Deferred Compensation Plan Third-Party Administrator Services Note: to view/access attachments, please save document to your computer and open saved copy.

Agency: Santa Cruz County
State: California
Type of Government: State & Local
Caegory:
  • R - Professional, Administrative and Management Support Services
Posted Date: Apr 11, 2018
Due Date: May 2, 2018
Solicitation No: 17P2-006
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Description: Reference #: Contact: Due Date & Time: Awarded To:

Deferred Compensation Plan
Third-Party Administrator Services

Note: to view/access attachments, please save document to your computer and open saved copy.

17P2-006

Phil Santaluce

Phil.Santaluce@santacruzcounty.us

Bids due on Wednesday, May 2, 2018, by 5:00 p.m. PDT

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COUNTY OF SANTA CRUZ, CALIFORNIA
Section 457(b) Deferred Compensation Plan
Deferred Compensation Plan
Third-Party Administrator Services
RFP No. 17P2-006
RFP DISTRIBUTION AND POST DATE: April 10, 2018
DUE DATE FOR QUESTIONS: April 17, 2018 at 5:00 PM (Pacific Time)
DUE DATE FOR RESPONSE SUBMISSION: May 2, 2018 at 5:00 PM (Pacific Time)
TABLE OF CONTENTS
I. OVERVIEW........................................................................................................................ 3
II. RFP TIMELINE AND PROCESS .................................................................................... 3
QUESTIONS AND CLARIFICATIONS .......................................................................... 3
ADDENDA ......................................................................................................................... 4
SUBMISSION OF RESPONSES ....................................................................................... 4
WITHDRAWAL OF PROPOSALS .................................................................................... 5
PUBLIC NATURE OF PROPOSAL MATERIAL............................................................ 5
RIGHTS OF THE COUNTY OF SANTA CRUZ ............................................................ 5
CONTRACT TYPE AND METHOD OF PAYMENT .................................................... 5
TERMS AND CONDITIONS ........................................................................................... 6
COLLUSION ...................................................................................................................... 9
DISQUALIFICATION....................................................................................................... 9
NON-CONFORMING PROPOSAL ................................................................................. 9
GRATUITIES ................................................................................................................... 10
FIRMS OR PERSONS NOT ELIGIBLE TO SUBMIT A PROPOSAL ........................ 10
III. PROPOSAL REQUIREMENTS ..................................................................................... 10
SCOPE OF SERVICES .................................................................................................... 10
MINIMUM QUALIFICATIONS..................................................................................... 10
REQUIRED DOCUMENTS ............................................................................................11
DESIGNATED POINT OF CONTACT..........................................................................11
County of Santa Cruz
Request for Proposal
Page 1
PLAN INFORMATION AND BACKGROUND............................................................ 12
INVESTMENT ALLOCATION INFORMATION ....................................................... 13
WITHDRAWAL OR EARLY TERMINATION PROVISIONS .................................... 13
IV. EVALUATION PROCEDURES AND CRITERIA........................................................ 13
CRITERIA ........................................................................................................................ 13
SCORING ......................................................................................................................... 14
INTERVIEWS .................................................................................................................. 14
REFERENCES................................................................................................................. 14
NOTICE OF RECOMMENDED AWARD .................................................................... 14
ACTION UPON FAILURE TO EXECUTE A CONTRACT ........................................ 14
V. QUESTIONNAIRE ......................................................................................................... 14
ATTACHMENTS:
Attachment A: Professional Services Agreement
Attachment B: Insurance Requirements
Attachment C: Scope of Services
Attachment D: Official RFP Form
Attachment E: Respondent Fact Sheet
Attachment F: Designation of Subcontractors
Attachment G: Non-Collusion Declaration
Attachment H: Living Wage Compliance Statement
Attachment I: Protest and Appeals Procedures
Attachment J: Locally Operated Business Preference
Attachment K: Plan Document
Attachment L: Breakdown of Current Plan Assets
County of Santa Cruz
Request for Proposal
Page 2
I. OVERVIEW
The County of Santa Cruz, California (hereinafter “County” or “Plan Sponsor”) is soliciting proposals from
qualified firms (hereinafter “Proposing Firm(s)” or “Firm(s)”) to provide retirement plan administration,
recordkeeping, education, communications, and investment-related services for its current 457 deferred
compensation plan (hereinafter “Plan”).
The primary goals for this Request for Proposal (hereinafter “RFP”) process include the following:
