Open call for tenders n SCIC C4 2014/01

EUROPEAN COMMISSION DIRECTORATE GENERAL FOR INTERPRETATION RESOURCES AND SUPPORT DIRECTORATE Open call for tenders n SCIC C4 2014/01 Accident and sickness insurance for Conference Interpreting Agents Questions asked by potential tenderers SCIC C4 2014/01 1

Last update: 2014-06-26 Subject: Additional information on the call for tender SCIC C4 2014/01 Dear Sir or Madam, One or more companies who have expressed an interest in this call for tender requested some additional information. According to Article 153(2) of the Implementing Rules to the Financial Regulation applicable to the general budget of the Union, the authorising authority has to transmit any additional information simultaneously to all economic operators who have requested the tender documentation or expressed interest in submitting a tender. Therefore you will find, hereinafter, the quotation of the questions asked and our replies. Please check the content of this document regularly as new questions and replies may be added during the submission period. Question 1: I work for ( ) and was wondering if you can please confirm is the attached tender request in respect of International Disability insurance or is this more a personal accident type policy you are looking for and also looking for a Consultant/ Broker to assist in finding a suitable provider for this? Answer 1: The extend of the insurance coverage requested is described in detail in the insurance policy specification (annex 2). The insurance coverage is to compensate for loss of income suffered by the insured (ACI) following an accident or a sickness. Incapacity, invalidity, death and medical costs must be covered. The goal of this procurement procedure is to receive a binding proposal from an insurance company or a broker corresponding to the criteria defined in the tender documentation. Question 2: Calcul de la rémunération annuelle (cf point 9 de l annexe 2) : est-ce qu il y a 1 décote de 35% dans le règlement dû à l ACI pour tout jour travaillé audelà du 40ème jour ou est-ce toujours rémunéré «en full» mais que cette décote n est appliquée que pour minorer l assiette servant au calcul des indemnités en cas de DC ou d IP? Par exemple pour 2013, sur un total de 133.000 jours (estimés) rémunérés, il y en a au moins 116.000 qui concernent des ACI ayant travaillé + de 40 jours, ce qui donne un total rémunéré d au plus 51 M vs 69 M affichés (cf Table 6 Annexe 9). Answer 2: Article 9 of the insurance policy specification in annex 2 that you refer to in your question defines the term annual remuneration and its calculation method. This term is later evoked in article 13 (schedule of compensation) to quantify the benefits due to insured in case of death and total/partial invalidity. SCIC C4 2014/01 2

The annual remuneration is the mathematical product of the insured s daily remuneration rate and his yearly average number of insured days over the last 3 full years, subject to 35% reduction for any additional insured day over 40. The daily remuneration rate is defined in article 8 and, as an example, on 1 March 2013 was 548,59 for experienced ACI, 394,98 for beginners. Insured days are days during which the insured was/is covered by this or the previous insurance policy signed by the contacting authority. According to article 14 insured days are days on which the insured: (a) has a contract to supply services to the European Institutions (i.e. receives daily remuneration); (b) receives a flat-rate travel allowance or a flat-rate compensatory allowance; (c) receives remuneration for days not worked; (d) for reasons of service, is obliged, on days other than those referred to under points (a), (b) and (c) above, to remain away from his domicile because of the requirements of his contract. For the calculation of the annual remuneration, the insured s first 40 days count in full, whereas any additional insured day over 40 is subject to 35% reduction. At the same time, a minimum value of 40 insured days is guaranteed for each insured irrespective of their actual average. Examples of annual remuneration calculation and corresponding compensation payments: 1) A beginner ACI with 25 insured days yearly average over the last 3 full years. His annual remuneration would be equal to 394,98 (daily remuneration rate for beginner ACI) multiplied by 40 insured days (the guaranteed minimum as the factual average is below 40) which gives 15.799,20. The insured / his beneficiaries would receive the following compensation: in case of death (article 13a or 13g): a lump sum equal to 5 x 15.799,20 = 78.996 in case of permanent total invalidity (article 13b or 13h): a lump sum equal to 8 x 15.799,20 = 126.393,60 and the annuity paid until the retirement age equal to 70% of 15.799,20 = 11.059,44. The annuity would be subject to contributions to the pension scheme, as outlined in article 10. 2) An experienced ACI with 50 insured days yearly average over the last 3 full years. His annual remuneration would be equal to 548,59 (daily remuneration for experienced ACI) multiplied with 46,5 insured days (the first 40 days count in full, any additional day is subject to 35% reduction) which is 25.509,44. The insured / his beneficiaries would receive the following compensation: in case of death (article 13a or 13g): a lump sum equal to 5 x 25.509,44 = 127.547,20 in case of permanent total invalidity (article 13b or 13h): a lump sum equal to 8 x 25.509,44 = 204.075,52 and the annuity paid until the retirement age equal to 70% of 25.509,44 = 17.856,61. The annuity would be subject to contributions to the pension scheme, as outlined in article 10. SCIC C4 2014/01 3

