19BE2026Q0347 - Question and Answer Form.pdf

Nbr. Q&As

Q01 1) SAM Registration:

Could you please confirm whether a Belgian company performing the actuarial services in Belgium may submit a quotation without an active SAM registration if the total quotation is at or below USD

40,000, provided that the required NDAA certification is completed and submitted?

A01 For quotations valued over USD 40,000, SAM registration is required in accordance with the solicitation. For quotations valued at or below USD 40,000, where the offeror qualifies for the applicable SAM registration exception, the offeror shall complete, sign, and submit the required NDAA

Express Form with its quotation.

Q02 Does the DB plan provide retirement benefits in the form of lump sum payments, pension payments or both?

A02 The DB plan provides both retirement benefits in the form of lump sum payments and pension payments

Q03 How many affiliates (active, inactive/deferred and pensioners) does the plan count?

A03 The plan currently covers approximately 500 to 600 participants. This approximate participant count is provided for quotation and workload-estimation purposes.

Q04 What is the order of magnitude of the total plan assets, vested rights and annual contributions?

A04 The total plan assets are approximately EUR 25,361,909.96.

Q05 Could you provide information on the current investment strategy for the plan assets, including the main asset classes?

A05 The investment strategy and management of the plan assets are administered by Athora Belgium.

Q06 Could you share the name of the current insurer of the pension plan?

A06 The current insurer is Athora Belgium.

Q07 Does the plan provide any additional benefits beyond retirement benefits, such as death-in-service benefits, disability benefits, waiver of contributions/premiums, jubilee benefits or similar benefits? If so, are these benefits included within the scope of this RFQ?

A07 Yes. The plan includes additional benefits beyond retirement benefits. The applicable benefits are described in the plan rules provided with the solicitation, and their review is included within the scope of the RFQ.

Q08 Is the plan funded exclusively through employer contributions or are employee contributions also required?

A08 The plan is funded through both employer and employee contributions.

QUESTION & ANSWER FORM

Solicitation Number: 19BE2026Q0347

Project: Actuarial Review of the Supplemental Retirement Plan

Questions submission deadline: Aug. 21 2026

Q09 Can the engagement be completed remotely or will onsite work in Belgium be required?

A09 The services may be performed remotely. Any meetings or coordination requirements will be arranged with the Government as necessary.

Q10 Section 3, Addendum to FAR 52.212-1, paragraph 2(b). Subject: In-country presence.

Paragraph 2(b) retains an unfilled template placeholder for the country in which services are to be performed. Given the analytical nature of this requirement, will the Government accept performance by a U.S.-based quoter that does not maintain a permanent address and telephone listing in Belgium, provided all deliverables, meetings and coordination requirements are met, with any in-country activities performed by a Belgian-authorized subcontractor consistent with DOSAR 652.242-73(b)? Or is establishment of an office in Belgium within 30 days of contract award a firm requirement for all quoters?

A10 Establishment of an office in Belgium within 30 days of contract award is a firm requirement for all quoters per DOSAR 652.242-73(b)

Q11 Section 1, Survey Report Guidelines, paragraphs 2.a and 2.d. Subject: Certifying actuary qualifications.

Does the Government require the certifying actuary to hold membership in the Institute of Actuaries in Belgium (IA|BE)? Or will the Government accept an actuarial certification signed by a fully credentialed member of another full-member association of the International Actuarial Association, for example a Fellow of the Society of Actuaries or a Fellow of the Institute and Faculty of Actuaries, supported by Belgian pension-law expertise for Tasks 1(i) and 1(j)?

A11 Since this is a Belgian Supplemential Retirement Plan subject to Belgian legislation the certifying actuary must hold membership in the Institue of Actuaries in Belgium (IA|BE)

Q12 Section 1, Tasks, paragraph 1. Subject: Plan data for scoping.

To allow accurate fixed pricing, would the Government provide with its answers, or confirm will be furnished at award: (a) the plan rules or regulations and any insurer group contract; (b) participant counts by status, being active, deferred, and retired and survivors; (c) the name of the insurer or benefit company administering the plan; (d) the date and author of the most recent actuarial review of this plan, and whether the incoming actuary will receive a copy; and (e) the availability of plan asset statements and financial statements for the review period?

A12 A) See attached plan rules, sent by email due to the document type

B) participants are between 500 and 600. C) Athora Belgium. D) September 2023 - a copy of the report will be provided at award. E) all financial data will be provided by Athora at time of award.

Q13 Section 1, Deliverables paragraph 3.a and Tasks paragraph 1.a. Subject: Assumption approval and the

60-day schedule.

Task 1.a requires the Contracting Officer's Representatives and the Comptroller in CGFS to review and approve recommended assumptions before the study proceeds. Does the Government's assumption-review period suspend the 60-working-day deadline for the draft Survey Report, and what review turnaround should quoters assume for scheduling purposes?

A13 Yes, it does suspend the deadline. The 60 working day deadline for the draft report is actually 90 days and can be extended if needed.

