Questions and Answers.pdf

Request for Proposals Number 19GR1024R0003

Supplemental Health Insurance Services

U.S. Embassy Athens, Greece

Questions & Answers

Q1. Are the CSR Annuitants (Annuitant and Dependent) citizens of the USA?

A.1. No CSR Annuitant is a U.S. citizen. All CSR Annuitants are enrolled in the Greek national health program.

Q2. Can we participate in this tender as a 3rd party?

A2. No unless the solicitation specifically states, third party offers are not accepted.

Q3. Please clarify the 9% increase of the insured population (difference between population at current systems vs. the bid).

A3. All estimated number of premiums stated in Section B.2. Prices are estimates only. The Contracting

Officer shall issue task orders with the actual listings of eligible employees, dependents, and CSR

Annuitants and amounts.

Q4. Please clarify the “Bi-weekly rates”, as based on the Greek market practice raters are monthly.

A4. Bi-weekly means every two weeks and corresponds with the Government’s payroll schedule. There are typically 26 bi-weekly periods on a year. The contractor might determine a bi-weekly rate considering:

Bi-weekly rate = (Monthly Rate X 12 Months) ÷ 26

Q5. The policy billing period is required to be common for both categories of insureds, that is active employees and retirees (quarterly or semiannual). Please clarify.

A5. Please refer to Section G.4.2 Frequency of Payments: All payments under this contract will be made at the conclusion of the period covered. Invoices may be submitted semi-annually (six-months) with payments being made semi-annually (six-months) by the Government.

Section G.4.3 U.S. Government Employees: The Government shall make payments directly to the

Contractor for all Government employees and their dependents, whether or not the employee is contributing to the basic premium amount.

Section G.4.4 CSR Annuitants. The CSR Annuitant will make payment directly to the Contractor for their portion of the premium amount in advance. The Contractor shall be responsible for collecting CSR

Annuitant’s portion of the insurance premiums on a semi-annual (six-month) basis, at the beginning of each six-month period.

Section C.1.1.D Premium Expenses: CSR Annuitants are not entitled to health benefits hereunder during any period of coverage for which premiums are not paid. The Annuitant is responsible for paying

(directly to the insurance contractor) his/her share twice a year. Alternatively, the Annuitant may elect to have coverage cease if that Annuitant prefers not to pay the premium.

Q6. Based on the Greek market practice catastrophic coverage for illness is predefined by policy terms i.e., Cancer, Renal (Kidney) Failure, Cardiac Arrest, Coronary Disease requiring surgery, Stroke, Transplantation, Blindness, Paralysis/Paraplegia, Coma, 3rd Degree Burns. How is it defined by the Solicitation? Please define.

A6. Please refer to C.2.1.G.o Catastrophic Coverage: Catastrophic conditions shall be defined as major medical conditions occurring as a result of a single/illness/accident or closely related set of major illnesses (or conditions relating to a single accident) that exceed the standard maximum coverage limit.

Q7. Regarding the 6million euros maximum amount:

o Is it for 5 or 5,5yrs (including the 6m extension period)?

o Is it for the current population or will it be adjusted proportionally if the population is increased throughout the years?

o Does it include any additional increases that we might agree during the annual renewal process?

A7. The minimum and maximum amounts stated in Section B.2. cover the Base Year + 4 Option Years based on the estimated quantities stated in the RFP. The Contracting Officer may increase the contract maximum if it is justified. Clause 52.217-8 Option To Extend Services are not included in the Section B.2 maximum.

Q8. Based on our legal department review, we propose to include in policy the following clarification:

“Notwithstanding any other provision in this Agreement, all matters relating to insurance, and data protection including but not limited to the interpretation, performance, and enforcement of insurance provisions, shall be governed exclusively by the laws of Greece. Any disputes arising out of or in connection with such insurance matters shall fall under the exclusive jurisdiction of the courts of

Greece.”

A8. We must respectfully assert that we cannot submit to the jurisdiction of foreign courts, nor agree to the agreement being governed by Greek law.

Q9. Is 100% coverage without specific Euro-based daily limits acceptable in place of the detailed caps mentioned in the RFP for hospitalization, outpatient services, and psychiatric care?

A9. If offerors choose to include additional benefits or higher coverages than the required minimums this is acceptable; however, evaluations will be based on meeting the stated minimums only. Please refer to

Section L.4.3. Volume 3, Technical Proposal, Part 1, Health Insurance Services for complete guidance.

Q10. Our proposed plan includes a $2,500 maximum annual prescription drug benefit, with an option to increase this limit to $25,000 annually. Could you confirm if these caps meet the embassy's expectations for prescription drug coverage for CSR annuitants and locally employed staff?

A10. Any proposal that reduces a benefit definition or offers lower than the minimum required coverage may be determined technically unacceptable. Please refer to Section L.4.3. Volume 3, Technical Proposal, Part 1, Health Insurance Services for complete guidance.

Q11. For catastrophic coverage, our plan offers substantial benefits, including emergency medical transportation (up to $250,000) and accidental death and dismemberment ($50,000). Would this coverage satisfy the RFP's requirement for additional catastrophic insurance beyond the annual coverage limits?

A11. Please refer to Section L.4.3. Volume 3, Technical Proposal, Part 1, Health Insurance Services for complete guidance.

Q12. How shall we handle CSR annuitants who are not paying their share, as stated in the RFP?

A12. Please refer to Section G.4.4 CSR Annuitants. The CSR Annuitant will make payment directly to the Contractor for their portion of the premium amount in advance. The Contractor shall be responsible for collecting CSR Annuitant’s portion of the insurance premiums on a semi-annual (six-month) basis, at the beginning of each six-month period.

Please refer to Section C.1.1.D Premium Expenses: CSR Annuitants are not entitled to health benefits hereunder during any period of coverage for which premiums are not paid. The Annuitant is responsible for paying (directly to the insurance contractor) his/her share twice a year. Alternatively, the Annuitant may elect to have coverage cease if that Annuitant prefers not to pay the premium.

This is the contractor’s business decision and must be described in the technical proposal for the

Government’s technical evaluation and comply with all relevant sections, including those referenced above.

Q13. How do we handle any Personal Identifiable Information (PII)?

A13. Please refer to FAR Clauses 52.224-1 PRIVACY ACT NOTIFICATION (APR 1984), 52.224-2

PRIVACY ACT (APR 1984) and 52.224-3 PRIVACY TRAINING (JAN 2017). Also, Section H.4 states that “The Contractor shall treat the information provided by the Embassy concerning personal data, medical information, and salaries as highly sensitive and not divulge any information to unauthorized persons.”