Pre-Proposal Conference Minutes-GOV Insurance.pdf

SBU ‐ CONTRACTING AND ACQUISITIONS

March 11, 2024

Embassy of the United States of America Paseo de la Reforma No. 305, Colonia Cuauhtémoc, 06500 Mexico City.

Minutes from Pre‐Proposal Conference – Government‐Owned Vehicles (GOVs) Insurance Services, March 11, 2024

Introduction

The Contracting Officer welcomed all attendees, introduced COR and Contracting Specialist.

Discussion of the Solicitation Package

Attendants from the Embassy: Contracting Officers: Kyle Konrad and John Paul

Harris Contracting Supervisor: Veronica Tecuatl

Contracting Specialist: Marisa Calva Contracting Officer Representative: Edgar Espino Requiring Office Team: Kayla Meyer

Purpose:

The purpose of this pre‐proposal conference is to brief all prospective offerors about the solicitation. In this meeting, you will learn how doing business with the U.S. Government differs from commercial practice because the solicitation and award processes are regulated under the Federal Acquisitions Regulation (FAR).

Submittal deadlines:

Questions: March 19, 2024. Please refer to section J.5 of the RFP.

Quotations: May 9, 2024. Please refer to sub section J.2.4 of the RFP.

Pre‐proposal conference minutes will be posted in Contract Opportunities in SAM.gov website.

Before we go through the solicitation, I would like to point out the following important notes:

Statements

The statements made here do NOT change the solicitation. All changes will be made by written amendment to the solicitation.

Amendment

It may be necessary to amend (change) the solicitation during the solicitation period for such reasons as:

• Issues raised by prospective offerors, either in the pre‐proposal conference or otherwise;

• The need to change the closing date for receipt of offers;

• The need to correct ambiguities; or

• Changes in quantity, specifications, or delivery schedules.

All amendments will be posted in the Contract Opportunities section in SAM.gov website. The U.S. Government implements the Fair Release of information, in other words, what you tell one, you must tell everyone.

Questions

We have received seven questions in advance. We will go over these questions and any new ones that arise during this meeting at the end of this session (if there is enough time), but all the formal answers will be posted. Please type all your questions in this session’s videoconference chat.

Please note that questions must be sent in English as answers will be provided in English; if questions are received in Spanish, answers will be provided in English.

The Questions & Answers document will be posted in the Contract Opportunities in the SAM.gov website.

In order not to jeopardize this solicitation process, please do not contact any person in the U.S. Embassy other than the Contracting Team.

Solicitation

The solicitation is divided into the following four parts:

Part I – The Schedule – We will mostly go over this section.

Part II – Contract Clauses – We will not go over the clauses, only clause 52.222‐50 Trafficking in persons, 52.204‐24 & 52.204‐26 Covered Telecommunications Equipment and 52.229‐12 Tax on Certain Foreign Procurements.

Part III – List of Attachments– Slightly go over these attachments.

Part IV – Representations, Certifications, and Other Statements of Offerors – this Section must be filled‐in by each offeror, if applicable. Instructions – this section contains instructions about the offeror's proposals. Evaluation Factors – It refers to how we evaluate each proposal.

We will only go over important points in these sections:

Part I – The Schedule

1. Scope of Services

The Contractor shall provide insurance coverage and management of the related services for all the U.S. Government‐Owned Official armored and unarmored vehicles, trucks, and motorcycles currently registered and to be registered by the U.S. Mission Mexico.

1.2 Type of Contract

This is a firm‐fixed‐price, Indefinite‐Delivery Indefinite‐Quantity contract with economic price adjustment.

Indefinite delivery, indefinite quantity contracts provide for an indefinite quantity of services for a fixed time. Performance of services is then made via an individual task order placed for the contractor pursuant to procedures established in the contract.

A fixed‐price contract with economic price adjustment provides for upward and downward revision of the stated contract price upon the occurrence of specified contingencies.

1.3 Period of Performance

The performance period under this contract will commence on the date listed in the Notice to Proceed and continue for twelve months, with four (1) one‐year options for renewal. The total duration of this Contract shall not exceed five (5) years.

1.4 Minimum and Maximum Amounts

For each year of the contract, the U.S. Government will place task orders totaling a minimum of $100.00 U.S. Dollars. This is the contract minimum for each 12‐ month period of performance. The maximum amount for placement of task orders each year of this Contract will not exceed $350,000.00 U.S. Dollars. This is the contract maximum for each 12‐month period of performance.

