SAM #19GE5026Q0035

Comprehensive Health and Life Insurance Services for U.S. Embassy Lisbon Locally Employed Staff

This opportunity is for comprehensive group Health and Life Insurance services for Locally Employed Staff (LES) and their eligible dependents at the U.S. Embassy in Lisbon, Portugal, and the U.S. Consulate in Ponta Delgada, Azores. - Government Buyer: - U.S. Department of State - Regional Procurement Support Office (RPSO) Frankfurt - U.S. Embassy Lisbon, Portugal - Products/Services Requested: - Comprehensive group Health and Life Insurance services for approximately 209 LES and dependents - Coverage includes: - Hospitalization, outpatient care, prescription drugs, dental, optical, mental health, substance abuse, rehabilitative services, HIV/AIDS treatment, and medical evacuation support - Claims administration and processing - Provider network management and direct billing arrangements with clinics - Technology platforms for claims and beneficiary access (English and Portuguese) - Customer support and quality assurance - Unique/Notable Requirements: - Contractor must be authorized and licensed to provide health insurance in Portugal - Must maintain or establish an operational presence in Portugal - Compliance with both U.S. and Portuguese laws and regulations - In-country claims administration and user interface in both English and Portuguese - Fixed-price IDIQ contract with economic adjustment provisions - No specific OEMs or vendors are named in the solicitation.

Description

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 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 contractor 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 www.acquisition.gov/far-overhaul and www.acquisition.gov/dosar.

The following provisions are provided by reference:

CitationTitleDate 52.212-1Instructions to Offerors—Commercial Products and Commercial ServicesJan 2026 Deviation 52.203-11Certification and Disclosure Regarding Payments to Influence Certain Federal TransactionsSep 2024 52.203-18Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements-RepresentationJan 2017 52.209-12Certification Regarding Tax MattersOct 2025 52.204-7System for Award Management—RegistrationJAN 2026 DEVIATION 52.240-90Security Prohibitions and Exclusions Representations and CertificationsJAN 2026 DEVIATION 52.214-34Submission of Quotations in the English LanguageApr 1991 52.233-2Service of ProtestJAN 2026 DEVIATION 652.225-70Arab League Boycott of IsraelAug 1999 652.206-70Advocate for Competition/OmbudsmanFeb 2015

The following solicitation provisions addenda are provided in full text:

Addendum to FAR 52.212-1 - INSTRUCTIONS to OFFERORS 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 the 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 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 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 VENTURES: 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 a 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, provided as Attachment 5 - IRS Form W-14. Pursuant to FAR 52.229-11, the U.S. 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. 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 should include relevant examples demonstrating capability, including client type, number of covered individuals, scope of coverage, services provided, period of performance, geographic area, and specific responsibilities. Ability to operate: The quoter must demonstrate the ability to operate within Portugal and support beneficiaries locally, including in-person informational sessions, an established network of qualified providers, contracting with clinics, credentialed specialists, banking arrangements, and technology platform features such as online claims submission, multi-language interface, secure portal, and real-time data updates. Claims Administration: Describe claims processing approach, review, adjudication, reimbursement, fraud prevention, appeals, and compliance methods. Medical Evacuation Support: Demonstrate understanding of medical necessity, coordination with healthcare providers, regional facilities, and emergency contact capabilities. Mandatory Benefits: Confirm that proposed benefits meet or exceed SOW requirements, with a comparison table. Transition Plan: Describe approach for transitioning beneficiaries, including activities, timeline, and costs.

Tab C.2 – Staffing Approach. The quoter must describe its staffing plan, including organizational structure, personnel roles and language skills, supervision, surge capacity, and qualifications of key personnel.

Tab C.3 – Past Performance. The quoter must demonstrate successful performance of at least three comparable projects within the past five years, providing details such as project description, client, value, performance period, location, and contact information. If a new entity or joint venture, past performance info for predecessors or partners is acceptable. The government may contact references and use other sources.

