19CY6026R0001 - LES Health Solicitation Pre-Proposal Conference Minutes.pdf

AMERICAN EMBASSY NICOSIA

LOCALLY EMPLOYEED STAFF

HEALTH INSURANCE SERVICES

SOLICITATION NO.: 19CY6026R0001

MINUTES OF PRE-PROPOSAL CONFERENCE

DECEMBER 16, 2025

Attendees

ERB CYPRIALIFE LTD

Introduction

The Contracting Officer, Shawn Peebles, opened the conference by thanking the participants for coming and Embassy personnel introduced themselves. Mr. Peebles outlined his responsibilities as Contracting Officer.

The Procurement Specialist, Aliki Evangelidou, followed by stating that the purpose of the pre-quotation conference was to discuss the work statement, mandatory requirements for submission of the proposal 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 as well as a record of the pre-proposal conference will be posted on sam.gov.

The mandatory requirements for submission of the solicitation

• Standard Form - 33. (page 1) Items 12 – 18, shall be completed.

• Section B. (pages 2 - 7) B.2 – Prices. Place the pricing structure in this section (Bi-weekly premium). Include only one flat rate for each line item, per Contract period (Base Period and Four Option Year Periods).

Include Bi-weekly premium for Rider Category but is not included in the Totals of B.2.9.

B.3 - Administrative Retention Amount: Place the retention amount in this section. The retention amount is the part of the premium which includes costs such as overhead, general administrative costs and profit. It covers all costs except the actual portion of the premium intended to fund claims. Include only one amount per category, and not a percentage, per Contract period.

B.4.1 - 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 8 - 13) This section describes the health insurance benefits.

• Section E, Quality Assurance & Surveillance Plan. (pages 15 - 16) This section describes the standard for the level of services required.

• Section F, Deliveries or Performance. (page 17) This section outlines the period of performance and where reports and other deliverables shall be delivered. All correspondence shall be in English.

• Section G, Contract Administration Data. (pages 18 - 19) This section describes the Contracting Officers Representative's (COR) duties, monthly invoicing, and payment procedures.

• Section H, Special Contract Requirements. (pages 20 - 22) This section describes the ordering procedures, claim reimbursement procedures and reporting requirements.

• Section I, Contract Clauses. (pages 23 - 38) This section incorporates contract clauses either by reference or in full text.

• Section J, Exhibits. (pages 39 - 41) This section contains employee, ORE, and claims experience statistics.

• Section K, Representations, Certifications and Other Statements. (pages 42 - 61) Complete as appropriate and submit certifications and representations. Fill in the blanks.

• Section L, Instructions, Conditions and Notices to Offerors. (pages 62 - 68) 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 proposal.

Submit completed IRS Form W-14.

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

Volume 1 - Standard Form 33 & Section K – Representations, Certifications and Other Statements and completed IRS Form W-14. Submit two (2) copies.

Volume 2 – Price Proposal complete Section B, which includes pricing for the Base Year, four

(4) option years, 6 months extend option and the retention amounts. Submit two (2) copies.

Volume 3 – Technical Proposal. Submit four (4) copies and four (4) separate parts:

Part 1 - Health Insurance Services C.1 describes the minimally acceptable levels of coverage. Offerors may propose additional or higher coverage, but evaluations will be done on meeting the minimum coverage.

Part 2 - Understanding of the Requirement. Offeror must demonstrate that they understand the requirements of the solicitation acceptable approach to managing the contract.

Part 3 - Experience & Past Performance. The offeror shall include a list of contracts that they have held over the past three years for the same or similar work.

Part 4 - 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 health insurance coverage to persons in Cyprus.

L.4.3.3 (page 65) Profit Sharing Credit. The offeror shall describe whether the plan offered will be subject to participation in any profit-sharing credit program or pooling agreement.

L.4.3.4 (page 65) Employee Pool. The offeror shall describe the pool that will apply to employees under this contract.

L.9 (page 68) Financial Statement. The offeror shall include a statement of its financial condition, including a profit & loss statement, balance sheet and cash flow statement for the last three (3) years certified by a third party.

• Section M, Evaluation Factors. (pages 69 – 71) 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.

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

All information/correspondence must be in English.

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

Questions received will be distributed with the appropriate answers under Questions and Answers No.: 1.