MINUTES OF MEETING_19RP3826Q0042.pdf

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SBU - CONTRACTING AND ACQUISITIONS

MINUTES FROM THE PRE-QUOTATION CONFERENCE

April 17, 2026, 9:30AM

RFQ No. 19RP3826Q0042 Group LES Health Insurance under GMC

INTRODUCTION

Contracting Officer, Michael Warren, welcomed all attendees and introduced other representatives from Contracting and Procurement (C&P) and Human Resources Office

(HR).

DISCUSSION OF THE SOLICITATION PACKAGE

The following sections of the solicitation were highlighted:

1) SF-1449 cover sheet (page 1)

− Deadline of submission of offers: 15 May 2026 (refer to block 8), no later than 4:00pm (Date and time is Philippine local time).

− Fill out the SF-1449, blocks 12, 17, 19-24, and 30a-c as appropriate

2) Section 1 – The Schedule (pages 2-8)

− 1.1 The Contractor shall provide the Health Insurance services to employees of the Government of the United States of America in the Republic of the Philippines and their eligible dependents as described in Continuation to SF-1449, Schedule of Supplies/Services, Block 20, Description/Specifications/Work Statement, Subsection 1.4. This insurance shall be provided in accordance with Continuation to SF-1449, Schedule of Supplies/Services, Block 20, Description/Specifications/Work Statement.

− 1.2 Official Residence Expense (ORE) Staff and Peace Corps PSC employees in the Philippines are included under this contract only as a rider; Excess Coverage (1.1.21) is included under this contract only as rider benefits.

Contractor shall bill the individual covered at the rates specified under 2.0 PRICING. The USG is not responsible, nor liable, for any riders.

− 1.3 Base year with four (4) one-year options to renew and one (1) six-months option, if exercised by the Government

− 2.0 PRICING

2.1 VAT shall not be included in the prices. VAT is not applicable to this contract. The U.S. Embassy has a tax exemption certificate from the host government.

*A copy of the VAT Exempt Certificate may be provided to the winning Contractor as needed.

2.2 Fixed price with economic price adjustment contract. The USG will issue firm-fixed price task orders. The rates for each contract year must be in the offer and are not subject to renegotiation after

Page | 2 the contract is signed, except pursuant to Economic Price Adjustment clause under Section 4.0.

MINIMUM AND MAXIMUM AMOUNTS

Min: 450 persons (for each period of performance) Max: 22,500 persons (all orders for the base and all option years)

2.10 Offers and Payment in U.S. Dollars – eligible to be paid in U.S.

dollars – submit offer in U.S. dollars if desiring to be paid in U.S. dollars

2.11 Foreign Firms (not incorporated in the U.S.) – submit prices and receive payment in local currency

− 3.0 ADMINISTRATIVE RETENTION AMOUNTS

3.1 The retention amount is a fixed amount that is part of the premium amounts in 2.0 and will not be adjusted for any reason.

3.2 Bi-Weekly Retention Amounts (See NOTE TO OFFEROR)

**Ensure that prices are submitted for 2.3 (Base Year) to 2.9 (Grand Total) and 3.2 (Administrative Retention Amount)

− 4.0 ECONOMIC PRICE ADJUSTMENT

* The rates may be adjusted upward or downward based on Experience (experience rating of the mission which excludes riders in 1.2)(see 4.1) or Laws (as a result of laws enacted by the host Government, if such change in the laws has a direct impact on the cost to the Contractor to perform this contract at the contracted rate)(see 4.2)

*The Contractor or the Government may request an adjustment

3) Continuation to SF-1449, Schedule of Supplies/Services, Block 20, Description/Specifications/Work Statemen (pages 9-26) (as discussed by HR/COR)

− 1.1 EMPLOYEE AND DEPENDENT HEALTH SERVICE BENEFITS

The benefit levels indicated under Section C are the required minimum benefits and corresponding coverages:

1.1.1 – Hospitalization

1.1.2 – Emergency Services (Trips to the Emergency Room)

1.1.3 – Ambulance

1.1.4 – Outpatient Services

1.1.5 – Obstetric and Newborn Care

1.1.6 – Pediatric Services

1.1.7 – Prescription Drugs

1.1.8 – Preventive and Wellness Services and Chronic Disease Management

1.1.9 – Hearing Aids

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1.1.10 – Optical Care

1.1.11 – Dental Care

1.1.12 – Reproductive Health

1.1.13 – Mental Health and Substance Abuse Care

1.1.14 – Rehabilitative and Habilitative Services and Devices

1.1.15 – HIV/AIDS

1.1.21 – Excess Coverage (employee responsible for paying 100% of premium for excess coverage)

− 1.2 ANNUAL MAXIMUM

− 1.3 EXCLUSIONS AND LIMITATIONS

− 1.4 ELIGIBLE PARTICIPANTS

− 1.5 INDIVIDUALS NOT ELIGIBLE FOR COVERAGE

− 1.6 ELIGIBILITY

− 1.7 BROCHURE REQUIREMENT

− 2.0 DEFINITIONS

− IMPORTANT NOTE

− 3.0 REPORT AND DELIVERABLES

− 4.0 CONTRACT ADMINISTRATION DATA

4.1 The Contracting Officer’s Representative (COR) for the resultant contract is the Human Resources Assistant.

4.2 The COR is responsible for inspection and acceptance of the services, shall maintain updated list of employees and dependents insured and maintaining the eligible listing of employees and dependents for insurance coverage. The COR may not change the terms and conditions of the contract.

