MinutesPreProposalConference.pdf

MINUTES OF PRE-PROPOSAL CONFERENCE

Solicitation No.: 19MJ1926R001

Subject: Global Medical Coverage Health Insurance Services for LE Staff, U.S.

Embassy Podgorica

Date of Conference: July 23, 2026

Location: Hotel Hilton Podgorica, Conference room Princess Milica

1. Attendees US Embassy Representatives:

Karl Lohse — Contracting Officer

Sanela Tuzovic — Procurement Supervisor

Jelena Kaludjerovic — Contracting Assistant

Margita Jovanovic — Contracting Officer Representative (COR)

Potential Offerors: See attached Pre-proposal Conference AttendanceList.

2. Introduction

TOfficer opened the conference and introduced the US Embassy team to the potential offerors in attendance.

3. Presentation Overview

The team presented an overview of Solicitation 19MJ1926R001 for Global Medical Coverage Health Insurance Services for LE Staff at U.S. Embassy Podgorica, covering the following key points:

Important Dates:

• Publishing Date: July 2, 2026

• Pre-proposal Conference: July 23, 2026

• Offers Submission Deadline: August 14, 2026, by 17:00 CET

Important Documents Required for Submission:

• SF-33

• Section B, Pricing Schedule

• Section B, Retention Amounts in B.3 and B.7

• Section K, Representations and Certifications

• Additional information as required in Section L

• Completed IRS Form W-14 (available at www.irs.gov/w14), to ensure compliance with

FAR 52.229-11

• Proof of SAM Registration

4. Discussion of Solicitation Requirements

The team walked through the requirements outlined in the Sections of the solicitation document, with particular emphasis on the following:

Section L Requirements:

• Defense Base Act (DBA) insurance premium costs covering employees working on the contract, including American citizens, individuals hired in the United States or its possessions (regardless of citizenship), Host Country Nationals (HCNs), and Third Country Nationals (TCNs) working overseas. Offerors were advised to obtain DBA insurance directly from a Department of Labor–approved provider, as listed at http://www.dol.gov/owcp/dlhwc/lscarrier.htm.

The Contracting Officer provided additional clarification on this requirement, noting that while DBA insurance does overlap with some coverage in the Montenegrin market, it is still a requirement for this contract. He explained the process for obtaining a quote from a DOL-approved provider. The Procurement Supervisor further clarified that, at this stage, offerors are only required to get a quote for the cost of DBA insurance; actual purchase of the insurance policy is required only upon contract award by the awarded company.

• Completed IRS Form W-14 (FAR 52.229-11 compliance)

• Executed SF-33 and completed Section K (Representations, Certifications, and Other Statements of Offerors)

• Price Proposal and completed Section B (Supplies or Services and Price/Costs) –

The COR provided additional clarification on this requirement, specifically explaining the U.S. Government's biweekly salary calculation methodology, noting that this practice differs from standard payroll conventions in the Montenegrin market and offerors should account for this distinction when preparing their pricing.

• Technical Proposal addressing all technical factors and sub-factors

• Evidence that the offeror operates an established business with a permanent address and telephone listing in Montenegro, or a plan to establish an office within 30 days of contract award

• Proof of SAM registration, including the SAM UEI number

Special Importance: The team specifically highlighted the SAM.gov registration requirement and the DBA Insurance requirement, underscoring their importance to a compliant offer. It was noted that the estimated start of services is planned for November 2026.

5. Questions and Answers

A potential offeror asked whether pricing could differ between the base year and option years, and whether price adjustments would be permitted over the five-year period of performance. The Contracting Officer responded by referring to and explaining the applicable pricing provisions in Section B.4 of the solicitation.

Another potential offeror asked whether the stated benefit levels and coverage percentages were fixed requirements. The COR explained that these represent the minimum required coverage levels and percentages that offerors must meet. Offerors may propose higher benefit levels or coverage percentages, but not lower ones.

6. Closing Remarks

Potential offerors were reminded that they may submit additional questions via email, and that sufficient time will be provided for the Department to prepare and issue responses.

The Contracting Officer thanked attendees for their participation. Questions may be directed to:

PodgoricaSolicitations@state.gov

7. Attachments

Pre-proposal Conference Attendance List (dated July 23, 2026)

Minutes prepared by: Sanela Tuzovic, Procurement Supervisor

Reviewed by: Karl Lohse, Contracting Officer

PRE-PROPOSAL CONFERENCE

ATTENDANCE LIST

Solicitation no. 19MJ1926R0001

7/23/2026

THANK YOU FOR ATTENDING.