INDEPENDENT THIRD-PARTY ADMINISTRATION OF 403(b) COMPLIANCE PROGRAM 27SCH001G

NEEDHAM PUBLIC SCHOOLS
1330 Highland Avenue
Needham, MA 02492
April 2026
REQUEST FOR PROPOSALS (RFP)
#27SCH001G
INDEPENDENT THIRD PARTY ADMINISTRATION OF
403(b) COMPLIANCE PROGRAM
The Needham Public School District , as the lead district for a Collective Purchasing Group , seeks
written proposals from qualified, independent Third-Party Administrators (TPA) to assist interested School
Districts within the Collective Purchasing Group with the implementation and operation of each School
District's 403(b) and related programs and act as Third Party Administrator ("TPA") for each program. The
responsibilities for implementation and operation are defined in the Scope of Work.
The RFP covers the three year period beginning, January 1, 2027 through December 31, 2029 .
Request for Proposal packages will be available from the Office of the Needham Public Schools Assistant
Superintendent for Finance and Operations, 1330 Highland Avenue, Needham, MA 02492 , or may be
downloaded from http://www.needhamma.gov/bids.aspx beginning, April 10, 2026 at 9:00 AM .
Proposals are returnable to the Office of the Assistant Superintendent for Finance and Operations, 1330
Highland Avenue, Needham, MA 02492 no later than 10:00 AM, May 11, 2026 , at which time and place
they will be opened in the presence of one or more witnesses. LATE PROPOSALS will not be accepted.
The Town reserves the right to reject any and all proposals as determined to be in the interests of the Town
and to waive minor informalities.
Bids will be awarded by the Needham School Committee, acting through the Superintendent.
Daniel Gutekanst
Superintendent of Schools
Town of Needham
Needham, Massachusetts
1

Needham Public Schools
Procurement in Brief
Melane Bisbas
School Business and Operations Coordinator
1330 Highland Avenue
Primary Procurement Contact
Needham, MA 02492
Phone: 781-455-0400 x 11204
melane_bisbas@needham.k12.ma.us
Event Date Details
INDEPENDENT THIRD PARTY ADMINISTRATION OF
Title
403(b) COMPLIANCE PROGRAM
Contract Number #27SCH001G
Request for proposal packages are
available from the Office of the
Assistant Superintendent for Finance and
Operations, 1330 Highland Avenue,
Needham, MA 02492, or may be
downloaded from
http://www.needhamma.gov/bids.aspx .
RFP Available April 10, 2026 9:00 AM
Bidders who access bid materials from
the Town's website are responsible for
acknowledging receipt of those materials
using the Acknowledgement of Receipt
form found in Appendix B and for
checking the website periodically for
any addenda that may be issued.*
Pre-Bid Meeting No Prebid is Scheduled
Proposal Presentation May be requested
Questions must be submitted in writing,
via fax, email or US post to:
Melane Bisbas
School Business and Operations
Coordinator
April 24, 2026 12:00 PM
1330 Highland Avenue
Needham, MA 02492
Deadline for Written Questions Needham Public Schools will
Phone: 781-455-0400 x 11204
not respond to questions
melane_bisbas@needham.k12.ma.us
submitted after the above date.
Oral communications are not binding on
the School Department. Responses to
questions submitted in writing will be
forwarded to all persons on record as
having received the RFP.
If any changes are made to this RFP, an addendum will be issued. Addenda
will be mailed or faxed or emailed to all bidders on record as having received
Addenda the RFP. Addenda also will be posted to the Town of Needham bid website
at http://www.needhamma.gov/bids.aspx .
2

