19KE5026R0001 Pre-proposal Conference Minutes_07.23.2026.pdf

Minutes of the Pre-Proposal Conference

Seychelles Locally Employed Staff (LES) Health Insurance Services Solicitation

Hosted by: U.S. Embassy Nairobi

Solicitation Number: 19KE5026R0001

Date/Time: July 23, 2026, 9:00 a.m. (East Africa Time)

Location: virtual platform (Microsoft Teams)

Embassy Members Present:

Name Role

Leslie Marks Contracting Officer (CO)

Eric Kamau Procurement Supervisor

Kevin Owino Contract Specialist

Katryn Stewart Deputy Human Resources Officer

Eva Magak HR Assistant Team Lead

Mildred Ahenda Human Resources Management Specialist

Representatives Present:

Two representatives from prospective bidder firms attended the conference.

1. Introduction

The meeting commenced with introductions of all Embassy personnel and attending vendor representatives. The CO welcomed participants and underscored the significance of this solicitation in securing continued, high-quality health insurance coverage for Locally Employed

Staff (LES) and their families at the U.S. Embassy in Seychelles under Embassy Nairobi's administrative oversight.

2. Purpose of the Meeting

The Procurement Supervisor outlined the objectives of the pre-proposal conference:

• Provide prospective vendors with a clear and thorough understanding of the health insurance requirements for LES personnel in Seychelles.

• Guide vendors through the structure of the solicitation and clarify how to prepare a compliant and competitive response.

• Address preliminary vendor questions and set clear expectations regarding the bidding process, timeline, and evaluation criteria.

3. Question Submission Procedures

• All questions regarding the solicitation must be submitted in writing to the Contracting

Officer at NairobiGSO-Contracts@state.gov no later than Tuesday, July 28, 2026, 4:00 p.m. (East Africa Time).

• Questions received after this deadline may not be addressed prior to proposal submission.

• Consolidated responses to all vendor questions will be distributed electronically to all prospective offerors via SAM.gov, along with a copy of these meeting minutes, to ensure equal access to information across all bidders.

4. Proposal Submission Requirements

• All proposals must be submitted electronically through Nairobigsofp@state.gov, in accordance with the instructions set forth in the solicitation.

• Vendors were encouraged to submit proposals well in advance of the deadline to mitigate the risk of disqualification due to technical difficulties, transmission failures, or last-minute submission errors.

• Vendors should carefully review Blocks 12–15 of the solicitation (SF 33) for specific submission timelines, formatting requirements, and delivery instructions. Late proposals will be handled in accordance with FAR 52.212-1 and applicable Department of State acquisition regulations.

5. Proposal Structure and Financial Submissions

Proposals must include complete pricing for a five-year coverage term, broken out as follows:

• Base Year

• Option Year 1

• Option Year 2

• Option Year 3

• Option Year 4

• Six-month extension option (if invoked by the Government) mailto:NairobiGSO-Contracts@state.gov mailto:Nairobigsofp@state.gov

Note: All invoices submitted under any resulting contract must be zero-rated for Value Added

Tax (VAT), consistent with the tax-exempt status of the U.S. Mission under applicable international agreements.

6. Section A – Model Contract

• The Procurement Supervisor detailed instructions on properly completing Standard

Form (SF) 33, specifically Items 12 through 18, which cover topics such as discount terms, acknowledgment of amendments, and contractor identification.

• Two administrative errors were identified in the solicitation document itself, in Blocks 5 and 9 of SF 33. Vendors were advised that these would be corrected via formal amendment, and offerors should ensure their proposals reflect the corrected information once issued.

7. Section B – Prices

• All pricing submitted must be zero-rated (exclusive of VAT).

• Vendors were directed to Section B.2, which contains the current and authoritative pricing table to be used as the basis for cost/price proposals.

