19DR8619Q0002_LE_Staff_Life_Insurance_Pre-Proposal_Minutes_and_QA.pdf

Embassy of the United States of America

Santo Domingo, Dominican Republic

SantoDomingoContracts@state.gov 809.368.7675 Av. República de Colombia #57, Altos de Arroyo Hondo

June 3, 2019

Minutes From Pre-Proposal Conference of May 30, 2019 for Solicitation Number

19DR8619Q0002, LE Staff Life Insurance

Introduction

The Contracting Officer welcomed all attendees, introduced the Contracting Specialist, HR

Specialist, HR Assistant, and Procurement Supervisor.

Discussion of the Solicitation Package

The following sections of the solicitation were highlighted:

Necessary sections of the solicitation that need to be provided:

1. SF-33

2. Section B, Pricing Schedule

3. Section B, Retention Amounts in B.7

4. Section K, Representations and Certifications;

5. Additional information as required in Section L.

DUNS/NCAGE/SAM registrations importance and general instructions for overseas vendors on how to register.

Importance of Defense Base Act (DBA) insurance premium costs covering employees be included in proposal. Instructions on where to obtain insurance.

Explanation of Administrative Retention Amounts (B.7) and Economic Price Adjustment

(B.8) sections of solicitation.

Questions:

The attached questions were asked during the conference or prior to the conference.

Conclusion

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

Sincerely, Phillip de Souza

Contracting Officer

Enclosure:

Questions and Answers

Questions & Answers Solicitation 19DR86-19-Q-0002

LE Staff Life and Disability Insurance

1. Will we receive a list of dates of births and salaries?

You may refer to Exhibit A and B (page 57-58) for information on Employees salary categories and proportion of male and female employees for each category.

2. What is the DBA Insurance, how do we get it and the requirements?

Defense Base Act Insurance is Department of Labor requirement for contracts with the USG overseas. For coverage information, see Section L (page 47).

3. B.6.1 Base Year of Contract. In the Column “estimated payroll (Bi- Weekly in DOP$) (g)”, those 14.3 million is that biweekly salaries that will be multiply by 2 to arrive at a monthly salary to multiply by 20 and 24 to arrive at the total insured amount per person? Please confirm.

The 14.3 million is the Estimated By-weekly Payroll. Please see section B.6.1 on Page 2 for calculations.

4. The insurance premium will be calculated biweekly, is this so? Please bear in mind that the invoicing is done monthly.

Please see section B6.1 Base Year of Contract on Page 2, Section G.2 Invoice and Payment Submission on page 17, and Section H.3 Ordering Procedures on page 19.

5. 2.1.3 Partial and total disability coverage is this coverage the one referred as pago anticipado del capital por incapacidad total y permanente?

Yes, Please see Section C.2.1.3 for Partial and Total Disability Coverage and Benefits amount.

6. What is the DUNS / NCAGE / SAM systems and what is FAR.52.204-7?

FAR provision 52.204-7 is the System for Award Management. Vendors that want to do business the USG need to register in SAM. In order to register in SAM you need a DUNS number and NCAGE Code. See the SAM Quick Start guide for international Registrants for reference. You can go to www.SAM.gov for more information.

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7. Can you define if the proposal is over a fixed insured amount or a salary multiplier where if the employee dies their life insurance consist of X amount their annual salary. Can you give us the salary multiplier and a detail of the salaries of every employee?

See Section C.2.1.1 and Section C.2.1.2 (page 8) for coverage amounts, Exhibit A and B (page 57-58) for information on Employees salary categories and proportion of male and female employees for each category.

8. The Accident rate or “Indice de Siniestralidad” The information that the U.S. government is providing related to this solicitation is in the Solicitation Package.

9. What companies provide DBA Insurance?

The offeror may obtain DBA insurance directly from any Department of Labor approved providers at the DOL website at http://www.dol.gov/owcp/dlhwc/lscarrier.htm. Any provider on the list marked DB on the acts covered column can provide coverage. AIG, Allstate, Liberty Mutual and Fidelity are among the providers on the list.

10. How do you handle pre-existing conditions?

Section L.4.3.1 Management Approach subsection (b) Plan Administration requires that offerors provide “Procedures for reviewing claims (including where and how claims will be processed and settled)”.

11. Can we use a 3rd Party Broker?

The solicitation does not address this issue. However, section L.4.3.1(b) of the solicitation requires offerors to provide information on plan management as part of their offers.

12. Can bids be late?

Bids will be handle in accordance to FAR 52.214-7 Late Submissions, Modifications, and Withdrawals of Bids. Exceptions will be made to allow offerors to include Defense Base Act Insurance rates into their proposal price. Offerors must notify in advance if more time is required by emailing SantoDomingoContracts@state.gov.

13. Is there a fee for DUNS/NCAGE/SAM Registrations?

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No, DUNS/NCAGE/SAM Registrations are free.

14. Which departments of the company need to complete the

DUNS/NCAGE/SAM Registrations?

Whomever is capable of providing all the information necessary to complete the registration. The Legal department and Sales department are usually the ones who can provide the necessary information.