Pre-Proposal Conference_Minutes.pdf

SENSITIVE BUT UNCLASSIFIED

Health and Life Insurance Services

Minutes of Pre-Proposal Conference

RFQ No: 19BH2026Q0028

October 15, 2026 @ 9.00 a.m. local time

In attendance were Representatives from U.S. Embassy Belmopan:

1. Mr. Salman Khalil - Contracting Officer

2. Magdalena Ganus - Regional HR (Virtual)

3. Tifarah Gill-Broaster - Contracting Officer Representative (COR)/HR Assistant –

4. Elisa Gillett - Procurement Supervisor

5. Illish Cowo – HR Specialist

6. Jeimi Diaz – Procurement Agent

7. Alejandro Pena – Procurement Agent

In attendance were Representatives from the following Insurance Providers:

1. Kevin Martinez – Belize Insurance Centre (Insurance Agents)

2. Sonia Tun – Belize Insurance Centre (Insurance Agents)

3. Paul Woods – Atlantic Insurance Co. Ltd.

4. Vanessa Mejiba – Atlantic Insurance Co. Ltd.

5. Karen Godfrey – Sagicor Life Inc.

6. Marina Liu – Sagicor Life Inc.

7. Dirk Hart – Sagicor Life Inc. (Trinidad Office) - Virtual

8. Krystal Buntin - Sagicor Life Inc. (Trinidad Office) - Virtual

9. Jamin Castillo – RF&G Life Insurance Co. Ltd.

10. Renita Malik – RF&G Life Insurance Co. Ltd. (Virtual)

11. Jennifer Cal – BB Life Insurance

12. Tessa Moguel – BB Life Insurance

Introduction

The Contracting Officer welcomed all attendees, and introduced the Contracting Officer

Representative (COR)/HR Assistant, Tifarah Gill-Broaster.

Discussion of the Solicitation Package

The following sections of the solicitation were highlighted:

1. GROUND RULES

▪ The solicitation and its written amendments are the only binding documents.

▪ Questions must be submitted in writing by October 19, 2026. Answers will be posted on Sam.gov for all prospective offerors.

▪ Statements made at this conference do NOT change the solicitation. All changes will be by written amendment to the solicitation

2. CONTRACT STRUCTURE

Purchase Order type – Firm-fixed price with Economic Price Adjustment

Period of Performance – Base year with four one-year option periods: March 1, 2027 to February 29, 2032

Excess Coverage is included

3. PROPOSAL SUBMISSION

a. Due date and time: November 4, 2026, 5:00 pm (local time).

b. Period of Performance – Base year with four one-year option periods: March 1, 2027 to February 29, 2032.

c. The rates/prices in Section 1 are all inclusive rates. No changes will be made after the contract is signed, except pursuant to the economic price adjustment clause.

d. The rates for the option years and excess coverage must be in the offer and are not subject to renegotiation after the contract is signed.

e. Offers must follow the guidelines in Section 3 – Solicitation Provisions. This section provides instructions on how to submit proposals. Proposals must be submitted in two separate volumes: Volume 1 – Price Proposal; Volume 2 –

Technical Proposal.

4. EVALUATION AND AWARD

a. Award will be made to the lowest priced, technically acceptable, responsible offeror.

b. Evaluation Factors consist of:

c. Compliance - The Government shall perform an initial review of proposals received to determine compliance with the terms of the solicitation, i.e. if the proposals submitted are complete, including Sections 1 and 5, Attachments 1 and

2, the draft version of the management plan, and all items listed in Section 3.

d. Technical Acceptability - The determination of technical acceptability will be based on the review of qualifications, including those of key personnel, management plan, experience and past performance, licensing Information, profit sharing credit and employee pool, and any technical information provided by the offeror with its proposal.

e. Responsibility - The U.S. government will determine contractor responsibility by analyzing whether the apparent successful offeror complies with the requirements of FAR 9.1, including ability to comply with the required performance period and workload, taking into consideration all existing commercial and governmental business commitments; satisfactory record of integrity and business ethics;

necessary organization, experience, and skills; necessary equipment and facilities;

and being otherwise qualified and eligible to receive an award under the applicable laws and regulations.

