19CY6022R0001_Conference_Minutes.pdf

AMERICAN EMBASSY NICOSIA

LOCALLY EMPLOYED STAFF (LES) LIFE INSURANCE

SOLICITATION NO.: 19CY6022R0001

MINUTES OF PRE-PROPOSAL CONFERENCE

NOVEMBER 29, 2021

Attendees

Bulstrad Life Vienna Insurance Group EAD

Eurolife

Universal Life

Introduction

The Contracting Officer James Chynoweth opened the virtual conference by thanking the participants for coming and introducing Embassy personnel.

The Contracting Assistant Aliki Evangelidou followed by stating that the purpose of the pre-proposal conference was to discuss the work statement, review the mandatory requirements for submission of the quotation, and attempt to clarify issues so that all offerors have the same information on which to prepare their quotations.

Ms. Evangelidou outlined the agenda and explained that only written questions would be accepted. Written responses will be posted on the internet via Sam.gov (http:// sam.gov) and a record of the pre-proposal conference will also be posted on the internet via Sam.gov (http:// sam.gov)

The mandatory requirements for submission of the solicitation

• Standard Form – 33 (page 1)

Items in block 12-18 shall be completed. The DUNS number should be included in Block 15A.

• Section B – Pricing (pages 2 - 5)

B.6 – Prices.

Place the pricing structure in this section. Annual premium per 1,000euros of salary. Include only one flat rate for each line item, per contract period (Base Period and Four Option Year

Periods).

B.7 – Administrative Retention Amount. Place the retention amount for each period of performance (one year) rate in this section. The retention amount is the part of the premium which includes costs such as overhead, general administrative costs and profit. Include only one amount per category and not a percentage of the premium.

B.8.1 – Premium may be adjusted based on the claims experience. This may be adjusted upward or downward and outlines the formula and information required.

• Section C – Work Statement (pages 6 – 9)

This section describes the life insurance benefits. Proposals that contain more benefits (or less) than those stated in the solicitation (even if there is no increase in cost) may be deemed technically unacceptable.

• Section E – Quality Assurance & Surveillance Plan (pages 11 - 12)

This section describes the standard for the level of services required.

• Section F – Deliveries of Performance (pages 13)

The period of performance is one year with four, one-year options to renew.

• Section G – Contract Administration Data (pages 14 - 15)

This section describes the COR duties, monthly invoicing and payment requirements.

• Section H – Special Contract Requirements (pages 16 - 18)

This section describes the ordering procedures, claim reimbursement procedures and reporting requirements.

• Section I – Contract Clauses (pages 19 – 34)

This section incorporates the Contract Clauses either by reference or in full text.

• Section J – Attachments (pages 35 – 38)

This section provides a listing of Employee Statistics (Gender / Year of Birth / Salary).

• Section K – Representations, Certifications and Other Statements of Offerors

(pages 39-57)

Complete as appropriate and submit certificates and representations.

• Section L – Instructions, Conditions and Notices to Offerors (pages 58 - 64)

This section lists the minimum information that must be included in your proposal. Please include any other information you believe would be important in evaluating your quotation.

Proposals - shall be submitted in three (3) volumes.

Volume 1 – Standard Form 33 & Section K – Representations, Certifications and Other

Statements. Submit two (2) copies.

Volume 2 – Price Proposal complete Section B, which includes pricing for the base year, four

(4) option years and the retention amount. Submit two (2) copies.

Volume 3 – Technical Proposal. Submit four (4) copies.

L.4.3.1 (a) Understanding of the Requirement. Offeror must demonstrate that it understands the requirements of the solicitation.

L.4.3.1 (b) Plan Administration. The offeror must demonstrate how it plans to perform the contract.

L.4.3.2.1 Experience & Past Performance. The offeror shall include a list of contracts that it has held over the past three years for the same or similar work.

L.4.3.2.2 Licensing Information. Offerors shall include a notarized copy of the license/certificate/accreditation which demonstrates that the offeror is licensed or otherwise authorized by the Government of Cyprus to provide life insurance coverage to persons in

Cyprus.

L.4.3.3 Profit Sharing Credit. The offeror shall describe the profit sharing credit program, if available.

L.4.3.4 Employee Pool. The offeror shall describe the pool that will apply to the employees under the contract, if available.

L.9 Financial Statement. The offeror shall include a statement of its financial condition, including a profit & loss statement, balance sheet and cash flow statement.

• Section M – Evaluation Factors (pages 65 - 67)

This section explains how the U.S. Government will evaluate the proposals. Evaluation is divided into two sections; pricing aspects of the offer and technical aspects of the offer.

Pricing. The U.S. Government reserves the right to reject any proposals that are unreasonably high or low in price.

Technical Evaluation. This section explains how the U.S. Government will analyze the offeror's proposal based on the information requested. Failure to provide the information requested, or to comply with our requirements, may result in rejection of your proposal.

Award will go the lowest priced, technically acceptable, responsible offeror.

Conclusion

The Pre-Proposal Conference concluded and participants were thanked for their attendance and expression of interest in serving the U.S. Government.