Minutes_of_pre-proposal_confrence.docx

PRE-PROPOSAL CONFERENCE

HEALTH & TERM LIFE INSURANCE SERVICES

September 3, 2015

Minutes:

Meeting called to order at 2:10 p.m. on 9/3/15

1. Opening Remarks/Introductions Louise Ramsay

Louise welcomed everyone and thanked them for coming. Introductions were made, for USG attendees. Louise Ramsay, Assistant General Services Officer and Contracting Officer, Shangeeta Suppiah the Contracting Officer’s Representative, Tamara Comiskey newly arrived Human Resources Officer, and Andrew Santiago the Procurement Supervisor. She then stated that we are here to discuss the HEALTH & TERM LIFE INSURANCE SERVICES solicitation SMY300-15-R-0004. We briefly stated agenda items and SAM registration. Gave handout of how to register for SAM, a copy of the solicitation from FedBizOps, and copies of the Exhibits, asked everyone to sign in on sign in sheet. Louise discussed US Government’s zero tolerance policy on Trafficking in Persons. Mentioned that if there is any recruitment of third country nationals this must be in the proposal.

Turned floor to Andrew to go over the submittal of Proposals.

2. Submittal of Proposals Andrew Santiago

Andrew Santiago started the projector and showed the complete solicitation document on the screen. He first discussed the cover page pointing out the requirements for a complete proposal – must be submitted in a sealed envelope, no electronic submissions will be accepted, complete the following areas, SF33, Section B Pricing and B.3 and B.7 Retention Amounts, Section K – Representations and Certifications a well as all information in Section L. He stated we will go into more detail as the conference progresses. He discussed that the Lowest Priced Technically Acceptable proposal would receive the award.

Next discussion on how to fill in the SF-33 – Andrew pointed out which boxes had to be filled - Standard Form 33: Complete Blocks 12 through 18 - and where to sign and put the company stamp.

Andrew showed the pricing charts in Section B for Health and discussed how to fill in each one. Stated this is a base year plus three one year options.

Andrew said to fill all charts one the base year and each of the option years. Also, the final chart will be the total of all four.

He then went over the Life Insurance tables: Again repeated it is a base plus three option years and how to fill in each.

Section C requirements – We went over this section briefly, pointing out some of the changes from the previous document. Then discussed in detail by HR specialist later on.

Section E – Andrew highlighted the main parts of this section - We pointed out E.2. QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

The Performance Threshold of three complaints per month. Read the following statement:

COR duty to “The COR will receive and document all complaints from Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.”

Section E, F: We stated that each bidder should make sure their legal departments may want to read and go over the clauses found in the contract. And if there were questions to please submit by the date of September 8.

F 4 Pointed out the address to send reports and deliverables.

F 5 Went over the days from Notice to Proceed once award given.

Section G: The COR duties were briefed in this Section, followed by payment in local currency since only local four (4) local offerors including an insurance broker participated in the conference. Also, emphasized that Post obligates funds on task/delivery orders within a specific time frame.

Section H: We briefly highlighted the report requirements in H.5 (a) Employee Claim Report giving emphasis on the Premium vs claims analysis. Employee Claims Report and Analysis of Claims Reimbursement.

In H.6.2, reiterated on significance of proper licensing with local law requirements to perform this contract.

Section I: We briefly discussed that these clauses are mandatory and that the interested bidders should let their legal departments read them, if there are any question to please send them in by the due date September 8.

Section J; Andrew made reference to the hand outs and to the FedBizOps site where these documents are located. Please submit any question you may have by the due date.

Section K: Andrew stated to please go over this section carefully and to fill in the necessary names in K.1.b and K.3, K.7 if applicable. K.9 was discussed to make sure the chart is filled in.

Section L: Andrew reiterated one proposal for both services, that we need 2 copies, that no electronic submissions will be accepted, then went over what is needed for a complete proposal section L.4.

Section M: We discussed the evaluating factors for award, read the following statement directly from the solicitation “a technical evaluation to determine the acceptability of the offer to the solicitation technical requirements; and a price evaluation to determine the total evaluated price proposed by each offeror. “

Discussed lowest price technically acceptable, and each point outlined in M. No questions were asked.

3. Scope of Work/Services Shang

Went over this section in detail:

Shangeeta Suppiah discussed the new HIV coverage, routine exam clarification, inoculations covered if ordered by a physician, home visits by a physician are covered but insurance pays 40% while the participant must pay the other 60%, discussed it is a pay first then claim later, discussed that the current contract covers until age 21 but the new one will cover dependents that up to age 24 if full time students and unmarried. Discussed the increased annual maximum yearly coverage of RM 95,000 up from 50, 000 RM. Explained that physical therapy was for acute injury not an exercise program for weight loss

4. Open Forum: Q & A Tammi / Shangeeta

Questions and Answers Session – Any question and answer provided during the conference will be included under the questions and answers attachment for this solicitation, which will be posted under the “Other” entry for this solicitation.”

5. Closing Remarks Louise Ramsay

Discussed submitting clear proposals, preferably in binders with tabs so we can go through easier and to for them to keep tack and ensure they were submitting all requirements. Discussed that SAM is mandatory and to start working on this as soon as possible. Discussed that there will be two reviews – one for compliance to ensure all technical aspects were submitted correctly and the price review. Discussed we may award without discussions but we may also need to enter negotiations. Reviewed due dates for questions and proposals.

Thanked everyone again for attending.

Meeting adjourned at 3:50 p.m.