Pre-Proposal Conference Meeting Notes 7 21 2011.docx

Pre Conference Notes: Meeting held on July 15, 2011 at the US Embassy in Kampala Main purpose:

1. Clarify different elements in the solicitation

2. Respond to advance questions

3. Receive other questions and provide answers

- All benefit levels must be met exactly as stated in the solicitation, nothing more and nothing less will be accepted.

- Insurance Coverage is Nationwide, paying specific attention to Gulu, Tororo, Entebbe and greater part of Kampala, as the Embassy has Staff working around these areas.

- C.1.6.1 The Government will advise accordingly when an employee falls in the non pay status or is no longer eligible

- Understand how the pricing works; a price per single employee and a price per employee with a family and that the premium is for a two week period of time.

- There is no Third Part Insurance Option (Funds Management).

- Understand how an economic price adjustment works; see document attached

- No electronic submissions will be accepted.

2. Respond to advance Questions

Pre- Conference Meeting Questions and Answers:

Question 1:

Our company welcomes the opportunity to bid on this Health Insurance Service contract that you are in need of. We will need census data on the personnel that are to be covered, to include ages, dates of birth, and sex so that we may provide an accurate proposal to you.

Ans: As attached in document (Labeled ‘Census Data’) Question 2:

I have been able to open the page and seen the letter from the contracting officer however I have failed to see the document with all the details of the package that you need.

Ans: Re-check the site and also make sure that the link you are using has no problem, otherwise as it is, the Solicitation was posted on July 3, 2011 and it is has been active since.

Question3:

a. Which is form SF-33?

Ans: Refer to Page 2 of the solicitation document/ Fill in the Section that has “OFFER” to completion-

b. Is reimbursement 100% for claims to the service provider by the Insurance Company? (Page 7-8).

Ans: That is the preferred method. The Insurance Company pays the service provider with no out of pocket expenses by the employee. Except for psychiatric treatments which is 60% per C.1.1.9

c. What circumstances does the US Mission expect the Insurance Company to reimburse the employee directly? (Page 20.3) Ans: In very limited circumstances the service provider may require the employee to pay for the services at the time they are received. In those situations the employee would file a claim and seek reimbursement from the Insurance Company.

d. Page 8, C.1.1.9 States that Psychiatric treatment is covered up to 60%, is the member expected to pay the 40% directly to the service provider when they receive treatment?

Ans: Yes, the member is responsible for the 40% to the service provider.

e. Page 9, C.1.1.13 refers to C.1.1.4 Page 8. It states that the HIV / AIDS expenses are not part of the 10mUgx over all Insurance limit so are the US Mission going to put in place a contingency fund to deal with these expenses?

Ans: A solicitation amendment will be issued providing for a maximum limit of USD $10,000.00 or equivalent per patient per contract term.

3. Receive other questions and provide answers

Question Four:

C.1.1.7 (pg 8) Is there a limit on the Optical Requirements?

Ans: Yes it is shs. 400,000/= or equivalent in US dollars (Also refer to Amendment A002)

Question Five:

C.1.1.8 (pg 8) Is there are limit on Dental Care?

Ans: Yes it is shs. 400,000/= or equivalent in US dollars (Also refer to Amendment A002)

Question six:

Are Insurance Brokers acceptable to participate in this or it is purely for Insurance Companies?

Ans: The solicitation does not eliminate brokers or insurance companies, provided they have all required licenses, permits, experience and meet the terms and conditions required in the solicitation.

Question Seven:

Is it permissible for 2 Companies to come in as one?

Ans: That is a company decision. However all legal joint venture requirements would have to be met and the US Embassy will only deal with one company.

Question Eight:

Refer to Amendment A001; How does the $10,000 for HIV/AIDS fit into the total premium? Is there going to be a separate Contingency fund to cater for just this? Is there a percentage that may be applied in this case?

Ans: The US Embassy will not instruct a potential offeror how to price their offer. There is a maximum limit of shs 10,000,000 for all requirements not to include C.1.1.4 per patient per contract year and a maximum limit of USD $10,000 per patient per contract term for C.1.14. However, there is only one premium to cover both requirements.

Question nine:

What kind of reports are required since it seems there are two plans? i.e. 10M total & $10,000 for HIV/AIDS.

Ans: Required reports are already detailed in the solicitation on page 21. There is only one plan, not two. The only difference is a higher coverage limit for HIV/AIDS-related treatment.