LES Health Insurance, U.S. Embassy Malta

Questions & Answers / Clarifications

This document provides responses to questions submitted by potential offerors regarding the "Health Insurance for LES" solicitation (RFP No. 19GE5026R0020 - Amendment 0001).

• Loss Experience Data: The government provided aggregated loss experience data for the past five contractual years, including total claims incurred (EUR) and membership overview (employees, spouses, children).
• High-Cost Cases: The group experienced major cases including major orthopedic surgery and oncology treatments. Severe trauma and hospitalizations exceeding 10 consecutive days did not occur. Individual treatments exceeding EUR/USD 10,000 did occur.
• Preferred Medical Providers: St. James Hospital is the preferred hospital.
• Overseas Claims: All claims have been incurred in Malta.
• Staff Reduction: The U.S. Embassy does not foresee a reduction of more than 25% of the workforce. Offerors are reminded that Attachment Exhibit A and Attachment 1 are estimates. A revised employee statistic and pricing sheet is provided via amendment 0001.
• James Zadroga Act: The government will withhold 2% from applicable payments in accordance with IRS implementing guidance, and this withholding will be remitted to the IRS. Contract prices will not be adjusted after award for this tax.
• DBA Insurance: DBA insurance and FAR 52.228-3 are not included under this solicitation.
• Dependent Residency: Residency in Malta is required for covered dependents to maintain eligibility.
• Benefit Adjustments: Benefit enhancements or additional services may possibly be permitted during the contract term if not initially specified.
• Payment Currency: Offerors should refer to Section I – The schedule, Subsection B.5.
• Proposal Deadline: Offers are due no later than 14:00 hours Central European Time (C.E.T.) on March 17, 2026.
• Direct Billing: Direct billing arrangements for outpatient services are not mandatory.
• OTC Medication: Generally, over-the-counter remedies (e.g., vitamins) are not covered unless prescribed. Prescription strength medication available over-the-counter would be covered.
• Attachment 1 - Pricing: There are no retention fees under this requirement.
• Pre-Existing Conditions: Coverage of pre-existing conditions is extended to all covered individuals, including dependents. Offerors must replace page 14 with the version provided via Amendment 0001.
• Premium Contribution: The Government will provide fully funded task orders to cover all individuals unless otherwise specified.
• Electronic Documents: Electronic delivery of policy documentation and ID cards is acceptable.
• Electronic Claims Submission: Secure electronic submission (online platform or email) is acceptable.
• Certification on Contractor Employees: The certification requirement in Section V.8 applies to all employees performing work under the contract, regardless of whether they are newly hired or existing employees.

This document clarifies key aspects of the solicitation, including data requirements, eligibility, submission deadlines, and specific contract terms. Offerors should review these answers carefully as they may impact proposal preparation and pricing. The proposal deadline is March 17, 2026. A revised employee statistic and pricing sheet is available via amendment 0001.

Amendment / Modification

This amendment to Solicitation 19GE5026R0020 makes the following changes:

• Questions & Answers: Includes a Questions & Answers letter.
• Attachments: Provides an updated Attachment 1 - Pricing Sheet and a revised Exhibit A - Employees Statistic.
• RFP Content: Instructs offerors to replace specific pages (7, 8, 14, 21, and 70) of the original combined synopsis with the attached revised versions. Changes are marked in red font.
• Proposal Deadline Extension: The proposal submission deadline has been extended to March 17, 2026, at 14:00 Europe/Amsterdam time.

Pages 7, 8, 14, 21, and 70 of the original combined synopsis are affected and need to be replaced.

The proposal submission deadline has been extended to March 17, 2026, at 14:00 CET. Offerors must ensure they are using the updated versions of the specified pages and attachments.

Form / Attachment / Pricing Sheet

This document is an amendment (Amendment 0001) to the pricing sheet for Solicitation No. 19GE5026R0020, which is for Health Insurance for Local Employeed Staff at the U.S. Embassy in Malta. All offerors are required to submit pricing using this format.

• Contract Line Item Numbers (CLINs): Includes CLINs for the Base Year and four Option Years (Option Year One through Option Year Four).
• Categories: Within each year, pricing is broken down by 'Employees', 'Adult Dependents', and 'Child Dependents'.
• Estimated Quantities: For each category, the estimated number of employees/dependents is provided (89 Employees, 69 Adult Dependents, 43 Child Dependents).
• Cost Fields: Columns are provided for 'Cost in Euros / Month' and 'Cost in Euros / Year' for each category.
• Totals: Fields are included for calculating the total for each year and a grand total for the base plus all option years.
• Currency: A field to specify the currency is present.

This pricing sheet is critical for bidders to understand the cost structure and provide their financial proposals for the health insurance contract. Bidders must accurately complete the estimated numbers and costs in Euros for each category and year as specified.

Amendment / Modification

This document is Amendment 0001 to RFP No. 19GE5026R0020, concerning LES Health Insurance for the U.S. Embassy Malta. It provides Exhibit A: Employee & Dependent Statistic.

