GMC Lome pre-proposal conference.pdf

GLOBAL MEDICAL COVERAGE

HEALTH INSURANCE FOR

LOCALLY EMPLOYED STAFF

US EMBASSY LOME

SOLICITATION AT

BETA.SAM.GOV

PROPOSALS DUE ON

13 OCTOBER 2020 AT

1600 GMT

GETTING STARTED

DISCLAIMER

The purpose of the brief is to summarize key points.

However, it’s not a replacement for compliance with the terms of the solicitations. In the event of a discrepancy between the brief and the solicitation and the amendments the solicitation shall rule.

Introductions

Christina Stegura, CO

Christa Dohnani, Procurement Supervisor

Virginie Ahocou, COR

PROPOSAL SUBMISSION INSTRUCTIONS

Direct any questions to the contracting officer at LomeProcurement@state.gov

Submit proposals by email to LomeProcurement@state.gov or by mail to American Embassy Lome 4332 Blvd Eyadema, BP 852 Lome, Togo

Proposals due by 13 October 2020 at 16:00 GMT/local time

Off the shelf products are encouraged, but a product brochure on its own does not constitute a valid proposal

Please make sure your proposals are COMPLETE mailto:LomeProcurement@state.gov

SAM REGISTRATION

Offerors must be registered in the System for Award Management (SAM)

Beta.SAM.gov

Guidelines for SAM registration: https://www.fsd.gov/fsd-gov/learning-center-system.do?sysparm_system=SAM https://www.fsd.gov/fsd-gov/learning-center-system.do?sysparm_system=SAM

REQUIRED ELEMENTS FOR COMPLETE PROPOSALS

Cover form SF-33

Section B

Currency (must be filled in)

Pricing Schedule (must be filled in)

Retention Amounts (must be filled in)

Section C, Comprehensive presentation of proposed insurance coverage required in clear, understandable language addressing all the listed categories of benefits (spreadsheet recommended)

Section K, Representations and Certifications (boxes checked and blanks filled)

Section L, All information from all 4 parts must be included

COVER FORM SF-33

Box 15A Business Name and Address

Box 15B Phone number

Box 16 Name and Title of Authorized Signer

Box 17 Signature

Box 18 Offer Date

SECTION B, PRICING SCHEDULE

B.2.2 – Must fill in currency of offer

Exclude VAT – The US Embassy has a VAT exemption

Provide monthly rates for each category of premium

Employee only: 1 covered individual

Employee plus one: 2 covered individuals

Employee plus family: 3 or more covered individuals

Fill in pricing table for Base Year and Four Option Years

Multiply estimated number of premiums by monthly rate for monthly total and multiply by 12 for annual total

SECTION B, PRICING SCHEDULE

RIDERS NOT INCLUDED IN PRICING SCHEDULE

Official residence (ORE) staff and Peace Corps Employees are included at the same rates as a rider and billed directly to Chief of Mission and Deputy Chief of Mission (ORE) and Peace Corps (Peace Corps)

The USG is not responsible nor liable for any riders

SECTION B, GRAND TOTAL

Provide the total for base year plus all option years

SECTION B, RETENTION AMOUNTS

Retention Amount includes all costs minus actual amount intended to be paid to medical providers or claimants

Retention Amount includes overhead, administration, profit, etc.

Provide Retention Amount for each category of Monthly Premium for Base Year and ALL Option Years

The Retention Amount is required for any Economic Price Adjustments for the duration of the contract

SECTION B, RETENTION AMOUNTS

SECTION C, DESCRIPTION / SPECIFICATION / WORK STATEMENT

Section C details the MINIMUM acceptable benefits

Proposed coverage levels must MEET OR EXCEED these minimum benefit levels

Off-the-shelf products are encouraged as long as they MEET OR EXCEED the minimum coverage levels in every category

Off-the-shelf products may need to be tailored in some areas to meet or exceed the minimum acceptable benefits and address every category

