QA-GOV Insurance.pdf

RFP 19MX5324R0001 for GOV Insurance

SBU ‐ CONTRACTING AND ACQUISITIONS

Questions & Answers

Q1. Are they only going to require these coverages?

A1. The USG will only require the coverages stated in this solicitation, as per sub section C.2.1 Type of Coverage.

Q2. Do they not require theft or material damage?

A2. Please refer to A1 in this Q&A document.

Q3. Is it possible that you can give us a more detailed description and series of each vehicle?

A3. As per the note in Exhibit A, the list of government owned vehicles and trucks information will be updated upon award to provide the complete information of vehicles to be insured.

Q4. What credit term is required?

A4. Payment credit term is stated in sub section E.2.7, which is thirty (30) calendar days after receipt of the proper invoice, and in sub section E.2.8.

Q5. We note that the service must be provided even with the policy not paid.

Normally the credit is 30 days. What period do you require?

A5. Please refer to A4 in this Q&A document.

Q6. The coverages are quoted separately, but for contracting they must be unified?

A6. No difference, as long as the required coverage is met.

Q7. For assistance services, is it essential to have the armored units declared to consider the type of equipment required for towing?

A7. Not sure what we are being asked. However, 50% of our vehicle inventory is armored. Please consider this for quoting purposes. The proper tow truck has to be provided to perform the service.

Q8. Where are the vehicles garaged when not in use?

A8. All vehicles are garaged in Mexico.

Q9. Is it possible to get addresses for each of the regions if garaged by region?

A9. Addresses of the US Embassy and Consulates are listed below, insurance coverage should not be limited to these regions, but coverage should be nationwide, as per Section C and Exhibit E.

U.S. Embassy in Mexico City

ADDRESS:

Paseo de la Reforma 305

Colonia Cuauhtemoc

06500 Mexico, CDMX

U.S. Consulate in Ciudad Juárez

ADDRESS:

Paseo de la Victoria #3650

Fracc. Partido Senecú

Ciudad Juárez, Chihuahua, Mexico C.P. 32543

U.S. Consulate in Guadalajara

ADDRESS:

Progreso 175

Col. Americana

Codigo Postal 44160

Guadalajara, Jalisco, Mexico

U.S. Consulate in Hermosillo

ADDRESS:

141 Monterey Street Col. Esqueda, C.P. 83000

Hermosillo, Sonora, Mexico

U.S. Consulate in Merida

ADDRESS:

Calle 60 No. 338‐K x 29 y 31

Col. Alcala Martin Merida, Yucatan, Mexico 97050

U.S. Consulate in Monterrey

ADDRESS:

Ave. Alfonso Reyes #150

Col. Valle del Poniente

Santa Catarina, Nuevo León

México 66196

U.S. Consulate in Nogales

ADDRESS:

Calle San José s/n

Fraccionamiento los Alamos C. P. 84065 Nogales, Sonora

U.S. Consulate in Nuevo Laredo

ADDRESS:

Paseo Colon 1901

Colonia Madero

Nuevo Laredo, Tamaulipas 88260

U.S. Consulate in Tijuana

ADDRESS:

Paseo de las Culturas s/n

Mesa de Otay

Delegación Centenario C.P. 22425

Tijuana, Baja California

Q10. Are the vehicles used by US citizens and / or local nationals?

A10. Vehicles can be operated by any Embassy authorized driver, either a local national or a US citizen.

Q11. Are only Government employees eligible to drive the vehicles or do family members of Govt employees also drive vehicles (if garaged at individual’s home etc.)?

A11. Only government employees are eligible to drive government vehicles.

Q12. Are vehicles only used during work hours or anytime for example weekends etc.?

A12. Vehicle usage is predominantly during working hours, but vehicles can be used afterhours and during weekends.

Q13. Nature of use of vehicles ‐ is it business or policing, cartel investigation matters? Please detail.

A13. Nature of use is official business.

Q14. Who is named insured on the current policy? Please list in full.

A14. Embajada de los Estados Unidos de América.

Q15. Are these vehicles for public servants?

A15. These vehicles are available for use to any authorized US government employee.

Q16. Could you share the circulation area?