Your calculation example: Par exemple pour 2013, sur un total de 133.000 jours (estimés) rémunérés, il y en a au moins 116.000 qui concernent des ACI ayant travaillé + de 40 jours, ce qui donne un total rémunéré d au plus 51 M vs 69 M affichés (cf Table 6 Annexe 9). is incorrect. First of all, please remember that all the figures provided in annex 9 are linked to the current insurance policy which will change to the policy presented in annex 2 as of the next year. As explained in point 2.2 of the general tender specification (annex 1) the conditions of the current insurance policy, which was also valid in 2013, differ substantially from the conditions of the policy which is subject of this procurement procedure. One of the main differences between the current insurance policy and the future one is the calculation of the annual remuneration. Secondly, you arrive at 133.000 days as an estimate for the total of insured days in 2013, a number which cannot be confirmed by any figure provided in the tender documentation. In addition, the figures presented in table 2 are per calendar year, whereas the amounts in table 6 are per insurance year which starts on 1 March. And finally, the total value of the remuneration items per insurance year, as presented in table 6, is the product of the remuneration item value in a given period (i.e. for 2013 it was 548,59 for an experienced ACI daily fee, 394,98 for a beginner ACI daily fee, 274,29 for an experienced ACI flat rate allowance, etc.) and the number of occurrences in a given insurance year. Information presented in table 2 is not sufficient to calculate the exact numbers of daily remuneration, flat rate travel/compensatory allowances or remuneration for days not worked paid in a given insurance year and per category of ACI, the information that would be necessary to arrive at the totals presented in table 6. Question 3: Sur la partie statistiques fournies (cf Annexe 9), peut-on disposer des éléments et/ou précisions suivants : incohérence au niveau du comptage des ACI ayant travaillé au moins 10 jours/an è Par exemple pour 2013, la Table 1 donne «1.033» alors que le cumul pour cette même année de la tranche [26-300] indiqué en Table 2 donne «1.406» Answer 3: In your example you compare two different quantities. The fourth column of table 1 presents the number of active ACI which is defined as the number of ACI who have worked at least 10 days in a given year. It other words this is the number of ACI who received at least 10 daily remunerations in a given year. The table 2, on the other hand, counts the ACI having a number of remunerated days within a certain bracket in a given year. The remunerated days, as explained by the footnote at the bottom of the table, are not only the days for which an ACI received a daily remuneration but also the days on which an ACI received a flat rate travel/compensatory allowance or a remuneration for days not worked. SCIC C4 2014/01 4

