Meeting_Minutes.docx

October 14, 2016

US Embassy Kampala Pre-Bid Conference Meeting Minutes US Embassy – Kampala Plot 1577 Ggaba Road Nsambya Kampala, Uganda

Attendees:

Rigah Mutesi Kabayiza Gras Savoye Uganda Insurance Brokers Timothy Lubwama / Gras Savoye Uganda Insurance Brokers Edison Byaruhanga Liberty Life Assurance Uganda Ltd Andrew Sseburgwarm/ AON Uganda Ltd Winie Kiwuwa/ AON Uganda Ltd Dr. Miram Mutereo/ Jubilee Insurance Ltd Dan Musiime/ Jubilee Insurance Ltd Arthur Esimat/ IAA Healthcare Ramathlan Kimera/Sanlam Life Insurance Ltd Walter Nabulomi /Procurement Supervisor US Embassy Kampala Doug DeMaggio /Contracting Officer US Embassy Kampala Victoria Kaddu / HR Supervisor/ Contracting Officers Representative US Embassy Kampala Cristina Stokes/ Human Resources Officer US Embassy Kampala

Minutes

The meeting took place at the US Embassy on October, 14, 2016 and commenced at 10:00 local Uganda time. The Contracting Officer (CO), Doug DeMaggio welcomed the attendees and introduced the embassy staff. The CO provided an overview of the meeting format, that he would review each contract section and ask for questions at the end of each section. He informed the participants that all questions and answers would be posted on FEDBIZOPS by Oct. 21, 2016 at the following link: https://www.fbo.gov/index?mode=form&id=619df9ccbcd5082a1b991b05b90d4549&tab=ntype Proposal Instructions:

The CO advised that all proposals must be submitted in a sealed envelope marked "Proposal Enclosed" to the Contracting Officer, US Embassy – Kampala, Plot 1577 Ggaba Road Nsambya, Kampala, Uganda on or before 17:00 local time on Nov. 7, 2016. No proposal will be accepted after this time.

In order for a proposal to be considered, you must also complete and submit the following:

1. SF-33

2. Section B, Pricing Schedule

3. Section B, Retention Amounts in B.3

4. Section K, Representations and Certifications;

Section A:

Block 13. Offeror will insert payment terms as applicable.

Block 14. Offeror will acknowledge any amendments by placing the amendment number(s) and date of acknowledgment.

Block 15. Offeror will include its name, address, telephone number and DUNS number if available.

If offeror knows its Commercial and Government Entity (CAGE) code and has a remittance address different from 15A, it should insert the CAGE code in 15A and place an X in 15C.

Blocks 16-18. Offeror will insert the name and title of the authorized signature authority and have that person sign and date the offer before submission to the contracting office.

Section B:

B.2. PRICES

The Contractor shall include VAT as a separate charge on the Invoice and as a separate line item in Section B.

Provide pricing for base, four option years and grand total for all years. Please check your math for accuracy.

B.3 ADMINISTRATIVE RETENTION AMOUNTS

B.3.1 If the Contractor requests a price adjustment under B.4 below, the Contractor must present cost experience data that includes the retention amount. For purposes of any economic price adjustment, this retention amount is a fixed amount that is a part of the premium amounts in B.2. This retention amount will not be adjusted for any reason.

The retention amount is part of the premium and may include, but not be limited to, such costs as overhead and general and administrative costs. It will also include any profit. Essentially, it includes all costs except the actual portion of the premium intended to fund claims paid to the health care provider/claimant. B.3.2 sets forth the retention amounts per premium paid for each category of premium.

B.4. ECONOMIC PRICE ADJUSTMENT-HEALTH INSURANCE PREMIUMS

B.4.1. Premium Adjustment Based on Experience - For health insurance, prices may be adjusted upward or downward based on the experience rating of the Mission covered by this contract….

B.4.2.1 Employee Pool – This clause is only in effect if the Contractor included details in its offer regarding a pooling arrangement, of which this contract is a part.

Before any adjustment is made under this price adjustment clause, the Contractor must include in its proposal for adjustment, details setting forth how the pool impacts the request for equitable adjustment.

Section C See attached Questions and Answers

Section E Inspection and Acceptance

E.2. QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan is designed to provide an effective surveillance method to promote effective Contractor performance. The QASP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the contract. The role of the Government is to conduct quality assurance to ensure that contract standards are achieved.

