Accident Insurance for Locally Employed Staff (LES) - U.S. Embassy Brussels, Belgium
ID: 19GE5026Q0001Type: Combined Synopsis/Solicitation
Overview

Buyer

STATE, DEPARTMENT OFSTATE, DEPARTMENT OFACQUISITIONS - RPSO FRANKFURTWASHINGTON, DC, 20520, USA

NAICS

Direct Health and Medical Insurance Carriers (524114)

PSC

SOCIAL- GOVERNMENT HEALTH INSURANCE PROGRAMS (G007)

Set Aside

No Set aside used (NONE)

Original Source

https://sam.gov/workspace/contract/opp/5d5dabfc9f824c678d978e6c3c74e61b/view
Timeline
    Description

    The U.S. Embassy in Brussels, Belgium, through the Regional Procurement Support Office in Frankfurt, Germany, is seeking proposals for accident insurance coverage for locally employed staff (LES) under solicitation number 19GE5026Q0001. This procurement aims to provide On-The-Job Accidents and Accidents to-and-from Work Insurance, which is a legal requirement under Belgian law, covering medical expenses and continuation of pay for eligible employees, including locally hired U.S. citizens and Foreign Service Nationals. The contract will be for one year, starting January 1, 2026, with four one-year renewal options, and proposals must be submitted electronically in two volumes by December 9, 2025, at 15:00 hrs CET. Interested parties can direct inquiries to Andra Balta at baltaa@state.gov or Ms. Gallone at gallonea@state.gov before the question deadline of November 21, 2025.

