PRE-PROPOSAL CONFERENCE MEETING MINUTES.docx

Embassy of the United States December 13, 2011 Department of State 4332 Blvd Eyadema – Cite OUA BP 852 Lome Togo

Minutes From Pre-Proposal Conference Date: Monday December 12, 2011 Place: Embassy of the United States- Lome Togo

Introduction

The Contracting Officer, Joseph E. Welsh started the meeting at 14.10 GMT by welcoming the attendees.

He explained to the participants that the purpose of the meeting was to go over certain aspects of the solicitation and clarify a number of items. He informed them that only written questions will be accepted and that questions handed in during the conference will be answered at a later date by publishing them on Fedbizopps.

Any statements made at the conference do NOT change the solicitation and all changes would be by written amendment to the solicitation.

The Contracting Officer proceeded to highlight the following important aspects of the solicitation:

Discussion/Clarification of Clauses in the Solicitation Package

1 – The cover page SF33:

The contracting officer said that the due date and time indicated in block 9 of the standard form SF 33 is December 29, 2011 at 16.00 GMT. No offers will be considered that do not meet the deadline.

2 – Section B: Part I- Price:

The contracting officer explained that the rates for option years must be in the offer and are not subject to renegotiation after the contract is signed.

3 – Section I: Contract clauses 52.217-9 Option to extend the term of the contract.

The contracting officer 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. The contractor is bound to the five-year agreement unless the government opts out at the end of one of the option years 1 through 4. The contract is 1 base year and 4 option years for a total of 5 years.

4 – Section L: Instruction, conditions and notices to offerors

The contracting officer explained that the offerors must follow the guidelines in Section L.

Questions:

The Contracting Officer then reviewed the questions that had been submitted in writing before the conference, (included and answered in this document). He read the answers out loud.

The following questions were submitted in writing either before the conference or during the conference. Answers are included below.

Conclusion

The conference concluded and attendees were thanked for their presence and expression of interest. The meeting was adjourned.

Sincerely, Joseph E. Welsh, Contracting Officer

Enclosed:

Questions and Answers

PRE PROPOSAL CONFERENCE

OF LES HEALTH INSURANCE SOLICITATION

LOME TOGO

QUESTIONS AND ANSWERS

Question #1 –

Please provide employee census information for males and females including number of employees in an age range such as Under 20,20-29,30-39,40-49, 50-59, 60-64, 65 to 69

Response #1 :

EMPLOYEES CENSUS INFORMATION

Question #2 –

Please provide dependant census information for males and females including number of dependants in an age range such as 0-3,4-9, 10-14, 15-19,20-21,22-26 or similar age ranges for dependents under the age of 26

Responses # 2 –

DEPENDENTS CENSUS INFORMATION

Question # 3 –

Is there a preferred list of hospitals and clinics if so can we have the list

Responses # 3-

There is no preferred list of hospitals, clinics or doctors. However, the most popular hospitals, clinics and pharmacies are listed below. They are all officially registered on the official Togolese government health care provider list:

CLINICS

Cabinet Médical LES ANGES

LIST OF PHARMACIES

LIST OF OPTICAL CLINICS

Question # 4:

What solicitation number/contract number was assigned to the previous contract and who is the carrier?

Responses # 4:

The incumbent contractor’s name has already been provided in the solicitation cover letter. It is NSIA TOGO and contract number is STO40006C101.

Question # 5:

What were the paid claims for each of the past three years? (year by year, not total of three years please)

Responses # 5

The full information about claims paid during the past five (5) years are as follows:

2007: CFA 30,324,907

2008: CFA 46,054,506

2009: CFA 54,658,728

2010: CFA 48,659,393

2011: CFA 22,707,393

Question #6:

In-order to evaluate the past years' Claims statistics which is expected to be provided, please confirm if the benefits and limits for the past 3 years are identical to the Solicitation request. If not, please provide details

Responses # 6

Yes, the benefits and limits are identical to the solicitation request.

Question #7:

Are there any limits/sub-limits other than the Policy limit of 9,500,000 CFA per covered individual per contract year & HIV limit of 10,000 USD per covered individual per contract year?

Responses # 7:

All the existing limits have been provided in the solicitation. Please refer to the solicitation for more information.

Question #8

Please provide a copy of the required monthly claims report as outlined in Embassy solicitations. This report is detail on claims, claims payments and types of claims filed (Our company issues these monthly). Note: If this information is not available please provide us information on the cost of medical care for LCN's at both public (Government Supported) and private clinics (non-Government).

Responses # 8

A specific format for the monthly claims report is not identified, but it must contain the information required in H.5.

Legal costs of medical care are available from the Council of the National Medical Association, the National Council of the College of Dental Surgeons and the Committee of Insurers in Togo.

Question #9

Is there a preferred list of Hospitals, Clinics or other Medical Facilities that the Embassy employees prefer?

a. If yes, please provide a list of these facilities.

Responses # 9

See the response to question # 3

Question #10

10) Please provide evacuation history based on the lack of "suitable care"

a. Number of cases per year?

b. Cost of evacuations if known?

c. Preferred evacuation location?

Responses # 10

There have been no cases of evacuation during the incumbent contract period (contract was for 5 years). The preferred evacuation locations are specified in the solicitation.

Question #11

What are the conditions to exercise those option years?

Response #11

See Section F.3 and FAR clause 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000), incorporated in the solicitation

Question #12

Is the annual coverage of CFA F 9,500,000 per year per individual for the employee only or the Employee and all subscribed dependents?

Response #12

Please see C.1.1.2.16 in the solicitation which states “The insurance company will reimburse covered expenses up to a limit of 9,500,000 CFA per covered individual per contract year.” This coverage applies to both employees and employees’ dependents.

Question #13

How will the Insurance broker proposal be considered and be treated?

Response #13

The Insurance broker will be treated like all other proposals. They must submit one proposal that adheres to the clauses and conditions in the solicitation.

Question #14

What is the total amount of the claims in 2010?

Response #14

See question # 5 and the response

Question #15

What will be the mechanism of reimbursement of the medical expenses?

Response #15

See section H, Special contract Requirement, specifically H.4, Contractor Responsibility in Claims and Reimbursement to Claimants.

Question #16

Could you provide the geographic information of the persons that will be covered in the contract as follow:

· For employees

· For spouses

· For children

Response #16

Census information has already been provided in Response # 1 and 2. Geographic information will not be provided.

Question #17

What is the loss ratio of the contract up to date?

Response #17

See Response # 5

Question #18

In the RFP, it states that proposals are anticipated to be due "on or around December 29, 2011" - is there a firm deadline yet, or still just an estimate?

Response #18

As noted in the solicitation and clarified by the contracting officer.: the due date and time indicated in block 9 of the standard form SF 33 is December 29, 2011 at 16.00 GMT. No offers will be considered that do not meet that deadline.