Bids are due to the Office of the
Assistant Superintendent for Finance and
Operations, 1330 Highland Avenue,
Needham, MA 02492 by the due date
May 11, 2026 10:00 AM and time. If, on the bid due date, the
above office is closed due to
When and Where are Bids Due?
LATE PROPOSALS will not be uncontrolled events such as fire, snow,
accepted . ice, wind, or building evacuation, the bid
opening will be postponed to the next
normal business day (M-F, excluding
holidays.) Bids will be accepted at the
same location until that date and time.
Number of Required Copies One original + 3 copies of all forms
Sealed proposals are NOT publicly
opened. Proposals will be opened in the
May 11, 2026 10:00 AM
Bid Opening presence of one or more witnesses. A list
of bidders will be made available after
the submission deadline.
Bid Surety (Bond) Requirements None Required
Contract Award Award will be made within 90 business days after the bid opening.
Contract Length 3 Years
Upon Award of Contract
Payment Bond None Required
Performance Bond None Required
Insurance Refer to Contract Terms
* Bid Acknowledgement
It is recommended (but not required) that bidders acknowledge receipt of the bid package using the
Acknowledgement of Receipt form found in Appendix C . Bidders who complete and return this
acknowledgement will be entered as a bidder of record in the Bid Distribution Register, thereby ensuring that they
will receive notification of any addenda or answered questions related to this bid. Bidders who do not complete
and return the Acknowledgement Form are responsible for checking the website regularly for any addenda that
are issued to this bid.
3

TABLE OF CONTENTS
I. General Information & Instructions to Bidders 5
1. Questions 6
2. Bid Addenda 6
3. Pre-Bid Conference 7
II. Basis for Use of Competitive Sealed Proposals (RFP) 10
III. Contract Award and Bidder Qualifications 10-12
IV. Purchase Description and Scope of Services 13
V. Comparative Evaluation Criteria 21
BID FORMS
BID FORM I- BID CHECKLIST 24
BID FORM II-BIDDER INFORMATION AND STATEMENT OF QUALIFICATIONS 25
BID FORM III- PRICE PROPOSAL 30
ATTACHMENT A- EXCEL FORM 31
BID FORM IV- CERTIFICATES OF COMPLIANCE WITH
MASSACHUSETTS TAX LAWS AND NON-COLLUSION 34
BID FORM V- CERTIFICATE OF CORPORATE VOTE 35
APPENDIX A- MASTER AGREEMENT 36
APPENDIX B- DISTRICT AGREEMENT 44
APPENDIX C- ACKNOWLEDGMENT OF RECEIPT 51
4

NEEDHAM PUBLIC SCHOOLS
1330 Highland Avenue
Needham, MA 02492
April 2026
INDEPENDENT THIRD PARTY ADMINISTRATION OF
403(b) COMPLIANCE PROGRAM
REQUEST FOR PROPOSALS (RFP)
#27SCH001G
I. INFORMATION & INSTRUCTIONS TO BIDDERS
1. Collective Procurement:
The Needham Public School District, as the Lead District for a Collective Purchasing Group
(CPG) , seeks written proposals from qualified, independent Third Party Administrators (TPA) to
assist interested School Districts within the Collective Purchasing Group with the implementation
and operation of each School District's 403(b) and related programs and act as Third Party
Administrator ("TPA") for each program. The responsibilities for implementation and operation are
defined in the Scope of Work.
The Massachusetts public school districts and public school collaboratives that comprise
the C ollective Purchasing Group (CPG ) are: Acton-Boxborough Regional, Andover Public
Schools, Arlington, Ashland, Assabet Valley Collaborative, Athol Royalston Regional School
District, Ayer Shirley Regional, Bedford, Brookline, Canton, Carlisle, Concord, Concord-Carlisle
Regional, Danvers, Essex North Shore Agricultural & Technical School District, Edgartown,
Everett, Franklin, Georgetown, Greater Lawrence Technical, Greater Lowell Technical, King Philip
Regional School District, Lee, Lexington, Lincoln, Lincoln-Sudbury Regional, Lunenburg,
Lynnfield, Manchester-Essex Regional, Marblehead, Marlborough, Martha's Vineyard Regional,
Narragansett Regional School District, Natick, Needham, New Bedford, North Middlesex Regional,
Northampton, Northborough, Northborough-Southborough Regional School District, Oak Bluffs,
Pentucket Regional School District, Pittsfield, Quabbin Regional School District, Reading, Saugus,
Silver Lake Regional, South Coast Educational Collaborative, South Middlesex Regional Vocational
Technical School District/ Joseph P. Keefe Technical School, South Shore Educational
Collaborative, Southborough, Southeastern MA Educational Collaborative, Stoneham, Stoughton,
Sudbury, Tewksbury, Tisbury, Up-Island Regional, Walpole, Wayland, Wellesley, Westford, Weston,
Whittier Regional Vocational Technical High School, Wilmington, Winchendon, Winchester, and
Woburn (collectively referred to as the "Collective Purchasing Group").
Needham Public School District is the Lead District for the Collective Purchasing Group, with
responsibility for the procurement up to and including award of a contract (Master Agreement). The
Lead District will form a committee to evaluate Technical Proposals based on the Minimum
Evaluation Criteria and the Comparative Evaluation Criteria set forth in this RFP, and the Price
Proposals.
The contract (Master Agreement) resulting from this RFP will be up to three years (36 months.)
Each district in the Collective Purchasing Group will have the ability and authority to access the
5