Failure to provide all requested information or to accept the terms may result in exclusion from further consideration per FAR 52.212-1(a). The penalty for 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 to the responsible quoter whose quote conforming to the solicitation will be most advantageous, considering price and other factors. The evaluation factors are: Technical Capability (Conformity to specifications) Past Performance Price (b) Options. The Government will evaluate quotations by adding total option prices to the base price. Unbalanced prices may render a quote unacceptable. The Government is not obligated to exercise options. (c) Notice of award. A written notice to the successful quoter will result in a binding contract. The Government may accept a quote before the expiration time unless a withdrawal notice is received.

Addendum to FAR 52.212-2 Evaluation—Commercial Products and Commercial Services (Jan 2026) The Government will issue an IDIQ contract to the responsible quoter whose quotation is most advantageous, considering price and other factors. The evaluation will be in two phases: Phase 1 – Compliance Review: Verify submission of all volumes, representations, certifications, and minimum requirements. Failure to submit required documents may disqualify the quote. Phase 2 – Comparative Evaluation: Evaluate technical capability, past performance, and price. Technical and past performance are more important than price. Responsibility will be evaluated on a pass/fail basis. The award will be made to the responsible quoter offering the best value, which may not be the lowest price or highest technical score.

FAR 52.225-17 Evaluation of Foreign Currency Quotations (Feb 2000) If quotations are in different currencies, the Government will convert to USD using the Department of State’s exchange rate on the specified date, depending on the acquisition method.

VI) Clauses FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) This contract incorporates clauses by reference, with the same force as full text. The full text is available at www.acquisition.gov/far-overhaul and www.acquisition.gov/dosar.

FAR CitationTitleDate 52.202-1DefinitionsJun 2020 52.203-3GratuitiesApr 1984 52.212-4Terms and Conditions—Commercial Products and Commercial ServicesJan 2026 Deviation 52.203-6 Alt IRestrictions on Subcontractor Sales to the GovernmentJun 2020 52.203-12Limitations on Payments to Influence Certain Federal TransactionsJun 2020 52.203-17Contractor Employee Whistleblower RightsNov 2023 52.203-19Prohibition on Requiring Certain Internal Confidentiality Agreements or StatementsJan 2017 52.204-13System for Award Management—MaintenanceJan 2026 Deviation 52.204-19Incorporation by Reference of Representations and CertificationsDec 2014 52.209-6Protecting the Government's Interest When Subcontracting With Contractors Debarred, Suspended, Proposed for Debarment, or Voluntarily ExcludedJan 2026 Deviation 52.209-9Updates of Publicly Available Information Regarding Responsibility MattersJan 2026 Deviation 52.209-10Prohibition on Contracting with Inverted Domestic CorporationsJan 2026 Deviation 52.217-5Evaluation of OptionsJan 2026 Deviation 52.222-50Combating Trafficking in PersonsJan 2026 Deviation 52.225-5Trade AgreementsNov 2023 52.224-2Privacy ActApr 1984 52.225-5Trade AgreementsNov 2023 52.224-1Privacy Act NotificationApr 1984 52.225-14Inconsistency between English Version and Translation of ContractFeb 2000 52.226-8Encouraging Contractor Policies to Ban Text Messaging While DrivingMay 2024 52.229-6Taxes-Foreign Fixed-Price ContractsJan 2026 Deviation 52.229-12Tax on Certain Foreign ProcurementsFeb 2021 52.232-17InterestMay 2014 52.232-18Availability of fundsApr 1984 52.232-24Prohibition of Assignment of ClaimsMay 2014 52.232-33Payment by Electronic Funds Transfer—System for Award ManagementOct 2018 52.232-39Unenforceability of Unauthorized ObligationsJun 2013 52.232-40Providing Accelerated Payments to Small Business SubcontractorsMar 2023 52.233-1DisputesMay 2014 52.233-3Protest after AwardJan 2026 Deviation 52.233-4Applicable Law for Breach of Contract ClaimJan 2026 Deviation 52.237-3Continuity of ServicesJan 1991 52.240-91Security Prohibitions and ExclusionsJan 2026 Deviation 52.240-93Basic Safeguarding of Covered Contractor Information SystemsJan 2026 52.242-13BankruptcyJul 1995 52.244-6Subcontracts for Commercial Products and Commercial ServicesJan 2026 Deviation 52.246-4Inspection of Services—Fixed-PriceAug 1996 52.249-2Termination for Convenience of the Government (Fixed-Price)Apr 2012 52.249-4Termination for Convenience of the Government (Services) (Short Form)Apr 1984 52.252-5Authorized Deviations in ProvisionsJan 2026

