Health Insurance Services for Locally Employed Staff at U.S. Mission Portugal

Quoters are reminded to complete attached SF-30 titled "19GE5026D0041-0001" and submit it with their quotation. Amendment 0001 corrects (III) – Description of requirements to reflect “The U.S. Government requires comprehensive group Health Insurance services for its Locally Employed Staff (LES) and their eligible dependents at the United States Embassy in Lisbon, Portugal”. Amendment 0001 extends the deadline for submission of quotations in (VII) – Submission for questions and quotations. The new deadline for submission of quotations is October 28, 2026 by no later than 12:00hours Central European Time (CET). The Regional Procurement Support Office (RPSO) Frankfurt hereby issues this Combined Synopsis/Solicitation for Locally Employed Staff Health Insurance Services for U.S. Embassy Lisbon, Portugal. (i) GENERAL Description This is a combined synopsis/solicitation for commercial services. This acquisition is being conducted under FAR Part 12 (RFO deviation) procedures. This announcement constitutes the only solicitation. Quotations are being requested and a separate written solicitation will not be issued. Solicitation 19GE5026Q0035 is issued as a request for quotation (RFQ). Competition is full and open. All interested and responsible sources may submit a quotation in accordance with the instructions, terms and conditions contained in this solicitation and its attachments. The Government intends to award a firm-fixed price Indefinite Delivery / Indefinite Quantity (IDIQ) contract for the duration of the base year and four (4) one-year optional periods as a result of this solicitation. Services shall commence no later than January 1, 2027. This acquisition is not set-aside for small business concerns. This solicitation document and incorporated provisions and clauses are those in effect through the Federal Acquisition Regulation (FAR) Overhaul. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov/overhaul (ii) Schedule of Supplies and Services: The contract line-item numbers (CLIN) of this requirement are structured to reflect the coverage category and performance period of 12 months for each year. See CLINs in Attachment 3 – Price Schedule. (iii) Description of requirements: The U.S. Government requires comprehensive group Health and Life Insurance services for its Locally Employed Staff (LES) and their eligible dependents at the United States Embassy in Lisbon, Portugal. Type of Contract: This acquisition will result in a fixed-price Indefinite-Delivery/Indefinite-Quantity (IDIQ) contract featuring an Economic Price Adjustment (EPA) provision based on experience ratings and host-nation law changes. Annual firm-fixed-price task orders will be issued against this IDIQ framework. Period of Performance: The contract structure consists of a one (1) year base period and four (4) consecutive one-year option periods. Services are scheduled to commence no later than January 1, 2027. Estimated Quantities: All headcounts and personnel volumes specified in the solicitation are estimates for pricing purposes only. The Government is obligated only to the extent of authorized task orders actually placed. Quoters are responsible for reviewing the entire solicitation package and all its following attachments: Attachment 1 – Statement of Work Attachment 2 – Employee and Salary Statistics Attachment 3 – Price Schedule Attachment 4 - Representations and Certifications Attachment 5 - IRS Form W-14 Attachment 6 - Instructions to IRS Form W-14 Attachment 7 – Quick Registration Guide (SAM) (iv) Period and Place of Performance: Period of Performance: The IDIQ contract is established for a total period of five (5) years consisting of one (1) base year and four (4) one-year option periods. Contract Line Item Numbers (CLINs) are structured by 12-month performance periods to align with annual pricing. Service performance shall commence no later than January 01, 2027. Place of performance: Due to host-country regulatory requirements and the necessity for in-country claims administration, provider network management, and direct coordination with local medical providers, the contactor must maintain an operational presence in Portugal at the time of award or demonstrate a detailed plan to establish such presence before the commencement of performance. (v) Solicitation Provisions: FAR 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998) This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The Offeror is cautioned that the listed provisions may include blocks that must be completed by the Offeror and submitted with its proposal. In lieu of submitting the full text of those provisions, the Offeror may identify the provision by paragraph identifier and provide the appropriate information with its proposal. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): www.acquisition.gov/far-overhaul and www.acquisition.gov/dosar The following provisions are provided by reference: Citation Title Date 52.212-1 Instructions to Offerors—Commercial Products and Commercial Services Jan 2026 Deviation 52.203-11 Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions Sep 2024 52.203-18 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements-Representation Jan 2017 52.209-12 Certification Regarding Tax Matters Oct 2025 52.204-7 System for Award Management—Registration JAN 2026 DEVIATION 52.240-90 Security Prohibitions and Exclusions Representations and Certifications JAN 2026 DEVIATION 52.214-34 Submission of Quotations in the English Language Apr 1991 52.233-2 Service of Protest JAN 2026 DEVIATION 652.225-70 Arab League Boycott of Israel Aug 1999 652.206-70 Advocate for Competition/Ombudsman Feb 2015 The following solicitation provisions addenda are provided in full text: Addendum to FAR 52.212-1 - INSTRUCTIONS to OFFERORS -Commercial Products and Commercial Services (JAN 2026 DEVIATION) Period for Acceptance of offers is extended to 90 calendar days. TAB A – Mandatory Minimum REQUIREMENTS The quoter must provide the following documents as part of TAB A: Proof of “active” SAM registration (FAR 52.204-7). NOTE: Offerors must be “active” in SAM (www.sam.gov) at time of quotation submission. If a contractor is not yet registered on www.sam.gov, it shall register as soon as possible and submit proof of active SAM registration with their quotation in order for their quotation to