Pre-proposal Conference Questions and Answers.doc

Pre- Proposal Conference

Solicitation for Medical & Life Insurance for the American Embassy FSN Staff Amman - Jordan

Date: February 23rd, 2012

Time: 10:00am – 12:00 PM Subject: Solicitation number S-JO100-12-R-0001 Contracting office: Carlos Bras Contracting Officer’s Representative: Yareb P. Al-Annabi

6 representatives from 3 companies attended the pre-proposal conference Carlos Brass the Contracting officer starts the meeting and welcomed the insurance companies’ representatives and introduced all Embassy participants to them. All representatives introduced themselves.

Ali Bdair/Procurement Supervisor briefed the representatives about the Medical & Life insurance solicitation; he went through the solicitation’s sections and indicated the following points:

· The due date for accepting the proposals will be at the close of business day of Sunday, 18th of March 2012 by 16:00 Jordan local time.

· This contract will be a fixed price with economic price adjustment.

· After this meeting only written questions will be accepted.

· The due date for receiving written questions is close of business of Wednesday, 29th of February 2012.

· All answers will be available on the website no later than Sunday, 4th of March.

The following are the answers for the questions that we received during the pre-proposal conference and until the close of business of Wednesday, 29th of February 2012 : :

Questions:

Q1.

Is it obligatory to renew the contract after 12 months or can the contractor cancel it?

A.

It is not obligatory that either party renew the contract. However, the USG can unilaterally extend the contract for up to 6 months without the approval of the contractor.

Q2.

Can the Insurance Company terminate the contract?

A.

Yes, if there is a reasonable justification to do so.

Q3.

Why are the ORE staffs separated?

A.

Because the ORE staffs are on personal contracts with the Chief of Mission (The Ambassador) and Deputy chief of mission.

Q4.

Are US employees eligible for this coverage?

A.

Please refer to C1.1.3

Q5.

In page 8 Section B.4.1, Can we raise the price?

A.

The vendor has the right to request a price increase with adequate justification.

Q6.

Is there any calculation for the inflation and increasing?

A.

Price increases should be built into the contractor’s price for each option year.

Q7.

Can we get previous statistics about retention in percentage or numbers?

A.

The solicitation provides all necessary information to submit your proposal.

Q8.

Is there a ceiling for dental treatment?

A.

No, but it should not exceed the total coverage of 80,000 JD per individual per year.

Q9.

If someone wants to add his wife and she was pregnant, can he do that?

A.

Yes, his wife is entitled to maternity coverage.

Q10.

Is the contribution for singles the same as families?

A.

Yes, it’s 10%.

Q11.

Is this contract different than the current one with Al Nisr Al Arabi?

A.

Yes.

Q12.

Is there any coverage outside Jordan?

A.

Yes, refer to C.1.1.1

Q13.

Is there any special treatment for high level employees?

A.

All the employees should be treated in the same way and there is no discrimination. The Embassy expects to have the best service for all the employees.

Q14.

Will the retirees pay the same premiums or will there be separate criteria?

A.

Yes the retirees will pay the same premium, however they will pay the full premiums directly to the contractor.

Q15.

Do the retirees follow the Jordanian social rules or the US rules for their retirements?

A.

The retirement age in Jordan is 55 for females and 60 for males. In the United States the age is 60 for both. The Embassy follows the US government rules.

Q16.

When can the retiree join the insurance program?

A.

At the beginning of the contract year.

Q17.

Shall the contractor sign the contract and arrange it on the company headed papers?

A.

No, the Embassy will prepare the contract to be signed by the contractor and the U.S. Government.

Q18.

How many copies shall the contractor submit?

A.

Please refer to Section L.2 Q19.

Will the Embassy consider proposals for health (medical, dental, etc) and life (life, AD&D, PTD) from separate providers? The reason I ask is that as independent broker we have access to several accident and health insurance carriers and the best value may be a combination of two separate policies.

A.

Reference to L.1. SUBMISSION OF OFFERS, offers may submit proposals for both plans, health and life insurance services or only on one insurance plan. Please note that according to L.4.3.2.2 Licensing Information, the offeror should be licensed in Jordan.

Q20.

The description states “HEALTH AND LIFE INSURANCE SERVICES FOR THE U.S. EMBASSY - AMMAN LOCAL STAFF.” However I notice on eligibility employee section it says under C.1.3.1.3. “Locally hired U.S. citizens employed under direct hire appointments, PSAs, and PSCs.”