    Point(s) of Contact
    ANDRA BALTA
    BaltaA@state.gov
    Ms. Gallone
    gallonea@state.gov
    Files
    Title
    Posted
    19GE5026Q0001 Combined Synopsis and Solicitation.pdf
    The U.S. Embassy in Brussels, Belgium, through the Regional Procurement Support Office in Frankfurt, Germany, has issued a Combined Synopsis and Solicitation (No. 19GE5026Q0001) for On-The-Job Accidents and Accidents to-and-from Work Insurance coverage for its locally employed staff. This Request for Quotations (RFQ) is a full and open competition, with a NAICS code of 524114 and PSC code of G007. The contract is for one year, starting January 1, 2026, with four one-year renewal options. Offers, due by December 4, 2025, at 15:00 CET, must be submitted electronically in two volumes: Price Offer and Technical Offer. Questions are due by November 21, 2025, at 15:00 CET. Evaluation will be based on a Lowest-Priced, Technically Acceptable (LPTA) approach, considering price, technical capability (Strategic and Management Plans), and past performance. Key requirements include SAM registration, a registered office in Belgium, recognition by Fedris and FSMA, and compliance with Belgian law on occupational accidents.
    19GE5026Q0001-0001-signed.pdf
    Amendment 0001 to Solicitation Number 19GE5026Q0001, issued by the American Consulate General Frankfurt, extends the deadline for proposal submissions. The new closing date and time for offers is December 9, 2025, at 15:00 hrs CET (Europe/Berlin). All other terms and conditions of the original solicitation remain unchanged. This amendment ensures that interested parties have additional time to prepare and submit their proposals for the specified government requirement.
    Attachment A - Performance Work Statement.pdf
    This government file outlines a fixed-price, economic price adjustment contract for On-The-Job Accidents and Accidents to and From Work Insurance services for U.S. Government employees in Belgium. The insurance is a legal requirement under Belgian law and covers medical expenses and continuation of pay for eligible employees, including locally hired U.S. citizens and Foreign Service Nationals. ORE Staff are covered via a separate rider. The contract specifies minimum order amounts, administrative retention amounts, and conditions for premium adjustments based on experience or changes in host government laws. The contractor is responsible for administration, claims processing within two weeks, and maintaining an online portal for communication. Key personnel, deliverables, and quality assurance provisions, including a one-complaint-per-month threshold, are also detailed.
    Attachment B - Pricing.xlsx
    This government file, "SBU - CONTRACTING AND ACQUISITIONS Attachment II - Pricing," outlines the pricing structure for accident insurance for ONSS/RSZ Covered LES Employees across a base year and four option years. The document details categories for total prices per period, estimated numbers of premiums for specific CLINs (001, 101, 201, 301, 401), and instructions for offerors regarding price insertion and fixed monthly retention amounts. Pricing components include total salaries legal coverage, total annual premium (without taxes), taxes (3.29%), and total annual premium (with taxes), with a consistent total salary legal coverage amount of EUR 14,756,622.07 for each period. The file emphasizes that estimated premiums and total prices do not include riders, and monthly retention amounts are fixed and not percentage-based.
    Attachment C - Representations and certifications.pdf
    The document, FAR Provision 52.212-3, outlines representations and certifications for offerors submitting proposals for federal contracts involving commercial products and services. It requires offerors to either confirm their annual representations and certifications are current in the System for Award Management (SAM) or to complete specific paragraphs covering various business statuses and compliance requirements. Key areas include small business designations (e.g., veteran-owned, women-owned, disadvantaged), compliance with Executive Order 11246 on equal opportunity, certifications regarding payments to influence federal transactions, and adherence to
    Attachment D - Exhibits ABC.pdf
    The provided government file details employee statistics and professional risk charges across two categories: ONSS/RSZ covered LES Employees and ONSS/RSZ covered ORE Employees, with a legal salary ceiling of 55,841.37 Euro for 2025. Exhibit A shows 271 LES employees, predominantly white-collar, with salary ranges both below and above the legal ceiling. Exhibit B details 27 ORE employees, comprising both white-collar and blue-collar staff, also with salary data relative to the legal ceiling. The 'RISQUE PROFESSIONNEL' section provides a detailed breakdown of charges, remunerations, and total costs for professional risk over several years (2020-2025) for 'Employés' and 'TOUTES CATEGORIES,' highlighting significant fluctuations in total charges and associated percentages.
    Attachment E - IRS Form W-14.pdf
    Form W-14, issued by the Department of the Treasury (IRS), is a Certificate of Foreign Contracting Party Receiving Federal Procurement Payments. Its purpose is to allow foreign entities receiving payments from federal procurement contracts to claim exemptions from the tax under section 5000C. The form requires identification details of the foreign contracting party and the acquiring agency. It provides sections for claiming exemptions based on international agreements (like income tax treaties) or international procurement agreements, or because goods/services are produced/performed in the United States. Foreign contracting parties can specify exempt and nonexempt amounts, provide explanations for their exemption claims, and must certify the accuracy of the information under penalties of perjury. This form is crucial for foreign contractors to ensure proper tax treatment for federal procurement payments and must be given to the acquiring agency, not the IRS.
    Attachment F - W-14 Instructions.pdf
    Form W-14, issued by the IRS, serves as a Certificate of Foreign Contracting Party Receiving Federal Procurement Payments. Its purpose is to establish a foreign contracting party's status and claim exemptions from the 2% tax imposed by Section 5000C on specified federal procurement payments. This tax applies to contracts with the U.S. government entered into on or after January 2, 2011, for goods or services produced in countries not party to an international procurement agreement. Foreign contracting parties must submit Form W-14 to the acquiring agency as early as possible, ideally when submitting an offer, but no later than contract execution. A revised form is required within 30 days of any change in circumstances. The form outlines who must provide it, exceptions for its use (e.g., U.S. persons, payments under simplified acquisition procedures), and definitions for key terms like "acquiring agency" and "specified federal procurement payment." Exemptions can be claimed based on international agreements (like tax treaties) or if goods are produced or services performed in the U.S. The form details specific instructions for identifying the foreign contracting party and acquiring agency, and for claiming exemptions, including calculating nonexempt amounts. Appendices list qualified income tax treaties that offer exemptions from the Section 5000C tax.
    Lifecycle
    Title
    Type
    Accident Insurance for Locally Employed Staff (LES) - U.S. Embassy Brussels, Belgium
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    Combined Synopsis/Solicitation
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