Final_Q_and_A_Phnom_Penh_(SCB600-13-R-0001).pdf

Embassy of the United States of America Phnom Penh, Cambodia

December 19, 2012

Questions and Answers

Solicitation SCB600-13-R-0001 – Provision of Health Insurance for Locally Employed Staff of the U.S

Embassy Phnom Penh

Questions have been received regarding the Solicitation SCB600-13-R-0001 – Provision of Health Insurance for Locally Employed Staff of the U.S Embassy Phnom Penh.

Note to Offerors:

The information contained within these questions and answers is provided for informational purposes and under no circumstances shall it be construed to change any terms or conditions or requirements within the solicitation. If any answer does address a change in the solicitation, it will reference an Amendment. In addition, for any answer provided regarding the claims data incurred under the existing contract, please be advised that this data may not be indicative of future claims and could change.

Therefore, it is each offeror’s decision on whether to use or not to use this information. However, under no circumstances shall the U.S. Government be liable for this data or shall it become the basis for a request to adjust the premium rates once the contract is awarded.

The questions and answers are as follows:

Q1: May we have your claim experience for the past five years respectively?

Answer 1: The claims incurred under the current contract for the periods of performance referenced below:

June 8, 2008 to June 6, 2009 $275,478 June 7, 2009 to June 5, 2010 $357,516 June 6, 2010 to June 4, 2011 $364,877 June 5, 2011 to June 2, 2012 $384,296

Q2: ref: C.3 and H (4) b (1). We note the definition of Hospitals and the direction of pay method. Can you please confirm that only Hospitals can be paid on a direct cashless basis with all others to be submitted via the COR? Can you please comment on the definition of Hospital versus clinics?

Answer 2: All medical claims shall be submitted directly to the Contractor by employees, through a drop box in the COR’s Office. The claims shall be picked up from the COR each Tuesday. If a public holiday falls on a Tuesday, claims are picked up the next business day.

The definition of Hospital is an institution established and operated for the care and treatment of sick and injured persons. It provides 24 hours nursing care and has diagnostic, laboratory, treatment, and surgical facilities. Any institution which does not meet this definition is not considered a hospital. Definition of a clinic:

• A facility, often associated with a hospital or medical school, that is devoted to the diagnosis and care of outpatients.

• A medical establishment run by several specialists working in cooperation and sharing the same facilities.

Q3: After the vendor is selected, what is the start date of the new contract?

Answer 3: The period of performance start date will be established in the Notice to Proceed once the contract is awarded. For planning purposes, the award date will be in CY 13.

Q4: ref: C.1.2: Please confirm if Locally Employed Staff are insured under the NSSF or other workers compensation program and where this is administered within the Embassy.

Answer4: Work related injuries of Locally Employed Staff are covered and administered under the U.S.

government Workmen’s Compensation Program.

Q5: ref: C.1.2: How does the Embassy police against claims being submitted by staff who have left the service?

Answer 5: It is our standard operating procedure to: 1) upon termination of employment, obtain from the individual the insurance membership card; 2) notify the insurance company of the termination of employment of the individual.

Q6: What is the name if the insurance company that currently provides coverage?

Answer 6: The current insurance provider is Infinity Insurance.

Q7: ref: C.1.3.11: Please provide more details on staff employed under PSA/PSC contracts and how this impacts on declared insured numbers?

Answer 7: Personal Services Agreements (PSA) and Personal Services Contracts (PSC) are the employment mechanisms utilized to employ staff hired locally by the US Mission in Cambodia. Only employees who are hired on a time limited basis (one year or less) are not eligible or covered under the Health Insurance Plan.

Q8: ref: C.1.3: Please confirm if any expatriates are allowed to be insured and if so, provide details:

Answer 8: As with all locally employed staff, expatriates hired locally must also have health insurance.

Expatriates receive the same benefits that are afforded to Cambodian nationals.

Q9: ref: N/A: Please advise on enrollment practices with respect to mandated versus voluntary at each new insurance year.

Answer 9: All Locally Employed Staff of the U.S. Mission in Cambodia are required to have health insurance coverage. Enrollment of Family Members is optional and the option to change coverage from single to family or vice-versa occurs before the award of the contract and prior to the Government exercise of each Option Year, if the option is exercised.

Q10: ref: E.2: What are the ramifications of breaching 2 complaints per month?

Q11: ref: E.2.2: Refers to 1 complaint per month. How does this contrast to E.2.2?

Answer 10 and 11: The performance threshold is no more than two complaints per month and the administrative effort in paragraph E.2.2. was corrected in Amendment A001. Reference E. 2.2, the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.246-4) which is outlined below.

52.246-4 Inspection of Services—Fixed-Price.

(a) Definition. “Services,” as used in this clause, includes services performed, workmanship, and material furnished or utilized in the performance of services.

(b) The Contractor shall provide and maintain an inspection system acceptable to the Government covering the services under this contract. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Government during contract performance and for as long afterwards as the contract requires.

(c) The Government has the right to inspect and test all services called for by the contract, to the extent practicable at all times and places during the term of the contract. The Government shall perform inspections and tests in a manner that will not unduly delay the work.

(d) If the Government performs inspections or tests on the premises of the Contractor or a subcontractor, the Contractor shall furnish, and shall require subcontractors to furnish, at no increase in contract price, all reasonable facilities and assistance for the safe and convenient performance of these duties.

(e) If any of the services do not conform with contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by reperformance, the Government may—

(1) Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements; and

(2) Reduce the contract price to reflect the reduced value of the services performed.

(f) If the Contractor fails to promptly perform the services again or to take the necessary action to ensure future performance in conformity with contract requirements, the Government may—

(1) By contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service; or

(2) Terminate the contract for default.

Q12: ref: Section I: Can you please comment on the key clauses that materially affect local condition?

Answer 12: All clauses are in effect to include those incorporated by reference and full text .

For the full text of any FAR clause or provision may be accessed electronically at this address:

http://acqusition.gov/far/index.html or http://farsite.hill.af.mil/search.htm

Q13: ref: Section I Clause 52.237-7: Who is responsible to produce evidence as specified, and in addition, how will coverage currency be policed?

Answer 13: See paragraphs (b) - (f) of the clause. In addition, the COR who is appointed in writing by the CO will be required to monitor and inspect the contractor’s progess and performance to assure compliance with the contract terms and conditions.

Q14: ref: Section I Clause 52.216-19: Please elucidate on this clause?

Answer 14: This clause provides/establishes the minimum and maximum order amounts.

Q15: Can you provide us with the proportion of dependents in terms of spouses and children?

Answer 15: Reference Exhibit A.

Q16: Who is included in the family plan and who are included as dependents?

Answer 16: Family plan means employee plus spouse and children under 18 or age 25 if a full time student. There is no age limit for an eligible child who is physically or mentally handicapped so as to be unable to live independently. There is no limit n the number of children covered per employee.