Minutes_Pre-proposal conference call for RFP_19HK3020R0001_GMC.pdf

U.S. Consulate General Hong Kong

Minutes from Pre-Proposal Conference Call

Global Medical Coverage (GMC)Insurance Services to Local Engaged Staff and Dependents

Solicitation Number 19HK3020R0001

April 21, 2020 at 10am (local time)

Welcome/Introduction – CO

The Contracting Officer welcome all attendees, introduce the following Consulate staffs to the attendees:

• Agnes Bates – Contracting Officer (CO)

• Ashok Kaul – HRO

• Maria Chiu – Procurement Supervisor

• Canice Chung – HR Mgt Specialist (COR)

Discussion of the Solicitation Package

The following sections of the solicitation were highlighted

1.Contracting Officer explained that the purpose of the Conference is highlighted on the solicitation requirements and specific proposal requirements, all questions asked, will be not be answered during the conference but rather all questions and answers will be posted on the beta.SAM.gov site as soon as possible after the conference. The CO also informed attendees that statements made at the conference do NOT change the RFP - any changes will appear in a written amendment to the solicitation (SF-30).

2.Contracting Officer highlighted the followings:

• Period of Performance of the contract: base year + 4 option years. Reminded the participants that any options in the contract under FAR clause 52.217-9 are the choice of the Government, not the contractor.

• Contract Type: This is a fixed price with economic price adjustment requirements type contract under which will be issued firm, fixed-price task orders.

• Note to bidders: We encourage off-the shelf bids as they may reflect local practice. The benefit levels defined under GMC are minimum standards. Proposals that meet or have higher level/exceed of coverage will be acceptable bids.

• Quotation Submission requirements: The following sections of the solicitation were highlighted (bidders must complete and submit the following as part of their proposal):

➢ SF33 – must be fill out

➢ Section B – Pricing Schedule and Retention Amounts (B.3).

➢ Section K, Representations and Certifications;

➢ Additional information as required in Section L. Instruction to offerors

➢ no “exe” file will be accepted if bidders submit the quotation electronically

• Section M: Evaluation Factors

• Section I :

➢ 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT AND

52.217-8 OPTION TO EXTEND SERVICES

➢ FAR 52.222-50, Combating Trafficking in Persons and highlight that the firms must prevent such activities from occurring.

• Proposal due date and time: May 20, 2020 (5pm local time). Late proposals will not be considered, unless they conform to the late proposal provision (FAR 52.215-1, or

52.212-1 for commercial items)

• Highlighted SAM registration requirement which is required prior to award.

Prospective contractors shall be registered in the System for Award Management

(SAM) prior to the award of a contract or any procurement action at or above a total value of 30,000USD

Offerors are encouraged to register prior to the submittal of their quotation.

• Requirement for DBA insurance: Hong Kong does not have a DBA insurance wavier.

Please read Page 50, Section L of the solicitation for the DBA insurance requirement.

3. The COR highlighted the followings:

• Statement of Work/Benefit level listed in Section C of the solicitation.

• List of Employees and Dependent Statistic can be found in Section J.

• Section H, P.21 – Local Claim Processing Center and Customer Services Center located in

Hong Kong.

Questions:

All questions asked, will be not be answered during the conference. Questions must be submitted in writing and the CO will provide a copy of the Qs and As to all conference attendees, and post the Q’s and A’s on beta.SAM.gov.

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.