1.5 Prices

Contractor’s premiums shall be all‐inclusive to include personnel, administration, management, transportation, labor, materials, insurance (see FAR 52.228‐4 and 52.228‐5), deductibles, overhead, profit, and any other cost required to provide the services. The coverage is firm‐fixed price per vehicle. The fixed prices established below for Government‐Owned Vehicle Insurance Coverage and the associated services shall apply to any and all task orders issued under the contract.

Value Added Tax (VAT) The Contractor shall include VAT as a separate charge on the Invoice and as a separate line item in Section B herein.

Offers in U.S. Dollars Value Added Tax (VAT) for offers in U.S. Dollars (see paragraph B.7.1, Offers and Payment in U.S. Dollars) is not applicable to this contract and shall not be included in the CLIN rates or Invoices.

Offers in Mexican Pesos Value Added Tax (VAT) for offers in Pesos, Mexican currency (see paragraph B.7.2, Offers and Payment in Pesos), is not included in line‐item rates. Instead, it will be priced as a separate amount in the contract and on the Invoices. Local law dictates the portion of the contract price that is subject to VAT; this percentage is multiplied only against that portion.

1.6 Premiums

The Contractor shall present an annual premium price per type of vehicle in the corresponding tables (for subsections B.4.2 through B.4.6), that multiplied by the estimated quantity of each kind of vehicle shall result in the total estimated annual premium per type of vehicle.

Sections B.4.2 through B.4.6:

Please add your annual premium price per type of vehicle, that multiplied by the estimated quantity of each kind of vehicle shall result in the total estimated annual premium per type of vehicle. Estimated quantities are yearly estimates and per type of vehicle. Important: please note that the minimum coverages stated in the premiums pricing tables are in Mexican Pesos, as per sub section C.2.1 Type of Coverage (minimum required amounts).

For the additional towing services, please add your unit price per type of vehicle, that multiplied by the estimated amount of kilometers shall result in the total estimated annual premium per type of vehicle.

Prices should be fixed prices that cannot be changed after the contract award, for the base year and all option years. And there should not be any additional costs to the ones stated in this solicitation.

The following is the process for pricing filling:

You must multiply the *estimated quantity of vehicles, or the estimated amount of kilometers (previously established by the US Government) by your annual premium per vehicle, or by your unit price, and the result will give you the total estimated annual premium for each row. Then to obtain the subtotal amount you must sum the total estimated annual premium of all the rows and place the result in the subtotal box. To obtain the VAT or IVA, multiply the subtotal amount by 16% and place the result in the VAT box. And the total for the base year will be the sum of the subtotal box plus the VAT box. This procedure will be the same for the calculations of all option years.

* Please do not use more than two decimals as they can affect the final pricing mathematics.

1.7 Administrative Retention Amounts

The retention amount is part of the premium and may include, but not be limited to, such costs as overhead and general and administrative costs. It will also include any profit. Essentially, it includes all costs except the actual portion of the premium intended to fund claims paid. Paragraph B.9.2 sets forth the retention amounts per premium paid for each category of premium and for each period of performance. This fixed amount must be expressed in the currency in which the premium amount is proposed. The fixed retention amount shall NOT be expressed in terms of a percentage of the premium. This retention amount will not be adjusted for any reason.

1.8 Economic Price Adjustment

Premiums may be adjusted upward or downward based on the experience rating of the Mission(s) covered by this contract. No adjustment will be allowed during the first 12 months of the contract. After such time, the Contractor or the Government may request an adjustment in premiums on an annual basis. Before any such adjustment is made, the Contractor agrees to provide the Government a balance sheet showing receipts (premiums received), payments (claims paid), the retention amount paid to the Contractor, and the difference between amounts received and paid. Any adjustment shall be subject to mutual agreement of the parties and shall result in a written modification to the contract.

The Contracting Officer Representative (COR) will tell you about the insurance coverage, insurance policies and reports.

Speaker: Contracting Officer’s Representative, Edgar Espino

Basic Insurance Coverage The Contractor shall provide insurance coverage throughout the Mexican Republic for all GOVs listed in Exhibit A and all GOVs added to the Mission Mexico GOV pool during the term of this Contract.

Type of Coverage This insurance shall include:

Minimum Required Amount

a. Liability Insurance – Property Damage $750,000.00 MXN

b. Liability Insurance – Bodily Injuries to include medical, permanent disability, death and/or funeral expenses

$750,000.00 MXN

c. Medical Expenses for passengers and driver of the insured vehicle

$500,000.00 MXN

d. Legal and public assistance, to include but not limited to bond and/or bail to release the driver and vehicle (see Section Error!

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INCLUDED

e. Road Assistance (to include an unlimited number of towing services within 100 kilometers from vehicle location [see 0 below], vehicle locksmith service, tire changes, jump starts, gasoline, mechanic support).