Services Performs all the insurance services set forth in the Performance Work Statement (PWS)

Section F Deliveries or Performance

F.1. 52.2522 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates the following clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address: http://www.acquisition.gov/far/ or http://farsite.hill.af.mil/vffara.htm

F.4 REPORTS AND OTHER DELIVERABLES

All reports and other deliverables required under this contract shall be delivered to the following address:

Section G Contract Administration

G.1. 652.242-70 CONTRACTING OFFICER’S REPRESENTATIVE (COR) (AUG 1999)

(b) The COR for this contract is the Human Resources Specialist

COR DUTIES ARE DESRIBED UNDER G.2 COR DUTIES

G.4.2. Frequency of Payments. All funds under this contract will be obligated by issuance of task orders, as described in H.3. Each task order will fund a specific period of time and number of employees, and the task orders will be issued at the frequency described in H.3. All payments under this contract will be made at the conclusion of the period covered. Invoices may be submitted quarterly with payments being made quarterly by the Government.

Section H Special Contract Requirements

H.1 SECURITY;

H.2 STANDARDS OF CONDUCT;

H.3 ORDERING PROCEDURES;

H.3.1 All Peace Corps personal services contractors as indicated in MS 743; Recreation Association employees, dependents of covered employees who exceed the maximum limit of four dependents as specified under C.1.5, and ORE staff are covered under separate riders and are the responsibility of the covered employee, and are not included under the task orders issued by the Contracting Officer. Because their coverage is under a rider, their employer is responsible for directly interacting with the Contractor to order any coverage for their employees. When contacted by the employer, the Contractor shall advise the employer of the paperwork and payment that will be necessary to order coverage for the identified individuals. Because more than one employer may have ORE staff, the Contractor may be contacted by more than one employer (typically the Chief of Mission and Deputy Chief of Mission).

H.4.CONTRACTOR RESPONSIBILITY IN CLAIMS AND REIMBURSEMENT TO CLAIMANTS

Section I Contracts Clauses I.1. 52.2522 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) There are some 55 clauses by that may be read in their entirety at the links below:

This contract incorporates the following clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address:

http://www.acquisition.gov/far/ or http://farsite.hill.af.mil/vffara.htm I.2. FEDERAL ACQUISITION REGULATION (FAR) CLAUSES INCORPORATED IN FULL TEXT There are eight clauses provided in full text from the Federal Acquisitions Regulation (FAR)

I.3 DEPARTMENT OF STATE ACQUISITION REGULATION (DOSAR); There are eight clauses provided in full text from the Department of State Acquisition Regulation (DOSAR)

Section J List of Exhibits/Attachments

J.1. EXHIBIT A – EMPLOYEE STATISTICS

EXHIBIT B – RIDER FOR EMPLOYEES WITH MORE THAN 4 CHILDREN, PEACE CORPS, AND ORE EMPLOYEES.

EXHIBIT C – HISTORICAL CLAIMS

NOTE TO OFFERORS:

The claims paid by the incumbent contractor are provided for informational purposes only and under no circumstances shall it be construed to change any terms or conditions or requirements within the solicitation. Under no circumstances shall the U.S. Government be liable for this data or shall it become the basis for a request to adjust the premium rates after contract award. Offerors are advised any adjustments to contract premium rates shall be in accordance with the B.4.

Section K Representations, Certifications and other Statements of Offerors

K.1 52.203-2 CERTIFICATE OF INDEPENDENT PRICE DETERMINATION (APR 1985)

(b) (2)(i) Has been authorized, in writing, to act as agent for the following principals in certifying that those principals have not participated, and will not participate in any action contrary to subparagraphs (a)(1) through (a)(3) above (Insert full name of person(s) in the offeror's organization responsible for determining the prices offered in this bid or proposal, and the title of his or her position in the offeror's organization);

K.3. 52.204-3 TAXPAYER IDENTIFICATION (OCT 1998) Taxpayer Identification Number (TIN). Check the appropriate boxes

(b) All offerors must submit the information required in paragraphs (d) through (f) of this provision in order to comply with debt collection requirements of 31 U.S.C. 7701(c) and 3325 (d), reporting requirements of 26 USC 6041, 6041A, and 6050M and implementing regulations issued by the Internal Revenue Service (IRS). If the resulting contract is subject to the reporting requirements described in FAR 4.904, the failure or refusal by the offeror to furnish the information may result in a 31 percent reduction of payments otherwise due under the contract.

K.4 52.225-20 PROHIBITION ON CONDUCTING RESTRICTED BUSINESS OPERATIONS IN SUDAN— CERTIFICATION (AUG 2009) (b) Certification. By submission of its offer, the offeror certifies that it does not conduct any restricted business operations in Sudan.

· Name:

· Address:

· Telephone Number:

K.8 652.225-70 ARAB LEAGUE BOYCOTT OF ISRAEL (AUG 1999)

(b) Certification. By submitting this offer, the offeror certifies that it is not:

(1) Taking or knowingly agreeing to take any action, with respect to the boycott of Israel by Arab League countries, which Section 8(a) of the Export Administration Act of 1979, as amended (50 U.S.C. 2407(a)) prohibits a United States person from taking; or, Discriminating in the award of subcontracts on the basis of religion.