Offerors must provide a coverage level for EVERY category listed

SECTION C, MINIMUM COVERAGE LEVELS

Where the minimum coverage level is 100%, only 100% coverage is acceptable

Where the minimum coverage level is 80%, any level of coverage at or above 80% is acceptable

Where a minimum sub-limit is included (e.g., hearing aids, optical care, dental care, etc.), proposals must meet or exceed the stated minimum sub-limit

SECTION C, ANNUAL MAXIMUM LIMIT

The Annual Maximum Limit is 11,875,000 FCFA per covered individual per contract year

Proposals must meet or exceed the Annual Maximum Limit

SECTION C, BROCHURE REQUIREMENT

The winning Contractor must provide a brochure describing the benefits in both French and English within 30 days of award

The Contractor will be responsible for providing brochures for all employees and upon request

SECTION E, INSPECTION AND ACCEPTANCE

Solicitation/Contract includes many clauses from the Federal Acquisition Regulations (FAR)

Some clauses included by reference only, others in full text throughout the contract

Full FAR clauses can be found at http://www.acquisition.gov/far/ http://www.acquisition.gov/far/

SECTION E, INSPECTION AND ACCEPTANCE

Quality Assurance and Surveillance Plan (QASP)

No more than one (1) customer complaints per month

The Contracting Officer’s Representative (COR) will receive and review complaints for validity, document them and communicate them to the Contractor appropriately

Please review procedures for receiving and addressing complaints

SECTION F, DELIVERIES OR PERFORMANCE

Covers period of performance and options: base year plus four one-year options to renew

Reports and deliverables should be sent to the Human Resources Officer (HRO) who is the COR for this contract

SECTION G, CONTRACT ADMINISTRATION DATA

Outlines the role and duties of the Contracting Officer’s Representative (COR)

The COR maintains the list of the covered employees and dependents

Payment in currency identified in B.2.2

Invoices should be sent to:

DBO, Attn: FMO, US Embassy Lome, Togo, 4332 Blvd Eyadema – Cite OUA, B.P. 852 Lome, Togo

Invoices may be submitted quarterly at the beginning of the quarter

Invoices for ORE and Peace Corps must be submitted to their respective parties

Overpayments may be settled as a credit or refund at the discretion of the CO

VAT should not be included in invoices as the US Embassy has a tax exemption

SECTION H, SPECIAL CONTRACT REQUIREMENTS

Covers Security, Standards of Conduct, Ordering Procedures

The Embassy will issue task orders identifying all employees and dependents to be covered

The COR may make subsequent additions or deletions from this list

Premiums should be pro-rated for changes based on dates of employment

Riders (for ORE staff and Peace Corps) are not included in the task orders—they are reported by the employer or by the COR, but clearly identified as separate from Embassy employees and dependents

Contractor Responsibility in Claims and Reimbursements

Maintain administrative records

Provide Claim forms to the COR

Settle reimbursement claims within two weeks

Employees return claim forms to the COR, to be collected by the Contractor

Online claims submission process welcome, but Contractor must accept paper claims as well

Payment method of check or EFT as selected by claimant

Payment shall be accompanied by details of the amount reimbursed with an explanation of any deductions

Contractor should provide a detailed Employee Claims Report to the COR every month

Contractor should have all necessary permits, licenses, and registrations for the services covered by this contract and pay any necessary fees and taxes due to the host government, at no cost to the U.S. Government

SECTION I, CONTRACT CLAUSES

Numerous FAR clauses included by reference or in full

Instructions provided in contract to find full text of FAR clauses at http://www.acquisition.gov/far/

Minimum order from the Embassy guaranteed at 75 premiums

Maximum order: Contractor is not obligated to fulfill any single item in excess of 150 premiums or combination in excess of 1000 premiums http://www.acquisition.gov/far/

SECTION J, EXHIBITS/ATTACHMENTS

Employee Demographics/Statistics

List of employees, employee’s spouses and dependent children by gender and age ranges

List of Official Residence Employees (ORE) and Peace Corps Rider employees, employee’s spouses and dependent children

SECTION K, REPRESENTATIONS AND CERTIFICATIONS

Please read carefully: Several parts require information to be provided and boxes checked

K.1.b.2.i Insert full name and title of person responsible for determining the prices in the proposal

K.4.d Taxpayer Identification Number only required for U.S. citizens/companies

K.6.2 System for Award Management (SAM)

Contractors must be registered with SAM to receive a contract

Contractors may complete certifications in SAM through https://www.sam.gov

K.7.A,B,C,D and E each have boxes to check:

(E) The Offeror has [_] has not [_], within a three-year period preceding this offer, had one or more contracts terminated for default by any Federal agency.

