Minutes from Pre Proposal Conference 19RP3820R0004.pdf

SBU - CONTRACTING AND ACQUISITIONS

Minutes from Pre-Proposal Conference

December 11, 2020

RFP No. 19RP3820R0004

Group LES Life Insurance Coverage

Introduction

The Contracting Officer welcomed all attendees, and introduced representatives from the

Contracting & Procurement Section (C&P) and Human Resources (HR)

Discussion of the Solicitation Package

The following sections of the solicitation were highlighted:

1) SF 33 Cover Sheet

(1) SF-1449 cover sheet

- Fill out blocks 12-18 as appropriate

- Offer due date/local time: January 11, 2021 (refer to block 9), no later than

4:30 pm, local time

- No offers will be accepted after 4: 30 pm.

- Electronic submissions will be accepted.

- Offers must be submitted to the Contracting & Procurement Office at US

Embassy Seafront Compound (guard booth at Roxas Boulevard gate).

2) Section B- Prices (pages 2-5)

a) Subsection B.2 – Group Life Insurance Rates

- Fixed-price with economic price-adjustment -requirements type of contract

- The USG will issue a firm fixed price task order.

- The fixed prices/premium rates in Philippine pesos per one thousand of salary.

- U.S. firms are eligible to be paid in US dollars and shall submit their offers in

U.S. dollars

3) Section C- Description/ Specification/Work Statement (pages 8-13)

- Price shall include all labor, materials, insurance, overhead and profit

4) Section E- Inspection and Acceptance (page 15-18)

5) Section F- Deliveries or Performance (page 17-18)

- Subsection F.2 Period of Performance – one year beginning on the specified date provided on Notice to Award with four 1-year options to renew.

- Subsection F.4 Reports and Other Deliverable – shall be delivered to the HR

Officer.

Minutes from Pre-Quotation Conference of December 11, 2020

Group LES Life Insurance Coverage

6) Section G- Contract Administration Date (page 19-20)

- Subsection G.1 COR - The COR for this contract is the Human Resources

Officer. The COR is not authorized to issue changes or direct to the Contractor to perform work outside of the scope of the contract. Only the CO has the authority to issue a change or changes to the contract terms and conditions through contract modification(s).

- Subsection G.3 – Payment shall be made in Philippine Pesos. U.S. Firms are eligible to be paid in US dollars.

- Subsection G.4 – Submission of Invoices and Payment

a) To be submitted to FMC

b) Separate invoices shall be submitted for (a) DOS and other agencies, (b)

USAID, (c) USDVA, (d) ABMC, (e) ORE and (f) PC

- Subsection G.6 VAT – The Government will not reimburse the Contractor for

VAT under this contract.

7) Subsection H- Special Contract Requirements (page 21-23)

- Subsection H.3 Ordering Procedures – The Government will issue task orders on a quarterly basis.

8) Subsection I- Contract Clauses (page 24-39)

- FAR 52.222-50 Combating Trafficking in Persons. USG has a zero tolerance policy re trafficking. Every instance of trafficking will be examined and could result in termination of employees or subcontractors, suspension of contract payments or contract terminations.

- FAR52.204-7, System for Award Management - Contractor should have an active registration at the time their offer is submitted.

- Tax on Certain Foreign Procurement Payments (Zadroga Act), lease see FAR 29.402-3 and PIB 2020-05. This Act of the Internal Revenue Code imposes a tax of two percent (2%) on the amount of payment for each payment. Unless the exceptions in FAR 29.402- 3 apply. If an exception does apply, fill out Internal Revenue Service Form W-14 and the form is required with their offer and every invoice. You will need to identify clause 52.229-12 in Section I and the provision FAR 52.229-11 in Section K

- Statue NDAA 889(a) (1) (B) and the prohibition on contracting with entities using certain telecommunications and video surveillance service or equipment. Please review FAR 4.21 and PIB 2020-05 and highlight clause FAR 52.204-25 in Section I and the provision 52.204-24 in Section K and the offerors requirement to certify:

https://www.acquisition.gov/content/part-29-taxes#id205VI010V4Y https://usdos.sharepoint.com/sites/A-OPE/PD/Lists/PIBs/PIBs.aspx https://www.acquisition.gov/content/part-29-taxes#id205VI010V4Y https://www.acquisition.gov/content/part-29-taxes#id205VI010V4Y https://www.irs.gov/forms-pubs/about-form-w-14 https://www.acquisition.gov/content/part-52-solicitation-provisions-and-contract-clauses#id205VI0L0TXK https://www.acquisition.gov/content/part-52-solicitation-provisions-and-contract-clauses#id205VI0L0TXK https://www.acquisition.gov/content/part-4-administrative-and-information-matters#id1989H0G40RF https://usdos.sharepoint.com/sites/A-OPE/PD/Lists/PIBs/PIBs.aspx https://www.acquisition.gov/content/part-52-solicitation-provisions-and-contract-clauses#id1989I600I4C https://www.acquisition.gov/content/part-52-solicitation-provisions-and-contract-clauses#id1989I600I4C

Group LES Life Insurance Coverage

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

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

If the offeror does not comply with representations and certification (either in their offer or in SAM), the offer is considered non-responsive. The CO may remove the offer from consideration for award per FAR 4.2103. If the Offeror represents that it does use the prohibited technology or services, it is only eligible for award if a narrow exception applies or if a waiver is obtained.

9) Section J- List of Exhibits/ Attachments (page 40)

- Exhibit A- Employee Statistics

- Exhibit B- ORE Employees Rider

- Exhibit C- Peace Corp (PSC) Rider

- Claims Experience

10) Section K- Representations, Certifications and other Statements of Offerors (pages 41-

- Fill-out as required and put N/A for not applicable, but do not leave anything blank.

11) Section L- Instructions, Conditions and Notices to Offerors (pages 60-67)

- Subsection L.2 Summary of Instructions – Each proposal must consist of the following separate volumes:

a) Volume I – (2 copies) Executed SF33 (blocks 12-18 as appropriate) and Section K

b) Volume II – (2 copies) Price Proposal and complete Section B

c) Volume III – (4 copies) Technical Proposal containing all technical factors and sub-factors

Offer shall be in Philippine Peso and US Dollars for US vendors

Note: Proposals shall contain only the benefit levels stated in Section C. Proposals offering benefit levels greater or less than those required in Section C may be rejected as unacceptable.

https://www.acquisition.gov/content/part-4-administrative-and-information-matters#id1989G0W90SA

Group LES Life Insurance Coverage

12) Section M- Evaluation Factors for Award (pages 68-70

- Subsection M.3 Award Selection – award will go to the lowest price, technically acceptable, responsible offeror.

- Subsection M.4 Fixed Prices – offerors must propose fixed prices. Proposals that do not include fixed prices cannot be evaluated for the total requirement and will be rejected.

- Subsection M.9 Award without discussions - Award may be based upon initial offers, without discussions.

13) FAR 52.204-7, System for Award Management - Contractor should have an active registration at the time their offer or quotation is submitted.

14) QUESTIONS

Should be submitted in writing no later than December 18, 2020 4:30 pm.

Conclusion

All questions and answers, minutes of the meeting and amendments (if any) will be posted on

Beta Sam.

The Pre-Quotation Conference concluded and attendees were thanked for their presence and expression of interest in serving the U.S. Government. The meeting was adjourned.