Sources Sought .pdf

November 7, 2025

SOURCES SOUGHT

PR15416842

The Department of State is conducting market research to determine the degree of interest and capability of experienced vendors in providing health insurance to Locally Employed Staff (LES) at U.S. Embassy Harare in Zimbabwe.

The primary purpose is to provide a comprehensive health insurance plan for Locally

Employed Staff to provide necessary care and financial protection in case of unexpected serious accidents, illnesses, hospitalizations, and medical treatments. This promotes the employee’s well-being which contributes to a healthy and productive work environment.

The current estimated number of required health insurance holders is 846 per year; actual number may be higher or lower.

Responses to this sources sought must demonstrate the following minimum capabilities by providing past performance history clearly demonstrating coverage of the following health service benefits at the minimum:

• Hospitalization (treatment in the hospital for inpatient care):

Services and supplies provided during hospitalization, including services provided by a licensed healthcare provider, bed & board (semi-private accommodations), operating room, recovery room, intensive care, imaging and diagnostic testing, general hospital nursing care, physical therapy, as well as drugs and medicines administered while in-patient. When private accommodation is provided, coverage will be limited to the cost of a semi-private room unless otherwise covered in an off-the-shelf plan.

100% Coverage

See Mental Health and Substance Abuse care (below) for details concerning inpatient psychiatric care.

See Outpatient Services (below) for details concerning professional services.

• Emergency Services (trips to emergency room):

U.S CONSULATE GENERAL

Regional Procurement Support Office

Giessenerstrasse 30

60435 Frankfurt am Main

Germany

Services provided for conditions that could lead to serious disability or death if not immediately treated, such as accidents or sudden illness.

100% Coverage

• Ambulance:

Professional ground transport to move a patient from the place where s/he is injured or becomes ill to the nearest hospital able to provide treatment or to move a patient from one medical facility to another.

100% Coverage

• Outpatient Services:

Services provided by a certified healthcare provider on an ambulatory or outpatient basis (without being admitted to a hospital), including surgeon’s fees and other medical services that may be provided in a hospital, clinic, doctor’s office, medical facility, etc. 80% Minimum Coverage

See Rehabilitative and Habilitative Services and Devices (below) for details concerning physical therapy.

See Mental Health and Substance Abuse Care (below) for details concerning psychiatric therapy.

• Obstetric and Newborn Care:

Care and services that women receive during pregnancy (prenatal care), throughout labor and delivery, and post-delivery, and outpatient care for newborn babies.

Hospitalization during pregnancy and/or delivery will be covered as Hospitalization

(treatment in the hospital for inpatient care). All other treatments will be considered

Outpatient Services.

Inpatient: 100% Coverage; Outpatient: 80% Minimum Coverage

• Pediatric Services:

Primary and preventive routine care services for covered dependent children, including, but not limited to: physical examination, developmental assessment, laboratory tests, and immunizations recommended by local authorities or the World

Health Organization.

Inpatient: 100% Coverage; Outpatient: 80% Minimum Coverage

• Prescription Drugs:

Medications prescribed by a certified health care provider that are medically necessary. Examples include but are not limited to: prescription antibiotics to treat an infection; medication used to treat an ongoing condition, such as high cholesterol;

prophylaxis; or contraceptive medication.

100% Coverage

• Preventive and Wellness and Chronic Disease Management:

Counseling or preventive care designed to prevent or detect medical conditions and care for chronic conditions such as asthma and diabetes. Examples include, but not limited to: physicals, immunization, and cancer screenings.

80% Minimum Coverage

• Hearing Aids:

Examinations and Treatment: 80% Minimum Coverage

Hearing Aid Apparatus: Limited to one apparatus per ear. The maximum coverage is USD 1,500 per covered individual per three-year period. 80% Minimum Coverage;

with applicable cap.

• Optical:

Examinations and Treatment: 80% Minimum Coverage

Prescription lenses and frames or contact lenses: The maximum coverage is

USD 300 per covered individual every two years. 80% Minimum Coverage; with applicable cap.

• Dental:

Examinations and Treatment: Dentist’s fees, x-rays, examinations and treatment, cleanings, fillings, extractions, false teeth, crowns, and bridges. The maximum coverage is USD 3,200 per covered individual per contract year. 80% Minimum

Coverage; with annual cap .

Orthodontia: Treatment is covered only if treatment begins before age 18, or if required as the result of an accident. A maximum of four years of orthodontia treatment will be covered per covered individual. The maximum coverage is USD 2,400 lifetime limit. 80% Minimum Coverage; with contract lifetime cap.

