Health Insurance for Locally Employed Staff, U.S. Embassy Warsaw, Poland
ID: 19GE5025R0007Type: 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)

Original Source

https://sam.gov/opp/1de7461c26d94576b98633558585cd1d/view
Timeline
    Description

    The Department of State is seeking proposals for health insurance services for locally employed staff at the U.S. Embassy in Warsaw, Poland. The contractor will be responsible for providing comprehensive health insurance coverage, including inpatient and outpatient services, emergency care, and preventive and wellness benefits for U.S. government employees and their eligible dependents. This procurement is crucial for ensuring that embassy staff receive adequate health coverage while adhering to regulatory standards, with a contract period consisting of one base year and four one-year options. Interested parties must submit their proposals by January 23, 2025, and can direct inquiries to Ms. Gallone at gallonea@state.gov or David Machen at machendd@state.gov.

    Point(s) of Contact
    Ms. Gallone
    gallonea@state.gov
    David Machen
    machendd@state.gov
    Files
    Title
    Posted
    19GE5025R0007.pdf
    The document outlines a Request for Proposal (RFP) for health insurance services for locally employed staff at the U.S. Embassy in Warsaw, Poland. It details the contract number (19GE5025R0007) and specifies the acquisition's nature as unrestricted, with an offer due date of January 23, 2025. The contractor is required to provide comprehensive health insurance coverage to U.S. government employees and their eligible dependents, including inpatient and outpatient services, emergency care, and various preventive and wellness benefits. The structure includes specific sections such as the Statement of Work, pricing details, and essential contract clauses. The period of performance includes one base year with four one-year options, focusing on a fixed-price contract model. Important administrative guidelines regarding billing, insurance requirements, and compliance with local laws are provided. The expected outcomes include regular employee claims reporting and maintaining an effective quality assurance program to monitor service delivery. Overall, the document reflects the U.S. government's commitment to ensuring adequate health coverage for its personnel abroad while adhering to all regulatory standards.
    Attachment 1 - Price Proposal.xlsx
    The document outlines estimated employee counts and associated costs for a federal contracting opportunity over a five-year period, structured into a Base Year and four Option Years. It details the projected number of employees categorized into three plans: Self-Only, Self Plus One, and Family. The Base Year estimates 342 total employees, while option years project numbers ranging from 324 to 346 employees across the different plans. Additionally, the document notes potential VAT implications and includes anticipated increases in employee count and costs, with a 5% rate increase mentioned. The summary conveys essential cost structures and workforce estimates critical for budgeting and planning purposes in response to government Requests for Proposals (RFPs) within the context of employee benefits or services, highlighting the importance of accurate forecasting in contract bid submissions.
    Attachment 2 - Information - Experience List.pdf
    The document outlines the requirements for a Contract Information Sheet and Experience Listing as part of a government Request for Proposals (RFP). It mandates that offerors provide details for 3 to 5 relevant contracts from the past five years, submitting one form per contract. Key elements to be included are the name of the firm, project title, contract number, project owner's details, and contact information. Offerors must indicate their role in the contract (e.g., prime contractor or joint venture partner) and specify their percentage of work if applicable. Financials such as contract amounts at award and completion, alongside start and completion dates, are required. Furthermore, offerors must provide a detailed description of the contract, highlighting similarities to the current solicitation and potential challenges expected in the new project. This comprehensive documentation aims to evaluate the offeror's experience and past performance, ensuring they are suitably qualified for the project requirements defined in the RFP.
    Attachment 3 - FW14.pdf
    Form W-14 is a certification document issued by the U.S. Department of the Treasury's Internal Revenue Service (IRS), designed for foreign contracting parties receiving federal procurement payments. The form must be provided to the acquiring agency and is not submitted to the IRS. It collects essential information about the foreign contracting party, including its name, address, U.S. taxpayer identification number, and the details of the contracting agency. The form also allows for exemptions based on international agreements or procurement agreements, requiring the foreign entity to indicate whether they are claiming relief from federal tax obligations. Additionally, it necessitates a detailed explanation of exempt and nonexempt amounts by contract line item if applicable, and includes a certification under penalties of perjury regarding the accuracy of the provided information. This framework ensures compliance with U.S. tax regulations while facilitating international contracting through transparency and accountability.
    Attachment 4 - W-14 Instructions.pdf
    The purpose of Form W-14, issued by the IRS, is to facilitate compliance with Section 5000C, which imposes a 2% tax on foreign persons receiving designated federal procurement payments for contracts entered into with the U.S. government after January 2, 2011. This form allows foreign contracting parties to assert their status and claim exemptions from withholding taxes based on international agreements or the production of goods and services within the U.S. Foreign contracting parties are required to submit the form to the acquiring agency prior to receiving payments under the contract and must update the agency within 30 days if any circumstances change. Key definitions include acquiring agency (any U.S. government entity involved in the contract) and specified federal procurement payment (payments for goods or services from non-compliant foreign countries). Form W-14 must not be used in certain scenarios, such as payments for personal services under simplified acquisition procedures or emergency contracts. The instructions include specific sections for identifying parties, claiming exemptions, and certifying compliance under penalties of perjury. Additionally, the document lists countries with qualified income tax treaties that exempt nationals from the tax imposed under section 5000C. This guideline is vital for ensuring proper withholding and tax compliance related to federal contracts with foreign entities.
    Attachment 5 - Statistics.pdf
    The document outlines the staff structure related to health insurance participation at an embassy, detailing projected participant numbers in various health insurance categories across multiple fiscal years from 2025 to 2030. It specifies the breakdown of employees by family plan types, such as single coverage, employee plus one, and family plan, with estimated participation decreasing gradually over the years for single and employee-plus-one categories while increasing for family plans. Additionally, it provides a demographic breakdown of employees categorized by age and gender, revealing a total workforce of 342, with 195 males and 147 females. Age groups range from 25 and under to 66 and older, reflecting the diverse workforce composition. A specific mention of potential health insurance coverage for employees in Warsaw and Krakow indicates flexibility within the program for unutilized options. This document serves as a critical resource for understanding employee health insurance needs, which may influence future federal or contract-related decisions regarding health coverage options for embassy staff.
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