4.3 Payment

4.4 Submission of Invoices and Payment

* Separate invoices for the Department of State, ABMC and USVA and shall be submitted to FMC’s electronic inbox.

All payments under this contract will be made at the conclusion of the period covered. Invoices may be submitted per pay period/bi-weekly with payments being made by the USG per pay period/bi-weekly.

− 5.0 REFUNDS TO THE GOVERNMENT

* The Contracting Officer may request for a refund if the Contractor is found to be overpaid due to a decrease in the number of covered eligible employees and/or dependents.

− 6.0 SPECIAL CONTRACT REQUIREMENTS

6.3 ORDERING PROCEDURES

*Task orders will be issued quarterly. Additions or deletions to the current list of eligible employees and dependents/revised list will

Page | 4 be provided in writing by the COR. These changes shall be consolidated and will be included under a new task order or a modification. Riders will not be included in the task orders. Their respective employers or the riders themselves will directly get in touch with the Contractor.

6.4(b) Medical Insurance Claims

* Medical Claims shall be processed in accordance with the procedures stated in this section

6.5 REPORT REQUIREMENTS

* The Contractor shall submit a monthly report no later than the 10th of each month to the COR. Report shall consist of previous month’s activities on Employee Claims and Member Medical Utilization (should not include riders)

6.6 MISCELLANEOUS CONTRACTOR REQUIREMENTS

*The Contractor must obtain and pay for all necessary permits, taxes, and fees required by the Philippine government to operate their business, as they are an independent commercial entity with no special status from their U.S. Government contract. The Contractor is solely responsible for any required contract registration with the Philippine government and must pay all associated fees and taxes without reimbursement from the U.S.

Government.

*The Contractor must obtain all required permits and licenses at no cost to the USG and must follow all local laws.

6.7 ERRONEOUS PAYMENTS

− 7.0 QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

*The Contractor, not the Government, is responsible for management and quality control to meet the terms of the contract. The role of the Government is to monitor quality to ensure that contract standards are achieved.

*Performance Threshold: No more than 1 substantiated customer complaint is received per month

4) List of Attachments (pages 27-32) - To be discussed by HR

5) Section 2 – Contract Clauses (pages 33-55)

− Contract clauses are incorporated by reference or full text and forms part of the contract. The clauses can be accessed electronically at the website provided under Section 2, Addendum to Contract Clauses. If the Contractor is unable to access the sites, the Contractor may request the Contracting Office for a full text copy in writing, and a copy shall be provided.

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− 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (Nov 2021) (Section 889(a)(1)(A) of Pub. L.

115-232), page 33

* The offerors are required to certify:

* 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.

*Covered telecommunications equipment or services means telecommunications equipment produced by Huawei Technologies Company, ZTE Corporation (or any subsidiary or affiliate of such entities), Hytera, Hikvision, Dahua, and other designated entities.

*This is a security measure to protect U.S. government systems from potentially risky foreign technology. Please ensure that communications with the Embassy do not utilize equipment or services from these prohibited brands.

− 52.222-50, Combating Trafficking in Persons (Nov 2021), page 35

*The 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.

− 52.232-33, Payment by Electronic Funds Transfer-System for Award Management (Oct2018), page 36 *Payments will be made by Electronic Funds Transfer so the Contractor must ensure the correct EFT payment information is provided in SAM or the designated disbursement office.

− 52.216-22, INDEFINITE QUANTITY (OCT 1995), pages 39-40

*The quantities listed are only estimates and not purchased by this contract *The USG will order at least the minimum quantity and no more than the maximum quantity stated *Delivery or performance shall be made only as authorized by orders issued in accordance with the Ordering clause.

− 52.229-12, TAX ON CERTAIN FOREIGN PROCUREMENTS—NOTICE AND

REPRESENTATION (FEB 2021), page 40-42 *The 2% tax applies when the U.S. government buys goods and services from a foreign person or company (not a U.S. entity) and the contract amount exceeds $350,000.

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*The burden of proof for exemption falls on the vendor.

− 52.204-13, SYSTEM FOR AWARD MANAGEMENT MAINTENANCE (OCT

2018), page 43 *The Contractor shall maintain registration in SAM during contract performance and through final payment of any contract.

− 52.228-4, WORKERS COMPENSATION AND WAR-HAZARD INSURANCE

OVERSEAS (APR 1984), page 43 *DBA insurance, in accordance with FAR 28.305. US Embassy Manila has an active waiver. Although contractors are encouraged to review and read this clause.

− Full text clauses:

52.216-18, ORDERING (AUG 2020), page 44 *Orders shall be placed by issuance of task orders for services to be furnished under the contract; from the date established on the Notice of Award through the option periods, if exercised

52.217-8, OPTION TO EXTEND SERVICES (NOV 1999), page 46 *Unilateral right of the government and shall not exceed 6 months.