• Employees Data:
  • Total employees: 89
  • Number of Female employees: 22
  • Number of Male employees: 67
• Dependents Data:
  • Total adults: 69
  • Number of Female Adult dependents: 52
  • Number of Male Adult dependents: 17
• Children Age Range Data:
  • Total dependent children estimated: 43

Form / Attachment / Pricing Sheet

This document, Exhibit A: Employee Statistic, provides demographic data related to employee dependents. This information is likely intended to inform the scope of services or benefits required for the opportunity.

• Dependent Children: Breakdown by age range (Infant, 2-10 years, 11-18 years, 19-25 years), with an estimated total of 42 dependent children.
• Dependent Adults: Breakdown by year of birth ranges (1950-1965, 1966-1976, 1977-1987, 1988-2000), with an estimated total of 72 adult dependents.

This exhibit provides specific numbers and age/birth year distributions for potential dependents. Bidders should use this data to estimate resource needs, service demands, and potentially tailor their proposals or pricing strategies to the demographic profile of the employee population and their families.

Form / Attachment / Pricing Sheet

This document is a pricing sheet for Solicitation No. 19GE5026R0020, "Health Insurance for Local Employeed Staff, U.S Embassy Malta." It requires offerors to submit detailed pricing information.

• CLINs (Contract Line Item Numbers): Includes CLINs for a BASE YEAR and five OPTION YEARS (Option Year One through Option Year Four).
• Categories: Pricing is broken down by "Employees," "Adult Dependents," and "Child Dependents" within each CLIN.
• Estimated Numbers: For each category, the estimated number of employees/dependents is provided (99 Employees, 76 Adult Dependents, 42 Child Dependents).
• Cost Fields: Offerors must provide "Cost in Euros / Month" and "Cost in Euros / Year" for each category.
• Totals: Fields are included for "TOTAL BASE YEAR," "TOTAL OPTION YEAR ONE," etc., and a "GRAND TOTAL OF BASE PLUS ALL OPTION YEARS."
• Currency: A field is present to specify the currency.

This pricing sheet is critical for bidders to accurately calculate and submit their proposed costs for providing health insurance to local employees and their dependents at the U.S. Embassy in Malta. Bidders must complete all relevant cost fields for the base year and any option years they wish to bid on, ensuring their pricing is competitive and compliant with the solicitation requirements.

Form / Attachment / Pricing Sheet

This document provides instructions for completing Form W-14, "Certificate of Foreign Contracting Party Receiving Federal Procurement Payments." This form is used to claim an exemption from the 2% tax imposed by Section 5000C of the Internal Revenue Code on specified federal procurement payments made to foreign persons.

• Purpose of Form: To establish foreign contracting party status and claim exemptions from withholding based on international agreements or U.S. production/performance.
• Who Must Provide: Foreign contracting parties due to receive specified federal procurement payments, when requested by the acquiring agency, especially if seeking an exemption.
• Exemptions: Details exemptions based on international agreements (including qualified income tax treaties) and goods/services produced or performed in the United States.
• Definitions: Clarifies terms such as "acquiring agency," "foreign contracting party," "international procurement agreement," and "specified federal procurement payment."
• Specific Instructions: Guides the completion of various parts of the form, including identification of parties, exemption claims, and contract details.
• Appendices: Lists qualified income tax treaties that provide exemptions.

Foreign entities bidding on U.S. government contracts may need to complete and submit Form W-14 to their acquiring agency to claim exemption from a 2% withholding tax on payments. Understanding these instructions is crucial for ensuring compliance and potentially reducing tax liability. Bidders should review the definitions and exemption criteria to determine if this form is applicable to their situation.

Form / Attachment / Pricing Sheet

This document is Form W-14, "Certificate of Foreign Contracting Party Receiving Federal Procurement Payments." It is used to provide information to the acquiring agency regarding a foreign contracting party's eligibility for exemptions from certain taxes related to federal procurement payments, specifically under section 5000C of the Internal Revenue Code.

• Part I: Identification: Collects information about the foreign contracting party and the acquiring agency, including names, addresses, country of incorporation, and contract/reference numbers.
• Part II: Exemption Based on International Agreement: Allows the foreign party to claim relief from tax under an international agreement (e.g., a tax treaty).
• Part III: Exemption Based on International Procurement Agreement or Goods/Services Produced/Performed in the U.S.: Allows for claiming exemptions related to international procurement agreements or the origin of goods/services.
• Part IV: Explanation: Requires detailed explanations for claimed exemptions, including the specific agreement, provision, and basis for entitlement, as well as methods for allocating contract prices between exempt and nonexempt amounts.
• Part V: Certificate: A sworn statement by the foreign party or authorized representative, certifying the accuracy of the information and acknowledging tax obligations and relevant regulations.

Bidders who are foreign entities or who will be subcontracting with foreign entities may need to complete and submit this form as part of their proposal or contract execution. It is crucial for determining tax liabilities and potential exemptions related to federal procurement payments. Bidders should review the form and its instructions to understand if and how it applies to their specific situation and ensure accurate completion to avoid tax implications or delays.