Enhancing participant retirement outcomes;
Analyzing the overall competitiveness of the Plan;
Providing for the integrated administration and reporting for the Plan;
Improving participant education and communication services;
Enhancing the formal education for the Deferred Compensation Advisory Commission (hereinafter
“Commission”);
Providing robust on-line transaction and information capabilities;
Providing support for as many administrative functions as deemed appropriate;
Evaluating alternative pricing structures;
Reducing participant and Plan expenses;
Providing for an orderly and timely transition of assets and services if necessary; and
Continuing the formal record keeper/Commission working relationship.
The County sits on the Pacific Ocean coastline and is located south of the San Francisco Bay Area in California.
It has a population of approximately 275,000 and contains the cities of Santa Cruz, Scotts Valley, Capitola, and
Watsonville.
All RFP responses received in good order will be reviewed by the Commission and Hyas Group, LLC (hereafter
“County’s Consultant”). The Commission is made up of County employees and carries out the fiduciary duties
and has discretionary authority over the administration of the Plan. The Commission will continue to monitor
and evaluate the Plan on an ongoing basis through regular meetings and it is expected that a record keeper
representative attend and make presentations at these review meetings.
II. RFP TIMELINE AND PROCESS
The County reserves the right to add, remove or combine steps in the timeline, and/or compress or extend the
timeline as the County, in its sole discretion, sees fit.
RFP issue and post date:
Questions and clarifications from Proposing Firms due:
Response to questions and clarifications:
Proposal due date:
Finalist interviews:
April 10, 2018
April 17, 2018
April 25, 2018
May 2, 2018
July 11, 2018
QUESTIONS AND CLARIFICATIONS
If any Proposing Firm contemplating submitting a proposal for the items or services listed herein is in doubt as
to the true meaning of any part of this RFP, it may email its questions and/or requests for clarification to the
County’s Purchasing Agent, Phil Santaluce, at Phil.Santaluce@santacruzcounty.us. This also includes requests to
County of Santa Cruz
Request for Proposal
Page 3
waive or otherwise modify minimum qualifications and/or contract language including terms and conditions,
indemnification, insurance requirements, and venue for disputes that will be added to any contract form
provided by Proposing Firm (See Attachment A). The deadline for receiving requests for interpretation and
questions related to this RFP is April 17, 2018 at 5:00 pm Pacific Time. If your Firm does not object to any item
contained in the sample “Professional Services Agreement” attached, it will be assumed that a contract
(hereinafter “Contract”) between the County and your Firm can contain any item without negotiation.
Interpretations, clarifications, modifications, and/or supplemental instructions will be emailed to those
Proposing Firms that have been recorded as receiving the RFP document directly from the County’s Consultant.
The date for answering questions is on or around April 25, 2018. In addition, interpretations, clarifications,
modifications, and/or supplemental instructions will be posted on the County’s website at
tinyurl.com/SCruzCoRFP.
ADDENDA
The County may make changes to this RFP solicitation. Any interpretation or correction of the County
specifications will be made only by addendum, duly issued by the County representative(s). Copies of such
addenda will be emailed to those Proposing Firms that have been recorded as receiving the RFP document
directly from the County’s Consultant as well as being posted to the County’s website. Oral or other
interpretations, clarifications, or submittal instructions will be without legal effect. Proposing Firms shall not be
allowed to take advantage of any errors in or omissions from the RFP. Full instructions will be given if such
error or omission is discovered and called to the attention of the County in a timely manner.
SUBMISSION OF RESPONSES
Proposals must be received on or before May 2, 2018 at 5:00 pm Pacific Time. Submit one (1) hardcopy and two
(2) electronic versions on two (2) CDs or two (2) flash drives of the proposal to the County at the following
address. Please be sure to include the entire Exhibit Folder in electronic form on the CD or flash drive.
Phil Santaluce
General Services Department
Purchasing Agent
County of Santa Cruz
701 Ocean Street, Suite 330
Santa Cruz, California 95060
In addition, please submit one (1) electronic version on a CD or flash drive of the proposal to the County’s
Consultant at the following address. Please be sure to provide the Questionnaire portion in Word format
and include the entire Exhibit Folder in electronic form on the CD or flash drive.
Vincent Galindo
Senior Consultant
Hyas Group
108 NW 9th Avenue, Suite 203
Portland, Oregon 97209
The original RFP and the winning bidder’s proposal may be made part of the contract. It is the
responsibility of the Proposing Firm to ensure the proposal arrives by 5:00 pm Pacific Time on the due date.
Proposing Firms should allow enough delivery time to ensure timely receipt of their proposal. Responses
received after the prescribed due date and time will be disqualified from further consideration. Absolutely no late
submissions will be accepted or considered. Proposals will not be accepted if sent by email and/or fax.
County of Santa Cruz
Request for Proposal
Page 4

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