19CY6026R0001 -LES Health Insurance Services Solicitation QA1.pdf

AMERICAN EMBASSY NICOSIA

LES HEALTH INSURANCE SOLICITATION

SOLICITATION NO.: 19CY6026R0001

QUESTIONS AND ANSWERS NO.1:

The following question has been asked regarding this Solicitation:

1. Kindly clarify the reference to the James Zadroga 9/11 Act in relation to taxation. What are the implications for the Offeror?

Pursuant to Section 5000C of the Internal Revenue Code (established by the James Zadroga 9/11 Health and Compensation Act), a 2% excise tax may apply to payments made by the U.S. government to foreign entities for goods or services provided under federal procurement contracts. In this case, services will be provided in Cyprus, which is a signatory to the World Trade Organization Government Procurement Agreement (WTO GPA). Offerors must submit a completed IRS Form W-14 with their proposal to claim the exemption.

2. What are your requirements regarding the onboarding process? Would you accept existing members (members who are currently covered by the existing insurance provider) completing a Personal Information and GDPR consent form?

Yes. All members covered by the insurance are required to complete a Personal Information and GDPR consent form.

3. Will any new members be added to the Group Policy during the insurance period be required to undergo medical underwriting (i.e., completion of a Health Questionnaire)?

All members will be enrolled “as they are”, this includes any and all pre-existing conditions,

4. May our proposal be submitted in EUR?

Yes, the proposal can be submitted in Euros.

5. We follow a defined claims procedure. How flexible are you regarding turnaround times and process flow?

All claim documentation is required to be reviewed within 3 days of submission. Any need for additional information must be sent to the claimant within 3 days.

6. Please elaborate on the statement that USG may place orders for a minimum of 50 employees and a maximum of 2,500 employees for the base year and option year.

This refers to the minimum and maximum number of employees which may be covered for the base year and all option years of the contract.

7. Please confirm whether the Contractor has the right to adjust pricing after the first insurance period.

Price adjustments can be made as per Section B.4 of the solicitation.

8. Regarding the Excess Cover of €193,000 per employee, the solicitation indicates that premiums should be paid directly to the insurer if members opt into this coverage. If direct payments from members are not feasible, would you be flexible on the payment arrangement?

In the event that an insured member reaches the maximum coverage of €193,000 per contract year, and they wish to extend the amount for an additional €193,000, they are responsible for the 100% contribution payment to be made to the Contractor.

9. The RFP requires a brochure to be submitted within 20 days of contract award. Will an electronic version be acceptable?

Yes, an electronic version of the brochure is acceptable.

10. The RFP states that additions and deletions of members will be communicated via task order. Please clarify your expectations regarding the invoicing process.

A task order is issued prior to the beginning of each month with a listing of the members that are covered. During the month there may be additions or deletions to the coverage. At the end of the month the initial task order is modified to reflect any changes that occurred during the month.

Based on the final modification of the task order the Contractor will submit their invoice for payment.

11. Section J includes employee statistics and numbers. Should these be used for proposal preparation, or will a separate list be provided detailing members and dependents?

Information provided in the solicitation is for proposal purposes only. Upon awarding the contract the successful Contractor will be provided with a detailed list of all members and dependents.

12. What is the anticipated contract award date?

The anticipated award date is March 1, 2026.

13. During the pre-proposal session, it was mentioned that coverage must also extend to north Cyprus. Please confirm.

The Health Insurance services are for all Locally Employed Staff in Cyprus in its geographical location meaning island wide, including north Cyprus.

14. Please provide the name of the current Contractor.

The current Contractor is Bulstrad Life Vienna Insurance Group EAD.