Pre-Proposal Presentation_25R0010.pdf

Locally Employed Staff Health Insurance

Solicitation No. 19GE5025R0010

U.S. Consulate Willemstad, Curacao

Pre-Proposal Conference

January 27, 2025, 14:00 CET

Solicitation Documents

• RFP Cover Letter

• Solicitation Document:

Section I – The Schedule (incl. type of contract and SOW)

Section II – Contract clauses

Section III – Solicitation Provisions (incl. Instructions to Offerors for proposal submission)

Section IV – Evaluation Factors for Award

Section V – Representations and Certifications (need to be part of the proposal)

• Attachments (need to be part of proposal):

Attachment 1 Pricing

Attachment 2 Past Performance

Attachment 3 Form W-14

Exhibit A Employee Statistics

Section I.1

Type of Contract

Type of Contract

Firm-Fixed Price contract payable entirely in the currency indicated by the Contractor in Sub-Section I.1.3 and Attachment 1 – Pricing.

➢ No additional sums will be payable on account of any escalation in the cost of materials, equipment or labor, or because of the Contractor's failure to properly estimate or accurately predict the cost or difficulty of achieving the results required by this contract.

➢ No adjustment in contract price on account of fluctuations in the currency exchange rates.

➢ The currency shall be fixed and cannot be changed by modification to the contract.

Base + Four Option Years

Section II – Clauses (page 46)

➢ This is an indefinite-quantity contract

➢ The contract will have one base and four option years

The quantities of supplies or services specified in the schedule are estimates only and are not purchased by this contract.

➢ Per 52.217-5 Evaluation of options

The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s).

• The option years will be exercised by issuing a modification against the contract. (see FAR 52.217-9 Option to extend the term of the contract).

• Per FAR17.207 (Exercise of Options) the CO may exercise the option when

– There is an existing Government need

– Funds are available

– The contractor’s performance on this contract has been satisfactory

Base + Four Option Years

Section I.2

Scope of Work

• Health Insurance Services for employees and their dependents at U.S. Embassy Willemstad, Curacao.

I.2 DESCRIPTION/SPECIFICATIONS/SCOPE OF WORK

I.2.1 MANDATORY/REQUIRED BENEFITS

I.2.2 ANNUAL MAXIMUM LIMIT

I.2.3 EXCLUSION TO COVERAGE

I.2.4 ELIGIBILITY

I.2.5 PREMIUM

I.2.6 PERIODS OF INELIGIBILITY

I.2.7 BROCHURE REQUIREMENT

Section I.2

Scope of Work

Technical proposal: Offerors need to demonstrate a clear understanding of the work requested. This includes confirmation the minimum benefit levels requested in the solicitation are being offered.

Section I.3

Contract Administration Data

AUTHORITY OF CONTRACTING OFFICER

All work shall be performed under the general direction of the Contracting Officer, who alone shall have the power to bind the Government and to exercise the rights, responsibilities, authorities and functions vested by the contract, except that the Contracting Officer and the Procurement Executive shall have the right to designate authorized representatives to act for the Contracting Officer, as specifically provided in the designation of that individual, such as the COR.

GOVERNMENT PERSONNEL

Contracting Officer: Nicolas A. Wilhelm

Contract Administrator: Ielyzaveta Ishchenko

Telephone Number: 0049-069-7535-3333

E-Mail: IshchenkoIM@State.gov

Section I.3

Invoices, Review and Payment

➢ The Contractor shall submit invoices to the Contracting

Officer Representative (COR)

➢ Each invoice shall include the items listed in Section II.2, FAR 52.212-4 g.1.

➢ Payment shall be made in the currency the contractor specified in Section I.1.4 Pricing.

➢ Advance Payment shall not be authorized under this contract.

Section II

Contract Clauses

FAR 52.252-2 - CLAUSES INCORPORATED

BY REFERENCE

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text.