8. Project Details

Attendees reviewed key project elements, including:

• Schedule – overall contract period and milestones

• Scope – description of required health insurance services and covered population

• Period of Performance – base and option year structure

• Pricing Table – format and required cost breakdown

• Terms and Conditions, including:

o Quality Assurance Surveillance Plan (QASP) – standards for monitoring contractor performance o Complaints & Procedures – process for LES members to report and resolve service issues o Contracting Officer's Representative (COR) Verification & Role – oversight responsibilities and points of contact for contract administration

9. Section B.3 – Retention Amounts

Vendors were advised that retention amounts must be calculated based on the total premium amount, which is in turn determined by the number of individuals covered on an annual basis.

Offerors should ensure retention calculations align with the methodology outlined in Section B.3 to avoid pricing discrepancies during evaluation.

10. Premium Breakdown

• Premiums are assigned per embassy employee or principal — there is no separate premium charged for dependents. Instead, a single premium rate applies based on family size category (e.g., Self; Family of 3 or more).

• The bi-weekly premium total is calculated by multiplying the number of covered families in each category by the corresponding category rate.

• The Base Year total price is derived by multiplying the bi-weekly premium total by 26, reflecting the standard number of pay periods in a calendar year.

Vendors should ensure this methodology is consistently applied across all option years and the six-month extension period, adjusting for any premium escalation permitted under the solicitation terms.

11. Service Providers

Service providers may propose additional coverage levels or tiers beyond the minimum benefits specified in Section C.1. However, all proposals will be evaluated using a Lowest-

Price, Technically-Acceptable (LPTA) methodology, provided that the offeror's plan meets or exceeds all stated minimum benefit levels. Vendors offering enhanced coverage should ensure that any additional value is clearly documented but should not assume it will be independently weighted in the evaluation, given the LPTA basis of award.

12. Section J – List of Exhibits

Attendees reviewed the list of exhibits in detail, including demographic data relevant to the covered population in Seychelles. Vendors were encouraged to use this demographic information to inform accurate premium and retention calculations.

13. Section K – Representations and Certifications

Attendees were reminded to carefully review and complete Section K in full, as incomplete or missing certifications may affect proposal responsiveness.

14. Section L – Instructions to Offerors

Attendees were instructed to follow all formatting, content, and submittal requirements outlined in Section L to ensure their proposals are considered responsive.

15. Section M – Evaluation Factors

Attendees were directed to closely review Section M, as the technical evaluation and ultimate award decision will be based directly on the factors identified therein. Offerors should ensure their technical proposals explicitly address each evaluation factor.

Questions and Clarifications Raised by Vendors during the meeting:

Responses to the following questions were provided by the Human Resource Team during the meeting as enumerated below: -

1. Coverage of Treatment

Question: Does coverage apply only within Seychelles, or does it extend worldwide?

Response: Coverage includes both local (in-country) and out-of-country treatment.

2. Coverage Limit for International Medical Treatment

Question: Vendors expressed concern that the SCR 350,000 annual limit is insufficient to cover out-of-country medical treatment and associated travel costs.

Response: The solicitation reflects minimum benefit requirements approved by the

Department of State. Vendors offering multiple plan options that meet or exceed these minimum benefit levels may submit separate proposals for each qualifying plan for the

Government's consideration.

3. Coverage Limit for International Medical Emergency Evacuation

Question: Vendors noted that emergency medical evacuation alone can cost approximately

$75,000 (exclusive of treatment costs), and that the SCR 350,000 limit is insufficient to cover evacuation expenses.

Response: As above, the solicitation reflects minimum benefit requirements approved by the

Department of State. Vendors with multiple plans meeting or exceeding these minimums may submit separate proposals per plan.

4. Outpatient Coverage

Question: What is the limit on outpatient coverage?

Response: The annual limit of SCR 350,000 covers outpatient care in full; there is no separate sublimit for outpatient services.

Closing Remarks

The Procurement Supervisor thanked attendees for their participation and reiterated that all supplemental questions must be submitted in writing to NairobiGSO-Contracts@state.gov no later than July 28, 2026, 4:00 p.m. (EAT).

The Government will issue consolidated answers to all vendors via SAM.gov to ensure a fair and transparent competitive process.

Adjournment

The meeting adjourned at 9:42 a.m.

mailto:NairobiGSO-Contracts@state.gov