Locally Employed Staff Health Insurance Services for U.S. Embassy Harare, Zimbabwe

Solicitation / RFP / RFQ

This solicitation seeks proposals for Health Insurance Services for Locally Employed Staff (LES) and their dependents at the U.S. Embassy Harare, Zimbabwe. The contractor will provide these services in accordance with the Statement of Work (SOW) and other specified attachments.

• Comprehensive health insurance coverage for eligible LES and dependents.

• Services include, but are not limited to, hospitalization, emergency services, ambulance, outpatient services, obstetric and newborn care, pediatric services, prescription drugs, preventive and wellness services, hearing aids, optical care, dental care, reproductive health, mental health, and rehabilitative services.

• Specific coverage levels and limitations are detailed in Section C of the SOW.

• Contractor must provide a Preferred Provider Network (PPN) in Zimbabwe.

• Contractor must provide a detailed brochure of benefits.

• Key personnel requirement: Project Manager with at least 5 years of experience in managing health insurance contracts.

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

• Period of Performance: One base year starting August 1, 2026, with four (4) one-year option periods.

• Minimum Guaranteed Order Amount: USD 5,000.

• Maximum Ordered Amount: USD 24,000,000.

• Proposals must be submitted in two separate volumes: Volume 1 (Price and Administrative Documents) and Volume 2 (Technical Proposal).

• Offerors must be "active" in SAM.gov.

• Proposals are due by 15:00 hours Central European Summer Time (CEST) on Friday, February 06, 2026.

• Evaluation will be based on a Best Value trade-off process, with technical factors (Management Plan, Company Profile, Past Performance and Experience) being significantly more important than overall price.

• Key evaluation factors include understanding of SOW, project management, quality assurance, claims processing, provider network, financial stability, and past performance.

• Not specified as a set-aside in the provided sections.

• The acquisition method is competitive negotiation using tradeoff procedures.

• Value Added Tax (VAT) is not applicable.

• A 2% excise tax pursuant to 26 U.S.C. 5000C may apply.

• Offerors must demonstrate authorization to operate and do business in Zimbabwe and possess required licenses and permits.

Amendment / Modification

This amendment (0001) to solicitation 19GE5026R0003 introduces several changes:

• Attachment 5 (Employee Statistics): Amended to include Claims History data.

• New Attachments: Added Attachment 6 (Questions and Answers), Attachment 7 (SAM registration guide), and Attachment 8 (SAM registration process).

• Reference Corrections: Several references within the solicitation have been corrected:

  • References in C.9.2 and C.9.3 changed from "C.7.1." to "C.9.1". Page 14 has been updated.
  • Reference in Section IV, part 6 (Price Evaluation) changed from "Attachment A" to "Attachment 1". Page 71 has been updated.

• Attachment List Update: The list of attachments in Section D.15 has been updated. Page 24 has been replaced.

• Proposal Submission Deadline Extended: The deadline for proposal submission has been extended from February 6, 2026, to February 13, 2026, at 15:00 hours Central European Time (CET). Page 62 has been updated.

• Sections C.9.2, C.9.3 (Page 14)

• Section IV, part 6 (Page 71)

• Section D.15 (Page 24)

• Section III, Sub-Part F (Page 62)

• Attachments 5, 6, 7, and 8 have been added or amended.

The deadline for proposal submission has been extended to February 13, 2026, 15:00 CET. Offerors must ensure they are using the updated pages and attachments as specified in this amendment.

Form / Attachment / Pricing Sheet

This document provides employee statistics, including demographic breakdowns by age and gender, employee family status, and claims history. It appears to be an attachment intended to provide background data relevant to a potential opportunity.

• Employees by gender within age ranges: Detailed breakdown of male and female employees across various age brackets.
• Employee spouses by gender within age ranges: Similar breakdown for employee spouses.
• Dependent children by gender within age ranges: Statistics on dependent children, with a note of 281 total children dependents.
• Grand Totals: Overall employee counts by gender.
• Current Numbers: Quantity of single employees (22) and employees with families (185).
• Claims History: Amount in US Dollars and average member counts for January 2025 to date and for 2024 (5 months only).

This data may be relevant for bidders to understand the potential workforce demographics, employee benefits considerations, or the scale of operations related to the opportunity. The claims history could indicate the scope of services or potential liabilities associated with the opportunity.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation 19GE5026R0003 – Amendment 0001, clarifying requirements and details for a health insurance procurement.

