Meeting Minutes.pdf

1 Meeting Minutes from pre-proposal conference for RFP No. 19GR1024R0003 – Health Insurance

SBU - CONTRACTING AND ACQUISITIONS

Meeting Minutes of Pre-proposal Conference

Health Insurance services –

RFP Number 19GR1024R0003

Date: October 17, 2024

Attendees: Lorraine J. Masters – SGSO/Contracting Officer

Aleka Kouyentaki – GSO/Procurement Supervisor

Tolis Mouyios – GSO/Procurement Agent

Griffin P. LeNoir – Human Resources Officer

Maria Pytharouli – HR Specialist

George Roussakis – HR Assistant/COR

Representatives from two (2) insurance companies took part.

Introduction:

• Agenda is distributed to all the offerors.

• Sign in sheet was filled in and signed by all participants.

• Introduction was given by the Contracting Officer (CO) – Lorraine J. Masters

• Introductions were given by all the offerors followed by the introduction of the Embassy team and their expertise.

• The CO informed all the offerors that any questions contractual pertaining to the contract will have to be written and submitted by email to AthProcurement@state.gov by close of business

October 18, 2024. Questions & Answers will be posted on SAM.GOV website.

Project Overview:

• The CO explained the purpose of the solicitation and mentioned that the solicitation is a “Full and

Open Competition, where all potential offerors are given a fair and equitable opportunity to win the award. She also added that the contract has a performance period of one-year from the date of the contract award, with four (4) year options to renew.

• The CO informed the offerors that the technical questions would be answered by the Contracting

Officer - CO. She also added that any contractual questions relating to the contract should be submitted to AthProcurement@state.gov by October 18, 2024. Contractual questions can only be in writing. Once received, the CO will compile the questions, answer them. All answers will be disseminated before the submission date of the proposal.

mailto:AthProcurement@state.gov

2 Meeting Minutes from pre-proposal conference for RFP No. 19GR1024R0003 – Health Insurance

• The CO explained the SOW and added that the solicitation is for the provision of supplemental health insurance services to the Embassy of the United States of America in Greece as specified in Section C, Part I and II, of the solicitation.

• The CO explained the SOW in detail and covered all technical aspects of the solicitation.

• The CO explained the pricing schedule in Section B of the solicitation.

• The CO explained that the terms and conditions of the solicitation are the same terms and conditions of the contract. If any question or inquiry should result in a change in the solicitation, an Amendment will be issued.

Submittal requirements:

The CO informed the offerors about the submittal requirements which are:

• Proposal should be submitted by or before 15:00 hours on November 14th, 2024 (Greece local time).

• Proposals will be delivered electronically via e-mail to AthensOffers@state.gov and they cannot be signed digitally as the Embassy is unable to open them. Scanned signature is acceptable. No other email address is acceptable, and the proposal will be rejected.

• Proposals must not be larger than 70 MB in size and may only contain files and attachments in

.zip and .pdf formats. The Department server may block other formats, files, and attachments, including external links to Cloud storage, i.e., DropBox and Google Drive. If the file size should exceed the 70MB, the submission must be made in separate files and attached to separate emails with less than 70MB each.

• Offerors should follow the directions given in Section L for submitting the proposal.

• Potential offerors will have to submit complete packages, with appropriate representations and certifications, technical and price proposal, and signatures.

• Potential offerors must submit proposals for all groups, Part I – CSR Annuitants, and Part II – LE

Staff. Proposals for fewer than all groups will not be considered.

• Potential offerors will have to complete IRS Form W-14, found at www.irs.gov/w14, to ensure compliance with FAR 52.229-11.

• Offeror must provide proof of SAM Registration (required if your quotation is above $30,000), otherwise, no further consideration will be given.

Evaluation factors:

The CO informed the Offerors about the evaluation factors:

• She stated that the evaluation would be in two phases: a technical evaluation to determine the acceptability of the offer to the solicitation technical requirements; and a price evaluation to determine the total evaluated price proposed by each offeror. The process is to identify the lowest priced, technically acceptable proposal that meets the Embassy’s other criteria as well.

• To be an acceptable proposal, it must be prepared in accordance with Section L, and must meet all the requirements set forth in the other sections of the solicitation.

mailto:AthensOffers@state.gov http://www.irs.gov/w14

3 Meeting Minutes from pre-proposal conference for RFP No. 19GR1024R0003 – Health Insurance

• Technical Evaluation: Technical Evaluation Panel includes the COR and other individuals, who determine the acceptability of the proposal based on the solicitation’s technical requirements.

• Price Evaluation: The CO will evaluate the price and will consider only the lowest priced, technically acceptable offer, and will follow with negotiations, if the proposal falls within the competitive range.

• The award selection will go to the lowest priced, technically acceptable, responsible offeror.

• On numerous occasions the CO reiterated the need for potential offerors to complete all the relevant sections of the proposal, to sign it and submit it in a timely manner.

• The conference concluded at 16.30 pm and attendees were thanked for their presence and expression of interest in serving the U.S. Government.