Question 4: Sur la partie statistiques fournies (cf Annexe 9), peut-on disposer des éléments et/ou précisions suivants: nombre exact par année de survenance des jours rémunérés (au vu des données de la Table 2, on ne peut reconstituer qu une approximation). Answer 4: The following table presents the number of remunerated days per insurance year. Remunerated days mean days for which an ACI received a daily remuneration or a flat rate travel/compensatory allowance or a remuneration for days not worked. During remunerated days ACI are covered by the insurance policy. Insurance year* Daily remuneration Table 1: Number of remunerated days per insurance year Category 1 (experienced) Category 2 (beginners) Flat-rate Non-working Daily Flat-rate allowance days remuneration allowance Non-working days 2009 103.663 18.120 182 6.912 1.725 23 2010 110.647 19.782 173 10.808 1.872 20 2011 110.311 17.843 128 14.267 1.775 19 2012 102.945 14.204 410 12.295 1.304 40 2013 109.998 14.069 84 11.899 1.445 10 *Insurance year referred to the period of 1 March to 28 February next year. Question 5: Qu est-il prévu en terme de reprise éventuelle des dossiers en arrêt de travail en cours? reprise des revalorisations? Transfert total des des provisions mathématiques et reprise des sinistres associés (rien dans le cahier des charges sur ce point)? Answer 5: The compensation payments for ongoing claims and any future claims relating to the current insurance policy (insurance events taking place until the end of 2014) will remain the responsibility of the current contractor. Question 6: Formule de révision de la prime : peut-on avoir plus de précisions, le plan proposé couvrant principalement des garanties prévoyance? Answer 6: According to article I.3.2 of the draft contract (annex 4) the percentage of the insurance premium to be paid by the contracting authority to the contractor in the third and every following year of the contract, may be subject to the revision according to the price revision formula that will be agreed between the contracting authority and the successful tenderer. The price revision formula will be based on the proposal made by the successful tenderer, as described in point 4.4.1b) of the general tender specification (annex 1). In their tenders the tenderers may propose any formula they wish provided the requirements listed in point 4.4.1b) of the general tender specification are observed. SCIC C4 2014/01 5

Question 7: Answer 7: On pourrait logiquement s attendre à un barème à double-entrée (professionnel / fonctionnel) pour la détermination de l invalidité / incapacité en cas de maladie, et non au barème type IPA mentionné dans l appel d offres. Merci de bien vouloir confirmer que cela n est pas un oubli. The schedule of compensation presented in article 13 of the insurance policy specification (annex 2) makes no differentiation in compensation due for permanent invalidity following an accident or sickness - see article 13(b),(c),(h) and (i). In case of temporary incapacity following an illness no compensation is due in respect of the first three days of the incapacity. There is no such restriction in case of compensation payable in respect of temporary incapacity following an accident - see article 13(d),(e),(j) and (k). The scale of permanent invalidity / temporary incapacity rate to apply is the one presented in annex 3. Definitions of the total/partial invalidity and incapacity are presented in article 5 of the insurance policy specification. Question 8: "Détails sur la partie «claims experience» : invalidity (cf Table 8) : pour les 3 cas indiqués, distinction par type (IP totale ou IP partielle?), distinction par nature (c est-à-dire lesquels sont consécutifs à «maladie» et lesquels à «accident») et pour celui de survenance 2013, est-ce que cela représente un engagement viager ou non (en effet, le mode de calcul a été modifié courant 2013)? Answer 8: All claims listed in table 8 in annex 9 are illness claims with the claimants on permanent total invalidity. The amount of 445.155 for the insurance year 2013 refers to invalidity pension reserves created for 1 case of 2013 temporary incapacity which may change into invalidity. Question 9: Answer 9: "Medical expenses (cf Table 9) : merci d obtenir le zoom par année de survenance du «total amount paid» par cas. Par exemple pour 2013, qu a-t-il été réglé au total pour chacun des 67 bénéficiaires et quel était le montant de la dépense initiale pour chacun d eux? The requested data is presented in the Excel file called Additional statistical data requested by potential tenderers published under the present document on the following page: http://ec.europa.eu/dgs/scic/news/scic_c4_2014_01.htm SCIC C4 2014/01 6

