Pre-proposal_Conference_Questions__.pdf

Pre- Proposal Conference

Solicitation for Medical & Life Insurance for the

American Embassy FSN Staff

Amman - Jordan

Date: September 28 th

, 2017 Time: 11:00 a.m.

Subject: Solicitation Number S-JO100-17-R-0001

Contracting Officer: Paul Hanna

Contracting Assistant: Mahmoud Itani

Assistant Human Resource Officer: Christina Lim

Contracting Officer’s Representative: Yareb P. Al-Annabi

15 representatives from five companies attended the pre-proposal conference.

Paul Hanna, Contracting Officer, opens the meeting, welcoming the insurance companies’ representatives and introducing Embassy participants.

Mahmoud Itani, Contracting Assistant, briefs insurance representatives on the Medical and Life Insurance solicitation, indicating the following points:

- The deadline for accepting the proposals will be 4:00 p.m. Jordan local time, Wednesday, October 18, 2017, unless otherwise posted on the Embassy website and www.fbo.gov.

- This contract will be a fixed price contract with economic price adjustments.

- After this meeting, only written questions will be accepted.

- The deadline for receiving written questions is 4:00 p.m. Jordan local time, Sunday, October 1, 2017.

- Responses will be available on the Embassy website and www.fbo.gov. no later than October 8, 2017. Responses to some questions may not be available by

October 8. Responses not posted by October 8 will be posted on the Embassy website and www.fbo.gov. as soon as possible after October 8. The deadline for accepting proposals will not be adjusted unless otherwise posted on the Embassy website and www.fbo.gov.

http://www.fbo.gov/ http://www.fedbizopps.com/ http://www.fedbizopps.com/

The following are the responses for questions received orally during the pre-proposal conference and in writing until Sunday, October 1:

Questions:

Q1. Are the U.S employees eligible for this coverage?

A. Please check C.1.3.

Q2. Is there a ceiling for the medical treatment?

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

Q3. Will the retirees pay the same premiums or there will be separate criteria?

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

Q4. How many copies shall the contractor submit?

A. Please refer to Section L.2.

Q5. 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 an independent broker we have access to several accident and health insurance carriers and the best value may be a combination of two separate policies. However, Clements will act as the primary point of contact for account services.

A. Please reference section L.1. SUBMISSION OF OFFERS, offerors may submit proposals for plans, health and life insurance services, or only for one insurance plan. In addition to L.4.3.2.2. Licensing Information, the offeror should be licensed in Jordan.

Q6. 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 U.S. 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 receive the same medical and life insurance coverage. See Section J, Exhibit B and Exhibit C.

Q7. Is there a soft copy of the tender document available in Word format?

A. Please go to www.fbo.gov. where a downloadable copy is available.

Q8. Could you please provide additional information about the tendering procedure and guidelines?

A. Please see Solicitation package for all required details.

Q9. Will addendum or pre-bid meeting minutes and questions answers be made available?

A. Yes, meeting minutes, questions and responses will be posted on the Embassy website and www.fbo.gov.

Q10. 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.

Q11. 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. Private room includes an ordinary First Class room.

Q12. 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 are not covered.

Q13. 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 three years).

A. The solicitation includes all necessary information to submit a proposal.

Q14. Would you provide a census of employees to include their dates of birth?

A. Please note that section J exhibit c includes the age composition of the embassy’s locally-employed staff. Additionally, the solicitation includes all necessary information to submit a proposal.

Q15. Please provide claims data for the past three years?

Q16. Historical claims activity in prior years is a critical element an insurance company uses to price insurance. We find that claims information is usually provided in the initial solicitation, and if not there, then provided after requested by a prospective contractor. Again, as this information is available to the incumbent we would be at a disadvantage unless we had it also.

A. Please note that section J exhibit c includes the age composition of the embassy’s locally-employed staff. Additionally, the solicitation includes all necessary information to submit a proposal.

Q17. We would like to know if you have been informed of Catastrophic cases presented last year, such as: Hemodynamics, Open Heart Surgery, Orthopedic Mayor

Surgeries, Organ Transplant, Traumatic Accident, Cancer and Oncology Cases

(Radio and Chemotherapy), and hospitalizations with more than 10 days.?

A. This information is not available as it includes Personally Identifiable Information

(PII) of U.S. locally-employed staff and their families. The solicitation includes all necessary information to submit a proposal.

Q18. Does this solicitation contain requirements similar to the current contract? If not what are the differences?

A. The solicitation contains requirements similar in scope to the current contract.

However, the solicitation does not contain the exact same requirements, i.e.

benefit levels, etc., as the current contract. Prospective offerors should use the information provided in the solicitation to build proposals. The solicitation includes all necessary information to submit a proposal.

Q19. Have there been any claims in excess of $10,000 within the last year? If yes, please indicate the number and amounts of such claims.

A. This information is not available as it includes Personally Identifiable Information

Q20. Are their dependent children to be covered who are studying outside the country?

If yes, please provide the country and number of dependent children studying there.