K.8.b Check appropriate line (1) or (2) https://www.sam.gov/

K.9 Authorized Contract Administrator: provide name, address and phone

K.11 Prohibition on Contracting with Domestic Inverted Corporations

Check boxes appropriately to declare (K.11.c.1) if a domestic inverted corporation or not, and (K.11.c.2) if a subsidiary of a

DIC or not

K.12 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment

“Covered telecommunications equipment or services” includes all Huawei and Huawei subsidiaries’ products and services, including ZTE, Hikvision, Dahua, Hytera products

Check appropriate box in K.12.2.d.1 for will or will not provide any of the covered equipment or services in performance of this contract

Check appropriate box in K.12.2.d2 for does or does not use any of the covered equipment or services as a substantial or essential component of any system, or as critical technology as part of any system

K.13 Tax on Certain Foreign Procurements

Foreign person means any person/company other than a United States person/company

K.13.d.1 Check box to identify as a foreign person or not

K.13.d.2 Check box if submitting IRS Form W-14 and claiming an exemption (information available at www.irs.gov/w14) or not

There is a 2% tax imposed on services from foreign companies in countries that do not have a tax treaty with the United

States or are not part of the World Trade Agreement (Togo is not part of the WTO)

The tax is used to fund the World Trade Health Program

The tax may not be included in the contract price http://www.irs.gov/w14

SECTION L, INSTRUCTIONS, CONDITIONS AND NOTICES

Proposals include three separate volumes

1. Completed SF-33 Form (Section A of the solicitation/contract) and completed Section K, Representations and

Certifications

2. Price proposal and completed Section B including Base Year and All Option Year pricing, riders, and retention amounts

3. Technical Proposal including all technical factors and subfactors, addressing Section C Benefits and Section L, parts 1-4

SECTION L, INSTRUCTIONS, CONDITIONS AND NOTICES

Part 1, Health Insurance Services

Must meet minimum requirements in section C for each benefit listed

Multiple proposals are acceptable

Recommendation: Submit a table that lists the Section C benefit definitions in one column and list the proposed coverage in the adjoining column

Part 2, Understanding the Requirement

Demonstrate understanding through explaining how contract will be administered and requirements met

Part 3, Experience and Past Performance

Past experience over the last 3 years must be included with identifying contact information and total value for similar services

Part 4, Licensing Information

Proof of ability to work in Togo

SECTION M, EVALUATION

Proposals must follow all instructions in the Cover Letter and Section L, Instructions, Conditions and Notices

Proposals will be evaluated in two phases

1. Technical Evaluation

2. Price Evaluation

M.5 Details the technical evaluation process to determine technical acceptability

Price evaluation includes base year plus all option years (excluding Riders)

The Embassy will also make a responsibility evaluation, using responses to L.4.3 Part 3 Experience and Past

Performance, L.4.3 Part 4 Licensing, and L.9 Financial Statement

QUESTIONS AND WRAP UP

Q&A and meeting minutes will be posted on beta.SAM.gov

Direct any questions to the contracting officer at LomeProcurement@state.gov

Submit proposals by email to LomeProcurement@state.gov or by mail to American Embassy Lome 4332 Blvd Eyadema, BP 852 Lome, Togo

Proposals due by 13 October 2020 at 16:00 GMT/local time

Off the shelf products are encouraged, but a product brochure on its own does not constitute a valid proposal

Please make sure your proposals are COMPLETE