Attachment A- Minutes of Pre-Proposal.pdf

SENSITIVE BUT UNCLASSIFIED

Attachment A - Minutes of the Pre-Proposal Conference

Health and Life Insurance Services

Solicitation #19-J010-22-R-0001 – Amendment 0001 September 08th, 2022

Introduction

The meeting was held at the U.S. Embassy in Amman, Jordan and called to order at 11:00 am.

The Contracting Officers welcomed all attendees and introduced themselves Oscar Weinmeister and Christophe Triplett, Contracting Officers (CO).

Embassy staff attended the meeting:

Employee name Section Title

Anthony T. Blenke Management Management Counselor - MGT

Christophe Triplett Procurement Contracting Officer

Oscar K. Weinmeister Procurement Contracting Officer

Haitham Zuh Procurement Contracting Officer Assistant

Yaser Belaidi Procurement Contracting Officer Assistant

Mahmoud M. Itani Procurement Procurement Supervisor Patrick D. Fenning Human Resource S/HRO

Sarah R. Al-Hawi Human Resource Senior HR Specialist - MGT/HRO / COR

Faten Mari Human Resource Human Resources Program Assistant / GTM

Representatives of the following firms requested (Prospective Offerors) to attend the meeting:

Firm/Company

Al-Nisr Al-Arabi Insurance Delta Insurance

MetLife Insurance Solidarity First Insurance GIG- Jordan / Gulf Insurance.

A sign in sheet was distributed to all the attendees.

A brief introduction was given by the Contracting Officer (CO) in conjunction with the Contracting Officer Assistant (COA), and then all participants was given the opportunity to introduce themselves, including Embassy staff.

The Contracting Officer Assistant covered the following points:

• The purpose of this pre-proposal conference is to enable prospective bidders to become familiar with the solicitation document, overview of the contract and areas that need clarification. It is an opportunity to make sure that all firms understand how doing business with the U.S. Government differs from local commercial practice.

• Informed the attendees that statements made at the conference do not change the solicitation, and they must check the SAM.gov website for any amendments on the RFP.

• All questions and the Embassy’s official answers will be posted on SAM.gov so that all bidders have the same information.

• Proposals must be submitted via email to AmmanRFQ@state.gov and not later than October 05th, 2022 at 4:00 PM local time.

Discussion of the Solicitation Package

The following sections and points of the solicitation were highlighted:

The solicitation package has 13 sections. We focused and discussed some of these section in this meeting, it was stated that it is the contractors’ responsibility to read the complete solicitation.

Cover Letter

The cover letter contains the solicitation number, issuing date (August 17 th) and closing date October 05th at 04:00 pm (local time). We have a designated email to send your proposal to and we encourage you to send a hard copy as well to the Embassy before the due date. All bidders must be registered in System for Award Management (SAM), registration is free. please include your registration number in the proposal and for further information about how to register you can refer to the link provided in the cover letter. The benefits and coverage in the solicitation are the minimum acceptable requirements, we encourage you to submit off-the-shelf plans that meet and exceed our requirements. The Embassy will not accept less than the minimum reimbursement level as outlined in the solicitation.

Section A

Section A is the Government standard form SF 33, which must be completed by all bidders and submitted with the proposal package, the SF33 state the date of issuing the solicitation, the deadline to submit a proposal along with the designated email and physical address for submitting the proposal package. The proposal must be valid for at least 120 calendar days starting from the proposal due date.

Section B

Section B part one and two have a brief description of the requirement with the pricing schedule for health and life.

- The contractor shall provide the provision of health and life insurance services to employees of the Government and their eligible dependents. We have four types of riders in this solicitation, Official residences expense (ORE), Embassy Association

Employees (EAE), retires and excess coverage.

- This is a fixed price with economic price adjustment requirements type contract under which will be issued a firm, fixed-price task order.

- Value added taxes is not applicable to this contract, the U.S. Embassy has a tax exemption from the host government.

- The performance period of this contract is for one year from the start date in the Notice to

Proceed, with option to extend up to four (4) additional 12-months periods in accordance mailto:AmmanRFQ@state.gov with the option clause 52.217-9 and FAR 52.217-8 option to extend the services, for up to an additional six months of optional performance, if required by the Government.