A16. Vehicles might operate in any location within Mexico.

Q17. Could you share the accident rate of the vehicle fleet with us?

A17. Please refer to Exhibit K for the list of claims report.

Q18. Do all units have diplomatic plates?

A18. Yes, all vehicles have diplomatic plates. Diplomatic status should not be used for settling any claim.

Q19. Do you require coverage for 5 years under a single contract or is it necessary to renew the contract annually for five years?

A19. Please refer to sub section G.2.3 regarding the option to extend the term of the contract, exercise of options and the total duration of this contract.

Additionally, please refer to sub section J.3.2.1 regarding the price proposal specifications. Finally, please refer to sub section K.4, FAR 52.217-5 Evaluation of Options Clause, and sub section D.2.2.

Q20. I see there are units designated as all‐terrain vehicles. What is the purpose of these units? Is there any specific activity they perform?

A20. There are no all‐terrain vehicles in the Embassy inventory (ATVs).

Q21. In B.4.2.1 and B.4.2.2, a insured sum is requested for Personal Injury (70,000 MXN) and Property Damage (750,000 MXN) separately. Our standard is to provide Civil Liability in Combined Single Limit (a single coverage that encompasses both liabilities). Can we present it this way? Or do we need to separate each liability with their respective prices?

A21. As per sub section J.3.2.1, the price proposal shall consist of completion of Section B. Therefore, please present pricing as per the tables in section B.4.

Additionally., see the type of coverages that shall be included in sub section C.2.1.

Q22. In B.4.2.4, please elaborate on the request for Estimated Amount: Sedan (2,000kms), SUV (8,000kms), and Trucks and Pickups (100kms). We understand that the services are unlimited (according to (C.2.1).

A22. As per sub section B.3, the quantities of supplies stated in the Schedule are estimates only and are not guaranteed by this contract. As per sub section C.2.1 e.

the road assistance is unlimited for towing services within 100 kilometers from vehicle location. However, as per sub section C.2.3.2 the U.S. Government may request to tow a vehicle to a different location that exceeds 100 kilometers from accident location, and 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.

Q23. Please explain the differences between Base Period and First Option Year.

A23. As per sub section B.4.2, the Base Period is the first year of the contract, the base year, that will start on the start date in the Notice to Proceed and continuing for a period of 12 months. As per sub section B.4.3, the First Option Year is the second year of the contract, that will be starting one year after start date in the Notice to Proceed and continuing for a period of 12 months.

Q24. Could you confirm if there is any armored vehicle in the vehicle fleet (in case the answer is positive; could you detail which ones? Would you like us to consider increasing Civil Liability in these cases?

A24. Yes, at least half of the fleet is armored. No need to increase the coverage amounts.

Q25. Could you confirm if there are any vehicles with special adaptations in the vehicle fleet (bull bars, side steps, etc.; could you detail which units have them and the adaptations?

A25. There are no special adaptations on vehicles.

Q26. In Exhibit K, Claims Report: there are accidents with negative balance (‐) could you provide details?

A26. That is a typo, the correct amount is without the minus (‐) sign. The USG will issue an amendment to the RFP in order to correct this typo.

Q27. Table of Contents (page 2/154) we find some differences between the table of contents and the body of the RFP, as follows:

# TABLE OF CONTENTS R F P

Part I – the Schedule

1 Section D – Packaging and Marking

Appears as Section D Deliveries or

Performance (page 35/104)

2 Section E – Inspection and Acceptance

There are Clauses C.11 – C.14 , but not E clauses

3 Section F – Deliveries or Performance

Appears as Section D, at the end of this section there is a F.4 clause

4 Section G – Contract Administration Data

Appears as Section E (page 38/154)

5 Section H – Special Contract requirements

Appears as Section F (page 43/154)

Part II Contract Clauses

6 Section I – Contract clauses

Appears as Section G (page 45/154)

Part III List of Documents, Exhibits, and other Attachments

7 Section J – List of attachments

There is exhibit J, but not Section J in this Part III

Part IV – Representations and

Instructions

8 Section K – Representations, Appears as Section I (page 118/154), there is

Certifications, and other statements of Offerors a clause I.1 and then clauses K.2 to K.11

9 Section L – Instructions, Conditions, and Notices to offerors

Appears as Section J (page 138/154)

10 Section M – Evaluation factor of awards

Appears as Section K (page 152/154)

A27. The USG will issue an amendment to the RFP in order to correct the section letters and sub sections.