*Refer to 2.8

52.217-9, OPTION TO EXTEND THE TERM OF THE CONTRACT

(MAR 2000), page 46 *Unilateral right of the government and shall not exceed 5 years.

52.237-7, INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE

(JAN 1997), page 47-48

* The Contractor shall maintain during the term of this contract liability insurance issued by a responsible insurance carrier of not less than the following amount(s) per specialty per occurrence: $25,000.

652.232-70, PAYMENT SCHEDULE AND INVOICE SUBMISSION

(FIXED PRICE) (AUG 1999), page 52

* The Contractor shall send invoices to FMC’s electronic inbox only:

MNLFMCDBO@state.gov.

652.242-73, AUTHORIZATION AND PERFORMANCE (AUG 1999), page 54 *Offeror warrants that it is authorized to operate or do business in the Philippines, has licenses and permits required to perform the contract and shall fully comply with the laws and regulations of the Philippines during performance of the contract. If a subcontractor or joint venture partner will perform the work, they too should agree to the requirements mentioned.

6) Section 3 – Solicitation Provisions (pages 56-63)

* Please utilize this section as both a guide and checklist. Submissions should be clear and comprehensive, with all criteria addressed.

mailto:MNLFMCDBO@state.gov

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− 1.0 SUBMISSION OF OFFERS

o Electronic offers will be accepted. Your quotation must be submitted electronically to ManilaContracting@state.gov.

o Kindly follow the submission specific size and format not to exceed 10MB per file.

o Any deviation, exceptions, or conditional assumptions taken with respect to any of the instructions or requirements of this solicitation shall be identified and explained/justified in the appropriate volume of the offer.

− 2.0 SUMMARY OF INSTRUCTIONS

o 2.1 VOLUME 1 o 2.2 VOLUME 2, Pricing o 2.3 VOLUME 3, Technical Proposal containing all technical factors and sub-factors

2.3.1 The technical proposal must be submitted in four separate parts

Part 1 Health Insurance Services These are the minimally acceptable levels of coverage. If offerors choose to include additional benefits or higher coverages than the required minimums this is acceptable; however, evaluations will be based on meeting the stated minimums only. For each benefit listed, proposals must clearly state its coverage.

- Multiple Proposals

- Suggested Format

Part 2, Understanding of the Requirement Proposals must provide clear and adequate responses to each of the following criterion: Items 1 through 11

Part 3, Experience and Past Performance The offeror must list all contracts and subcontracts it has held over the past three years for the same or similar work. Provide the following information for each contract and subcontract: Items 1 through 5

Part 4, Licensing Information Failure to demonstrate that the offeror is an authorized insurance company permitted to write and administer health insurance policies in the Philippines shall be grounds for rejection of the proposal.

2.3.2 Profit Sharing Credit

2.3.3 Employee Pool

− 52.204-7, SYSTEM FOR AWARD MANAGEMENT (NOV 2024), page 60

An Offeror is required to be registered in SAM when submitting an offer or quotation, and shall continue to be registered until time of award, during performance, and through final payment of any contract.

mailto:ManilaContracting@state.gov

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7) Section 4 – Evaluation Factors (pages 64-66) − Criteria by which the USG will evaluate offers. The USG intends to award to the lowest priced, technically acceptable, and responsible contractor.

− Acceptability will be determined by assessing the offeror's compliance with the terms of the RFQ to include the technical information required by Section 3.

− Proposals which do not conform to the solicitation requirements may be eliminated at the USG’s discretion.

− The offeror must also be licensed/certified/accredited.

− The USG will determine contractor responsibility − Profit Sharing Credit Plan (in the event of equal proposals)

8) Section 5 – Representations and Certifications (pages 67-88)

Fill out only those that are applicable and indicate N/A for item that does not apply.

52.204-24 Representation Regarding Certain Telecommunications and Video

Surveillance Services or Equipment 52.204-26 Covered Telecommunications Equipment or Services

Representation 52.229-11 Tax on Certain Foreign Procurements-Notice and Representation

9) Questions

− Questions must be submitted in writing so that written answers can be provided.

− Oral answers during this conference are not binding unless provided in writing by the Contracting Officer.

− Written questions must be submitted on or before 21 April 2026, 4 P.M.

(Philippine local time); Note: indicate specific section, subsection, paragraph

no. in listing questions; No additional questions will be accepted after 21 April 2026, 4 P.M. (Philippine local time)

− If answers to questions necessitate a change in the solicitation, an amendment will be issued. If not, a general Questions and Answers will be posted on SAM.gov.

10) Reminders

− Deadlines shall be strictly observed.

− Submit required volumes. Indicate currency on offer.

− SAM registration is FREE OF CHARGE.

− Offerors are encouraged to check the website regularly for updates on the solicitation.

− Any extension shall be through an amendment issued by the Contracting Officer.

− Updates on the solicitation will be posted on SAM.gov. Ensure to check the website regularly.

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.