- This is an Indefinite delivery, indefinite quantity contract (IDIQ), during the base year of the contract and during the option year that might be exercised, the Government shall place orders totaling a minimum of JOD 50,000.00. This reflects the contract minimum guarantee for each period of performance. The amount of all order, for base and all options shall not exceed JOD 29,000,000.00. This reflects the contract maximum.

- The pricing schedule must be completed entirely by the offeror for both health and life, the rates should be in Jordanian dinar and the retention must be in a fixed amount, a percentage is NOT acceptable.

- The number of premiums in the price schedule is an estimation, the actual numbers will be shared with the awarded contractor and afterwards our human resource office (HRO) will work with the contractor on any enrollment and termination.

- The offeror shall include Defense Base Act insurance (DBA) premium cost covering their employees working on the contract, the Embassy will request the insurance document and receipt after the award. The required insurance under this contract is NOT reimbursable and shall be included in the rates.

- This solicitation is subject to James Zadroga 9/11 act, unless a waiver or exception applies, payment subsequent to this procurement is subject to a 2% tax from contractor invoice.

- After the contract is awarded and receipt of all required documentation and certifications, the U.S. Embassy will issue a Notice to Proceed.

Section C – Part one (Health insurance)

Section C address the minimum benefits and the coverage percentage.

The Government will pay the premiums to the contractor; however, the premium will be borne by the government and the Employee at a share of 90 - 10%. The premiums will be based on the number of individuals covered. There are three covered categories. Self (only one), self plus one (two individuals) and family (more than three individuals).

Proposals that contain less than the minimum reimbursement levels or do not provide all benefit categories may be deemed technically unacceptable. The Embassy encourages prospective offerors to offer off-the-shelf plans that meet at least the minimum benefit levels required in this solicitation and exceed them if available.

The maximum annual reimbursement per covered individual per contract year, not including expenses defined under exclusions and lamination, and those covered under HIV/AIDS and excess coverage is equivalent to JOD 80,000.00.

The stated coverage in section C is the minimum accepted coverage, proposal with less coverage will be deemed unacceptable.

For excess coverage, the employee is responsible for paying 100% of the premium for the excess coverage that equals JOD 80,000.00 per covered individual per contract year.

Exclusions: exclusions to coverage may be amended if provided in an off-the-shelf plan and is the lowest-cost and technically acceptable. Removal of any exclusions require prior authorization.

All cost for covering ORE and EAE staff are the responsibility of the chief of mission, deputy of chief of mission and employee association, not the U.S. Government.

Section C – Part two (Life insurance)

The Government will pay 100% of the premium cost of life insurance for covering Embassy employees.

ORE and EAE are covered as riders, all cost for ORE and EAE are the responsibility of the chief of the mission, the deputy and employee association, not the U.S. Government.

The benefit under life insurance will be based on the basic salary, and as stated in the solicitation, there are three categories in coverage.

1) Basic life insurance: The employee is eligible for a face amount of coverage that is equal to 33 times the monthly basic salary in the event of a natural death.

2) The second and third category are lumped under the same coverage and based on the disability percentage. The Employee will receive 33 times the monthly basic salary in the event the employee is killed in an accident and a percentage in case there were a partial and total disability. Section J, exhibit G references the percentage coverage.

Section E (Inspection and Acceptance)

After contract award, the contractor officer may designate in writing one Government employee, by name or position to act for the Contracting Officer under this contract. This designee shall be identified as a Contracting Officer’s Representative (COR). The COR will be in direct communication with the contractor when needed on any matters regarding the contract and based on the designated responsibility only. The COR will follow the quality assurance and surveillance plan as outlined in section E and further sections as well.

Section F (Deliveries or Performance)

The performance period of this contract is one year beginning no later than 10 days after the contract is awarded, with four one-year options to renew.

Section G (Contract Administration Data)

The contractor officer will assign a contracting officer’s representative to take action for the contracting officer under this contract with limitation of the designated authority. The COR shall not change the terms or conditions of the contract. Section G outline the duties of the COR which include but not limited to inspection and acceptance of services maintain updated list of employees and dependents insurance.

All payments under this contract will be made In Jordanian Dinar (JOD) at the conclusion of the period covered. Invoices may be submitted monthly with payments being made monthly by the Government.

Payment for ORE and EAE are the responsibility of the Chief of Mission, Deputy Chief of mission and Employee Association. Retirees will make payment directly to the contractor for the entire premium amount, and the employee will make payment directly to the contractor for the entire premium amount on the excess coverage.

