Questions and Answers - RFP 19H08026R0002.pdf

Questions and Answers

RFP 19H08026R0002

Insurance Coverage for Vehicles and Motorcycles

1. Incumbent provider: Is there an incumbent insurance provider and/or broker of record currently managing this account? If so, what is the current policy's expiration date?

• To ensure a fair and equitable competition, information regarding the incumbent provider or the current policy's expiration date will not be released. All offerors must base their proposals on the requirements set forth in the solicitation.

2. Claims History: To ensure accurate pricing, could you please provide the claims history or loss run for this account for the last three years? At a minimum, what was the loss ratio for the last complete policy period?

• To protect operational security, a detailed claims history—such as a specific number of accidents or a claim-by-claim loss run—will not be provided. However, to assist offerors with underwriting, the total aggregate loss amount paid under the current policy period is L 83,667.15. Offerors must base their risk assessment on this figure and the requirements in the solicitation.

3. Vehicle Ownership: Vehicle Ownership: Are all vehicles listed in Section B the property of the U.S. Government, or does this list also include any personally owned vehicles (POVs) belonging to employees?

• As stated in Section B.1 of the solicitation, the contract is for the provision of insurance coverage for U.S. Government-owned official vehicles and motorcycles. The list does not include any Personally Owned Vehicles (POVs).

4. Radius of Operation: What is the primary radius of operation for the fleet? Do the vehicles operate nationwide across Honduras, or are they used primarily within the Tegucigalpa city limits?

• Vehicles are used for official U.S. Government business, which includes, but is not limited to, administrative functions and personnel transport. While vehicles operate primarily in the Tegucigalpa area, the policy must provide full and comprehensive coverage for travel anywhere within the territory of Honduras.

5. Deadline Discrepancy: We identified a discrepancy regarding the proposal deadline. Page 1 states the due date is November 12, 2025, but page 70 (Section L.2.3) lists October 30, 2025. Could you please confirm the official proposal due date?

• The official proposal due date is November 12, 2025, at 10:00 a.m. (local time), as stated on the cover letter and the SF-33. The date of October 30, 2025, in

Section L.2.3 is a clerical error. An amendment to the solicitation will be issued to correct this.

6. Offeror Identity: Regarding the Offeror's identity: Should the proposal be submitted in the name of the insurance carrier (the underwriter), or in the name of the broker who holds the SAM/NCAGE registration and will manage the contract? Also, are brokers permitted to submit multiple offers from different carriers?

• The proposal must be submitted in the name of the legal entity that is registered in SAM.gov, holds the active NCAGE code, and will be legally responsible for the contract. That entity must fill out all the legal documentation required in this solicitation. This entity is the "Offeror." Brokers can submit multiple offers from different insurance companies.

7. Section B.6 (Retention): We request clarification on Section B.6, 'Administrative Retention Amounts'. This fixed-amount format is not standard practice in the local insurance market. Could you provide guidance on how this should be calculated, and confirm if completing this section is mandatory?

• Yes, completing this section is a mandatory component of the price proposal.

As defined in Section B.6.1, this "retention amount" is a fixed Lempira amount (not a percentage) that represents the portion of the premium intended to cover all of the contractor's costs except for the funds used to pay claims. This includes your company's overhead, general and administrative (G&A) costs, and profit.

This fixed amount is used by the Government as a basis for any potential Economic Price Adjustments, as described in Section B.7. The offeror must complete the table in B.6.3 by inserting a fixed currency amount for each category.

8. Armored Vehicles: Does the current vehicle list include any armored vehicles? If so, could you please identify which vehicles (by item number or VIN) are armored?

• The solicitation lists all vehicles requiring coverage. Specific vehicles requiring

"Full Coverage" are listed in Section B.4. The document identifies vehicles as armored in that section (e.g., FC025 , FC039 ). Offerors must base their proposal on the vehicle descriptions provided in the solicitation. For security reasons, a consolidated list or total number of armored vehicles will not be provided.

9. Section B.6 - Administrative Retention Amounts: We are seeking further clarification on this section. Our local underwriting partners are not familiar with this specific fixed-amount retention format, which is not standard in the Honduran market. To ensure we complete the proposal correctly, could you provide a more detailed explanation of what this fixed amount represents and how the table in B.6.3 should be calculated and completed? We also wish to confirm if this is a mandatory component of the price proposal.

• As defined in Section B.6.1, this "retention amount" is a fixed Lempira amount (not a percentage) that represents the portion of the premium intended to cover all of the contractor's costs except for the funds used to pay claims. This includes your company's overhead, general and administrative (G&A) costs, and profit.

This fixed amount is used by the Government as a basis for any potential Economic Price Adjustments requested during the contract period, as described in Section B.7. The offeror must complete the table in B.6.3 by inserting a fixed currency amount for each category.

10. Submission Method: For our offer to be considered valid, must we deliver a physical, hard-copy proposal to the Embassy offices, or is a digital submission (e.g., via email) acceptable?

• As specified in the solicitation cover letter and Section L.2.3, proposals must be submitted electronically as a PDF file to the email address tgubids@state.gov.

Physical, hard-copy proposals will not be accepted.

11. It is mentioned that for the process, two options, semi-annual and annual, must be presented. Could this just be separated in the economic offer, with the rest of the technical offer applying to both parts?

• This understanding is correct. You are required to submit only one technical proposal (Volume 3) and one price proposal (Volume 2, which is Section B). The price proposal (Section B) is already structured to capture pricing for both the 12-month base period (in the "Annual Premium Cost" column) and the potential 6-month option period (in the "FAR 52.217-8 (6 months)" column). Your single technical proposal should demonstrate your company's capability to perform the services for the entire potential contract period (both the base and the option).

12. Deductible Payments: Section G.2.4 states that contract payments are made semi-annually and retroactively. To clarify for claims processing: Will the Embassy's portion of any applicable deductibles be paid on a case-by-case basis as claims occur, or will deductibles also be invoiced and paid semi-annually in arrears?

• The semi-annual, retroactive payment schedule mentioned in Section G.2.4 applies only to the payment of contract premiums. To clarify the Government's requirement regarding deductibles: The solicitation does not explicitly specify a deductible. However, the Government's strong preference and primary requirement is for a policy with a zero (L 0.00) deductible. Therefore, your primary price proposal must be based on this zero-deductible requirement. This will be the basis for the price evaluation and award. While offerors may also choose to submit a separate, clearly marked alternate proposal with a deductible, the Government's stated requirement is for a policy where it does not pay a portion of any claim.

mailto:tgubids@state.gov

13. Could you please confirm whether the bidding period has officially closed, and if any offers have been received or evaluated at this time?

• Per the solicitation, the proposal deadline is November 12, 2025, at 10:00 a.m.

local time. The solicitation is still open. In accordance with procurement integrity regulations, the Government cannot disclose information regarding the number or status of proposals received.