5. KEY CLAUSES AND PROVISIONS

a. FAR 52.222-50 - Reference FAR 52.222-50, Combating Trafficking in Persons and the Contractors responsibility to prevent such activities from occurring.

b. FAR 4.1102, which requires offeror to be registered in System for Award

Management (SAM) at the time their offer or quotation is submitted. (Refer to

Section 3 of the Solicitation)

c. Tax on Certain Foreign Procurement Payments (Zadroga Act) - This Act of the

Internal Revenue Code imposes a tax of two percent (2%) on the amount of payment for each payment. Internal Revenue Service Form W-14 and the form is required with your offer and every invoice. Refer to FAR 52.229-12 in Section 2.

d. Statue NDAA 889(a) (1) (B) – prohibition on contracting with entities using certain telecommunications and video surveillance services or equipment. Under

FAR 52.204-25 in Section 2 and the provision 52.204-24 in Section 5, offerors are required to certify:

e. They will or will not provide covered telecommunications equipment or services to the Government

f. Whether they do or do not use covered telecommunications equipment or services that uses covered telecommunications equipment or services.

g. If the offeror does not comply with representations and certification, the offer is not-responsive and the CO may remove the offer from consideration for award.

6. REQUIREMENTS OVERVIEW

The COR highlighted the following under the Statement of Work:

▪ Annual Maximum Limit : Per covered individual per contract year is BZ$200,000

▪ Excess Coverage: Per covered individual per contract year is BZ$100,000; Offered as an optional benefit

▪ Deductible: None

▪ Coverage categories:

▪ Self Only – 1 covered individual

▪ Self Plus One – Employee & Spouse/ Employee & Dependent (Two Individuals)

▪ Family - Three or more individuals

Eligible Participants includes Spouse and Dependent Children

The benefit levels indicated under the Statement of Work are the required benefits and corresponding coverages.

BENEFITS COVERAGES

Health Coverage

Hospitalization 100%

Emergency Services (Trips to Emergency Rooms 100%

Ambulance 80%

Outpatient Services 80%

Pediatric Services 80%

Rehabilitative and Habilitative Services and Devices 50%

Prescription Drugs: Inpatient 100%

Prescription Drugs: Outpatient 80%

HIV/AIDS (up to BZ$20,000) 100%

Obstetrical Care and Newborn Care: Inpatient 100%

Obstetrical Care and Newborn Care: Outpatient 80%

Reproductive Health

Preventative and Wellness and Chronic Disease Management 80%

Hearing Aids

Hearing Aids Apparatus: Limited to one apparatus per ear, maximum coverage of BZ$3,000.00 per covered individual per three-year period

80%

Optical

Prescription lenses and frames, or contact lenses: The maximum coverage is BZ$600.00 per covered individual every two years.

80%

Dental

The maximum coverage is BZ$6,400 per covered individual per contract year.

Dentist’s fees, x-rays, examinations and treatment, cleanings, fillings, extractions, false teeth, crowns, and bridges.

Orthodontia: Treatment is covered only if treatment begins before age

18, or if required as the result of an accident.

The maximum coverage is BZ$4,800 lifetime limit

80%

Mental Health and Substance Abuse Care 50%

Medical Expenses Incurred Out of Country 80%

Life Coverage

Amount of Accidental -Death and Dismemberment Coverage

Employee's estate or employee will receive an amount equal to 30 times the amount of the monthly basic salary, in the event the employee is killed in an accident.

Partial and Total Disability Coverage

Total Disability: 24 times the monthly basic salary.

Partial Disability as follows:

• Both eyes: 24 times the monthly basic salary

• Both hands or feet: 24 times the monthly basic salary

• One hand and one foot: 24 times the monthly basic salary

• One hand/foot and one eye: 24 times the monthly basic salary

• One eye: 12 times the monthly basic salary

• One hand or one foot: 12 times the monthly basic salary

Life Insurance Benefits Conditions and Limitations

No benefit shall be payable under this contract if the employee's bodily injuries have been caused directly or indirectly and totally or partially by:

• Violating the law or in resisting detention or arrest,

• Participation in competitions involving the use of wheeled vehicles, horses, boats or water skis.

• An accident resulting from the employee being under the influence of alcohol, drugs or other toxic substance unless administered by a physician. Death as a result of a disease or physical or mental infirmities and medical or surgical treatment thereof (except pyogenic infection due to an accidental cut or wound) shall be considered a natural and not an accidental death. Suicide will not be covered.

Questions:

The attached questions were hand-written and submitted during the conference:

# Questions

1 For individual coverage, please provide number of staff members

2 Kindly explain how to 2% tax will be charged. As part of the premium?

3 For the excess coverage, must it be requested at the effective date? Or at any point during the contract year?

4 How is a “new born” classified, at the hospitalization? At discharge?

Conclusion

Prospective offerors were reminded to start registration on Sam.gov and to check for updates on the solicitation at SAM.gov. The conference concluded and attendees were thanked for their presence and expression of interest in serving the U.S. Government. The meeting was adjourned.

Disclaimer: These minutes are for information only. They do not change the solicitation. Any changes will be made only through a formal amendment.

Prepared by: Procurement Supervisor, Elisa Gillett Approved by: Contracting Officer, Salman Khalil