Minutes of pre-proposal conference and Q A Final Draft (002) - SIGNED.pdf

EMBASSY OF THE UNITED STATES OF AMERICA

Minutes of Pre-Quotation Conference Solicitation number 19CB6020R0017

“the Provision of Life Insurance for Locally Employed Staff, of the U.S. Embassy Phnom Penh”

September 14, 2020

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-Quotation Conference of August 14, 2020

Introduction

The Contracting Officer welcomed all attendees, introduced the following staffs to the attendees:

- Contracting Officer/GSO

- Representatives of HRO (HR Officer & HR Supervisor)

- Procurement Supervisor

- Procurement Agent

Discussion of the Solicitation Package

1. Contracting Officer explained the purpose of the conference is to brief the overall solicitation requirements, combating trafficking in person and system for award management. The offerors were encouraged to read through all the sections and follow the instructions in the solicitation, so they will be able to submit complete quotations. Any question can be asked and will be answered in writing, sent to all prospective offerors, and posted on the Embassy’s website and https://beta.sam.gov after the conference.

2. The following sections of the solicitation were highlighted:

• Section 1 through 5 were highlighted in brief;

• Section 3 & 4 were brought to the attention of the offerors to ensure they will comply with the solicitation provisions and requirements and submit complete proposals;

https://gcc01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fbeta.sam.gov%2F&data=02%7C01%7CPhonC%40state.gov%7C8eb95ea2ae0946e122de08d8382ff8c9%7C66cf50745afe48d1a691a12b2121f44b%7C0%7C0%7C637321126004592892&sdata=WDOMSkustlbUI7reIi897Pa6JnC7sZ20gb1cEajrto0%3D&reserved=0

• Contracting Officer briefed the description/work statement in the solicitation, and explained the requirements for this Services.

• Quotation due date and time: 4:00 PM, local time on October 9, 2020. No quotation will be accepted after this time;

• Combating Trafficking in Persons (52.222-50) was mentioned;

• System for award management was explained to the offerors. They were encouraged to register in Beta.sam.gov as soon as possible and prior to the submittal of their quotations. A copy of registration guidance was provided to them.

Questions:

• All questions asked during the conference will be answered in writing, sent to all prospective offerors and posted on the https://beta.sam.gov as soon as possible, and the offerors were encouraged to submit questions sooner rather than later.

• The attached questions were asked during the conference, and the answers attached with these minutes take precedence over those during the conference.

Conclusion

The conference concluded and attendees were thanked for their presence and expression of interest in serving the U.S. Embassy Phnom Penh. The meeting was adjourned.

Sincerely, M. Alex Thurn Contracting Officer Enclosure: Questions and Answers https://gcc01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fbeta.sam.gov%2F&data=02%7C01%7CPhonC%40state.gov%7C8eb95ea2ae0946e122de08d8382ff8c9%7C66cf50745afe48d1a691a12b2121f44b%7C0%7C0%7C637321126004592892&sdata=WDOMSkustlbUI7reIi897Pa6JnC7sZ20gb1cEajrto0%3D&reserved=0

EMBASSY OF THE UNITED STATES OF AMERICA

September 14, 2020

First Set of Questions and Answers Solicitation number 19CB6020R0017

Questions have been received regarding the solicitation for “the Provision of Life Insurance 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.

The questions and answers are as follows:

Q1: Could you provide the number of Employees and Title of the Employees?

Answer 1: Please refer to the updated Exhibit A & B in the solicitation amendment 0002.

Q2: Do you have to present our proposal first or submit quote directly?

Answer 2: Please submit your proposal per instructions in section L of the solicitation document.

Q3: Shall we offer all option years prices?

Answer 3: Yes.

Q4: Validity of Quotation?

Answer 4: Please refer to Section A of the solicitation document, column no. 12 mentions 120 calendar days. Longer validity period is requested.

Q5: Option (1) For more accurate on pricing, we need ID staff, Date of Birth, Gender, and Salary.

Option (2) if salary cannot provided we need ID staff, Date of Birth, and Gender.

Answer 5: Please see an updated Exhibit A in the solicitation amendment 0002.

Q6: I would request for your employee information including: name, date of birth, gender, nationality and position. You may use our template, kindly find the attached Appendix Employee Census excel file for your reference.

Answer 6: Please see an updated Exhibit A in the solicitation amendment 0002. All insured employees are local/Cambodian citizen.

Q7: May I know how much sum insure amount per person you want to request in that quotation?

Answer 7: Please see section B.3 in the solicitation document, and offeros are required to provide price quotation/premium based on the information provided, per employee’s data and estimated bi-weekly payroll.

Q8: How you classify the sum insure amount ? By staff level or same level of employee?

Answer 8: All current employees will receive the same benefit level, 24 times or 31 times of their monthly basic salary, regardless of their profile.

Q9: On Page 1, you ask for a pricing schedule (#2) but how does this differ from what you ask in #3 – the completion of the charts in B3?

Answer 9: For the pricing purpose, please fill in table B.3.1 until B.3.6, and B.4.2. Please refer to solicitation amendment 0002 regarding the revised B.4.2

Q10: When I calculate the total payroll from Exhibit A (page 32) the total annual payroll equates to USD 7,800,825 but how does that figure transform to the USD 311,953 value listed as ‘bi-weekly in thousands’ in the B3 charts ? I’ve added an xls to show my workings.

Answer 10: Please see an updated Exhibit A in the solicitation amendment 0002.

Q11: In terms of benefits, do you have a particular AD&D schedule in mind?

