Pre-proposal_conference_minutes.pdf

8/26/2016

Embassy of the United States of America

Boulevard No 70-83, section D

Bacongo, Centre Ville

Brazzaville

Republic of the Congo

Minutes from Pre-Proposal Conference of 08/22/2016

Introduction

The Contracting Officer welcomed all attendees, introduced himself, the Procurement staff, and the HR staff

(the panel) to the companies in attendance (attendees). Note that representatives from four companies out of six scheduled attended the Pre-Proposal conference.

Discussion of the Solicitation Package

Attendees were reminded of the deadline for submission: 4:00 pm, September 12, 2016. The panel also reminded attendees to fully complete the SF-33 as well as section B “Price,” section B.3.2.1, “Retention

Amounts,” and all of sections K and L.

Attendees were reminded that their offer should contain two parts: a technical offer and a pricing offer. The pricing should be based on cost per individuals.

The following sections of the solicitation were highlighted:

1. Section C, DESCRIPTION/SPECIFICATION/WORK STATEMENT

Attendees were reminded that their technical offer should not contain more or less benefits than exactly what is listed in section C. Interested companies need to pay special attention to the percentages that are listed in section C since for some health services, a percentage of the cost will be charged directly to the patient.

The panel explained that the retention amount chart is to be filled, and the definition of retention amount is included in B.3.1: “all costs except the actual portion of the premium intended to fund claims paid to the health care provider/claimant”

Questions:

The following questions were asked during the conference:

1) In which language should the proposal be written?

Answer: The proposal must be written in English and only the English copy will be considered legally valid. An additional French copy may be included for reference.

2) Is Medical evacuation included in the proposal?

Answer: It is not included. However, companies should carefully read section C (C.1.1.11 Medical

Expenses Incurred out of Country) as it explains the conditions in which medical expenses incurred out of the country can be covered. Per C.1.1.12, transportation for out of country treatment is not a covered expense.

3) What do you mean by catastrophic condition?

Answer: It is defined in C.1.1.13 of the solicitation as a “major medical conditions occurring as a result of a single illness, accident, or closely related set of major illnesses (or conditions relating to a single accident) that exceed the standard maximum coverage limit.”

4) Do the individuals under a “Rider” get the same benefit than the others?

Answer: Yes as long as they are listed in the contract, they are covered but paid by a third party (in this case it includes the Chief of Mission Residence (CMR) or Deputy Chief of Mission Residence (DCMR) staff (ORE)).

5) Since HIV is covered at 100%, does that include treatment for opportunistic infections?

Answer: As mentioned C.1.1.4, HIV coverage includes “coverage of expenses for medications to suppress opportunistic infections”

6) Does HIV coverage also include children?

Answer: As long as they are in the eligible for Coverage list, they are covered. As mentioned in C.1.5, “An eligible child will be covered until the end of the contract year in which he/she reaches age 18, or age 25 if a full time student. There is no age limit for a child who is physically or mentally handicapped so as to be unable to live independently”

7) The contract mentions ceilings in CFA and another in USD, which one should be considered?

Answer: All maximum limits in the solicitation must be considered. For expenses reimbursed under section C.1.1.4, which concerns HIV coverage, the maximum limit is 10,000 USD per patient per contract year. For other benefits, C.1.1.14 states “The maximum annual reimbursement per patient per contract year, not including expenses covered under C.1.1.4, is CFA 19,000,000 per patient per contract year. For catastrophic conditions, the annual aggregate maximum shall be 100,000 USD per covered individual for medical expenses” both limits must be considered, the one in USD is considered in case of

“catastrophic conditions”.

Two questions needed to be answered in writing. They are:

8) What are the differences between ongoing contract benefits and those included in the solicitation?

Answer: We will post a copy of ongoing contract section C so that you can compare the differences between Section C in both versions.

9) Does C.1.1.11 “Medical Expenses Incurred out of Country” includes coverage in Canada, USA and

Japan? These three countries are often excludes from international coverage by local insurance providers because of very high medical costs.

Answer: Nothing in the solicitation excludes coverage in these countries under C.1.1.11.

Conclusion:

The conference concluded and attendees were thanked for their presence and expression of interest in serving the U.S. Government.

The meeting began at 10:30 am and finished at 11:52 am.

Signed, Daniel MARK Contracting Officer