19UK5625Q0018 - Work Specification - V2.pdf

Specification

For the provision of life insurance cover to the locally employed staff of the U.S.

Embassy, London, its constituent posts (U.S Consulate General Belfast and Consulate General Edinburgh) and of the Official Residence Expenditure (ORE) staff of the U.S.

Ambassador, the Deputy Chief of Mission and of the Principal Officers in Belfast and Edinburgh.

Eligible Employees:

Eligible employees are Locally Employed (LE) Staff who are (1) working on a full-time, part-time, or when actually employed (WAE) basis under non-temporary direct-hire appointments and under personal services agreements/contracts and who are (2) paid under the terms of the Local Compensation Plan.

Official Residence Expense (ORE) employees of the Ambassador and of the Deputy Chief of Mission, and of the Principal Officers in Edinburgh and Belfast.

Premium Costs:

The United States Government (USG) will pay 100% of the premium costs for employees paid under the Local Compensation Plan. ORE employers will pay 100% of the premium costs for their respective ORE employees.

Death Benefit:

The following benefit will be paid to the participant's named beneficiaries or estate upon the death of the participant:

Natural or Accidental Death: 3.5 times pensionable salary. Pensionable salary is defined at April 6th each year. Benefits and insurance premiums will be paid in pounds sterling (£).

Age Limit:

Coverage will be provided for eligible employees through to age 75.

Disability Benefit:

None

Conditions and Limitations:

No benefits are payable if the employee's death is caused directly or indirectly by war.

War is defined as declared or non-declared war or any martial operations or invasion, hostile acts of foreign powers, rebellion, riot, civil war, uprising, mutiny, operations by military or usurpatory authorities, martial law or state of siege or any other similar event or reason for declaring martial law or war. A terrorist attack shall not be considered war.

No benefits are payable in the event of an employee’s death who is at or older than 75 years of age.

Dependents are not covered.

Number of employees at November, 2024: Medium sized employer (between 250 and 500)

Current annual base payroll: c. £24,900,000.00

Instructions to Bidders

1 Pricing

The US Government awards Contracts on a firm fixed price basis. The term to be covered is the 6th of April 2025 to the 5th April 2026. To allow for the Purchase Order to be issued prior to the term starting, current data is provided. It is acknowledged that an adjustment will need to be made during the term to reflect staffing changes which occur during the term.

2 Invoicing

Standard US Government payment terms of 30 days from receipt of a correct and proper invoice apply. Invoices should be submitted quarterly in arrears. The US Government does not make payments in advance of services being received.

3 VAT

Please indicate if VAT will be applicable in your quotation and include it as a separate line item in your quotation as per the SF-18 form.

4 Brokers

Bids can be submitted by Brokers if they are registered insurance brokers in the United Kingdom, however the bids should show the name of the Broker in Section 8 of the SF-18 form, and the name of the company who will provide the service and who will invoice the US Government in section 13, though the Broker may provide the signature in Section 14. Brokers wishing to provide multiple bids on behalf of different companies may do so by submitting a separate SF-18 form per company. The entity to which payment will be made must be SAM Registered (see number 5 below).

5 SAM Registration

It is compulsory for all companies doing business with the US Government valued over $30,000 to register on a website called “SAM – System for Award Management”.

www.sam.gov The website compiles standard information such as company legal name, street address, contact information, and what kind of goods and services it offers. To register in SAM, a CAGE code is required first. If you do not have a CAGE code, one must be obtained before registering. There is no cost involved to obtain the CAGE code or to register in SAM. Interested parties are strongly encouraged to register their business as soon as possible to avoid any delay in making an award to the successful bidder. A guide to SAM registration has been included in this solicitation package.

6 Information to be provided with your bid

A completed and signed copy of the SF-18 form Information demonstrating the quoter’s ability to perform, for example a company brochure or other literature giving details of the services the quoter provides

Evidence that the quoter has an established business registered in the United Kingdom which conforms to all legal requirements for providing employee life insurance coverage in the United Kingdom

Evidence of SAM registration Completed Certification form

7 Award

The award will be made to the lowest priced, technically acceptable bidder who is a responsible contractor.

8 Extras

Please highlight details of any additional benefits that are included at no extra cost. For example, employee assistance program.

9 Response and Submittal Deadline

Please email to express interest and/or to submit any questions you may have concerning the solicitation documents in writing to Procurement_Box3@state.gov before February 24, 2025 at 17:00 GMT. No expressions of interest or further questions will be accepted after this time. The questions will be anonymized and responses will be sent in writing only to those prospective offerors who expressed interest before the due date and time.

Your proposal must be emailed to Procurement_Box3@state.gov on or before March 6, 2025 at 17:00 GMT. No proposal will be accepted after this time.