HL_PreproposalMinutes.pdf

United States Department of State

Washington, DC 20521

Panama, Republic of Panama August 10, 2022

Dear Prospective Offeror:

SUBJECT: Minutes from the pre-proposal conference of Tuesday, August 10, 2022 done virtually through Microsoft Teams, U.S. Embassy Panama.

Solicitation Number 19PM0722R0001 – Health and Life Insurance

Introduction

The Contracting Officer (CO), Timothy Carpenter, welcomed all attendees and introduced the Contracting Officer Representative (COR), Nadia Casira, and the Procurement Representatives, Malena Dawson & Maruquel Reyes.

Discussion of the Solicitation Package

The following sections of the solicitation were highlighted:

• Solicitation Due Date and Time:

o 4:30pm on Wednesday, August 31, 2022 (Refer to the SF33 – Section 9).

o No proposals will be considered that do not meet the deadline.

• Instructions, Conditions and Notices to Offerors:

o Must follow all guidelines (Refer to Section L – pages 69 – 75).

o SF-33 form & any amendment issued must be signed and turned in to be considered complete.

• Evaluation Factors for Award:

o Lowest priced, technically acceptable, responsible offeror (Refer to Section M – pages 76 – 78).

• Pricing Schedule (Base year and Option years):

o The option year rates must be in the offer. No changes will be made after the contract is signed, except pursuant to the price adjustment clause (Refer to Section B – pages 5 – 14).

• Clause 52.217-9 Option to Extend the Term of the Contract o Allows the exercise of options to be the choice of the US Government, not the contractor (Refer to Section I – page 42).

• Questions and Answers o All questions must be submitted in written form no later than August 10, 2022.

Health and Life Solicitation Pre-Proposal Conference Minutes

The following information was also highlighted:

• Reference FAR 52.222-50, Combating Trafficking in Persons and the Contractors responsibility to prevent such activities from occurring.

• Offerors were reminded that registration in System for Award Management (SAM) was required at the time their offer or quotation is submitted. Offerors were recommended to start their registration process as soon as possible.

• CO explained the DBA Insurance requirement.

• Tax on Certain Foreign Procurement Payments (Zadroga Act), As Panama is listed under the countries with exceptions, the CO highlighted the requirement of filling out Internal Revenue Service Form W-14 and that the form is required with their offer and every invoice in order to obtain and maintain the exception.

• NDAA 889(a) (1) (B) and the prohibition on contracting with entities using certain telecommunications and video surveillance service or equipment was also discussed.

Clause FAR 52.204-25 in Section I was highlighted. And the need to provide the offeror representation to the provisions 52.204-24 (page 55 & 56) and 52.204-26 (page 57) in Section K. Reenforcing the need of the offerors requirement to certify:

o That they will or will not provide covered telecommunications equipment or services to the Government.

o Whether they do or do not use covered telecommunications equipment or services that uses covered telecommunications equipment or services

Questions and Answers

Attached as an enclosure to these minutes are the questions asked and the Government’s responses.

Conclusion

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

Sincerely, Timothy Carpenter Contracting Officer

Enclosures: Questions and Answers #1