LES_Health_pre-proposal_meeting_111616_Minutes.docx

PRE-PROPOSAL CONFERENCE

LOCALLY EMPLOYEED STAFF HEALTH INSURANCE

Solicitation #: SNU70017R0002 October 26, 2016, 9:00am Meeting Minutes

I. Welcome and Introductions

a. Welcome and thank you for coming

b. Contracting Officer (CO) introduced self and other Embassy colleagues in attendance:

i. Contracting Officer

ii. Contracting Specialist

iii. Contracting Assistant

iv. Procurement Supervisor

v. Human Resources Officer

vi. Human Resources Assistant

c. CO stated that the meeting will be conducted in English.

d. Statements made at the conference do NOT change the solicitation. All changes will be by written amendment to the solicitation, available on FEDBIZOPPS.

e. All questions pertaining to the solicitation should be submitted in writing in English and will be answered in writing in English and available on FEDBIZOPPS, so that all prospective offerors receive the same information and no offeror has access to information that other offerors lack.

f. Regarding FEDBIZOPPS, the CO reiterated that this is the ONLY location where the solicitation documents, including amendments to the solicitation, written responses to all questions, and any other supporting documents can be found. I encourage you to check FEDBIZOPS daily from now until the solicitation deadline.

II. Brief Overview of the Solicitation This solicitation is for Health Insurance Coverage and Services for locally employed staff members of the U.S. Embassy Managua and their families, as well as Official Residence Staff (there are 8 total) who are included under the contract only as a rider.

The most important thing to note is that this solicitation is not to purchase your company’s standard policy or your policy that is commercially available to anyone. This solicitation is for the purchase of a unique policy that conforms exactly to the solicitation requirements laid out in the solicitation document.

III. Review of Important Solicitation Details

a. The due date is Friday, November 25, by 4:15pm. This information can be found in Block 9 of Standard Form 33. No offers will be considered that do not meet the deadline.

b. Section B (pg. 3). The rates/prices are all-inclusive rates. Work hard to get these numbers right. No changes will be made after the contract is signed, except pursuant to the price adjustment clause if necessary after the first 12 months of the contract (pg. 7).

c. Going back to pg. 3, 4, and 5 in Section B, the rates for option years must be in the offer and are not subject to renegotiation after the contract is signed.

d. Section C, (pg. 9), CO highlighted that these are the coverage levels that the offerors should base their proposals on and reiterated that this is a unique policy based on these coverage levels, not a standard, commercially available policy.

e. CO highlighted the Brochure Requirement in Section C.1.7. The Human Resources Officer (HRO) explained that is one part of the overall high quality of Customer Service/Customer Care expected by any contractor who is selected for this contract.

f. Section I (pg.33), CO explained that clause 52.217-9, Option to Extend the Term of the Contract allows the exercise of options to be the choice of the Government, not the contractor.

g. Section I (pg. 30), CO highlighted clause 52.222-50, Combating Trafficking in Persons.

h. Section J (pg. 42): CO called attention to the tables which show the breakdown according to age and gender of employees and dependents.

i. Co reviewed Section L (pg. 60), Instructions on Preparing Proposals. CO explained that the offerors must follow the guidelines in Section L, a failure to do so could make the proposal technically unacceptable.

j. Section M (pg. 67), evaluation factors and stressed M.3.1, that the award will go to the “Lowest priced, technically acceptable, responsible offeror.” CO also highlighted M.5, failure to provide minimum benefits required by the solicitation or offering additional benefits no required by the solicitation, even at no extra cost, may make the proposals technically acceptable.

IV. Questions and Answers

a. All questions must be submitted in writing in English and we will provide answers in writing in English. Some of you have already submitted questions, thank you for those. CO read the questions aloud so everyone present was aware that we will provide written answers to these questions. These will be posted on FEDBIZOPPS.

V. How to Obtain a Dun and Bradstreet Number (DUNS)

a. Procurement Supervisor walked offerors through how to obtain a Dun and Bradstreet number now required for all actions over $25,000. He also provided information on obtaining an NCAGE number and SAMS registration. He presented a PowerPoint presentation which will be available on FEDBIZOPPS.