Q14 6. Section 1 paragraph 1.3; Section 4 Addendum, FAR 52.225-17. Subject: Quotation and payment currency.

Section 1.3 states that the contract will be in euros, while FAR 52.225-17 contemplates the receipt of offers in more than one currency. Two questions. First, may quoters state prices in U.S. dollars for evaluation purposes? Second, and separately, will payment under the resulting purchase order be made in euros regardless of the currency in which the quotation is stated, or may a U.S. contractor be paid in U.S. dollars?

A14 A solicitation amendment will be issued to remove the FAR 52.225-17 as the currency will be in euros.

Thus, quoters must state prices for evaluation purposes in euros and payment against this purchase order will be in euro

Q15 Standard Form 1449, Block 8. Subject: Due date and time.

Please confirm that quotations are due August 31, 2026 at 2:00 PM Central European Summer Time, being Brussels local time, and that the Contracting Office will acknowledge receipt of quotations submitted to BrusselsBids@state.gov.

A15 Yes the offer is due August 31 2026 at 2.00pm Brussels time, unless the Contracting Officer decides to extend the period for bid submission. The Contracting and Acquisition Team will acknowledge receipt of bids submitted to BrusselsBids@state.gov.

Q16 Refers to Solicitation Section & Paragraph Number: Section 1 – The Schedule, Paragraph 1.1 General

Subject: Overview of Plan Conditions

Question:

1. Please confirm whether the plan is subject to Belgium pension regulations, U.S. pensions regulations, or neither.

2. Please provide a summary of the plan description, including the definition of benefits payable under the plan and any associated insurance arrangement.

3. How many participants are in the plan (active staff, deferred vested benefit, retirees)? Are all participants Belgium local employees, or are international (U.S.) employees also participating?

A16 1. This is a Belgian Supplemential Retirement Plan subject to Belgian legislation. 2. See attached sent by email du to the nature of the type of document. 3. Between 500 en 600. All are local Belgian employees.

Refers to Solicitation Section & Paragraph Number: Section 1 – The Schedule, Description/Specification/Work Statement, Paragraph 1.b. Tasks

Subject: Purpose of Actuarial Valuation(s)

Question:

-> Task b. specifies that the valuation should be performed for IAS 19 reporting, and also to determine whether contribution levels are sufficient. Please confirm that the Embassy is requesting two different valuations for each IAS 19 reporting requirements and separately for funding requirements.

A17 As refered in the SOW, we confirm that is correct.

Q18 Refers to Solicitation Section & Paragraph Number: Section 1 – The Schedule, Description/Specification/Work Statement, Paragraph 1.c. Tasks

Subject: Audit Requirements for the Actuary

Question:

-> Task c. includes a financial audit of benefit payments, which are typically performed by an independent auditor or plan administrator rather than an actuary. What analysis on cashflows is expected to be provided by the actuary? Can the Embassy provide an example of the previous review that was provided by an actuary, if required?

A18 The financial audit should determine whether cash inflows (contributions and credited interest earned) and outflows (benefit payments and fees) are properly credited and in conformity with the terms of the plan. The last report will be shared at time of award.

Q19 Refers to Solicitation Section & Paragraph Number: Section 1 – The Schedule, Description/Specification/Work Statement, Paragraph 1.d. Tasks

Subject: Analysis of Investment Performance Requirements for the Actuary

Question:

-> Task d. includes analysis of investment performance, which is typically reviewed by an investment manager rather than an actuary. What analysis on investment performance is expected to be provided by the actuary? Can the Embassy provide an example of the previous analysis that was provided by an actuary, if required?

A19 The analysis should address the contractual guaranteed interest rate, including the current level of guarantee under the plan,. the level annual methodology of the periodic premium, and the loadings and cost on reserves and on premiums. The last actuarial report will be shared at time of award.

Q20 Refers to Solicitation Section & Paragraph Number: Section 1 – The Schedule, Description/Specification/Work Statement, Paragraph 1.g. Tasks & 1.k. Tasks

Subject: Plan Design Recommendations and Comments

Question:

-> Task g. includes recommended retirement system alternatives and task k. include comments on converting to a defined contribution plan. Such analysis can vary depending on the needs and requirements of the Embassy. Would the Embassy be open to an hourly rate quotation in the proposal for tasks that would require further discussion with the Embassy to clarify expectations and define a more clear scope?

A20 This task in no longer required. It will be reflected in the amendment of the solicitation

Q21 Refers to Solicitation Section & Paragraph Number: Section 1 – The Schedule, Description/Specification/Work Statement, Paragraph 3. Deliverables

Subject: Plan Design Recommendations and Comments

Question:

-> Has similar actuarial review (with tasks a. through j.) previously been prepared for the

Supplemental Retirement Plan? Can the Embassy share the most recent actuarial report or survey report?

A21 Yes. A similar actuarial review was completed in 2023. The most recent actuarial report will be provided at time of award.