Minutes_of_PreProposal_conference_and_Q&As_(Health_Insurance).pdf

EMBASSY OF THE UNITED STATES OF AMERICA

Minutes of Pre-Proposal Conference

Solicitation 19CB6018R0001 for the Provision of Health Insurance Services for Locally Employed

Staff of the U.S. Embassy Phnom Penh

December 19, 2017

General Services Office

U.S. Embassy Phnom Penh

#1, Street 96, Phnom Penh, Cambodia

Tel: 023 728 000; Fax: 023 728 400

Minutes from Pre-Proposal Conference of November 16, 2017

Introduction

The Contracting Officer welcomed all attendees, introduced the Embassy staff to the attendees.

Discussion of the Solicitation Package

1. Contracting Officer explained the purpose of the Conference is to brief prospective offerors on solicitation requirements. The offerors were advised to thoroughly read all sections and follow all instructions in the solicitation. Contracting Officer stated all questions must be submitted in writing and will be answered and posted on the FedBizOpps site as soon as possible after the conference.

2. The following sections of the solicitation were highlighted and briefed in slide presentation:

Section A through M were highlighted in brief;

COR briefed the description/specifications/work statement in the section C of the solicitation, and asked the offerors to read and understand the whole section;

Section L and M were brought to the attention of the offerors to ensure they will comply with the solicitation provisions and requirements and submit complete proposals;

Proposal due date and time: 4:00 PM, Cambodian local time, on December 29, 2017. No proposal will be accepted after this time unless the due date is extended by a formal amendment posted on the FedBizOpps site;

Electronic Proposal is Acceptable;

Combating Trafficking in Persons (52.222-50) and Defense Base Act were briefed on its definition, policy, and contractor requirements;

EMBASSY OF THE UNITED STATES OF AMERICA

December 19, 2017

First Set of Questions and Answers

Solicitation 19CB6018R0001 for the Provision of Health Insurance Services for Locally Employed Staff of the

U.S. Embassy Phnom Penh

Note to Offerors:

The information contained within these questions and answers is provided for informational purposes and under no circumstances shall it be construed to change any terms or conditions or requirements within the solicitation. If any answer does address a change in the solicitation, it will reference an Amendment. In addition, for any answer provided regarding the claims data incurred under the existing contract, please be advised that this data may not be indicative of future claims and could change.

Therefore, it is each offeror’s decision on whether to use or not to use this information. However, under no circumstances shall the U.S. Government be liable for this data or shall it become the basis for a request to adjust the premium rates once the contract is awarded. Any changes in the premium rates will be in accordance with the requirements stated in the Economic Price Adjustment clause B.4.

The questions and answers are as follows:

Q1: Please provide information of covered individuals:

Age/DOB

Sex- Female or Male

Answer 1: Please refer to Section J, Exhibit A.2 of the solicitation document.

Q2: Dependent status i.e., Coverage for:

Employee (E)

Employee & Spouse (E/S)

Employee & Children (E/C)

Employee, Spouse & Children (E/S/C)

Answer 2: Please refer to Section C1.1.13, Maximum Annual Coverage.

Q3: Date contract is expected to start

Answer 3: The contract is anticipated to be awarded in second quarter of 2018.

Q4: Please advise if previous benefit schedule for health insurance is the same as the benefit schedule currently being requested. If so, please provide a description of benefits.

Answer 4: The previous benefit schedule for the health insurance is the same as the benefit schedule currently being requested. Please refer to Section C – Description/Specification/Work Statement of

Solicitation Document for details of benefit levels.

Q5: Are there any persons who are currently hospitalized? If yes, please provide number.

Answer 5: Prospective offers are advised that we are not able to provide the specific number of insured members who are currently hospitalized because this information is only available after the insured members have been medically discharged from the hospitals. However, prospective offerors are advised insured members which were hospitalized and discharged prior to October 29, 2017, these hospital costs have been included in the claims data provided in the answer to question 15.

Q6: Are any major illnesses (i.e. hemodynamics, open heart surgery, orthopedic major surgeries, organ transplants, traumatic accident, cancer and oncology cases) being treated? If yes, please provide number

Answer 6: Yes, there were 6 major illnesses. These claims for these illnesses are reflected in the claims information stated in the answer to question 15.

Q7: Are there any pregnant employees/spouses? If yes, please provide number.

Answer 7: There are 14 pregnant employees/spouses.

Q8: Are there any catastrophic cases (in excess of $10,000) within the last year to date? If yes, please provide numbers and status of claim – paid/incurred.

Answer 8: With reference to C.1.1.13 of the solicitation, the maximum annual reimbursement, not including expenses covered under C.1.1.4, is US$2,000 for singles and US$4,000 for couples/families per contract year. So, there was no reimbursement in excess of $10,000 within the last year to date.

Q9: Are there any HIV/AIDS cases? If yes, please provide total number.