services of the TPA under the Master Agreement. However, CPG member districts are under no
obligation to do so.
The Lead District reserves its right to reject any and all proposals, as determined to be in the interest
of the Collective Purchasing Group, and to waive any informalities.
2. Questions:
Bidders must read these specifications carefully. Questions about the specifications shall be
submitted in writing via fax, email or U.S. post to the address specified below, no later than April
24, 2026, 12:00 PM. Needham Public Schools will not respond to questions submitted after that
date.
Melane Bisbas
School Business and Operations Coordinator
1330 Highland Avenue
Needham, MA 02492
Phone: 781-455-0400 x 11204
melane_bisbas@needham.k12.ma.us
Bidders also take note that ORAL COMMUNICATIONS ARE NOT BINDING ON THE SCHOOL
DEPARTMENT. The School Department will respond to all questions submitted in writing and will
forward responses to all persons on record as having received the RFP.
3. Downloading Bid Documents from the Town of Needham website:
Bid documents, including addenda, may be downloaded from the Town of Needham website at
http://www.needhamma.gov/bids.aspx . Bidders who access bid materials from the Town's website
are responsible for acknowledging receipt of those bid materials using the Acknowledgement of
Receipt form found in Appendix C and for checking the website periodically for any addenda that
may be issued.
4. Bid Acknowledgement:
It is recommended (but not required) that bidders acknowledge receipt of materials that have been
downloaded from the Town of Needham website using the Acknowledgement of Receipt form found
in Appendix C . Bidders who complete and return this acknowledgement upon download, will be
entered as a bidder of record in the Bid Distribution Register, thereby ensuring that they will receive
notification of any addenda or answered questions related to this bid. Bidders who do not complete
and return the Acknowledgement Form are responsible for checking the website regularly for any
addenda that are issued to this bid.
5. Bid Addenda:
If any changes are made to this RFP, an addendum will be issued. Addenda will be mailed, faxed or
emailed to all bidders on record as having received the RFP. Addenda also will be posted to the
Town of Needham bid website at http://www.needhamma.gov/bids.aspx .
6