Referenced FAR and DOSAR provisions and clauses can be obtained from:

www.acquisition.gov/browse/index/far http://www.acquisition.gov/browse/index/far

Section III

Instructions to Offerors (page 59)

Volume 1: Price Proposal

Tab A – SF1449

Tab B – Attachment 1 Pricing

Tab C – Completed Section V

Tab D – SAM Registration and

UEI

Volume 2: Technical Proposal

Tab A – Management Plan

Tab B – Business Management

& Company Profile

Tab C – Past Performance and

Experience

VOLUME 1: PRICE PROPOSAL

➢ Tab A – SF1449

➢ Tab B – Attachment 1, Pricing

➢ Tab C – Completed Section V

➢ Tab D – SAM Registration

SF1449

Attachment 1 - Pricing

Section V Representations and Certifications

V.2 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS –

COMMERCIAL ITEMS

The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically in the System for Award Management (SAM) accessed through https://www.sam.gov. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (v)) of this provision

V.4 52.209-11 – REPRESENTATION BY CORPORATONS REGARDING AN

UNPAID TAX LIABILITY OR A FELONY CRIMINAL CONVITION UNDER

ANY FEDERAL LAW

(b) The Offeror represents that—

(1) It is [ ] is not [ ] a corporation that has any unpaid Federal tax liability that has been assessed, for which all judicial and administrative remedies have been exhausted or have lapsed, and that is not being paid in a timely manner pursuant to an agreement with the authority responsible for collecting the tax liability; and

(2) It is [ ] is not [ ] a corporation that was convicted of a felony criminal violation under a Federal law within the preceding 24 months

V.5 FAR 52.222-56 – CERTIFICATION REGARDING TRAFFICKING IN

PERSONS COMPLIANCE PLAN

(1) It has implemented a compliance plan to prevent any prohibited activities identified in paragraph (b) of the clause at 52.222-50, Combating Trafficking in Persons, and to monitor, detect, and terminate the contract with a subcontractor engaging in prohibited activities identified at paragraph (b) of the clause at 52.222- 50, Combating Trafficking in Persons

NOTE: Offerors shall provide a Compliance Plan in accordance with Section 2 FAR 52.222-50 as part of their proposal Volume 1, Price Proposal (Tab C completed Section V: Representations and Certifications).

V.6 52.229-11 Tax on Certain Foreign Procurements—Notice and Representation

(d)For purposes of withholding under 26 U.S.C. 5000C, the Offeror represents that

(1)It [_] is [_] is not a foreign person; and

(2)If the Offeror indicates “is” in paragraph (d)(1) of this provision, then the Offeror represents that—I am claiming on the IRS Form W-14 [__] a full exemption, or [__] partial or no exemption [Offeror shall select one] from the excise tax.

→ IRS FORM W-14 (Attachment 3) needs to be completed and submitted

Contractors can seek relief from the 2% excise tax if

• they are Nationals (including corporations and individuals) of a country covered by a qualifying tax treaty (See IRS Notice 2015-35 for a list of qualified income tax treaties).

Or

• services are provided in a country which is part to an international procurement agreement with the US (World Trade Organization Government Procurement Agreement WTO GPA, see FAR 25.400).

FAR 52.204-13 – SYSTEM FOR AWARD MANAGEMENT

MAINTENANCE

To obtain a Unique Entity Identifier and for your company to be

SAM registered, will be a mandatory requirement prior contract award.

Unique Entity Identifier (former DUNS number) & System for Award Management (SAM):

www.sam.gov

SAM Registration http://www.sam.gov/

VOLUME 2: TECHNICAL PROPOSAL

➢ Tab A – Management Plan

➢ Tab B – Business Management & Company Profile

➢ Tab C – Past Performance and

Tab (A)

Management Plan

➢ Provide a work plan, considering all work elements in Section I.2 to demonstrate a clear understanding of the work requested in this solicitation (this includes confirmation the Benefits levels requested in the solicitation are being offered).

➢ Key Personnel: The Government considers the offeror´s Project Manager to be key personnel under the resulting contract from this solicitation. The offeror shall provide a detailed resume and experience of this individual.

➢ In accordance with DOSAR 652.242-73 AUTHORIZATION AND PERFORMANCE (AUG 1999) provide written c) certification that offeror has an authorization to operate and do business in the country which is the place of performance.