Answer 11: We do not have any particular AD&D schedule to share with you. Please refer to Section C in the solicitation in terms of benefits.

Q12: As I’m sure you know, with Life insurance, a key pricing factor is the age & gender composition of any group. Unfortunately your Exhibit A does not provide any such information. Are you able to provide a census with all 579 employees noting each ones date of birth, gender, grade & actual annual salary ? Failing that, are there any other charts you can share with us that will allow us to make some assumptions.

Answer 12: Please see an updated Exhibit A in the solicitation amendment 0002.

Q13: Can you also share with us the historic claims experience. Ideally, for the last 5 years, with individual claim values in each year. Please confirm the renewal date. Noted the date for closing the bidding process is 9th September. Can you please confirm when you expect to make a decision.

Answer 13: This is our first life insurance solicitation; thus, there is no historic claim experience. The deadline for submitting the proposal is extended to October 9th, 2020, referenced in the solicitation amendment 0001.

Q14: In the document on section C, you provide on only number of staff and average salary. Could we get staff gender and date of birth?

Answer 14: Please see an updated Exhibit A in the solicitation amendment 0002.

Q15: On page 4, what does it mean by (c x 26) and why? Because the amount of life coverage of each employee is base up on 24 time of monthly basic salary and the amount of accidental death and disability is 31 times of month basis salary.

Answer 15: The estimated payroll amount is per bi-weekly (in another words, pay period), and there are in total 26 pay periods per year. The premium pay rate must be provided in bi-weekly figure and the amount of insurance coverage is based on monthly basic salary.

Q16: On page 6, can you explain more about what is ADMINISTRATIVE RETENTION? And how it works?

Answer 16: Please refer to its definition in section B.4 of the solicitation document.

Q17: Can you give some guidance on how to fix price adjustment for First Option Year to Fourth Option Year?

Answer 17: Please refer to Economic Price Adjustment (EPA) definition in section B.5 of the solicitation document.

Q18: Does insurance company has option not to renew during any option year?

Answer 18: Please see 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) in the solicitation document.

Q19: What are those occupation of those employees including the ORE staff to be insured? Are some of them armed with guns or weapons?

Answer 19: Please see the updated Exhibit A and B in the solicitation amendment 0002. None of them carry weapons.

Q20: If there is armed staff, do let us know who is him/her specially

Answer 20: No, there is no armed staff.

Q21: If you can supply us the full list with gender and date of birth, could you also send us the salary of each staff too? (we don’t need their name to keep this info confidential.)

Answer 21: Please the updated Exhibit A in the solicitation amendment 0002.

Q22: Base on document, we don’t see that you request Total Permanent Disability result from sickness or natural cause, so please make sure that there is no requirement for this.

Answer 22: Disability can result from accident or natural cause.

Q23: Sections 12 - 18 (to be completed by AIA KH), What is Code & Facility?

- Section 13 Discount for Prompt Payment

- Section 15 Code & Facility

- Section 16 Authorized Person

Answer 23: With reference to Section A, at this time of preparing your proposal, Code and Facility is not required, section 15 is not applicable, and section 16 requires NAME AND TITLE OF PERSON

AUTHORIZED TO SIGN OFFER.

Q24: As requested in Page 1 of RFP, what is this? Is this our GTL Policy Proposal & Provisions?

Answer 24: We do not understand this question.

Q25: Section B.3 - Group Life includes, Submission Requirements - Completion of Tables B.3.1 to B.3.6 & B.4 only?

Answer 25: For the pricing purpose, please fill in table B.3.1 until B.3.6, and B.4.2. Please refer to solicitation amendment 0002 regarding the revised B.4.2 to read as follows:

Natural Death/Life Insurance, and Accidental Death & Disability/Dismemberment (AD&D).

Q26: Types of Insurance (as per B.3) Natural Death/Life Insurance, is Accidental Death Additive to the Natural Death or Compliment

Natural Death?

Partial & Total Disability Coverage, Is Partial and Total Disability restricted to Accident only?

Answer 26: They are separate benefits, the amount of coverage for natural death is 24 times of monthly basic salary and 31 times for accidental death.

Please refer to solicitation amendment 0002 regarding the revised B.4.2 to read as follows:

Natural Death/Life Insurance, and Accidental Death & Disability/Dismemberment (AD&D).

Q27: Group Life Insurance Definitions, Section C3, only provides definition of Total & Permanent Disability. Is this applicable to the ADD & TPD coverage? Is mental impairment restricted to Accident only?

Answer 27: This is applicable to AD & D. Mental impairment is in the category of disability/dismemberment.

Q28: Section F4 - List of reports and deliverables, Not listed as submission item. Is this required?

Answer 28: Please refer to C.2.7. Brochure Requirement, and reports/deliverables will be discussed during post contract award meeting

Q29: Exhibit B ORE, Are these ORE Employees under contributory Insurance? Can we have individual Census Details (by Age,sex, Annual Salary), (if no for a.) average age, % of females, and maximum individual Salary for each Grade, General description & proportion of staff in each job nature of the staff.

(to assess occupational risk for example security staff, Drivers, etc)., and Historical Claims experience.

Answer 29: Please refer to the updated Exhibit B in the solicitation amendment 0002.

Q30: Age of Staffs Band Age No. of Staff 15 – 30 31 – 40 41 – 50 51+

Answer 30: Please refer to the updated Exhibit A & B in the solicitation amendment 0002

Q31: Proportion of Gender

Gender No. of Staff Male Female

Answer 31: Please refer to the updated Exhibit A & B in the solicitation amendment 0002.