6. Pre-Bid Conference:
No pre-bid conference is scheduled
7. When and Where are Bids Due?
Bids will be received by the Assistant Superintendent for Finance and Operations, Needham Public
Schools, 1330 Highland Avenue, Needham, MA 02492, until May 11, 2026, 10:00 AM at which
time and place they will be opened in the presence of one or more witnesses. This is not a public bid
opening.
8. Unexpected Closure or Delays :
If, at the time of the scheduled bid submission deadline, the designated location for delivery of the
bid is closed due to uncontrollable events such as fire, snow, ice, wind or building evacuation, the
bid opening will be postponed to the next normal business day (M-F, excluding holidays at the same
designated time.) Bids will be accepted at the same location until that date and time.
9. Late Submissions:
Bids received after the date and time specified shall not be considered. Neither the Lead District nor
any CPG member district will be liable for late submissions due to mail, courier or delivery delays.
10. Submission Requirements:
A. Proposals consist of a non-price (technical) proposal and a price proposal. The non-price
proposal must be submitted separately from the price proposal, in a sealed envelope marked
"Non-Price Proposal." Price proposals must be submitted in a separate, sealed envelope marked
"Price Proposal." INCLUSION OF ANY PRICE INFORMATION IN THE NON-PRICE
PROPOSAL, OR ANY COPY THEREOF, SHALL BE THE CAUSE FOR REJECTION OF
THE ENTIRE PROPOSALS, WITHOUT EXCEPTION.
B. Bids are to be prepared and submitted on the bid forms provided herein. Bids submitted on other
forms, which are incomplete, or which are not signed, may be rejected.
C. A bid must be signed as follows: 1) if a bidder is an individual, by him/her personally; 2) if the
bidder is a partnership, by the name of the partnership, followed by the signature of each general
partner; and 3) if the bidder is a corporation, by the authorized officer, whose signature must be
attested to by the Clerk/Secretary of the corporation and the corporate seal affixed.
D. A complete proposal will include ONE ORIGINAL and THREE COPIES of the following
forms, in the designated quantities, completed in full and appropriately signed:
Non-Price (Technical) Proposal - One Original +3 Copies
Cover Letter
Table of Contents
Bid Form I Checklist of Bid Forms
7

Bid Form II Bidder Information & Statement of Qualifications, Including
Attachments
Bid Form IV Certificate of Compliance with Massachusetts Tax Laws &
Bid Form V Non-Collusion
Certificate of Corporate Vote
Price Proposal - One Original +3 Copies
Bid Form III Price Proposal
E. As part of the evaluation of the Technical Proposal, and before evaluation of the Price Proposal,
the Evaluation Committee may require Proposers' lead staff person(s) who would be assigned to
the contract, to make an oral presentation and be interviewed. Bidders will be notified if an oral
presentation will be required.
11. Premature Bid Opening
Neither the Lead District nor any CPG member district will be liable for the premature opening of
any bid not properly identified.
12. Bid Modifications or Withdrawals
Bidders may correct, modify or withdraw a bid prior to the submission deadline. Requests to do so
must be received before the time and date set for the bid opening. Bid modifications must be
submitted in a sealed envelope clearly labeled "Modification No.____." Each modification must be
numbered in sequence, and must reference the original bid.
After the submission deadline, bidders may not change the price or any other provision of the bid in
a manner that is prejudicial to the interests of the governmental body or fair competition. The Lead
District will waive minor informalities or allow the bidder to correct them. If a mistake and the
intended bid are clearly evident on the face of the bid document, the Lead District will correct the
mistake to reflect the intended correct bid, and will notify the bidder in writing. A bidder may
withdraw a bid if a mistake is clearly evident on the face of the bid document but the intended
correct bid is not similarly evident.
13. Rejection of Bids
The Lead District reserves the right to reject in whole or in part any and all bids, if the Lead District
determines that cancellation or rejection serves the best interests of the Lead District or CPG.
14. Bonds
No bonds are required to be provided under this RFP.
15. Uniform Procurement Act (MGL Ch30B)
Bids shall be prepared, considered, and the Contract awarded in accordance with Massachusetts
General Law (M.G.L.) Chapter 30B, the Uniform Procurement Act.
8

