19GB5020R0001_Pre-proposal conference - 2.pdf

CONTRACT

FOR GMC

LES HEALTH INSURANCE

Pre-proposal conference – Multi Purpose Room – U.S. Embassy

Libreville

Date: January 14, 2020

Minutes from Pre-Proposal Conference of January 8, 2020 at 10:00.

Introduction

The Procurement Agent welcomed all attendees, introduced the Contracting Officer (CO) Tessa

Henry, the Contracting Officer Representative (COR) Carine Lartey, the Procurement Supervisor

Melanie Ambourouet, and the Human Resources Officer (HRO), Brijin Green.

Discussion of the Solicitation Package

The following sections of the solicitation were highlighted:

- Section A Price

- Section B Scope of Work

- Section H Special Contract Requirement

- Section I Contract Clauses

- Section L Instructions, conditions and notices to offerors

- Section M Evaluation Factors for Award.

The CO did the opening remark to encourage vendor to provide proper offer with sufficient details to allow a good evaluation of the bids.

Procurement agent, Judith Abourou, covered some aspects of sections A, H, I, L and M, then, reinforced the importance to start the registration process in SAM right away as this is mandatory for the current contract.

For this purpose, Procurement office is willing to assist potential vendors. Supplemental guidance document are also provided to help with the registration.

Vendors were reminded that offers shall be in three (3) distinct volumes and should an offeror wish to make different offers, then separate package shall be provided. Vendors must meet or exceed the current requirement.

The COR did a thorough review of the scope of work in Section B and vendors were allowed to ask questions for clarification.

Vendors are allowed to ask further questions up until Tuesday January 14, 2020 at 1500, local time.

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, Tessa Henry

Contracting Officer

Enclosure:

Questions and Answers (1 to 5)

SENSITIVE BUT UNCLASSIFIED SENSITIVE BUT UNCLASSIFIED

Questions & Answers

PART 1 - General Information

- Question 1.1:

Section B.2.1: there is no VAT on insurance contracts in Gabon. Instead, there is an 8% tax and 1% CSS which result in a tax section of 9%.

- Answer: As there are no reimbursement mechanism for taxes other than the VAT, The

Embassy intends to request a certificate of exemption for the tax of 8%. The Embassy currently has an exemption certificate for CSS. The VAT line will be subject to RFP amendment.

- Question 1.2:

Section B.2.3 to B.2.7: we will comply with the presentation of your table but please note that the premium will have to be paid on a yearly basis and not on a monthly basis.

- Question 1.3

For Optional Benefits we noted that the area of coverage as defined in the expiring contract did not include the USA. As a consequence, we will not include this area in our proposal given the impact this would have on the level of premium.

- Answer for questions 1.2 & 1.3: It is solely the responsibility of the company to make an offer. The final decision to make an offer as opposed to another one lies with each company. For details on offer suggested formats and multiple proposals, please refer to

Section L (instructions, conditions and notices to offerors), in Section L.4.3., Part 1, Volume 3, Technical Proposal.

- Question 1.4 :

Section B.3.2 :

We do not understand how we have to fill the table of this section.

In section B.2.3 to B.2.7, there is a split of premium between: a) employee, b) employee

+ 1 and c) family.

What is the correspondence between the two tables? Do we have to report on B.3.2 the retention amount of the premium as follow?

o for employee => a), o for Employee’s Spouse => b) o for Employee’s dependent child => c)

Please clarify.

- Answer : Tables in B.2.3 to B.2.7 are “fixed prices/premium rates for the health insurance services as specified in Section C” as stated in paragraph B.2.2.

The headings of the retention amount table in B.3.2 are subject to Solicitation amendment.

- Question 1.5 :

Section B.3.2 :

The premium being paid on an annual basis, please confirm whether the retention amount that we have to report on the table of this section is the annual amount or the bi-weekly amount of retention. If bi-weekly could you, please confirm how many days does a bi-weekly period of time cover?

Answer : The « note to offeror » and B.3.2 Title will be subject to RFP amendment to read « monthly », instead of « Bi-weekly ». monthly amount instead of bi-weekly amount will be reported in the table in B.3.2.

