Minutes of Meeting - Life Insurance - 10-25-2023.pdf

SBU - CONTRACTING AND ACQUISITIONS

MINUTES OF MEETING

PRE-PROPOSAL CONFERENCE

DATE: 10-25-2023; 10:00-11:15 AM at Le Royal Hotel Dbayeh SUBJECT: Pre-Proposal Conference for Life Insurance Solicitation (RFP # 19LE2023R0003) PARTICIPANTS: Representatives from 12 Insurance Companies

Christopher Berkey / Contracting Officer Ghida Hafez / Human Resources Specialist Garo Ohanian / Procurement Supervisor Soha El Hoyek / Contract Specialist

The above-listed attendees met to discuss the solicitation package. The following were discussed:

1- CO Christopher Berkey welcomed all attendees and introduced the HR and GSO staff. He explained that the purpose of the meeting was to provide an opportunity for all firms to understand U.S. Government solicitation procedures, rules that apply to the solicitation process, and an overview of the Statement of Work (SOW). CO informed the participants that all documents will be posted on Sam.gov. No separate emails will be sent to bidders. Changes will be made in writing only. Anything said during the conference does not change the requirements of the solicitation. The embassy will be posting the answers to written questions received and those to be received during the pre-proposal conference on Sam.gov soon after the pre-proposal conference.

The proposals due date will be amended to become two weeks after the issuance of the questions and answers amendment. CO Christopher Berkey told the participants that as per FAR 4.1102, they should be registered in SAM at the time their offer or quotation is submitted. They need to abide by the Zadroga Act that entails 2% of the contract amount to be deducted and will not be paid to them. All participants were encouraged to ask questions at any time, and it was made clear to them that all questions and answers would be shared with all potential bidders.

2- HR Specialist Ghida Hafez provided a summary of Section C – Statement of Work, explained the requirements and what is expected from the offerors.

3- CO Christophr Berkey and Procurement Supervisor Garo Ohanian provided a summary of the solicitation package. Specific sections discussed were Section B- Prices, Section K- Representations, Section L- Instructions to Offerors and Section M- Evaluation Factors. Participant company representatives were reminded that failure to submit a complete proposal may be a cause for the proposal to be rejected and deemed as unacceptable. Separate price and technical proposals should be submitted by bidders. The solicitation covers two riders also. No more than one complaint per month is acceptable and task order shall be issued every two bi-weekly.

4- It was also stated that the contract is going to be firm fixed price with economic price adjustment clause per Section B. The contract is for one (1) base year and that the USG has the option for four (4) additional years and that offerors should prepare their proposals accordingly, filling out the forms in Part I of Section B in the solicitation document.

5- The criteria for the technical evaluation were explained. It was stated that the USG will determine the responsible offeror by evaluating the responses received from offerors for mandatory requirements for life insurance coverage specified in section C.

6- In response to questions, CO Christopher Berkey told participants to submit their questions before COB Wednesday October 25, 2023 in writing to ContractingBeirut@state.gov. All questions will be shared with everyone.

The Pre-Proposal Conference concluded and attendees were thanked for their presence and expression of interest in serving the U.S. Government. The meeting was adjourned at 11:15 a.m.

mailto:ContractingBeirut@state.gov