Responses_to_Questions_2015_(RFP).pdf

Embassy of the United States of America

Port of Spain, Trinidad

Pre-Proposal Conference and Formal

Questions and Answers

Request For Proposal (RFP) Number: STD550-15-R-0001

The U.S. Embassy Port of Spain convened a pre-proposal conference on Friday, June 12, 2015 at

9:00 a.m. for RFP #STD550-15-R-0001 for Local Employed Staff health and life insurance benefits. This RFP is for local employees of the Embassy, official residence employees (ORE), and the Employee Association staff. Ten different companies attended the conference and submitted questions to the Contracting Officer. The questions and answers below are in response to the inquiries received in writing from inquirers. Prospective bidders have an additional opportunity to submit questions to the Embassy regarding this solicitation. Any communications should be sent via fax to 1-868-822-5373 or via e-mail to hernandezme3@state.gov and bidjoukc@state.gov.

Q1. Are the Retirees covered for the same benefits like the active staff?

A1: Retirees medical coverage does not differ from active employees once they elect to continue coverage themselves and their dependents after retirement. However, they will be required to pay 100% of the premium cost. Additionally, they are not eligible for the life insurance coverage.

Q2. What annual premiums were paid for the years: 2012, 2013 and 2014, in order to calculate the proper loss ratios?

A2: Medical and Life Premiums (Annual):

2012: TT$602,905

2013: TT$637,489

2014: TT$764,405

Note:

The current Medical Premium:

Single coverage: TT$110.84 per member every biweekly;

Family coverage: TT$310.84 per member every biweekly.

This premium includes Insurance Premium of TT$10.84 per member per biweekly.

The benefit of the Life Insurance was based on fixed amounts i.e.

TT$54,000 – Death; TT$64,000 – ADD.

Q3. What is the number of females covered out of the 133 members?

A3: Currently there are 53 females. This number can differ in the future.

mailto:hernandezme3@state.gov mailto:bidjoukc@state.gov

Q4. How many large claims were paid over TT$10,000 and what was the diagnosis of each of these claims?

A4: There were twelve (12) claims paid over TT$10,000. The diagnosis included: Cancer;

Cataract; various surgical procedures; surgery regarding pregnancy; neurosurgery.

Q5. What are the age groups of persons to be covered?

A5: Age Range and number of covered employees:

Ages 26 – 35: 18 employees

Ages 36 – 45: 35 employees

Ages 46 – 55: 45 employees

Ages 46 – 65: 25 employees

Ages 66 – 70: 10 persons

Q6. What is the ratio of men to women to be covered in both groups (retirees and non-retirees):

A6: Retirees: 1:11

Non-retirees: 13:11

Q7. Gross Annual Premiums for the periods, 2012, 2013, 2014:

A7: Please refer to answer no. 2 above.

Q8. Age Bands and number of employees; we will need to get the gender also.

A8: Please refer to Answer no. 6 above.

Q9. Are Usual Customary and Reasonable charges applicable?

A9: Yes, but within reason. Since the insurance industry does not have a standardized

(reasonable and customary) R&C listing, the Embassy will be paying special attention to the amounts determined as R&C by various bidders.

Q10. Salaries for Group Life Benefit as Group Life are based on a multiple of salaries?

A10: The bi-weekly life insurance premiums contained in Section B.6 of the solicitation are per

Trinidad & Tobago (TT) $1,000 of the covered employees actual salaries for the insurance coverage benefits specified in Section C.2.1. of the solicitation.

Q11. Are there any chronic ailments?

A11: Yes; some typical chronic ailments are Cancer, cataracts, various surgical procedures, or neurosurgery.

Q12. Define the term “rider” as referenced within the document for example:

a. B1.1.1 – page 5

b. B 5.1 – page 11

A12: Please refer to participants covered under the rider in section C.1.3.3

Q13. There appears to be three eligible divisions:

a. US Government employees:

i. Department of State

ii. U.S. Agency for International Development

iii. Department of Commerce

iv. Department of Defense / Military Liaison Office

v. Department of Justice

vi. Department of Agriculture

vii. Center for Disease Control

b. ORE Employee

c. EAE active Employees

Which one of these parties is the overriding contracted parties – or does each require separate contracts?

A13: The overriding contracted parties are the U.S. Government employees as the other two groups are considered as rider employees.

Q14. Section C.1.3.3.2:

a. Exhibit B identified does not correspond with Exhibit B in the document

b. Exhibit C is not incorporated in the document – please advise.

A14: Please be advised that both ORE and EAE employees referred to in C.1.3.3.1 and C.1.3.3.2 are both included in the Employee statistics of Exhibit A.

Q14. Section C.1.3.3.2:

a. Exhibit B identified does not correspond with Exhibit B in the document

b. Exhibit C is not incorporated in the document – please advise.

A14: Please be advised that both ORE and EAE employees referred to in C.1.3.3.1 and C.1.3.3.2 are both included in the Employee statistics of Exhibit A.

Q15. Outline the difference between Base year contract and Option year 1 to 4 of contract.

A15: All of the benefits will remain the same for all five (5) years of the Health Insurance section.

The only difference is the estimated payroll amounts that are estimated to increase each year in the Life Insurance section.

Q16. Page 19, C.1.1.11 – indicated 0% coverage of the cost of a hearing aid. Is this a typographical error, if so what is the coverage % required.

A16: No it is not a typographical error as the cost of hearing aids is not covered in this solicitation.

Q17: Is the aggregate annual cover of $458,333 for catastrophic conditions a separate benefit from the annual maximum of $400,000

A17: Yes.

Q18: Section C.1.1.14 on HIV/AIDS is not clear.

a. What is the maximum coverage for HIV/AIDS and is it an annual or lifetime maximum.

A18 Response: US$10,000 annually.

b. Is coverage for HIV /AIDS to be included under the Major Medical Maximum or is it an fentirely separate benefit.

A18 Response: The maximum for HIV is US$10,000 which is a separate from the normal maximum limit of TT$400,000 (separate benefit).

Q19. Is the claim experience figures for 2012, 2013 and 2014 based on the medical schedule requested in RFP No. STD550-15-R-0001? If not kindly provide the schedule that was used during this period or indicate the differences compared to coverage being requested.

A19: No, the claim experience figures for 2012, 2013, and 2014 are based on a difference schedule from the current RFP. The claims experience information provided is based on the benefits and benefit levels contained in the new solicitation. The benefits we are soliciting have significantly changed from prior contracts and you should submit competitive bids for the new benefit levels in the current solicitation.

Q20. Confirm that life, AD&D, partial and total disability coverage is to be extended to spouse and children in the amounts requested for employees of 25 months basic salary. C.2.5 Page

30 lists spouses and children as other eligible participants for this coverage. Kindly confirm if this coverage is not usually extended to spouses/children for the same as the primary insured.

A20: Dependents and retirees are not covered. This benefit is for active employees and riders only.