Q28. There are two SECTION E, one Section E inspection and acceptance (page 31/154) and another SECTION E Contract Administration Data (page 38/154).

A28. Please refer to A27 in this Q&A document.

Q29. Part IV Representations and instructions, Section L or J instructions, Conditions, and notices to offerors. Point J.1.2. Instruction 1. List of clients. Please confirm that with a list of 5 clients we comply with this point.

A29. No specific number of past clients is stated in the RFP. However, please include the number that you believe necessary to demonstrate prior experience with relevant past performance information and references.

Q30. Part IV Representations and instructions, Section L or J instructions, Conditions, and notices to offerors. Point J.1.2. Instruction 6. CONDUSEF score.

The basic Standardize Vehicle Insurance product has been changed for the “Seguro de Automovil Resident” product, so we kindly ask you to confirm that this is the product that we must present, with the score, 8.0 or above.

A30. Yes, please provide the “Seguro de Automoviles Residentes” score. The USG will issue an amendment to the RFP in order to correct this requirement.

Q31. We note that the order of the sections of the tender document has been omitted, are we get an update on the tender document.

A31. Please refer to A27 in this Q&A document.

Q32. Please provide a further description of the units, e.g., std version, with air conditioning, electric windows, Serie number etc.

A32. Please refer to A3 in this Q&A document.

Q33. We would appreciate confirmation of the number of the park that have armor (blindage) in the fleet as this is an important factor in the premium calculation.

A33. The USG will issue an amendment to the RFP in order to include the armored vehicle information.

Q34. Please provide details of claims, including breakdown by cover, location of loss, reserves, date of occurrence, type of loss.

A34. Please refer to Exhibit K for the list of claims report. Location of loss and date of occurrence information has been included.

Q35. Regarding the coverages currently held by the fleet. Are they only for Civil Liability (CL), Medical Expenses for Occupants, and Towing Services? Please confirm.

A35. Please refer to A1 in this Q&A document.

Q36. Regarding the multi‐year quotation (4 years), can the renewals for the subsequent years be determined by considering the loss ratio? Please confirm.

A36. Please refer to sub section B.10 regarding economic price adjustment, and sub section b.9 regarding administrative retention amounts. Also refer to sub section G.2.3 regarding the option to extend the term of the contract, exercise of options and the total duration of this contract.

Q37. Regarding the loss data. Will access be provided to an Excel file with detailed claims information issued by the insurer? Please confirm.

A37. Please refer to Exhibit K for the list of claims report.

Q38. Regarding the fleet information. Will access be provided to an Excel file with detailed information on the vehicles (Description, brand, model, serial number, etc.)? Please confirm.

A38. Please refer to Exhibit A in the RFP. Also please refer to A3 in this Q&A document.

Q39. If this is a contest for agents and insurers. Describe the process for assigning insurers to quote the program.

A39. Please refer to Section J regarding Instructions, Conditions and Notices to Offerors. Also refer to Section K regarding Evaluation Factors for Award.

Q40. About the contest. Will any insurer participate directly in the contest?

Please confirm. If insurers are assigned to each of the participants in this contest, we, Our Company/third party, request to participate with the following (in order of importance):

‐ AXA Seguros

‐ Qualitas

‐ Chubb

‐ GNP

‐ Primero Seguros

‐ HDI

A40. At this point of the solicitation the USG is not entitled to provide information about the prospective offerors participating in this RFP.

Q41. Can this project be handled in a partnership with a 3rd party (a broker) and our company? Our company is already registered in SAM, however, the broker is not registered in the system, please let us know the way we could work on this process.

A41. Please refer to Section J regarding Instructions, Conditions and Notices to Offerors (specifically please refer to sub section J.3.3.6). Also refer to Section K regarding Evaluation Factors for Award. As per sub section L.3.1.4, the offeror that will be presenting the proposal must have an active SAM registration in order to receive an award.