Life Insurance Minutes_AOPE.pdf

MINUTES OF GROUP LIFE & DISABILITY SERVICES CONTRACT PRE-

PROPOSAL

VIRTUAL CONFERENCE HOSTED BY THE US EMBASSY NAIROBI

Solicitation Number 19KE5021R0002

February 22, 2021 AT 10:00 AM

Embassy members present: Aisha O’Neal (Contracting Officer (C.O.)); Eric Kamau (Contract

Specialist (C.S.)); Dan Okumu (Procurement Supervisor); Christopher Odero (IT Specialist);

Jamie Armstrong (Human Resources Officer); Mary Foley (Deputy Human Resources Officer);

Mildred Ahenda (Human Resources Management Specialist); Eva Magak (Human Resources

Assistant)

17 representatives from 12 prospective bidder companies were present.

Introduction

• Vendors signed into the virtual WebEx meeting.

• The C.S. started the meeting by welcoming the offerors and introduced all Embassy attendees.

• The C.S. began with a few ground rules, indicated that all microphones should be muted, and all questions be posted in the chat box.

The Solicitation Process

• A pre-solicitation conference (Webex) was held for Group Life and Disability Insurance

Services 19KE5021R0002. The C.S. provided the conference introduction, an explanation of the purpose to ensure prospective offerors understood the significant solicitation requirements, and instructions for official question submissions. Participants were informed that all solicitation questions should be submitted to the C.O. in writing, via this email (NairobiGSO-Contracts@state.gov) on or before February 24, 2021 1600 hrs and that responses pertaining to the solicitation will be disseminated to all offerors electronically along with the meeting minutes by March 02, 2021 by 1600.

• The C.S. reminded attendees their proposals must be submitted in two separate sealed envelopes: (1) financial proposal and (2) technical proposal. Also explained was the proposals must be submitted on or before Monday, March 22, 2021. 4.00pm East African

Time and that no proposals will be accepted after this time and only hard-copy documents will be accepted. Attendees were advised of the deliver location (U.S.

Embassy- Nairobi, UN Avenue, Gigiri at the Truck Transfer Area next to CAC 2).

mailto:NairobiGSO-Contracts@state.gov

• Attendees were advised of the USG’s intent to award a contract based on initial proposals without holding discussions although the USG may hold discussions with companies in the competitive range if there is a need to do so.

• The C.S. provided the project overview, solicitation guidance, and a comprehensive review of the solicitation process. Specifically, he called attendees attention to the solicitation document as follows:

Section B – PRICE

• Instructions on populating SF 33 (blocks 12-18) which specifies minimum acceptance period, prompt payment discounts, acknowledgement of amendments, offeror contact information and signature, offer date.

• Addressed James Zadroga 9/11 Victims Health and Compensation Act of 2010, which subjects contractors to an excise tax of 2% pursuant to 26 U.S.C. 5000C.

• Addressed Section B, Part I Reserved due to contract model used has a health insurance component that was intentionally omitted.

• Explanation regarding eligible participants, as outlined in C.2.3, was provided.

• Explanation regarding the USG premium cost portion of 100% was provided.

• Explained the contract is fixed-price with economic-price- adjustment-requirements under which the USG will issue firm-fixed price task orders.

• Explained the contractual benefits and the mandatory payable allowances.

• Discussed Pricing Table Section B.6.1-B.6.6. Clarified the chart methodology specifically how the pricing is to be developed. Informed attendees where to insert offeror/bidder prices and cumulative totals.

• Explained the Minimum and Maximum amounts (per contract period min-50 employees and max-7,200 employees per annum).

• Discussed B.7.2 Retention Amounts per Separate Premium Paid per Employee chart.

• Explained EPA concept and reinforced that no adjustments will be allowed during the first twelve months.

• Explained the B.8.2 Premium Adjustment Based on Law provision potential negotiation and modification.

Section C - DESCRIPTION/SPECIFICATION/WORK STATEMENT

• Explained the different types of life and disability coverage amounts and stipulations

• Discussed eligibility; participants covered under a rider; and individuals not eligible for coverage

• Discussed individual’s ineligible for coverage

• Discussed terms of eligibility and effective date and the period of ineligibility.

Section E - INSPECTION AND ACCEPTANCE

• Discussion regarding Quality Assurance & Surveillance Plan; Complaints & Procedures;

COR verification & Role

Section F - DELIVERIES OR PERFORMANCE

• Explained the performance period of this contract is one year beginning on 30 days following contract award with four one-year options to renew

• Discussed where reports and deliverables were to be sent

(NairobiHRBenefitsTeam@state.gov)

Section G - CONTRACT ADMINISTRATION

• Provided explanation of COR designation (pg. 18)

• Discussion regarding payment procedures; invoice submission; VAT processing; any payment related questions to be sent to NairobiPayables@state.gov.

• Discussion regarding performance period from start date in Notice to Proceed continuing for 12 months, with four, one-year options to renew.

• Addressed Value Added Tax (VAT) and explanation of non-acceptance of VAT included on invoices.

Section H - SPECIAL CONTRACT REQUIREMENTS

• Discussion regarding ordering procedures. Explained how task orders are issues

(quarterly basis) and if there are changes made to the coverage listing, the Government anticipates issuance of a new task order on a quarterly basis.

Section I – CONTRACT CLAUSES

• Covered ordering provision (pg. 27) - task orders being subject to the terms and conditions established in contract

• Covered ordering limitation minimum and maximums stipulations (pg. 28)

• Covered Requirement provision of Oct 1995 (pg. 29). Explained this is a requirements contract services specified, and effective for the period stated, in the Schedule and also that the quantities of services specified are only estimates. Also explained was the expectation that if the Government's requirements do not result in orders in the quantities described as "estimated" or "maximum" in the Schedule, that fact shall not constitute the basis for an equitable price adjustment.

• Covered USG option to extend terms provisions (pg. 29 & 30)

• Covered availability of funds provision (pg. 32)

• Covered continuity of services provision (pg. 32)

• Provided explanation of Legal Holidays and Administrative Leave (pg. 36)

• Provided explanation for Exhibit’s A & B (beneficiary statistics).

Section K - REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF

OFFERORS

• Discussion of representations and certifications; Reminded bidders to pay attention to areas in this section requiring input.

• SAM registration importance and instructions. Reminded participants of the annual requirement to re-register

Section L - INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFERORS mailto:NairobiHRBenefitsTeam@state.gov

• Explanation of solicitation provisions and requirements – attendees were instructed not to simply use the boiler plate tender submissions. Provide responses according to the solicitation provisions.

• Provided submittal requirements instructions; reminded to provide an original + 2 copies

(technical and price proposals) separately in a sealed envelope indicating Solicitation

Number 19KE5021R0002; also reminded technical documents may have identifiable markings but should not have any pricing information.

Section M - EVALUATION FACTORS FOR AWARD

• Discussion of the evaluation criteria; reminded of the summary of instructions

Section L; the evaluation factors that will form part of the technical selection criteria.

• Explained to attendees that the award selection will go to the lowest priced, technically acceptable, responsible offeror.

• Discussion on how we may award without discussions in accordance with FAR provision 52.215-1

Next, the C.S. reminded attendees of the RFQ submission date. He discussed the importance of full adherence to the process.

O’Neal, A. thanked participants for attending.

The conference adjourned at 1109 hours.