• Reproductive Health:

Prescribed contraceptive devices, preventive care and routine examinations, voluntary sterilization, and diagnosis and treatment of conditions which may cause infertility. Assisted reproductive technology (ART), fertility treatments, and reversal of sterilization are not covered (see Exclusions to Coverage).

80% Minimum Coverage

• Mental Health and Substance Abuse Care:

Inpatient and outpatient care that is provided to evaluate, diagnose and treat mental health condition or substance abuse disorder. This includes behavioral health treatment, counseling, and psychotherapy. Services must be provided by a licensed psychiatrist, psychoanalyst, psychologist, or psychiatric social worker. Inpatient care for alcohol and substance abuse must be carried out at a facility licensed for detoxification and rehabilitation.

50% Minimum Coverage

• Rehabilitative and Habilitative Services and Devices:

Rehabilitative services (e.g., recovering skills, such as speech therapy after a stroke or physical therapy after an accident) and habilitative services (e.g., developing skills, such as speech therapy for children) that help develop skills needed for everyday life.

Devices to help gain or recover mental or physical skills lost due to injury, disability or chronic condition, and devices needed for habilitative reasons.

80% Minimum Coverage

• HIV/AIDS:

Medications to suppress opportunistic infections (such as tuberculosis or toxoplasmosis for covered individuals who have HIV/AIDS). Brief courses of anti-retroviral drugs during childbirth to prevent the transmission of HIV/AIDS to the child.

Generally, excludes medication for the long-term suppression of HIV/AIDS through the combination of anti-retroviral drugs in locations with inadequate local healthcare infrastructures.

100% up to USD 10,000 per contract year per covered individual

• Out-of-Country Medical Treatment:

Medical expenses incurred out-of-country will be covered, but coverage will be the same and subject to the same total maximum annual limit as medical expenses incurred in-country.

• Out-of-Country Medical Travel:

Transportation for out-of-country medical treatment will be a covered expense for LE

Staff and eligible family members. To be considered a covered expense, the attending certified health care provider must certify in advance that the treatment is medically necessary and unavailable locally. 80% of covered individual’s transportation expenses by the least expensive, appropriate means of transportation to the nearest city with adequate medical facilities will be covered. 80% of the transportation expenses of an attendant will also be covered, but only if the covered individual's attending certified health care provider certifies that an attendant for the patient is necessary. All coverage for transportation for out-of-country medical treatment is subject to the total maximum annual limit. Transportation to a neighboring country without the attending certified health care provider certifying that the treatment is medically necessary and unavailable locally will not be covered.

Moreover, the vendor must provide the following in response to this source sought:

• Provide authorizing to operate and do business in Zimbabwe.

• Provide copies of current required licenses and permits to provide health insurance services in Zimbabwe.

• Provide confirmation of ability to provide health insurance services for a total period of 5 years and 6 months.

• Provide filled out “Vendor Information Sheet” which is attached to this document (pages 6 to 7).

• Provide proof of active System for Award Management (SAM) registration. If no SAM registration exists, mark so on the following Vendor Information Sheet.

• Confirm ability to provide a Project Manager who can speak English and possesses at least 2 years of experience in working with contracts of similar size.

• Provide any supplemental information that demonstrates capability.

It is requested that all interested parties submit their capabilities by e-mail to Contracting

Specialist Sarah Pfannkuche at Pfannkuches@state.gov addressing each of the above requirements and capabilities. The deadline for submission is November 17, 2025.

At this time, the U.S. Department of State does not guarantee that any future contracts may be awarded covering the aforementioned duties and responses to this Sources Sought notice and therefore does not bind the U.S. Department of State to any agreement with the responder, be it explicit or implied.

mailto:Pfannkuches@state.gov

Vendor Information Sheet Please fill in all information below, type or print information clearly.

Legal Business Name:

Local Tax ID No: UEI:

Address:

City, State, Zip Code:

Toll Free Number: Website Address:

Point of Contact:

Phone Number: Fax:

E-mail Address:

Country:______

Registered in System for Award Management (SAM): Yes No _

Size of Business:

Large ___

Small ___

Corporate Status:

Corporation ___

S-Corporation ___

Sole Proprietorship ___

Partnership ___

Other: _______________

Type of Ownership:_____________

Woman ___

Veteran-owned___ (Service-disabled ____)

Minority___

None of the Above ___

Other: _________________

Socio-Economic Status:

8(a) Status ___

HUBZone___

Disadvantaged____

Woman Owned___

SDVOSB___

None of the Above ___

Other:_________________

Do you currently do business with the U.S. Government? Yes____(please state in what capacity)

No____