregnant woman;
• professional nursing of infant at a hospital

3.3. Pregnancy and delivery - all expenses covered up to: 4 500 EUR

• delivery and supervision at a hospital chosen by the pregnant woman;
• professional nursing of infant at a hospital;
• pregnancy monitoring;
• professional supervision after the delivery.

3.4. Out-patient treatment - expenses shall be reimbursed as following:

• Consultations by all specialists - 100 percent of the billings reimbursed;
• Consultations by a family doctor (general practitioner) - 100 percent of the billings reimbursed;

• Full examination of the physical health of the Insured Person, in case the Insured Person is older than 19 years old – not less than one time per insurance period – 100 percent of the billings reimbursed;
• Out-patient surgeries – 100 percent of the billings reimbursed;
• MRI and CT scanning, X-ray examination and other diagnostic and laboratory examinations and tests, prescribed by doctors – 100 percent of the billings reimbursed;
• Radium and radioactive therapy, treatment with laser – 100 percent of the billings reimbursed;
• All the medications, immunization, vaccination, medical aid and equipment, tools and devices, vitamins and nourishment supplements, prescribed by the doctor – all expenses shall be reimbursed;
• Massage therapy prescribed by a doctor – 100 % until 800 €;
• Ambulance aid (use of the ambulance vehicle in case of a need to transport the patient to the hospital or from one hospital to another, when the doctor decides it is necessary), urgent aid by a specialist – 100 percent of the billings reimbursed;
• Issuance of recipes and certificate – 100 percent of the billings reimbursed;

• Vision care and correction - 100% reimbursement of the billings up to a limit of 350 €.
• Dental care, diagnostics, supervision, materials, pharmacy and treatment (including dental treatment, related to periodontitis, endodontic treatment and other treatment which cannot be associated with implantation and prosthesis) – 100 percent reimbursement of the billings;
• Damage to teeth or jaws during accidents – 100 percent of the billings reimbursed;
• Implantation and prosthesis – 100% reimbursement of the billings up to 1800 €.
• Surgical and orthopedic odontology, with the exception of plastic/aesthetic surgeries – 100 percent reimbursement of the billings;
• Orthodontia – 100 percent reimbursement of the billings up to 1800 €.
• Pharmacy – 100 percent reimbursement of the billings;
• Physiotherapy, remedial gymnastics, a course of therapeutic massage prescribed by a medical practitioner are reimbursed as follows: 100% of the actual expenses, limited to 12 sessions, maximum 800 EUR;
• Other reasonable and customary charges for necessary doctor’s care and other medical expenses that do not involve confinement to a hospital are reimbursed at 100%.

3.5. Other insurance costs – 100 percent of the billings reimbursed:         

• Transportation of the Insured Person in case of the need for urgent medical aid or further treatment in the country, where the Insured Person is;
• The expenses of repatriation of the Insured Person (transportation, handling, storage of bodily remains and handling of the relating documentation) and the accompanying person;

• Any treatment, necessary as the result of nuclear pollution, biological pollution or chemical pollution, war (notwithstanding whether the war was declared or not), actions by foreign enemies, invasion, civil war, riot, uprising, revolution, coup d’état, explosion of military weapons or any event, similar to the ones mentioned above;
• Medical evacuation: in case of unfortunate event, in case of danger to the Insured Person’s life and the Insured Person is in the country, which lacks the possibility to provide sufficient medical aid (for instance, Central Asia and Africa), the Insured Person shall be transported to the Republic of Lithuania or to the country of his/her residence. Medical evacuations are also applicable in the USA in order to reduce the medical costs in case the Insured Person can travel by air without any threat to his/her health;
• In case the Insured Person is placed into a hospital in the country, where, in the opinion of his/her doctor, the medical services are unsuitable or insufficient, the expenses of transportation of the person to the nearest place, where the services of the appropriate quality level shall be provided and the travelling expenses of the accompanying person shall be covered (in case the Insured Person is a child), as well as in case of business trips or vacations.
• Burial expenses – in the case of the accidental death of the insured person, burial expenses limited to 9000 EUR will be paid.

3.6.   The Insurer shall appoint highly qualified employee/employees who will be responsible for the performance of the Health insurance contract.

3.7. The Insurer shall provide the direct free-of-charge round-the-clock help line (telephone numbers, emails), intended to consult the Insured Persons in case of emergency (repatriation, etc.).

3.8.   In case the medical service provider requests, the insurer shall submit a written guarantee that the provided medical services shall be covered.

3.9. The administration of the damages shall be handled within the reasonable time frame – provided all the necessary documents are provided, the reimbursement of the bills shall not exceed 7 (seven) working days. The insured persons shall have the opportunity to provide the claims via email.

3.10. Upon request of the contracting authority, the service provider shall provide the report on insurance benefits paid, provided confidentiality requirements related to personal data are not violated.

3.11. The health insurance security shall remain in effect during the vacation of the Insured Person for the time period not shorter than 6 (six) weeks during the insurance period.

3.12. In case no medical evacuation is possible due to the medical condition of the Insured Person, all the costs for full treatment of the insured person shall be covered till the medical evacuation is allowed by decision of doctors’ commission.

3.13. Medical or related expenses that are not included in the object of procurement and that are excluded from the Contract:

1. Disease or accident voluntarily sustained by the Insured;
2. Travel and hotel expenses related to medical care;
3. Aesthetic treatments;
4. Cosmetic surgery;
5. Slimming cure and rejuvenation;
6. Orthopedic shoes or soles;
7. Routine podiatry or other foot treatment not resulting from an illness or injury;
8. Care provided in a nursing home, convalescent facility (except as specifically noted);
9. Custodial care, which is defined as supplies and services, including room, board and other institutional services, designed primarily to assist someone in the activities of daily living;
10. Custodial care for disabled or maladjusted;
11. Injury or disease due to war, any act of war or terrorism in which the Insured voluntarily becomes an active participant;
12. Anything that is not ordered by a doctor or not necessary for medical care;
13. Sanatorium