Life Solicitation Pre-Proposal Conference Minutes.pdf

AMERICAN EMBASSY NICOSIA

LOCALLY EMPLOYEED STAFF

LIFE INSURANCE SERVICES

SOLICITATION NO. S-CY600-12-R-0002

MINUTES OF PRE-PROPOSAL CONFERENCE

DECMEBER 22, 2012

Attendees Minerva Insurance Public Co Ltd Universal Life Insurance Public Co Ltd

Introduction

The Contracting Officer – John Gage opened the conference by thanking the participants for coming and introducing Embassy personnel. Contracting Assistant – Aliki Evangelidou stated the purpose of the pre-proposal conference was to discuss the work statement, mandatory requirements for submission of the solicitation and attempt to clarify issues so that all offerors have the same information on which to prepare their proposals.

Ms. Evangelidou outlined the agenda and explained that only written questions would be accepted. Written responses will be posted on the internet, (www.fbo.gov) and a record of the Pre-Proposal Conference will also be posted on the internet.

The mandatory requirements for submission of the solicitation

• Standard Form - 33. (page 1) Items 12 - 18. shall be completed.

• Section B. (pages 2-6) B.6 - Prices. Place the pricing structure in this section. Include only one flat rate for each line item, per contract period (Base Period and Four Option Year Periods).

B.7 - Administrative Retention Amount. Place the retention amount in this section. Include only one amount per category, per contract period.

• Section C, Work Statement. (pages 7 - 10) This section describes the life insurance benefits. Proposals that contain more benefits (or less) than those stated in the solicitation (even if there is no increase in cost) may be deemed technically unacceptable.

• Section K, Representations, Certifications and Other Statements. (pages 34 - 45) Complete as appropriate and submit certifications and representations.

• Section L, Instructions, Conditions and Notices to Offerors. (pages 46-52) This section lists the minimum information that must be included in your proposal. Please include any other information you believe would be important in evaluation your quotation.

http://www.fbo.gov/�

Proposals- shall be submitted in three volumes.

Volume 1 - Standard Form 33 & Section K – Representations, Certifications and Other Statements. Submit two copies.

Volume 2 – Price Proposal complete Section B. which includes pricing for the base year, four option years and the retention amount. Submit two copies.

Volume 3 – Technical Proposal. Submit four copies.

Understanding of the Requirements. Offeror must demonstrate that it understands the requirements of the solicitation.

Plan Administration. The offeror must demonstrate how it plans to perform the contract.

Experience and Past Performance. The offeror shall include a list of contracts that it has held over the past three years for the same or similar work.

Licensing Information. Offerors shall include a notarized copy of the license/certificate/accreditation which demonstrates that the offeror is licensed or otherwise authorized by the Government of Cyprus to provide life insurance coverage to persons in Cyprus.

Profit Sharing Credit and Employee Pool. The offeror shall describe the profit sharing credit and the pool that will apply to the employees.

Financial Statement. The offeror shall include a statement of its financial condition, including a profit and loss statement, balance sheet and cash flow statement.

• Section M, Evaluation Factors. (pages 53-55)

This section explains how the U.S. Government will evaluate the proposals. Evaluation is divided into two sections; pricing aspects of the offer and technical aspects of the offer.

Pricing - The U.S. Government reserves the right to reject any proposals that are unreasonably high or low in price.

Technical Evaluation - This explains how we will analyze the offeror's proposal based on the information requested. Failure to provide the information requested, or to comply with our requirements, may result in rejection of your proposal.

Questions received will be distributed with the appropriate answers under Questions and Answers No. 1.

Conclusion The Pre-Proposal Conference concluded and participants were thanked for their presence and expression of interest in serving the U.S. Government.