A. This information is not available as it includes Personally Identifiable Information

Q21. Can a List of Beneficiaries be provided (Excel Sheet), showing:

- Date of Birth (names not needed for pricing purpose),

- Gender (M/F),

- Marital Status,

- Relation (Employee/Spouse/Child), A. Please see Section J Exhibit B. Additional information is not available as it includes Personally Identifiable Information (PII) of U.S. locally-employed staff and their families. The solicitation includes all necessary information to submit a proposal.

Q22. Can a Utilization Report (Claims Experience) for the running policy (Net Basis) be provided?

Q23. Can details of chronic and pre-existing cases and medications be provided?

Q24. Can you provide more clarification regarding item (C.1.3.3) page 18 of 82?

A. The ORE employing officer will pay separately from his own account and not from the U.S. government account. However, they are still under the same insurance policy.

Q25. Can you please provide a detailed net paid claims report for the past three years?

Q26. Can you please provide a list of chronic medications used by U.S. Embassy locally-employed staff?

A. This information is not available as it includes Personally Identifiable

Information (PII) of U.S. locally-employed staff and their families. The solicitation includes all necessary information to submit a proposal.

Q27. Can you please provide out of country net paid cost (travel expenses and claims) for the past three years?

A. This information is not available as it includes Personally Identifiable Information

Q28. Can you please provide claims history for the past five years (basic life, accidental death, dismemberment, and total and permanent disability?

A. This information is not available as it includes Personally Identifiable Information

Q29. Does the Embassy has an exemption from stamp free? If not, should this cost imbedded in the retention amount?

A. Yes, the U.S. Embassy has an exemption for the 16 percent stamp fee .

Q30. Please explain what do you mean by retention amount? Please provide us with an example to better understand it.

A. Please refer to section B.3.

Q31. Please explain the following “the contractor will pay medical expenses directly to the providers of care and invoice employees for their portion of the co-insurance”

A. Employees can accept the contractor -designated doctors or hospitals (“in-network”) and employee will pay the percentage of billed amount not covered by insurance. If the doctor or the hospital is not designated by the contractor (“out-of-network”), the employee will pay the full amount and the contractor will reimburse the employee according to contracted percentage.

Q32. Does Q.32 above apply to ORE staff and retirees?

A. Yes.

Q33. What is the requested coverage for hospital accommodation? Is it First Class?

A. Please check Section C.1.1 A.1.

Q34. What do you mean by private, semi-private or ward?

A. Not shared hospital rooms (double or triple).

Q35. What do you mean by reasonable customary cost for hospital services?

A. Not odd prices and according to Jordanian tariff prices.

Q36. Does the maternity limit include the out-hospital maternity services?

Q37. Does the Maternity limit include the incubator coverage for the babies if needed?

A. Yes, up to maximum of JD 2,000.

Q38. Please clarify medical expenses out of Jordan settlement process; please advise if it will be according to the maximum or the minimum Jordanian Tariff.

A. The medical settlement will be according to maximum of Jordanian Tariff, the employee will pay the medical settlement and claim it to the contractor, then the contractor will pay it according to the maximum Jordanian Tariff.

Q39. What is the dental benefit limit?

A. Up to JD 80,000.

Q40. What do you mean by false teeth? Is it dentures or teeth implants?

A. Implants.

Q41. Are the vision correction procedures (i.e Lasik procedures) included? Are they considered part of the optical benefit coverage?

A. If the Lasik procedure is a part of a doctor-prescribed medical procedure, yes the

Lasik is covered. If the procedure is elective or for cosmetic purposes then the

Lasik procedure is not covered.

Q42. Are glaucoma and cataract operations covered under the optical benefit? i.e 60% coverage?

Q43. Please explain if Rejuvenation cures in the exclusion list includes cases that may result from accidents or Trauma?

A. Rejuvenation cures are not covered regardless of whether needed because of accident or trauma.

Q44. Please clarify the mode of payment to the insurance company, is it bi-weekly or monthly?

A. Monthly via EFT, or other to be determined between awardee and Embassy personnel, as appropriate.

Q45. Please provide us with a list of active members with related birthdates for both single and married employees with their family members Or

Please provide us with the active members as per the following age bands

a) 0-17

b) 18-30

c) 31-45

d) 46-55

e) 56-65

A. Please see Section J Exhibit B. Additional information is not available as it includes Personally Identifiable Information (PII) of U.S. locally-employed staff and their families. The solicitation includes all necessary information to submit a proposal.

Q46. Cash claims reimbursement procedure, should it be as cheques or we can use another types of paying technologies?

A. The payment in bank checks only.

Q47. Please provide us with the SF-33 form in Word format.

A. This document is available on the Embassy website and www.fbo.gov.

Q48: Could you confirm that “Drugs & Medicines” shall only be considered as such if registered as medications with the Jordanian Ministry of Health?

A. Will be answer shortly

Q49: Please explain the coverage of out of hospital medications, what do you mean by not covering OTC medications? Does this policy cover 16% tax medication or not?

B. Will be answer shortly