19BB2118R0005_Pre-Solicitation_Conference_Minutes.pdf

Minutes for Health/Life Insurance Pre-proposal Conference

Solicitation No: 19BB2118R0005

Conference Date: March 06, 2018

Pre-proposal conference commenced at 8:40 a.m.

Attendees:

U.S. Embassy

Patrick Rumley - U.S. Embassy

Tonya Veira – U.S. Embassy

Insurance Company Representatives:

Gillian Ifill – Brydens Insurance

Donna Holder- Brydens Insurance

Patricia Brathwaite-Marshall – Sagicor Life Inc.

Sandra Kellman – Sagicor Life Inc.

Trina Griffith – Sagicor Life Inc.

Sean Vanvieldt – Sagicor Life Inc.

Henderson Collins – Sagicor Life Inc.

Sherry Sobers- PALIG

Linette Mapp – Guardian General Insurance

Crystal Gail- Guardian General Insurance

A/GSO Patrick Rumley began the conference by introducing the Embassy representatives and allowed Insurance Company representatives to introduce themselves.

Mr. Rumley indicated that this solicitation will be issued as an Indefinite Delivery, Indefinite Quantity (IDIQ) contract for one year with four one-year options to renew. After award there will be a COR appointed to this contract which will be the HR Specialist.

When proposals are received all pricing data will be stripped and a Technical Evaluation Panel (TEP) will evaluate the proposals.

Mr. Rumley then drew attention to the following portions of the solicitation:

Page 1: Cover Letter.

The deadline for offer submission is Thursday March 29, 2018. No Exceptions will be made. All offers received after will be disqualified.

The Government intends to award a contract based on initial offers without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

Page 3: SF33

Forms must be completed and signed. Failure to do so will result in disqualification.

Page 4: Section B

B.2.1 The U.S. Embassy currently has a tax exemption certificate with the host government.

VAT should not be included.

B.2.2 This contract will be a firm fixed price IDIQ with economic price adjustments with fixed-price task orders. The COR will be responsible for the monthly task orders and administrative documentation.

Page 5: Pricing Section.

Prices must be bi-weekly not monthly, all tables must be completed. Cost should be projected for option years and include the retention amount for each category.

Page 7: B.3.2

The bi-weekly retention amount is shown in this table and should include such costs as overhead and general and administrative costs. It will also include any profit. Essentially, it includes all costs except the actual portion of the premium intended to fund claims paid to the claimant.

B.4 Economic Price Adjustment

No adjustment will be allowed during the first twelve months. The Embassy hopes to have a signed contact with commencement date of August 01, 2018. After such time, the Contractor or the Government may request an adjustment in premiums on an annual basis. Adjustments are not retroactive. Adjustments can be made beginning in the second year of contract if contractor agrees to provide the Government a balance sheet showing three main components for the time period: (1) receipts (premiums received) minus the retention amount, (2) number of insurance plans and (3) claims paid. The information shall be provided per type of premium, i.e. per line item. The Government reserves the right to select an independent third party to review the balance sheet and claims and make recommendations regarding the appropriateness of the requested adjustment. The government may also request an economic price adjustment from the vendor.

Page 9: Group Life Insurance

B.6 Prices must be bi-weekly not monthly, all tables must be completed. Cost should be projected for option years and include the retention amount for each category.

Page 14: Section C

Proposal must match statement of work requirements and benefit levels, no more and no less.

Additional benefits not included in the SOW will result in disqualification of the bid as technically unacceptable. A brochure is required.

Page 25: Section E

Section E and F are Clauses. Attendees were encouraged to visit the Federal Acquisition Regulations website to read the full text of clauses incorporated by reference.

E.2.3 All complaints will be evaluated by the COR. The COR will notify the Contractor of the defect and the contractor will be allowed time to correct the situation.

Page 27: Section F

F.2 The performance period of this contract is one year, likely beginning August 1st, 2018 with four one-year options to renew

Page 29 – 30 : Section G

G.3 Payment will be made in Barbados dollars

G.4.2 Task orders will be issued monthly. Each task order will fund a specific period of time and number of employees.

G.5 Refunds for overpayment can be in the form of a credit to the Government’s account.

Page 31-33: Section H

H.3.1. ORE Staff are riders on this contract. Their respective employers (the Ambassador and the Deputy Chief of Mission) are responsible for premium payments.

H.5 All required reports must be received by the COR no later than the 10th of each month.

Page 35-38: Section I

Clause 52.204-12 - SAM registration required or you will be ineligible for award.

If offeror does not offer both Health and Life insurance directly and a subcontractor is utilized clause 52.244-6 Subcontractor and Commercial Items (Jan 2007) requires all subcontractors to meet the same qualification requirements as the prime Contractor.

Page 49-60: Section K

Offerer must complete this section and return this section with proposal.

Page 61-68: Section L

Offerers are strongly encouraged to follow the instructions when submitting proposal. The TEP will use the information in this section to evaluate the technical capabilities of the proposal.

L.4.3.2.1 Experience and Past Performance is important in evaluation. CPARS and list of contracts will be reviewed.

L.4.3.2.2 Licensing Information is required.

Page 69: Section M

Evaluation Factors and Award

Offerors should note the factors in determining the award of a Contract.