LES Health Contract - pre-proposal conference answers 3.docx

Chapter 4 - Solicitation Documents October 2004 May 7, 2012

U.S. Embassy Lot 207 A, Point Liberty Andranoro, Antehiroka 105 Antananarivo Madagascar

Minutes from Pre-Proposal Conference of May 7, 2012

Introduction:

The Contracting Officer (Mrs Kumi Ikeda) welcomed all attendees and thanked them for coming to the conference and for expressing interest on the Embassy’s solicitation.

The Contracting Officer introduced herself and the other members from the Embassy who were:

· Mrs Viviane Rakotomavo- Ramanitra (Human Resources Specialist and Contracting Officer’s Representative)

· Mr Bruno Ramiandrisoa (Procurement Agent) – acting as translator

· Mrs Rovatiana Andriambemanjaka (GSO Assistant) – acting as note taker

The Contracting Officer explained that the purpose of the conference was to make contact and the most important principle was to be able to provide equal information to all potential bidders.

Discussion of the Solicitation Package:

The following remarks were told to the attendance:

· Statements made at the conference do not change the solicitation. All changes will be by written amendment to the solicitation.

· The due date is May 21, 2012 at 16:30 either:

· At the U.S. Embassy Antananarivo, Lot 207A, Point Liberty, Andranoro-Antehiroka, 105 Antananarivo, or

· Using the FedBizOpps electronic submission capability

No offers that do not meet the deadline will be considered.

· The rates in Section J Exhibit F, including for option years, are all inclusive rates. No changes will be made after the contract is signed, except pursuant to the price adjustment clause described in Section B.4.

· Offerors must follow the guidelines in Section L.

(Distribution of documents to the attendance: the solicitation package and the list of questions received so far with their answers)

Questions:

The questions shown in Annex A were asked prior to the conference. Annex A was distributed in hard copy to the attendees.

The following questions were asked during the conference:

· Informal translation of question: Can offerors submit other questions by email?

ANSWER: Yes, offerors can submit other questions in writing during the conference or by email. Answers will be posted on the Embassy’s website and on FedBizOpps.

· Informal translation of question: Can offerors submit an offer by modifying the terms and conditions of the solicitation?

ANSWER: The Embassy is seeking offers that respond to the terms and conditions set forth in the solicitation.

· Informal translation of question: How long will be the duration of the contract?

ANSWER: see F.2, Period of Performance, F.3, Options, 52.217-8, Option to Extend Services, and 52.217-9, Option to Extend the Term of the Contract.

· Informal translation of question: When will be the last date to submit questions?

ANSWER: The due date of offers is May 21, 2012. The sooner questions are received, the sooner answers can be prepared, thereby providing potential bidders with greater time to prepare appropriate offers. It is in the interest of potential bidders to submit their questions as quickly as they can.

Conclusion

The conference concluded and attendees were thanked for their presence and the expression of their interest in the LES Health Insurance Contract solicitation.

ANNEX A

Informal translation of question: Do you want complete health insurance or simply coverage for hospitalizations after an accident?

ANSWER: See Section C.1.2 of Solicitation # SMA10012R0017 (available on FedBizOpps or on the US Embassy Antananarivo’s website): Reimbursement of Covered Medical Expenses

Informal translation of question: How many employees will be insured? A list of names with ages and genders is essential.

ANSWER: see Section J, Exhibit A of Solicitation # SMA10012R0017 (available on FedBizOpps or on the US Embassy Antananarivo’s website): Employee Statistics

Informal translation of question: Do you want coverage for illness, hospitalization, dental work, optical care, check-ups, obstetrical care or coverage for number of days of hospitalization? Please provide maximum hospitalization days by applicable category.

ANSWER: see Section C.1.2 of Solicitation # SMA10012R0017 (available on FedBizOpps or on the US Embassy Antananarivo’s website): Reimbursement of Covered Medical Expenses

Informal translation of question: Where are the insured employees located? Are there any outside of Antananarivo? If so, do you want coverage for transportation to Antananarivo? Is coverage provided abroad, including air transportation?

ANSWER: See C.1.4.2 of Solicitation # SMA10012R0017 (available on FedBizOpps or on the US Embassy Antananarivo’s website): Location of Employment

Informal translation of question: What is the desired level of reimbursement? 80% or 90% with third-party participation?

ANSWER: see Section C.1.2 of Solicitation # SMA10012R0017 (available on FedBizOpps or on the US Embassy Antananarivo’s website): Reimbursement of Covered Medical Expenses

Informal translation of question: If a health insurance is administered by another company (a broker), do you have a problem with that?

ANSWER: Offers from brokers will be considered, also see Section I, 652.242-73 of Solicitation # SMA10012R0017 (available on FedBizOpps or on the US Embassy Antananarivo’s website).