- Question 1.6 :

Section B.4 :

With regard to the Economic Price Adjustment (EPA)– health Insurance Premium, the internal policy of our company provides for an adjustment on a semi-annual basis.

Answer : Please note that, in our solicitation, the clause in B.4.1 (Premium Adjustment

Based on Experience) mentions that the first 12 months (in other words, during the Base year of this contract), you cannot request an adjustment. After such time, the Contractor or the Government may request an adjustment in premiums on an annual basis. Offerors shall follow instruction in B.4.1 of section B.

- Question 1.7:

When is this plan likely to commence?

Answer : This plan is likely to commence on May 1, 2020.

- Question 1.8:

Are there any HIV/AIDs cases? If Yes, please provide number (please note we are not seeking protected private information, we do not need the names or identification; we just need to know the total number of people who are currently being treated for

HIV/AIDs to assess the risk and price accordingly).

Answer : This is a sensitive information, and it cannot be divulged.

PART 2 - Potential breach of compliance with CIMA or Gabonese regulation (please see attached the related documentation) :

- Question 2.1 :

Section B.3.1 :

The tender is demanding a fixed retention amount whatever the adjustment of the premium in the course of the Option Years. The brokers fees are legally constrained to be a percentage of the net premium. As a consequence we will make a proposal stating a fixed amount of retention for Base Year (including our brokerage fees) based on the minimum legal percentage of remuneration we can get on health insurance but if the premium has to increase (or decrease) the retention amount will increase or decrease the same way. Please advise.

- Answer : Offeror shall follow instructions in B.3.1.

- Question 2.2 :

Section I 52.225-14 :

According to art. 7 of the code CIMA, the contract has to be written in the official language of the State where it is underwritten. Nonetheless, I suppose it is acceptable to have a version in English and agree that it will be the reference document for the interpretation of the contract. Could you please confirm whether or not you will demand an English version of the insurance contract and all other documents related to the management of this contract (bill, endorsement…).

- Answer : The U.S Government writes its own contract and the language that takes preference is English as per FAR 52.225-14 (Section I). All contracts with the U. S

Government must be written in English.

On the other hand, note that the brochure requirement is not in English but in French

(Section C, C.1.6 Brochure Requirement, in C.1.6.1.).

- Question 2.3 :

Section I 52.232-19 :

Gabon is a cash-before cover country according to the art. 13 of the CIMA Code. As a consequence, the premium will have to be paid before the inception date of the contract. Please confirm this is acceptable for you.

Answer : the solicitation will be subject to amendment to include the advance payment clause / provision in line with the CIMA Code.

PART 3 - Administrative question :

- Question 3.1:

My Insurance company has joined 2 years ago a pan African brokerage network.

We are in a process of name change that should be effective around this month. As a consequence, there is few chances that we get the updated fiche circuit prior to the closing date. Please note that the shareholding will remain the same, only our

Company Name will change.

We will then reply to your RFP using the current name and, if awarded, we will set up the insurance policy under the new name. Could you please confirm if this is acceptable for you? If not, could you please tell us what would be the acceptable way to answer your RFP considering the incumbent process?

Answer : Refer to full text of FAR clause 52.204-13 SYSTEM FOR AWARD

MANAGEMENT MAINTENANCE (OCT 2018) which has been incorporated by reference in Section I Contract Clauses.

Furthermore, note that the first two paragraphs of I.1 52.252-2 Clauses incorporated by reference (Feb 1998) provides guidance on the electronic accessibility of the full clauses.

PART 4 - SAM Registration :

- Question 4.1:

As far as I understand what has to be done to be registered within the SAM system, I am registered, and I have registered my company.

However, when logging in I am registered as the individual and it seems my Company is not registered.

Could you please clarify if at this step to be registered as SAM User is sufficient and that I will only have to register my Company when and if awarded or if I have to complete the process by editing the entity information ?

- Answer : Please refer to SAM information contained in the letter to offerors, in FAR clauses 52.204-7 (system for award management oct 2018) and 52.204-13 (system for award management maintenance oct 2018) for full guidance.

PART 5 - Section C : Scope of Work :

- Question 5.1:

C.1.1.15 HIV/AIDS: 100% Reimbursement at a minimum of $10,000 per year

You refer to minimum of $10,000 per year. Kindly clarify if this is a maximum, instead of minimum amount.