• Personally Identifiable Information (PII): Dates of birth and names are not disclosed due to privacy regulations (FAR Part 24, DOSAR Part 624, Department of State policy). Offerors should use Attachment 5 – Employee Statistics (gender and age ranges) for pricing.
• Member Counts & Claims Data: Amended Attachment 5 now includes claims data and average member counts for Health Insurance for the years 2021-2025.
• Period of Performance: The plan is set to commence on August 01, 2026.
• Participation: Medical plan participation is voluntary, with a current rate of 99%.
• Premium Rates: A common premium applies to all groups, with no risk-based differentiation unless excess coverage is opted for. The employer pays 90% and the employee pays 10% of the premium.
• Coverage: "Employee + Spouse" is treated the same as "Employee + One Child" for premium rates. Worldwide coverage is required without exclusions, fulfilling all minimum requirements in Section C.
• Out-of-Country Medical Travel: Coverage includes air transportation.
• Annual Limit: The overall annual global limit for the plan is $68,000. HIV/AIDS has a separate annual cap of $10,000.
• Excise Tax: The 2% excise tax (James Zadroga 9/11 Health and Compensation Act) is a withholding tax for foreign contractors and is not reimbursable; it should not be included in the contract price.
• SAM Registration: Guidance is provided in added Attachment 7 and Attachment 8.

This document clarifies key aspects of the solicitation, including data availability for pricing, contract start date, and specific benefit details. Offerors are directed to amended Attachment 5 for updated data and are advised on how to handle excise taxes and PII. Guidance on SAM registration is also provided via attachments.

Form / Attachment / Pricing Sheet

This document is a guide for vendors on how to register in SAM.gov, which is a mandatory requirement for companies seeking U.S. government contracts valued at $30,000 or more. The registration process is free.

• Step 1: Request an NCAGE Code: Outlines the process for obtaining a NATO Commercial and Government Entity (NCAGE) code, particularly for Zimbabwean companies. It directs users to the NCAGE Request website and emphasizes the need for company name and address to match the Certificate of Incorporation.
• Step 2: Acquire Required Official Documentation: Details the necessary documents for SAM.gov registration, which must include the Legal Business Name, Physical Address, and Year of Incorporation. A Certificate of Incorporation or Bank Statement is recommended.
• Step 3: Create a SAM.gov Account and Validate Your Entity: Guides users through creating an account on the SAM.gov website, navigating to the entity registration, and uploading official company documents. It warns against using special characters like Å, Ä, or Ö and advises using "A" for Å/Ä and "O" for Ö. It also recommends using at least two methods of authentication and a collective email address.
• Step 4: Receive Unique Entity ID and Complete SAM.gov Registration: Explains how to log back into SAM.gov to obtain a Unique Entity ID and complete the remaining registration sections, which typically takes about 40 minutes. It advises filling only mandatory fields marked with an asterisk and avoiding Autofill for addresses.

This guide is crucial for any potential bidder who needs to register or ensure their registration in SAM.gov is current to be eligible for U.S. government contracts. It provides a step-by-step process for obtaining necessary codes and completing the registration, including specific instructions and warnings to avoid common errors.

Form / Attachment / Pricing Sheet

This document is a presentation from the Integrated Award Environment (IAE) Stakeholder Forum held on August 9, 2022, focusing on SAM.gov Entity Validation. It explains the purpose and process of entity validation within the federal awards ecosystem.

• What is Entity Validation?: A critical process to prevent improper payments and fraud, ensuring the integrity of government contracts and grants. SAM.gov uses an Entity Validation Service (EVS) to verify entity existence and uniqueness.
• When is Validation Required?: When registering an entity, renewing registration annually, obtaining a Unique Entity ID (UEI), or updating an entity's name or address.
• How it Works: Outlines a step-by-step process from validating entity details to submitting documents and receiving validation.
• Documentation Rules: Provides guidelines for submitting documents, including age requirements for bank statements, matching name/address, language requirements, scan quality, and restrictions on certain document types (e.g., P.O. boxes for physical addresses).
• Post-Validation Steps: Explains what happens after validation, including receiving a UEI and proceeding with entity registration or updates.
• Getting Help: Directs users to SAM.gov's help page, the Federal Service Desk (FSD), and provides FAQs.

This document is crucial for any entity seeking to register or maintain an active registration in SAM.gov. Understanding the entity validation process, required documentation, and potential issues is essential for successful participation in federal contracting and grant opportunities. It clarifies the steps involved, the criteria for document acceptance, and how to seek assistance, directly impacting a bidder's ability to be registered and eligible for awards.

Form / Attachment / Pricing Sheet

This document, "Attachment 4 - Past Performance and Experience Listing," is a form provided to offerors to detail their relevant past performance and experience. It is intended to be used for submitting information on a minimum of three and a maximum of five contracts, with one listing per contract.

• Offeror Information: Name of the firm, and for Joint Venture Offerors, the name of the firm providing the experience.
• Contract Details: Contract Title, Location, Contract Number, Owner of the project, Phone number, and E-mail address for both the primary contact and an alternate point of contact.
• Offeror's Role: Specification of whether the offeror acted as Prime Contractor or Joint Venture Partner, with options to list other Joint Venture partners and state the percentage of work responsible for.
• Contract Financials: Contract amount and currency at award and at completion, with a space to explain any differences.
• Contract Timeline: Contract start date, original contract completion date, and actual contract completion date, with a space to explain any differences.
• Contract Description: A detailed description of the contract, including services similar to the project covered in the solicitation, to demonstrate relevancy.