INCLUDED

Coverage Status

The contractor shall provide full and continuous coverage for all the vehicles under this contract, regardless of the status of payment of the respective insurance policies.

Towing Services

Road Assistance Towing under Road Assistance shall include an unlimited number of towing services within 100 kilometers from vehicle location. The U.S. Government may select any location within the 100‐kilometer radius.

Additional Towing The U.S. Government may request to tow a vehicle to a different location that exceeds 100 kilometers from accident location when it is in the best interest of the U.S. Government. Additional towing kilometers shall be paid as per the rates specified under paragraphs B.4.2.4, B.4.3.4, B.4.4.4, B.4.5.4, and B.4.6.4, Additional Towing Services (T Contract Line Items).

Deductibles

The U.S. Government shall not pay any deductibles and/or any other additional charges that are not stated in the Contract. This is an all‐inclusive Contract;

therefore, no additional charges other than those stated herein shall be approved.

Coverage Validity

Coverage validity shall start immediately after the Contractor receives a fully approved Task Order or the request to add a new vehicle from the COR or GTM.

An e‐mail from the COR and/or GTM may be used for an urgent service and will follow with a Task Order the next working day.

Policy Issuance and Delivery

The Contractor shall provide individual/per vehicle insurance policies for all the U.S. Government‐owned vehicles listed in Exhibit A within ten (10) calendar days of receiving the corresponding Task Order. Insurance Policies shall be provided in electronic format. Paper format might be required, upon U.S. Government request.

Policies for Modified Task Orders

The Contractor shall provide updated and/or new insurance policies for any additional vehicle requiring coverage within each option year.

Accuracy of Insurance Policies

All vehicle information stated in each policy, including make, model, vehicle identification number, passengers and doors must be correct, accurate and up to date.

Reports

Monthly The Contractor shall submit to the COR an individual status report for every vehicle involved in an accident, whether the case is pending or resolved. These reports shall comply with Exhibit B requirements. Each report shall cover information for the previous month and all outstanding cases.

Semi‐Annual The Contractor shall submit to the COR a report twice each year of all resolved cases explaining the circumstances and liability of the parties. This report shall cover the preceding six months.

Changes in Types or Amounts of Coverage Required

Notification to Contractor

The Contracting Officer, through the COR, will notify the Contractor by letter, each time there is a change in the types of coverage for any vehicles covered by the Contract. This letter will request pricing from the Contractor. The Contractor shall have five (5) calendar days to propose premiums.

The Contracting Officer will modify the contract bilaterally within ten (10) business days of the notification, presuming the parties can reach agreement on the premiums. Only the Contracting Officer is authorized to modify the type of insurance coverage under this contract. The Contractor shall not add or remove vehicles or revise the type of coverage for any vehicles under this contract without a proper Contract Modification and a fully approved Task Order.

Changes in Vehicles Requiring Coverage

The U.S. Government may add or remove vehicles insured under this contract at any time, during the period of performance of this contract. These additions or removals shall be requested by the COR through a fully approved Task Order or a written authorization from the Contracting Officer.

When a vehicle is added to the Contract, the Contractor is to deliver the policy of the insured vehicle to the COR the same day it is requested, and insurance coverage will begin immediately.

My colleague Marisa has more information for you.

1.9 Task orders

The CO is the only responsible for issuing Task Orders.

All services under this contract shall be ordered through a Task Order Form OF‐ 347 (see Exhibit IError! Reference source not found.), issued by the Contracting Officer, as the need arises. The COR or designated GTM shall be responsible of starting the process to issue task orders to request coverage for one or more vehicles. Each task order shall include a spreadsheet that will clearly state the following information:

Vehicle(s) License Plate.

Type of Vehicle.

Vehicle Description.

Type and Amount of Coverage.

Agency.

Starting and Ending Date of Coverage.

Annual Premium per Vehicle or Prorated Premium (as applicable).

1.10 Authorized Ordering Officials

Those authorized to issue task orders under this IDIQ contract are as follows:

Any warranted Contracting Officer assigned to the General Services Office at the U.S. Embassy and at one of the nine (9) U.S. Consulates in Mexico.

The above delegation includes full authority to award and administer Task Orders issued under the IDIQ contract.

NOTE: All authority to change or modify the basic IDIQ contract, including the exercising of any options, remains with the Contracting Officer assigned to the General Services Office at the U.S. Embassy Mexico City.

Part II – Contract Clauses

You will find all FAR and DOSAR clauses that protects the USG and the Contractor. You can go on acquisitions.gov to review them. If you have any questions, please email us.