be considered. Quoters may refer to Attachment 7 for a quick SAM registration guide. Written confirmation on ability to provide the minimum premiums provided in the SOW for a total period of 5 years and 6 months. Authorization and Licensing: In accordance with DOSAR 652.242-73, Authorization and Performance (AUG 1999), the quoter shall demonstrate that it is authorized to conduct business and provide health insurance services in Portugal. The quoter must provide: Evidence that the quoter is duly licensed, registered, accredited, or otherwise authorized by the Government of the Portugal (or the appropriate regulatory authority) to write, administer, and provide the health insurance services required under this solicitation within Portugal. Acceptable evidence includes a notarized copy of the current license, certificate, accreditation, or other official authorization. The quoter must also demonstrate that such authorization under part (a) will remain valid through the end of the base performance period or, if renewal is required, that it will maintain the required authorization throughout the contract period, including any exercised option periods. A statement disclosing any current suspension, probation, material disciplinary action, or regulatory restriction imposed by the applicable regulatory authority that could affect the Quoter's ability to perform this contract. If none exist, the quoter must so state. The quoter’s permanent physical business address and telephone number in Portugal. If the quoter does not currently maintain an office in Portugal, it shall provide a detailed plan demonstrating how it will establish the required operational presence 30 calendar days before contract performance begins. The Quoter must provide a copy of its current Tax Identification Number (TIN) certificate (or local equivalent), if applicable, and its most recent tax clearance certificate issued by Portugal. These requirements apply equally to all proposed subcontractors and joint venture partners performing health insurance services under this contract. Failure to submit all above listed documents may result in the QUOTATION being determined ineligible for award. NOTE FOR JOINT VENTTURES: JOINT VENTURE AGREEMENTS Joint Venture Offerors shall furnish with their quotation a notarized legal document that establishes the Joint Venture in the English language. The Joint Venture Agreement shall take effect upon the submission of the quotation and remain irrevocable until one (1) year after the work has been finally inspected and accepted by the Government. The Government reserves the right to evaluate the JV structure for compliance with applicable laws and contract requirements. The Joint Venture shall include the warrant required in accordance with DOSAR 652.242-73, Authorization and Performance. A joint venture offeror must also have an active SAM registration pursuant to FAR 52.204-7. TAB B — VOLUME 1: PRICE AND ADMINISTRATIVE DOCUMENTS Quoters are required to submit firm fixed price quotation to perform the service. Even though the service shall be priced and performance authorized through fixed price task orders issued by the Government, quoters shall submit adequate pricing data to be sufficient to allow complete analysis and evaluation of quoted prices for price reasonableness. Volume 1 shall include the following: TAB B.1 – Completed Attachment 3 – Price Schedule TAB B.2 – Completed Attachment 4 – Representation, Certification, and Other Statement of Offerors TAB B.3 – IRS Form W-14, if applicable (see attachments 5 and 6) In Detail: TAB B.1 - Completed Attachment 3 – Price Schedule Provide firm fixed-prices and totals for each year. TAB B.3 – Attachment 4 - Representations and Certifications, and Other Statements of Offerors: Complete as required. Add in your quotation certification regarding trafficking in persons compliance plan as required and described in FAR provision 52.222-56. TAB B.4 – IRS Form W-14, if applicable Non-U.S. quoters that claim an exemption from, or a reduced rate of, U.S. withholding tax under an applicable income tax treaty must submit a completed IRS Form W-14, Certificate of Foreign Contracting Party Receiving Federal Procurement Payments, provided as Attachment 5 - IRS Form W-14. Pursuant to FAR 52.229-11, Tax on Certain Foreign Procurements—Notice and Representation, the United States Government is required to collect tax-related information prior to award. Quoters must ensure that IRS Form W-14 is accurate and complete prior to submission. Instructions for completing the form are provided in Attachment 6 - Instructions to IRS Form W-14. Failure to submit IRS Form W-14 when applicable will result in tax withholding at the full statutory rate. TAB C — VOLUME 2: TECHNICAL QUOTATION The Technical Quotation must demonstrate the quoter’s capability to meet the requirements of the solicitation and the performance standards described in the SOW. No pricing information shall appear in this volume. The Technical Quotation must consist of the following: Tab C.1 – Organizational Capability and Technical Approach Tab C.2 – Staffing Approach Tab C.3 – Past Performance In Detail: TAB C.1 - Organizational Capability and Technical Approach The quoter must provide a detailed narrative describing its organizational capability to administer a comprehensive health insurance program for approximately 209 covered individuals. At a minimum, the narrative shall include: Entity: Legal name, business address, type of entity, and official licensure as a health insurance carrier authorized to operate in Portugal. Description: A comprehensive description of the quoter’s experience administering health insurance programs in Portugal, either through a physical presence or a representative office, for corporate, government, or similarly sized organizations. This description should include relevant examples that demonstrate the quoter’s capability to provide services comparable to the requirements of this solicitation. For each example, the quoter should identify the client type, approximate number of covered employees and dependents, scope of coverage and services provided (e.g., claims processing, provider network management, customer support), period of performance, geographic area of coverage, and the quoter’s specific responsibilities. Ability to operate: The quoter must demonstrate the ability to effectively operate within