Can you please clarify if there are any US citizens included in the census and if so give the number of non-local staff (by job function, and marital status) A.

All Embassy staff covered under this medical and life insurance plan are considered locally employed staff and they get the same medical and life insurance coverage, regardless of citizenship. See Section J, Exhibit B and Exhibit C.

Q21.

List of items, schedule of requirements, scope of work, terms of reference, bill of materials required.

A. See Section C and Section J.

Q22.

Soft copy of the Tender document through email.

A.

Go to www.FedBizOpps.gov and you can download a copy.

Q23.

Names of countries that will be eligible to participate in this tender.

A. See Section L.4.3.2.2. Licensing Information.

Q24.

Information about the tendering procedure and guidelines.

A. See Solicitation package for all required details.

Q25.

Estimated budget for this purchase.

A. Based on the lowest priced, technically acceptable responsible offeror. See Section M.3. AWARD SELECTION Q26.

Any extension of bidding deadline?

A. No.

Q27.

Any addendum or pre-bid meeting minutes?

A. Yes, meeting minutes, questions and answers will be posted in the www.FedBizOpps.gov Q28.

Article C.1.1.1 Medical expenses incurred out of country: Should the Jordanian Official Tariffs be applied as a basis for reimbursement?

A. Yes. Jordanian Official Tariffs will be applied.

Q29.

In accordance with the first paragraph under “A. Hospital Benefits” under article C.1.1., does a private room include a suite or an ordinary First Class room?

A. A private room is an ordinary First Class room.

Q30.

Could you confirm that “Drugs & Medications” shall only be considered as such if registered as medications with the Jordanian Ministry of Health?

A.

According to C.1.1.B.2, prescription drugs, vitamins, cold remedies and medicines for which a prescription is legally required are covered.

Q40.

Could you confirm that a cosmetic dental treatment / procedure (including cosmetic false teeth for cosmetic purposes) that is not related to an accident shall be covered or not covered?

A. Cosmetic dental treatments not related to an accident are not covered.

Q41.

Could you provide the total number of living retirees of the American Embassy that are eligible to join the insurance along with a list showing their dates of birth?

A. Estimated number of Embassy retirees is 55. We will not provide a list of their dates of birth.

Q42.

Do you have any stated criteria based on which a retiree is allowed to join the Contract?

A. Embassy retirement criteria is based on Jordanian Social Security System that indicates a female employee can retire at the age of 55 and male employee can retire at the age of 60.

Q.43.

The embassy request, is to quote 12 months and 4 one-year periods at the option of the Government, my question is: is this mandatory request or we can quote for 12 months only to have a yearly renewable policy term.

A.

No, the solicitation requirement is for a base year and 4 option years totaling 5 years.

Q.44 Regarding the policy experience, can we have a copy of it in order to assess the risk properly? We mean by policy experience the annual claims report for the previous years (for example 2 years).

A.

No.

Q.45 Would you provide a census of employees to include their dates of birth?

A.

Section J exhibit C includes the age composition of the embassy’s employees.

Q.46 How many employees are single and U.S. Citizens?

A.

Section J exhibit C includes the numbers for single and married employees.

Q.47 How many employees are parent + child(ren) and U.S. Citizens?

A.

Section J exhibit C includes the numbers for single and married employees and the numbers of total dependents.

Q.48 How many employees are families and U.S Citizens?

A.

All embassy staff covered under this medical and life insurance plan are subject to the embassy local compensation plan and are entitled to the same coverage, regardless of citizenship.

Q.49 Please provide claims data for the past 3 years?

A.

The solicitation includes all the necessary information to submit your proposal.

Q50.

Are there any employees who are currently pregnant?

A. Yes.

Q.51 Are any Employees not actively at work performing normal duties due to Illness / Injury?

A. Yes.

Q.52 Are any Employees or Dependents currently hospitalized, confined at home, disabled or incapacitated?

A.

The solicitation includes all the necessary information to submit your proposal.

Q53.

Are you aware of any circumstances or conditions that could result in an ongoing claim?

A. The solicitation includes all the necessary information to submit your proposal.

Q54.

Has any Employee or Dependent suffered from a condition that resulted in a claim of $5,000 or more during the last 3 years?

A. The solicitation includes all the necessary information to submit your proposal.

Q55.

Is anyone currently out of country receiving medical care?

A. The solicitation includes all the necessary information to submit your proposal.

Q56.

What is the effective date of the policy?

A. Estimated date is around May 1, 2012