- Answer : Note that Title in Section C, C.1.1.15 will be subject to RFP amendment to read

« maximum », instead of « minimum ». You are hereby reminded that that ceiling amount is not included in the annual maximum ceiling amount per family of

XAF35,000,000 as stipulated in C.1.2 Annual Maximum Limit.

- Question 5.2 Immunizations :

Immunizations are normally preventive and are usually not considered an insured product, except for birth or medical conditions requiring such conditions.

- Answer : The immunization is part of the scope of work in paragraph C.1.1.4 Outpatient

Services: Minimum Reimbursement Rate- 80%, this has been part of the expiring contract and is part of the current RFP for which all interested companies will make an offer.

PART 6 - Section J: List of exhibits / attachments:

- Question 6.1:

Solicitation document has included claims history for the years 2014-15, 2015-16, 2016-17, 2017-18 and 2018-19 (until April). Please provide information on claims paid out from 05/01/2019 to 12/31/2019 as well?

- Answer : This period is not yet available, as we just completed the month of December.

- Question 6.2:

Please provide premium history for the current year and EACH of the last 5 years. It is standard practice in the insurance industry (and in other Department of State insurance solicitations) to provide this information to ensure equal/fair opportunity for all offerors in an open solicitation.

- Answer : The premium ranges between 180 and 200 million CFA.

- Question 6.3:

Please provide average insured member counts for the current year and EACH of the last 5 years – 2014-15, 2015-16, 2016-17, 2017-18 and 2018-19 ( It is standard practice in the insurance industry (and in other Department of State insurance solicitations) to provide this information to ensure equal/fair opportunity for all offerors in an open solicitation.

- Answer : The average insured member counts for the current year and each of the last five (5) years is as follows: – 2014-15 (320 members), 2015-16 (350 members), 2016-17

(405 members), 2017-18 (415 members) and 2018-19 (430 members).

PART 7 - Section L: Instruction, conditions and notices to offerors:

- Question 7.1:

For the Volume III – Part II – 4 you want us to provide answer to the question :

« describe the pool of coverage the offeror use to administer its insurance, which pool of coverage the employees under this requirement will be contained and what percentage of that pool would they represent ».

I would like to be sure that this requirement is about « Do you as an offeror use pooling to manage your insurance contract. If so explain with the requested details.

Indeed « Pooling » is a financial product that allows multinational companies to purchase employee benefits insurance policies, also known as group insurance policies, on a worldwide basis, and benefit from a probable reduction in insurance premiums.

In Gabon Insurance Companies are not familiar with pooling as a consequence and if my understanding is correct, we will not be able to provide a positive answer to this criterion.

Answer : For information regarding pooling, refer to the following in the solicitation document:

Section B.4.2.1

Section L, Volume III Part 2;

Section L, L.4.3.3 Profit Sharing Credit;

Section L, L.4.3.4 Employee Pool

- Question 7.2:

From the slide 37 of your presentation you are requesting information about the current contract and subcontract for the past three years with some information which are confidential and that we cannot provide e.g. range of population covered and total dollar amount.

As a consequence, we will answer this requirement by providing a bracket which will provide a clear-enough view for the US Embassy without breaching our duty of confidentiality. Please confirm this is acceptable for you.

Answer : All offerors are required to follow instructions in Section L in general. Details specific to this question are listed in Part 3, Experience and Past Performance. As stated in Part 1 of Section L.4.3 “Suggested format” – It’s the offeror’s responsibility to ensure their proposal is clear and meets all requirements.”

- Question 7.3:

Amongst the information you require as part of the RFP, there is different financial information regarding cash management and other financial information.

As a broker we will answer this RFP with an insurer which is responsible for the cash management and the financial solvency of his Company.

As a consequence, do you request the same financial documentation from the broker and the insurer, or do you want us to build our answer with the financial documentation of the sole insurer?

Answer : Offerors shall refer to Section L. (Instruction, conditions and notices to offerors), then review the followings:

- paragraphs 5 and 7 from part 2 of section L.4.3. (Volume 3, Technical Proposal);

- Full paragraph L.9 FINANCIAL STATEMENT.