Minutes of Meeting - Health Insurance Pre-Proposal Conference .pdf

SBU - CONTRACTING AND ACQUISITIONS

MINUTES OF MEETING

PRE-PROPOSAL CONFERENCE

DATE: 03-09-2022; 10:00-11:30 AM

SUBJECT: Pre-Proposal Conference for Health Insurance Solicitation (RFP # 19LE2022R0002)

PARTICIPANTS: Representatives from 7 Insurance Companies

Contracting Officer

Human Resources Office

Procurement and Contracting Office

The above-listed attendees met to discuss the solicitation package. The following were discussed:

1- CO welcomed all attendees and introduced the HR and GSO staff. She explained that the purpose of the meeting was to provide an opportunity for all firms to understand U.S. Government solicitation procedures, rules that apply to the solicitation process, and an overview of the Statement of Work (SOW). CO informed the participants that all documents will be posted on Sam.gov. No separate emails will be sent to bidders. Changes will be made in writing only. Anything said during the conference does not change the requirements of the solicitation. The embassy will be posting the answers to written questions received and those to be received during the pre-proposal conference on Sam.gov on March 18, 2022. The proposals due date will be amended to become on April 14, 2022. CO told the participants that as per FAR 4.1102, they should be registered in SAM at the time their offer or quotation is submitted. They need to abide by the Zadroga Act that entails 2% of the contract amount to be deducted and will not be paid to them. CO explained the NDAA requirements as well.

All participants were encouraged to ask questions at any time, and it was made clear to them that all questions and answers would be shared with all potential bidders.

2- HRO and HR Specialist provided a summary of Section C – Statement of Work, explained the requirements and what is expected from the offerors.

3- CO and Procurement Supervisor provided a summary of the solicitation package. Specific sections discussed were Section B- Prices, Section K- Representations, Section L- Instructions to Offerors and Section M-

Evaluation Factors. It was also explained that all necessary fields need to be completely filled out in SF-33, and

Sections B and K. Participant company representatives were reminded that failure to submit a complete proposal may be a cause for the proposal to be rejected and deemed as unacceptable. Bidders shall propose two prices:

one for Class A (private) and the second for Class B (semi-private). Separate price and technical proposals should be submitted by bidders.

4- It was also stated that the contract is going to be firm fixed price with economic price adjustment clause per

Section B. The contract is for one (1) base year and that the USG has the option for four (4) additional years and that offerors should prepare their proposals accordingly, filling out the forms in Part I of Section B in the solicitation document.

5- The criteria for the technical evaluation were explained. It was stated that the USG will determine the responsible offeror by evaluating the responses received from offerors for mandatory requirements for Health insurance coverage specified in section C.

6- In response to questions, CO told participants to submit their questions by March 11, 2022 in writing. All questions will be shared with everyone.

The Pre-Proposal Conference concluded and attendees were thanked for their presence and expression of interest in serving the U.S. Government. The meeting was adjourned at 11:30.