FAR Clause 52.222‐50 Combating Trafficking in Persons. Defined as exploitation of all kinds. The U.S.G. has zero tolerance for this matter. If there is a suspicion of trafficking in persons, the U.S.G has the right to investigate and terminate the contract.

National Defense Authorization Act (NDAA) Clauses 52.204‐24 and 52.204‐ 26 Covered Telecommunications Equipment. NDAA is the name for each of a series of U.S. federal laws specifying the annual budget and expenditures of the U.S. Department of Defense. And regarding the covered telecommunications equipment, due to recent changes in U.S. law, your company may be prohibited from contracting with the U.S. Government if you utilize Telecommunications equipment produced by Huawei, Hytera, Hangzhou, Dahua or, ZTE Technologies (or any subsidiary or affiliate of such entities) in your daily operations. This technology includes for example, routers, modems, or telephonic communications equipment.

FAR Clause 52.229‐12 Tax on Certain Foreign Procurements. This clause applies only to foreign persons. The Government will withhold a full 2 percent tax of each payment unless the Contractor claims an exemption.

Exemptions shall be claimed through the Department of the Treasury Internal Revenue Service (IRS) Form W‐14.

Part III – List of Attachments

List of Attachments within this Solicitation

Exhibit A ‐ List of Government Owned Vehicles and Trucks

Exhibit B ‐ Contractor’s Monthly and Bi‐Annual Status Reports

Exhibit C ‐ Contractor’s Insurance Policy – to be added at time of contract award.

Exhibit D: Guide for NCAGE & SAM Registration – all vendors must have an active SAM registration in order to be eligible for award. If you have any questions or concerns, please contact us so we can help you through the process. If you follow each step of the process, you will not have trouble.

Despite the information contained in Exhibit D for these processes, please note that SAM Registration steps have changed beginning on April 4, 2022.

Therefore, please enter directly to SAM.gov to obtain a Unique Entity ID:

The unique entity identifier used in SAM.gov has changed.

On April 4, 2022, the unique entity identifier used across the federal government changed from the DUNS Number to the Unique Entity ID

(generated by SAM.gov).

o The Unique Entity ID is a 12‐character alphanumeric ID assigned to an entity by SAM.gov.

o As part of this transition, the DUNS Number has been removed from SAM.gov.

o Entity registration, searching, and data entry in SAM.gov now require the use of the new Unique Entity ID.

o Existing registered entities can find their Unique Entity ID by following the steps here.

o New entities can get their Unique Entity ID at SAM.gov and, if required, complete an entity registration.

Please note that all these registrations are absolutely free of charge.

Exhibit E – Consular Districts in Mexico ‐ This contract is also extended to the locations in the Consular District States enlisted here.

Exhibit F – Payment Registration Form – Pesos

Exhibit G – Payment Registration Form – U.S. Dollars – U.S. Bank

Exhibit H – Payment Registration Form – U.S. Dollars – Mexican Bank

Exhibit I – Task Order Form OF 347

Exhibit J – Vendor Portal Registration

Exhibit K – Claims Report

Part IV

Part IV – Representations, Certifications, and Other Statements of Offerors – this Section must be filled‐in by each offeror, if applicable. Instructions – this section contains instructions about the offeror's proposals. Evaluation Factors – It refers to how we evaluate each proposal.

Representations, Certifications, and Other Statements of Offerors

This section identifies the type of company or business that each one has. Please fill‐in sections that are applicable. You only need to complete this section if you do not have your SAM registration active.

Make sure you comply with dates and times. The C.O. reserves the right not to answer or receive late questions or quotations.

Instructions to Offeror

This section provides detailed instructions on how to prepare your proposal. Each proposal must contain 4 volumes. Please provide all of the requirements stated in each volume in separate volume files.

Proposals must be sent electronically by sending it to the email stated in the Solicitation, no later than Thursday, May 9, 2024, at or before 17:00 hours, local time.

As per FAR clause 52.214‐34, quotations must be sent in English.

Evaluation of proposals

To be acceptable and eligible for evaluation, proposals must be prepared in accordance with Section L provisions and must meet all the requirements set forth in other sections of this solicitation. Additionally, as per FAR 4.1102, offerors are required to be registered in SAM.gov at the time an offer is submitted.

Award will be made to the lowest priced, technically acceptable, responsible offeror.

The Government reserves the right to reject quotations that are unreasonably low or high in price.

Questions

The following questions were received prior to the date of this conference.

(Enclosure)

The attached questions were asked during the conference or prior to the conference:

Conclusion

The conference concluded and attendees were thanked for their presence and expression of interest in serving the U.S. Government.

Sincerely, John P. Harris Contracting Officer

Enclosure:

Questions and Answers