Additional clauses from DOSAR are also incorporated, such as: 652.211-70 – Branding and Marking (Sep 2025) 652.215-70 – Examination of Records (Jan 2022) 652.242-73 – Authorization and Performance (Aug 1999) 652.243-70 – Notices (Aug 1999) 652.225-71 – Section 8(a) of the Export Administration Act of 1979, as Amended (Aug 1999) 652.229-71 – Personal Property Disposition at Posts Abroad (Aug 1999) 652.232-72 – Limitation of funds (Aug 1999)

The following clauses are provided in full text, such as:

FAR 52.216-18 ORDERING (AUG 2020) (a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by designated individuals or activities. Orders may be issued from the date of award through the base or option periods if exercised. (b) All orders are subject to the terms of this contract. In case of conflict, the contract shall control. (c) An order is considered “issued” when: Sent by mail, when the Government deposits the order in the mail; Sent by fax, when transmitted to the Contractor’s fax number; Sent electronically, when posted to a Government document access system or via email to the Contractor’s email address. (d) Orders may be issued by other methods only if authorized in the contract.

FAR 52.216-19 ORDER LIMITATIONS (OCT 1995) (a) Minimum order: The Government is not obligated to purchase less than USD 5,000.00. (b) Maximum order: The Contractor is not obligated to honor orders exceeding USD 5,000,000.00 or a series of orders within 3 days exceeding the same limit. (c) If this is a requirements contract, the Government is not required to order a part of any requirement exceeding the maximum order limit. (d) The Contractor shall honor orders exceeding the maximum order limit unless it returns the order within five days with a notice of intent not to ship, citing reasons.

FAR 52.216-22 INDEFINITE QUANTITY (OCT 1995) (a) This is an indefinite-quantity contract for the supplies or services specified, with quantities estimated only. (b) Delivery or performance shall be made only as authorized by orders. The Contractor shall furnish the supplies or services up to the maximum and minimum quantities specified. (c) There is no limit on the number of orders, and delivery may be to multiple destinations. (d) Orders not completed within the contract period shall be completed within the time specified, but no deliveries shall be made after six months following expiration.

FAR 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999) The Government may require continued performance within the specified rates, with the total extension not exceeding 6 months. The Contracting Officer may exercise this by written notice within 30 days before expiration.

FAR 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) The Government may extend the contract by written notice at least 30 days before expiration. The total duration including options shall not exceed five years and six months.

FAR 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984) Funds are not currently available beyond September 30 of the current year. The obligation for performance beyond that date depends on the availability of appropriated funds.

DOSAR 652.216-71 PRICE ADJUSTMENT (AUG 1999) The contract price may be adjusted for direct service labor costs resulting from laws enacted during the contract term by the Portuguese Government. The contractor must demonstrate that the law change occurred during the contract and could not have been anticipated, and how it affects costs. Requests must be submitted within 30 days of the law change, including calculations and supporting documentation. Only direct labor cost changes are eligible for adjustment, excluding overhead, profit, or other costs. The request must be signed by an officer or partner with overall responsibility. No adjustments are allowed after final payment. Adjustments are only for laws enacted by the Portuguese Government and do not include currency fluctuations.

DOSAR 652.232-70 PAYMENT SCHEDULE AND INVOICE SUBMISSION (AUG 1999) The Government shall pay the contractor the fixed price for all work. Payments will be made quarterly. Invoices shall be addressed as specified and submitted in PDF format via email. The invoice must include all items required by FAR 52.212-4(g). Payment shall be made to the address specified unless a different remittance address is provided.

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