K.9 652.228-70 DEFENSE BASE ACT – COVERED CONTRACTOR EMPLOYEES (JUN 2006) indicate Yes or No in the appropriate box Workers’ compensation laws exist that will cover local nationals and third If the bidder/offeror has indicated “yes” in block (a)(4) of this provision, the bidder/offeror shall not purchase Defense Base Act insurance for those employees. However, the bidder/offeror shall assume liability

K.10 52.209-2 Prohibition on Contracting with Inverted Domestic Corporations— Representation (May 2011) By submission of its offer, the offeror represents that— (1) It is not an inverted domestic corporation; and (2) It is not a subsidiary of an inverted domestic corporation.

K.11 652.209-79 REPRESENTATION BY CORPORATION REGARDING AN UNPAID DELINQUENT

TAX LIABILITY OR A FELONY CRIMINAL CONVICTION UNDER ANY FEDERAL LAW (SEPT 2014)

(DEVIATION per PIB 2014-21) (b) Offeror represents that— Check boxes 1 & 2 at the end of the clause As appropriate.

Section L Instructions, Conditions and Notices to Offerors

L.1-L.3 INSTRUCTIONS ARE SELF EXPLANATORY.

L.4. CONTENTS OF PROPOSALS. The proposals shall contain documents filled out in strict conformance with the detailed instructions set forth as follows:

L.4.1. Volume 1 -- Standard Form 33: Complete Blocks 12 through 18, as appropriate and fill in all the blanks in Section K of this solicitation.

L.4.2. Volume 2 -- Price Proposal and fill in Section B L.4.3. Volume 3 -- Technical Proposal REVIEW SECTION L.4 AND PROVDE ALL REQUIREMENTS .

L.5 52.2521 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates the following provisions by reference with the same force and effect as if they were given in full text. Also, the full text of a solicitation provision may be accessed electronically at this address: http://www.acquisition.gov/far/ or http://farsite.hill.af.mil/vffara.htm

L.6 SOLICITATION PROVISIONS INCLUDED IN FULL TEXT

Section M Evaluation Factors for Award

M.1. EVALUATION OF PROPOSALS

M.1.1. General. To be acceptable and eligible for evaluation, proposals must be prepared in accordance with Section L - INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFERORS, and must meet all the requirements set forth in the other sections of this solicitation. Acceptable proposals will be evaluated pursuant to this section, and award shall be made as set forth in M.3 below.

M.2. OVERALL EVALUATION

Proposals will be evaluated in two phases: a technical evaluation to determine the acceptability of the offer to the solicitation technical requirements; and a price evaluation to determine the total evaluated price proposed by each offeror. The "total evaluated price" is the cumulative total of the base year insurance plus all option years for the total estimated quantity specified in Section B.

The Government will make a responsibility determination by analyzing whether the apparent successful offeror complies with the requirements of FAR subpart 9.1, including:

Adequate financial resources or the ability to obtain them;

Ability to comply with the required performance period, taking into consideration all existing commercial and governmental business commitments;

Satisfactory record of integrity and business ethics;

Necessary organization, experience, and skills or the ability to obtain them;

Necessary equipment and facilities or the ability to obtain them; and Be otherwise qualified and eligible to receive an award under applicable laws and regulations.

M.5. TECHNICAL EVALUATION

Offers will be evaluated on:

(i) Meeting each of the individual mandatory requirements/minimums for health insurance coverage specified in Section C through H and the Exhibit(s). The Government may reject, as technically, unacceptable proposals that:

(a) Fail to provide the minimum benefits required by the solicitation; or

(b) Offer additional benefits not required by the solicitation (even though there is no increase in the price).

(ii) The demonstration that the offeror is licensed/certified/accredited or otherwise authorized by the government of Uganda or its agent (e.g., insurance commission, board) to provide health insurance coverage to persons (to include organizations, companies, groups) within the host country. If the offeror is not licensed/certified/accredited or otherwise authorized by the government of Uganda it must demonstrate that it is licensed/certified/accredited by a government other than that of the host country to provide health insurance for persons Uganda and must demonstrate its capacity to provide health benefits in Uganda to meet the minimum requirements and other conditions set forth in this solicitation; and,

(iii) Meet all other terms and conditions set forth in this solicitation.

M.6. 52.217-5 EVALUATION OF OPTIONS (JULY 1990)

The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s).

M.7. PRICE EVALUATION

For the purpose of evaluation, and for no other purpose, evaluation of prices submitted will be made on the basis that the Government will order the estimated quantities shown in Section B – SERVICES AND PRICES, of this solicitation

END OF MEETING

Q&A AND MEETING MINUTES WILL BE POSTED ON FEDBIZ OPS at:

https://www.fbo.gov/index?mode=form&id=619df9ccbcd5082a1b991b05b90d4549&tab=ntype

The meeting ended at 12:08 local time.