This form is crucial for bidders to document and present their past performance and experience in a structured manner, as required by the solicitation. The information provided here will be used by the government to evaluate the offeror's capability and likelihood of successful performance on the current opportunity.

Form / Attachment / Pricing Sheet

This document is a pricing breakdown spreadsheet for offerors to complete. It outlines the structure for submitting pricing for a base year and four option years, likely for a health insurance or benefits-related contract.

• Pricing Structure: The sheet is divided into sections for the Base Year and Option Years 1 through 4.
• Sub-CLINs: Each year includes various Sub-CLINs (e.g., 0001A, 1001A) corresponding to different coverage levels: Single Employees, Employee + 1, Family Plan (Employee + 2, + 3, + 4), and Family Plan (Employee + 5 or More).
• Member Counts: Columns are provided for the Number of Members (Employee + Dependents), Unit, Rate per month, Total Monthly Premiums, and Total Amount (calculated annually).
• Highlighted Cells: Offerors are instructed to complete the highlighted cells, which include the Rate per month and consequently the Total Monthly Premiums and Total Amount for each Sub-CLIN.
• Totals: The sheet includes fields for Base Year Total, Option Year Totals, and a Grand Total.
• Retention Amounts: A separate section is included for "Monthly Retention Amounts" for different coverage levels across the Period of Performance (Base Period through Fourth Option Year).
• Notes: Important notes clarify that estimated quantities are for evaluation purposes only and do not bind the Government, and that premiums do not include Riders.

This document is critical for bidders to accurately calculate and submit their proposed pricing. Offerors must carefully fill in the rates and ensure their calculations for monthly and annual totals are correct for each coverage tier and contract period. The "Monthly Retention Amounts" section also requires specific input relevant to the contract's financial structure.

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 by foreign persons who receive specified federal procurement payments from the U.S. government and are seeking to claim an exemption from the 2% tax imposed by Section 5000C of the Internal Revenue Code.

• Who must provide Form W-14: Foreign contracting parties due to receive specified federal procurement payments, especially if claiming an exemption.
• When to provide: Before earning or receiving payments, ideally when submitting an offer, but no later than contract execution. A revised form is required within 30 days of any change in circumstances.
• When NOT to use Form W-14: For payments not related to goods/services, for U.S. persons (use Form W-9), for simplified acquisitions below the threshold, for certain emergency acquisitions, or for foreign humanitarian assistance contracts.
• Parts of the form: Includes identification of the foreign contracting party and acquiring agency, exemptions based on international agreements or U.S. production/performance, and a certificate.
• Exemptions: Details exemptions based on qualified income tax treaties (Appendix A and B list countries) or international procurement agreements, including specific provisions for nonexempt goods and services.

Foreign entities bidding on U.S. government contracts that may involve specified federal procurement payments must understand if and how to complete Form W-14 to claim potential tax exemptions. This form is crucial for compliance and managing tax liabilities related to these payments. Bidders should review the definitions and instructions carefully to determine their obligations and eligibility for exemptions.

Form / Attachment / Pricing Sheet

This document is Form W-14, "Certificate of Foreign Contracting Party Receiving Federal Procurement Payments." It is used by foreign entities to provide information to the acquiring agency regarding their status for federal procurement payments, particularly concerning potential tax exemptions under international agreements or specific procurement rules.

• Part I: Identification: Collects information about the foreign contracting party (name, address, TIN, country of incorporation) and the acquiring agency.
• Part II: Exemption Based on International Agreement: Allows the foreign party to claim relief from tax under Section 5000C pursuant to 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 if goods/services are produced/performed within the U.S.
• Part IV: Explanation: Requires detailed explanations for any exemptions claimed, including the specific agreement, basis for entitlement, countries of origin, and allocation methods for contract prices.
• Part V: Certificate: A declaration by the foreign person (or authorized representative) certifying the accuracy of the information and acknowledging tax obligations.

Foreign entities bidding on or awarded contracts may need to complete and submit this form to the acquiring agency. 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 the information required and how it might impact their contract or payment status if they are a foreign party.

Form / Attachment / Pricing Sheet

This document, titled "Employee Statistics," provides a breakdown of employee demographics, including gender, age ranges, employee spouses, and dependent children. It appears to be an attachment intended to provide statistical data relevant to the opportunity.

• Employees by gender within age ranges: Detailed counts of male and female employees across various age brackets.
• Employee spouses by gender within age ranges: Counts of spouses of employees, categorized by gender and age.
• Dependent children by gender within age ranges: Counts of dependent children, categorized by age and gender of the employee.
• Grand Totals: Overall totals for employees, spouses, and dependents.
• Current Numbers: Specific counts for single employees and employees with families.

This attachment likely provides demographic information about the current workforce or a related population. Bidders should review this data to understand the potential scope of services, staffing considerations, or any demographic requirements that may be relevant to their proposal preparation and response to the opportunity.