Locally Employed Staff Health Insurance Services for U.S. Embassy Harare, Zimbabwe
ID: 19GE5026R0003Type: 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/workspace/contract/opp/194f2c90b698424d8323c0c557e2577c/view
Timeline
    Description

    The Department of State is seeking proposals for Locally Employed Staff Health Insurance Services for the U.S. Embassy in Harare, Zimbabwe, under Solicitation No. 19GE5026R0003. The contract, structured as a fixed-price Indefinite-Delivery Indefinite-Quantity (IDIQ) agreement, will provide essential health benefits, including hospitalization, emergency, outpatient, and mental health services, with a minimum guaranteed order of $5,000 and a maximum value of $24,000,000. This procurement is crucial for ensuring comprehensive health coverage for embassy staff and their dependents, with services expected to commence by August 1, 2026. Interested offerors must submit their proposals by February 6, 2026, and ensure they have an active System for Award Management (SAM) registration. For further inquiries, contact Sarah Pfannkuche at Pfannkuches@state.gov.

    Point(s) of Contact
    Sarah Pfannkuche
    Pfannkuches@state.gov
    Files
    Title
    Posted
    Attachment 1 - Price Proposal Breakdown.xlsx
    The document SGE50017R0136, titled “Locally Engaged Staff Health Insurance Attachment 1 Pricing Schedule,” outlines the pricing structure for health insurance plans for locally engaged staff across a base year and four option years. The schedule details various plan types, including
    Attachment 2 - Form W-14.pdf
    Form W-14, issued by the Department of the Treasury (Internal Revenue Service), 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 exemption from tax under Section 5000C, either based on international agreements (like income tax treaties) or because goods/services are produced/performed in the United States. Foreign contracting parties must provide identification, including their name, country of incorporation, address, and U.S. TIN if applicable. They must also identify the acquiring agency and the contract number. The form requires detailed explanations for claimed exemptions, including specific international agreements or procurement agreements relied upon, and methods for allocating exempt and nonexempt amounts of the contract price. The certificate section requires a declaration under penalties of perjury, confirming the accuracy of the information and agreement to pay any unwithheld tax, penalties, and interest.
    Attachment 3 - Instructions on Form W-14.pdf
    Form W-14, issued by the IRS, serves as a Certificate of Foreign Contracting Party Receiving Federal Procurement Payments. Its primary purpose is to establish a foreign entity's status as a foreign contracting party and to claim exemptions from the 2% tax imposed by Section 5000C on specified federal procurement payments. Foreign contracting parties must submit this form to the acquiring U.S. government agency before or at the time of contract execution, or within 30 days of any change in circumstances. Exemptions can be claimed based on international agreements (e.g., tax treaties) or if goods/services are produced/performed in the United States or a country party to an international procurement agreement. The document defines key terms like 'acquiring agency,' 'foreign contracting party,' and 'specified federal procurement payment,' outlining specific instructions for completing each part of the form, including identification, exemption claims, and certification requirements. Appendices list qualified income tax treaties that may provide exemptions.
    Attachment 4 - Past Performance and Experience.pdf
    The provided document, Solicitation No. 19GE5026R0003 Attachment 4, is a Contract Information Sheet/Experience Listing form. This form is designed for offerors to submit details of their past contract experiences as part of a government solicitation. It requires information on a minimum of three and a maximum of five contracts, focusing on aspects relevant to evaluating performance and relevancy to the current solicitation. Key details requested include contract title, location, number, project owner contact information, the offeror's role (prime contractor or joint venture partner), percentage of work if a joint venture, contract amounts (at award and completion), start and completion dates, and a detailed description of the contract services, emphasizing similarities to the project covered in the solicitation.
    Attachment 5 - Employee Statistics.pdf
    The provided government file details employee and dependent statistics, categorized by gender and age ranges. It covers employees, employee spouses, and dependent children. The total number of employees is 207, with 64 females and 143 males. Employee spouses total 164, comprising 133 females and 31 males. Dependent children total 479, with 236 females and 243 males, including one disabled male dependent aged 31-40. The grand total across all categories is 850 individuals (433 female, 417 male). The document also notes that there are 22 single employees and 185 employees with families.
    Solicitation 19GE5026R0003.pdf
    The U.S. Embassy in Harare, Zimbabwe, issued Solicitation No. 19GE5026R0003, an RFP for Locally Employed Staff Health Insurance Services. This fixed-price Indefinite-Delivery Indefinite-Quantity (IDIQ) contract, with a base year and four option years (August 1, 2026, start date), has a minimum guaranteed order of $5,000 and a maximum of $24,000,000. It covers essential health benefits, including hospitalization, emergency, outpatient, and mental health services, with specific coverage limits for optical, dental, and HIV/AIDS. The contract outlines exclusions, eligibility criteria for staff and dependents, and administrative requirements, including claims processing (within 2 weeks) and monthly reporting. The contractor must provide a Preferred Provider Network (PPN) across Zimbabwe and a dedicated 24-hour customer service. Key personnel, particularly the project manager, require 5 years of relevant experience. The U.S. Government retains rights for quality assurance and contract administration.
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