Answer 9: No, there are not any HIV/AIDS cases.

Q10: Current vendor information:

a. Name

b. Contract number

c. Value

d. Date of award

e. Date of expiration.

Answer 10:

a. Name: Infinity General Insurance Plc, Phnom Penh, Cambodia

b. Contract number: SCB60013D0001

c. Value: See the premium amounts stated in Answer 17

d. Date of award: May 20, 2013

e. Date of expiration: May 26, 2018

Q11: Please provide membership each of last 3 years by Single, Married and Family Status.

Answer 11: Coverage members for each plan for the last 3 contract years:

Plan June 01 2014 -

May 30, 2015

May 31, 2015 –

May 28, 2016

May 29, 2016 –

May 27, 2017

Single 161 171 181

Couple 237 244 241

Family 1314 1367 1415

Q12: Percentage of local nationals.

Answer 12: 100% of covered employees is locally employed staff, Cambodian nationals.

Q13: Are there dependent children to be covered who are studying outside the country? If yes, please provide the country and number of dependent children studying there.

Answer 13: There are currently three dependent children, two are in the United States and one is in

Australia.

Q14: Location(s) of insured employees.

Answer 14: Four employees are currently based in Battambang Province, the rest are in Phnom Penh.

Q15: Claims history for health insurance for the current year and each of the last 5 years.

Answer 15: Claims history for health insurance for the current year and each of the last 5 years. The below information includes information from the current (years 2013-18) and previous contract (2012-

13). Offerors are advised the data provided in the entry of June 03, 2012 through June 01, 2013 is from a different contract, and for which there are differences in the requirements as well as terms and conditions.

Contract Year Number of Members Total amount of insurance claims

(USD)

June 03 2012 – June 01 2013 2138 $531,530.15

June 02 2013 – May 31 2014 2116 $368,992.57

June 01 2014 – May 30 2015 1712 $401,858.05

May 31 2015 – May 28 2016 1782 $452,634.95

May 29 2016 – May 27 2017 1836 $461,445.60

May 28, 2017 – Oct 31 2017 1819 $194,608.97

Q16: Do the above claim numbers include claims from ORE employees? (if applicable)

Answer 16: The above claim numbers (in answer 15) do not include claims of ORE employees.

Q17: Premium history for health insurance for the current year and each of the last 5 years.

Answer 17: Premium history for health insurance for the current year and each of the last 5 years. The below information includes information from the current (years 2013-18) and previous contract (2012-

13). Offerors are advised the data provided in the entry of June 03, 2012 through June 01, 2013 is from a different contract, and for which there are differences in the requirements as well as terms and conditions.

Contract Year Number of Members Total amount of insurance premium

(USD)

June 03 2012 – June 01 2013 2138 $805,948.76

June 02 2013 – May 31 2014 2116 $591,534.30

June 01 2014 – May 30 2015 1712 $507,425.84

May 31 2015 – May 28 2016 1782 $570,046.98

May 29 2016 – May 27 2017 1836 $657,523.88

May 28, 2017 – Feb 03 2018 1819 $460,870.86

Q18: Did the premium history for insurance include the VAT? If so, what percentage of VAT was included in the historical premiums?

Answer 18: The premium history for insurance did not include VAT. The VAT is not applicable under the current contract and as such, it is not included within the premiums or any contract costs.

Q19: Average insured member counts for the current year and EACH of the last 5 years - 2017 (till now), 2016, 2015, 2014, 2013, 2012. It is standard practice in the insurance industry (and in other

Department of State insurance solicitations) to provide this information to ensure equal/fair opportunity for all offerors in an open solicitation.

Answer 19: Average insured member for the current year and each of the last 5 years – 2017 (till now):

Plan June 03 2012-

June 01 2013

June 02 2013-

May 31 2014

June 01 2014 -

May 30, 2015

May 31, 2015 –

May 28, 2016

May 29, 2016 –

May 27, 2017

May 28 2017 –

Nov 12 2017

Single 207 214 161 171 181 163

Couple 263 297 237 244 241 211

Family 1669 1605 1314 1367 1415 1445

Q20: When is this plan likely to commence?

Answer 20: Please see the answer to question 3.

Q 21: Would you please send us your “Last 3 Years Claim Experience” with your current insurer?

Answer 21: Please see the answer to question 15.

Q 22: What is the expected start/renewal date of the health insurance scheme. Is this 01/01 ? or is there any possibility to start later to allow for a smoother transition?

Answer 22: Please see the answer to question 3. We have no plan to start the new contract later than second quarter of 2018.

Q 23: Is any claim experience available? Details of past year medical expenses, benefits if different and population?

Answer 23: Claim experience is provided in this Q & As. Please see the answer to question 15. Benefits levels in the solicitation are the same as in the current contract. For details of covered individuals, please refer to Section J, Exhibit A.2 of the solicitation.