16. Prices Firm for 90 Days
All bid prices submitted in response to this RFP must remain firm for ninety (90) days following the
bid opening, until a contract is executed, or the RFP is canceled, whichever occurs first.
17. Taxes
CPG member districts are exempt from any taxes imposed by state/federal government. Exemption
certificates will be supplied by each district upon entering into a commitment for services with the
selected TPA.
18. Public Records
Under Massachusetts General Laws, the Needham Public Schools cannot assure the confidentiality
of any materials or information that may be submitted in response to this Bid. Vendors who choose
to submit confidential information, do so at their own risk. All materials submitted by the vendor in
response to this Bid will be open for inspection by any person and in accordance with Massachusetts
General Laws, Chapter 66 (Public Records Law.) Any statements reserving any confidentiality or
privacy rights in the submitted responses or otherwise inconsistent with these statues will be void
and disregarded. Unless specifically addressed by statute, the Town may charge five cents ($0.05)
per page for photocopies. The Town may charge the actual cost of reproducing a copy of a record
that is not susceptible to ordinary means of reproduction, such as large computer records or
over-sized plans. The Town may charge and recover a fee for the time in excess of two hours that an
employee spends searching, redacting, photocopying and re-filing a record. The Town will provide a
written, good faith estimate of the applicable copying, search time and segregation time fees to be
incurred prior to complying with a public records request. The cost of performing a search and
segregation of records generally will not exceed $25.00 per hour.
19. Conflict of Interest
By executing a contract under this RFP, the Bidder acknowledges that the Lead District and CPG
member districts are a municipality or public collaborative for the purposes of Massachusetts
General Laws, Chapter 268A (the Massachusetts Conflict of Interest statue), and agrees, as
circumstances require, to take actions and to forbear from taking actions so as to be in compliance at
all times with the obligations of the contractor based on said statute.
20. Other Notices
A. Bid evaluation and contract award will be made without regard to race, color, sex, age, handicap,
religion, political affiliation or national origin.
B. The Bidder shall adhere to the provisions of the Fair Employment Practices Law of the
Commonwealth (Massachusetts General Laws, Chapter 151B).
C. The provisions relating to non-discrimination and affirmative action in employment shall flow
through all contracts and subcontracts that the successful Bidder may receive or award as a result
of this contract.
D. Any services provided by the Bidder shall be rendered through a professional services contract;
9

the Bidder will not be considered an employee of the Lead District or any member of the CPG
and will not receive any benefits of an employee.
E. The Bidder shall comply with Massachusetts General Laws, Chapter 66A if the Bidder becomes
a "holder" of "personal data". The Bidder shall also protect the physical security and restrict any
access to personal or other CPG member district data in the Bidder's possession, or used by the
Bidder in the performance of the Contract, which shall include, but is not limited to the CPG
member district's public records, documents, files, software, equipment or systems.
II. BASIS FOR USE OF COMPETITIVE SEALED PROPOSALS (RFP)
The Lead District has determined that selecting the most advantageous proposal for an "Independent
Third Party Administration of 403(B) Compliance Program" will require comparative judgments of
factors in addition to price, including: the quality of the overall proposal, the quality of the proposed
plan of service, bidder experience within the 403(b) market space, the number of plans offered by
the bidder and the number of participants served, participant capacity, the qualifications and
experience of key personnel, communication protocols, vendor software and infrastructure and the
quality of references provided.
III. CONTRACT AWARD & BIDDER QUALIFICATIONS
1. Rule for Award/ Master Contract Issuance :
A. The Lead District will award one Master Agreement for Independent Third Party Administration
of 403B Compliance Program to the responsive and responsible bidder providing the most
advantageous proposal over the three-year contract period, January 1, 2027 through December
31, 2029 . The Master Contract will incorporate all terms and conditions included in this RFP
and the accepted terms and conditions of the Contractor's proposal.
B. The Lead District will award the Master Contract under this bid within ninety (90) business days
after the opening of the bids.
C. Should there be a reason why the Master Contract cannot be awarded within the time referenced
herein, the time for award may be extended for up to 45 additional days by mutual agreement
between the Lead District and the successful bidder.
D. The Lead District reserves the right to reject any and all proposals as determined to be in the best
interest of the Lead District or CPG and to waive minor informalities.
E. The successful bidder must enter into the Master Contract Agreement with the Lead District
(Appendix A), or a contract in substantially similar format. Each CPG member district who
chooses to access the services of the bidder under the Master Agreement will execute a separate
District Agreement with the successful bidder (Appendix B), or a contract in substantially similar
format.
10