Portugal and support beneficiaries locally, including: Capability to provide in-person informational sessions to employees on benefits and claims submission procedures. An established network of qualified and credentialed medical providers across multiple disciplines, including procedures for maintaining provider availability and continuity of care. Demonstrated ability to contract with at least one state or private clinic in Portugal to provide services through direct billing arrangements. Covered services should include, at a minimum, laboratory testing, annual health examinations, and authorized dental care. An established panel of credentialed specialist physicians capable of delivering quality care within Portugal. The quoter must be willing to consider physician recommendations submitted by the Mission and retain such providers on the approved panel, subject to continued compliance with quality standards, even if they change practice locations. The quoter must demonstrate its ability to receive payments from the U.S. Government through authorized banking channels and maintain a bank account capable of receiving international payments, if required. The quoter must provide evidence of its banking arrangements, including applicable SWIFT/BIC information or other documentation demonstrating its ability to process payments in accordance with Portuguese banking and currency regulations. Technology Platform and Accessibility: The quoter must provide a reliable and user-friendly technology platform that includes: A functional online system for submission and processing of reimbursement claims. A user interface available, preferably in multiple languages, but at a minimum in English and Portuguese. A secure self-service portal enabling beneficiaries to independently access and track coverage, claims, and benefit limits. Real-time or near real-time data accuracy with timely updates on claims and account status. Claims Administration: The quoter must describe its claims processing approach, including claims review, adjudication, reimbursement procedures, fraud prevention controls, appeals process, and methods to ensure compliance with the response and payment standards identified in the SOW. Medical Evacuation Support: The quoter must demonstrate a clear understanding of when out-of-country medical treatment is medically necessary and shall describe its medical necessity determination process, including coordination with certified healthcare providers, working knowledge of regional medical facilities capable of providing care unavailable in Portugal, and 24/7 emergency contact capability to authorize and coordinate medical evacuation in accordance with SOW. Mandatory Benefits: Confirmation that the proposed benefits meet or exceed the requirements set forth in the Statement of Work (SOW). The quoter shall provide a clear side-by-side comparison table demonstrating compliance with the mandatory benefits. Transition Plan: The quoter must describe its approach for transitioning beneficiaries from the current health insurance provider, including enrollment, communication, claims continuity, implementation activities required to begin performance, estimated transition period (in calendar days) required to achieve operational readiness, and whether any transition-related costs will be charged separately to the Government. Tab C.2 – Staffing Approach The quoter must describe its proposed staffing approach for the dedicated team supporting the U.S. Mission Portugal account, including: organizational structure and reporting relationships (organizational chart); number, roles, and language proficiency (English and Portuguese required) of personnel assigned to claims adjudication, customer service, pre-authorization, and medical evacuation support coordination; supervision methods and quality-control oversight; surge and backup coverage to maintain the response-time standards (1–4 hours for urgent requests; 24-48 hours for routine requests); and qualifications and résumés with language proficiency (English and Portuguese required) of any personnel proposed to serve as the primary account manager or single point of contact for the COR. Tab C.3 – Past Performance The quoter must demonstrate successful performance of a minimum of three (3) comparable health insurance or healthcare administration projects performed within the past five (5) years that are similar in scope, scale, complexity. For each reference, provide: Project title and description of services Customer name and type (government, commercial, non-profit) Contract/project value (approximate) Period of performance Location Point of contact name, title, email, and phone number If the quoter is a newly formed entity or joint venture, the quoter may provide past performance information for predecessor companies or joint venture partners. The quoter must clearly identify the relationship. Note: The Government may contact references not provided by the quoter and may use other sources of past performance information, including CPARS and other government databases. Failure to furnish and deliver all requested information in accordance with these instructions or who reject the terms and conditions of the solicitation, may result in exclusion from further consideration pursuant to FAR 52.212-1(a). The penalty for making false statements is prescribed in 18 USC 1001. (End of Volume I and II) MINIMUM QUALIFICATIONS To be eligible for award, the quoter shall: Be legally authorized to conduct business in the country of performance. Possess all required licenses, registrations, and insurance. Demonstrate the capability and financial resources to perform the contract. Have relevant experience providing comparable health insurance services. Be able to communicate effectively in English. Not be debarred, suspended, or otherwise ineligible for award. (End of Addendum) The following provisions are provided in full text: FAR 52.212-2 Evaluation—Commercial Products and Commercial Services (Jan 2026 Deviation) (a) Evaluation factors. The Government will award a contract resulting from this solicitation to the responsible quoter whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors will be used to evaluate quotations: 1. Technical Capability (Conformity to specifications) 2. Past Performance 3. Price (b) Options. The Government will evaluate quotations for award purposes by adding the total