Section H (Special Contract Requirements)

The Government will issue a task order on a quarterly basis requesting the services, if any changes have been made to the coverage listing, the COR will work with the contractor to update the list accordingly. Riders are not included under the task orders issued by the Government.

Their employer are themselves are responsible for directly interacting with the contractor to order any coverage.

The contractor shall treat the information provided by the Embassy concerning employee’ personal data, medical information, and salaries as highly sensitive.

The contractor shall settle medical claims no later than one week from the date the claim is submitted to the contractor. For life insurance, the claim shall be settled within 60 days from the date the contractor receives a completed dismemberment or death claim.

If the Government becomes eligible for a refund of payment because of erroneous overpayment or other cause, the contractor shall refund the amount or use them to offset future payment with coordination with the COR.

Section L (Contract Clauses)

This solicitation and contract incorporate many clauses by reference or in a full text, we encourage you to read them carefully as they protect YOU and the Government.

The following clauses were highlighted in the conference with a brief explanation for each one of them.

• 52.204-7 SYSTEM FOR AWARD MANAGEMENT (OCT 2018)

• 52.204-23 PROHIBITION ON CONTRACTING FOR HARDWARE,

SOFTWARE, AND SERVICES DEVELOPED OR PROVIDED BY KASPERSKY

LAB AND OTHER COVERED ENTITIES (JUL 2018)

• 52.204-25 PROHIBITION ON CONTRACTING FOR CERTAIN

TELECOMMUNICATION AND VIDEO SURVEILLANCE SERVICES OR

EQUIPMENT (AUG 2020)

• 52.222-50 COMBATTING TRAFFICKING IN PERSONS (OCT 2020)

• 52.228-3 WORKERS’ COMPENSATION INSURANCE (Defense Base Act) (JUL 2014)

• 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

• 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

• 52.229-12 TAX ON CERTAIN FOREIGN PROCUREMENTS—NOTICE AND

REPRESENTATION (FEB 2021)

Section J (List of Exhibits/attachments)

This section contains tables for employees, dependents and riders’ numbers and information that will help bidders to submit a competitive rate for the required services.

The requirement under this contract is difference from the current contract, the claims paid by the incumbent contractor are provided for informational purposes only and under no circumstances shall it be construed to change any terms or conditions or requirements within the solicitation.

Section K (Representations, Certifications, and other Statement of offerors)

Section K must be completed by all bidders and submitted with the proposal. Bidders with active SAM registration, can download their Reps & Certs from SAM.gov to include it in their proposal.

Section L (Instructions, Conidiations and Notices to Offerors)

The offeror shall include Defense Base Act (DBA) insurance premium cost covering their employee working on the contract. The offeror shall obtain DBA insurance directly from any department of Labor approved providers. Please refer to the link in section for the approved providers.

The offeror shall submit a complete package of proposal that include the following, each volume should be in a separate envelop/document.

• SF33.

• price proposal and completed section B.

• Technical proposal containing all technical factors and sub-factors as defined in section C.

All proposal must be submitted in English Language in accordance to FAR 52.214-34.

Please refer to section L for more details on the minimum required documents for submitting a complete proposal.

Section M (Evaluation Factors for Award)

Proposal must be prepared in accordance with Section L to be eligible for evaluation and must meet all the requirements set forth in other section of this solicitation.

Evaluation: Proposals will be evaluated in two phases:

- Technical evaluation to determine the acceptability of the offer.

- Price evaluation to determine the total evaluated price proposed by each offeror and for base year and all option years. The “total evaluated price” will not include any Rider pricing.

The Government will make a responsibility determination by analyzing whether the apparent successful offer complies with the solicitation requirements.

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

Award without discussion: In accordance with FAR provision 52.215-1 (included in Section L of this RFP), offerors are reminded that the Government may award this contract based on initial proposals and without holding discussions, pursuant to FAR 15.305(a).

Questions:

The attached questions were asked during the meeting, prior or after the meeting following the due date for submitting questions:

Conclusion

The meeting concluded and attendees were thanked for their presence and expression of interest in working with the U.S. Government. The meeting was adjourned.

Sincerely, Christophe Triplett Contracting Officer

Enclosure: Questions and Answers