Informal translation of question: Could you please explain what RIDER means, see C.1.4.3 ?

ANSWER: Please see Section B (B.1.1), Section C (C.1.4.3) – Participants Covered Under a Rider, Section G (G.4.4, G.4.5 and G.4.6) and Section H (H.3.1).

Informal translation of question: The amounts of claims in Exhibit E, which are beyond USD200K, do they represent the total claim made by US Embassy employees all over the world, not that of the US Embassy Madagascar only? Would it be possible to have that of Madagascar only?

ANSWER: A correction is made in the currency – the currency should be Ariary and not USD. These amounts represent that of Madagascar only. An amendment to the Solicitation will be soon issued to adjust it.

Informal translation of question: Further clarification on the premium.

ANSWER: Premium set up is as described in Section C – Description/Specification and Work Statement. The bi-weekly rates/premiums in the pricing tables include both the retention amount and the anticipated claims to be paid out and can be adjusted (either upward or downward) based on either claims paid out or a change in the local law in accordance with B.4.

Informal translation of question: Further clarification on the retention amount.

ANSWER: See Section B, Retention Amounts in B.3 (B.3.2). The “retention amount,” stated as a fixed bi-weekly rate in B.3 and not as a percentage, includes the contractor’s cost of doing/conducting business, for example labor costs, rent, utilities, supplies and profit. The retention amounts proposed by the contractor are fixed for the duration of the contract, but they do not have to be constant from contract term to contract term (base year and option years). The retention amount does not include the anticipated claims to be paid out.

Informal translation of question: Further clarification on the premium adjustment based on experience.

ANSWER: See B.4.1. Premium Adjustment based on Experience. Per section B.4 of the solicitation either party (the contractor or the Embassy) can request an economic price adjustment. There are two types of adjustments:

· It can be made based on an enacted law during the term of the contract; or

· claims paid out vs anticipated claims paid out

The result of the EPA is that the premium price can go either up or down.

EXAMPLE OF AN ECONOMIC PRICE ADJUSTEMENT (EPA) CALCULATION

Contractor is requesting an EPA based on claims paid out of S11,450. The Contractor must provide documentation supporting the claims paid out amount.

1 – The Contracting Officer will confirm the claims paid out amount is correct based on the monthly reports required by the contractor in H.5.

2 – Confirm premiums paid – using the following hypothetical quantities and premiums:

15 single employees x 5 bi-weekly premium x 26 pay periods = 1,950 45 Family plans x 15 bi-weekly premium x 26 pay periods = 17,550 Total premiums paid during one term of the contract = 19,500

3 – Retention amount calculation:

15 single employees x 2 retention amount x 26 pay periods = 780 45 Family plans x 8 retention amount x 26 pay periods = 9,360 Total retention amount = 10,140 Amount available for claims = FCFA 9,360 (19,500 total premiums paid – 10,140 total retention amount)

Based on the above example the following would be the adjustment:

11,450 claims paid out

– 9,360 amount available for claims 2,090

2,090/60 total number of insurance plans (15 singles + 45 families) = 34

34/26 pay periods = 1.34 per pay period

New justifiable premium rates = Employee/Self Only

– offered bi-weekly premium price – 5 + 1.34 = 6.34 Family Plan

– offered bi-weekly premium price – 15 + 1.34 = 16.34

Informal translation of question: Further clarification on premium adjustment based on laws.

ANSWER: See B.4.2. Premium Adjustment Based on Laws – see above example

Informal translation of question: Is there a reasonable maximum amount for hospitalization fees, taking into account the diversity of tariffs applied by clinics?

ANSWER: This is a customized insurance contract that is specific to the US Government. For Hospitalization please see Section C under C.1.2.1.: Hospitalization, also see the 6 benefit level options in C.1.13 in Section J Exhibit F.

Informal translation of question: List of Health Insurance Beneficiaries.

ANSWER: For a definition of Beneficiaries please see Section C under C.1.4 – Eligible Participants; and C.1.6 – Dependent Coverage. You will find further details in Exhibits (A, B, C, D) listed in Section J. More detailed list will be provided to the insurance company after award – see G.2.2, G.2.3 and H.3.

Informal translation of question: Who would benefit from cost reimbursement overseas?

ANSWER: See the response to the above question, also see C.1.2.12.

Informal translation of question: Further clarification on type of documents Insurance Provider should submit, in particular, those requested under C.1.8.2.

ANSWER: See C.1.8 for brochure requirements, see H.4 for monthly reports, claim forms and other requirements and see L.1 and L.4 for proposal submission requirements.

Informal translation of question: Are you interested in adopting the “système Tiers-Payant” ?

ANSWER: We are, if it does not incur additional expenses.