Form / Attachment / Pricing Sheet

This document, "Attachment 2 - Contract Information Sheet / Experience Listing," is a form required for bidders to provide details about their past performance and experience. It is used to evaluate the offeror's qualifications and ability to successfully perform the contract.

• Offeror's firm name.
• Contract Title, Location, and Number.
• Owner of the project for evaluation purposes, including contact information.
• Offeror's role in the contract (Prime Contractor or Joint Venture partner).
• For Joint Ventures, the percentage of work responsible by the offeror.
• Contract amount and currency at award and completion.
• Contract start and completion dates (original and actual).
• A detailed description of the contract, highlighting similar construction features and issues relevant to the current solicitation.

Bidders must complete this form accurately and thoroughly to demonstrate their relevant experience and past performance. The information provided will be a critical factor in the evaluation of their proposal. The form requires specific details about previous contracts, including their scope, value, and similarity to the current opportunity, to help the government assess the bidder's capability.

Solicitation / RFP / RFQ

This document is a combined synopsis/solicitation (No. 19GE5026R0020) inviting proposals for Health Insurance services for Locally Engaged Staff and their dependents at the U.S. Embassy Valletta, Republic of Malta.

• Provision of Health Insurance services.

• Completion and submission of Attachment 1, a Microsoft Excel spreadsheet for pricing.

• Not specified in this document: Contract type, period of performance, or estimated value.

• Proposal Submission Deadline: March 11, 2026, by 14:00 Central European Time (CET).

• Submission Method: Via email to PerezAcevedoA@state.gov. The email subject line must be "Proposal 19GE5026R0020".

• File Formats: Documents must be in Microsoft Word or Adobe PDF format, except for Attachment 1 which must be a completed Microsoft Excel spreadsheet.

• Email Size Limit: 50MB per email; zipped files are not permitted.

• Late Submissions: Will not be considered.

• Pre-proposal Conference: A virtual conference will be held on February 11, 2026, at 11:00 CET via Webex to discuss terms and proposal submission instructions. Prior registration is required by February 09, 2026, 13:00 CET, by emailing PerezAcevedoA@state.gov.

• Questions Deadline: February 17, 2026, by 14:00 CET, via email to PerezAcevedoA@state.gov. Replies will be provided anonymously in a solicitation amendment.

• An active SAM registration is a condition of award (refer to Section 2, FAR clause 52.212-4 (t)).

• All communication and award documents must be in English.

• Do not contact the Embassy directly regarding this project.

• Offerors must submit their proposal in accordance with instructions in Section III of the solicitation, including attachments under Section I.

• Section V of the solicitation contains required representations and certifications.

• Vendors shall submit Form W-14 if applicable.

• Electronic depositories are not permitted.

Solicitation / RFP / RFQ

This is a combined synopsis and solicitation for health insurance services for Locally Employed Staff (LES) and their dependents at the U.S. Embassy in Valletta, Malta. The government is procuring health insurance coverage.

• Health insurance services for LES and their dependents.

• Coverage includes mandatory benefits such as hospitalization, emergency services, ambulance, outpatient services, obstetric and newborn care, pediatric services, prescription drugs, preventive and wellness services, hearing aids, optical care, and dental care.

• Pre-existing conditions are covered.

• HIV/AIDS care is not excluded.

• Specific coverage details, limits, and exclusions are outlined in Section I.C.

• Contract Type: Firm-fixed-price Indefinite Delivery, Indefinite Quantity (IDIQ) with economic price adjustment.

• Period of Performance: One base year starting September 01, 2026, with four (4) one-year option periods.

• Minimum Guaranteed Order Amount: $7,000.00 or equivalent in local currency.

• Maximum Ordered Amount: $3,500,000.00.

• This is a combined synopsis/solicitation; no separate solicitation will be issued.

• Offers are requested and will be evaluated based on a comparative evaluation process.

• Evaluation Factors: Technical capability, past performance, and price. Technical and past performance combined are equal to price.

• Proposals are to be submitted in two volumes: Price Proposal and Technical Proposal.

• Proposal Due Date: March 11, 2026, by 14:00 Hours Central European Time (C.E.T.).

• Pre-Proposal Conference: February 11, 2026, at 11:00 Hours C.E.T.

• Questions Submission Deadline: February 17, 2026, by 14:00 Hours C.E.T.

• Full and open competition is utilized.

• Eligible Participants: LES (full-time and part-time) paid under the Local Compensation Plan (LCP), holding non-temporary direct hire appointments, personal services agreements (PSA), or personal services contracts (PSC), or temporary direct hire appointments or PSA Fixed Term of one year or more. Part-time employees working more than 20 hours per week are eligible.

• Dependents: Legal spouse and dependent children (natural, adopted, stepchild, or foster child) who are unmarried and financially dependent.

• Applicable NAICS Code: 524114 (Direct Health and Medical Insurance Carriers).

• Applicable PSC Code: G007 (Social- Government Health Insurance Programs).

• The contract will be subject to various FAR and DOSAR clauses and provisions.