Tab (B) Business Management & Company Profile

Provide evidence that your company has the necessary personnel, equipment, and financial resources needed to perform the work.

➢ Provide evidence that your company operates an established business with a permanent address and telephone listing (this includes a copy of the SAM registration).

➢ Tax Identification Certificate (TIN) issued by your country’s Ministry of Finance as well as annual letter of tax clearance.

➢ Provide a statement what percentage of the company's estimated total business the work under this solicitation will represent.

➢ List of Subcontractors (if applicable) – Provide a list of subcontractors indicating what portions of the work will be performed by them. Specify the percentage of work that will be sub-contractor. If the offeror will not use subcontractors, that shall be stated.

➢ Provide detailed information regarding the pool that will apply to the employees under this contract. The offeror will describe the size of the pool, whether it is a mixture of commercial and government (if applicable), alternative pools that are available.

➢ It shall be stated if no pool applies.

➢ Provide evidence of a functioning document security plan to demonstrate to the Technical Evaluation Panel how the offeror will ensure safe handling and storage of Embassy Staff PII (personal identification information).

➢List of In-Network Medical Providers – Offeror shall provide a list of all medical providers that are covered under the health insurance plan, including hospitals, clinics, laboratories, dentists, opticians and pharmacies.

Tab (C)

Past Performance

• The contractor shall have minimum of 3 years of relevant experience.

• To be considered relevant, services must be similar in scope, magnitude and complexity as the services prescribed in the SOW.

• Use Attachment 2, Past Performance, to submit a list of three relevant contracts that clearly demonstrate the required experience.

Section III

Instructions to Offerors (page 59)

Volume 1: Price Proposal

Tab A – SF1449

Tab B – Attachment 1 Pricing

Tab C – Completed Section V

Tab D – SAM Registration and

UEI

Volume 2: Technical Proposal

Tab A – Management Plan

Tab B – Business Management

& Company Profile

Tab C – Past Performance and

Section IV

Evaluation of Proposals

a) Initial Evaluation - Ensure each proposal is complete in terms of submission of each required volume.

❖ Proposals that are missing a significant amount of the required information may be eliminated from consideration at the government's discretion.

Volume 1 Pricing & RPSO Contracting Team

Volume 2 Technical

b) Technical Evaluation – Those proposals remaining after the initial evaluation will be thoroughly reviewed to determine technical acceptability.

Volume 2 Technical Technical Evaluation Panel

(TEP)

Section IV

Basis of Award

LOWEST PRICE TECHNICALLY ACCEPTABLE (LPTA)

➢ The Government intends to award a contract resulting from this solicitation to the technically acceptable, responsible offeror with the lowest evaluated price, who is determined to be a responsible Contractor within the meaning of FAR Part 9, paragraph 9.104.

➢ The Government (CO) reserves the right to reject any and all proposals that deviate significantly from the instructions in Section III and to waive any information or minor irregularities in proposals received.

➢ Government may award this contract based on initial proposals and without holding discussions, pursuant to FAR 15.306(a)(3).

➢ Unsuccessful offerors will be notified in accordance with FAR part 15.

Proposal Due Date

Offers shall be submitted no later than 1400hrs Central European Time (CET) on February 17, 2025 via email to Ms.

Ielyzaveta Ishchenko at IshchenkoIM@state.gov.

The email subject line must read “Solicitation 19GE5025R0010”.

• Delivery via cloud file storage service (eg. GoogleDrive, etc.) is not allowed.

• If the proposal is sent in multiple emails, the email shall be labeled accordingly (eg. file 1 of 2).

• Individual emails may not exceed 50MB and shall not include compressed files (.zip / .rar).

NOTE: No proposal will be accepted after the time specified above.

mailto:IshchenkoIM@state.gov

Question & Answers

Submit questions per email to:

IshchenkoIM@state.gov

No later than

January 31, 2025, 14:00 hours Central

European Summer Time (CEST)

❖ All questions received will be compiled and a set of questions and answers will be furnished to all prospective offerors, whether or not they are in attendance, in a form of an amendment (Standard Form , SF30) to the solicitation signed by the CO.

❖ Question sources will not be disclosed.

mailto:IshchenkoIM@state.gov