Question 10: "We would like to fine tune our premium calculation based on the following statistical data, if they are available and can be shared with the tender participants: 2013 list of active ACI with the following details for each ACI (it goes without saying that we do not need the ACI's names): o gender o age o average number of insured days over the last three full years o beginner/expert should this list not be available or should you not be authorised to share it with the tender participants, may we kindly ask the following statistical data : o referring to table 2 (p2, annex 9): number of ACI in the bracket 1 to 40. o referring to table 3 (p3, annex 9): same data but for active ACI, with gender profile for active ACI. Answer 10: Please refer to the Excel file Additional statistical data requested by potential tenderers published under the present document on the webpage: http://ec.europa.eu/dgs/scic/news/scic_c4_2014_01.htm The worksheet 2011-2013 contains a table with the following information for every single ACI who had at least 1 remunerated day over the last three full years: the ACI gender (F for female, M for male), the ACI age (as of 23 June 2014), the ACI category (1 for experienced, 2 for beginner), and the number of remunerated days in the calendar year 2011, 2012 and 2013. Remunerated days mean days for which an ACI received a daily fee or a flat rate travel/compensatory allowance or a remuneration for days not worked. Remunerated days are covered by the insurance policy. Question 11: May I kindly ask you to provide me with additional information relating to my request for clarification in respect of the Optional Insurance. In the insurance policy specification is stated that in case the ACI should request cover directly to the insurer on an individual basis (non-funded by the ACI) for the days he is not covered under the tender contract, the insurer shall provide cover on an annual basis. In the Quotation table (Annex 8) only 1 zone is available to provide the % rate. Can you confirm if the optional cover for the ACI, needs to be provided by the insurer at the identical % rate of the Accident and sickness insurance for Conference Interpreting Agents of the EC service contract, or if the insurer can apply another % rate. In the latter case, please confirm if the % rate applicable for the ACI in case of cover on an individual basis pricing needs to be indicated in the tender submission, and also if the application of a separate % rate for the ACI on individual basis would have an impact on the quality award criteria of the premium calculation? SCIC C4 2014/01 7

Answer 11: The optional insurance cover on annual basis, as foreseen by article 28 and 29 of the insurance policy specification in annex 2, has to be provided for each ACI who requests such a cover and will be subject to an individual agreement between the interested ACI and the contractor. The conditions and the premium rate of this optional cover do not have to be identical to the provisions of the insurance policy in annex 2 or stipulations of the draft contract in annex 4. The tenderers are not requested to provide in their tenders any information concerning the premium rate they intend to offer to ACI for the optional insurance cover. The premium rate for optional coverage will not be assessed at the award stage. The percentage of the premium rate to indicate in the quotation table (annex 8) refers solely to the compulsory insurance during the days specified in article 14 of the insurance policy specification. Question 12: We would like to get clarification about the Pension Contributions that the insurer has to transfer to the insured s old age and life-provident scheme in case of permanent invalidity (total or partial). The insurance specifications state that these contributions comprise two elements: The first borne by the Insurer, corresponds to 16,5% of the compensation due; The second, deducted from the compensation paid, corresponds to 8,25% thereof. Does that mean that the part borne by the Insurer (16,5%) is to be paid in addition of the compensation due or is it included in the compensation paid? Can you give an example of Pension Contributions calculation and corresponding payment? Answer 12: According to the schedule of compensation defined in the insurance policy specification pension contribution are paid in case of the permanent total/partial invalidity only if the annuity is due: see article 13 (b),(c),(h) and (i). In such a case, pension contributions are calculated on the basis of that annuity. The first part of pension contributions, equal to 16,5% of the annuity due, is paid in addition to the annuity. The second part, equal to 8,25% of the annuity due, is deducted from the compensation paid to the insured. The total cost for the insurer is therefore 116,5% of the annuity due. Example of pension contributions calculation: Based on figures from example 1 on page 3 above (a beginner ACI with 25 insured days yearly) and assumption that the insured in question did not reach the retirement age, the calculated annuity of 11.059,44 in case of total invalidity would trigger 2.737,21 pension payment (16,5%+8,25%). SCIC C4 2014/01 8

The ACI would receive a yearly compensation of 10.147,04 (11.059,44-912,40 (8,25%)). The ACI s pension provider would receive 2.737,21 (16,5%+8,25%). The total cost for the insurer would be 12.884,25 (11.059,44 + 1.824.81 (16,5%)). SCIC C4 2014/01 9