Investment Reporting Solution
| Agency: | City of Columbia |
|---|---|
| State: | Missouri |
| Type of Government: | State & Local |
| NAICS Category: |
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| Posted Date: | Mar 7, 2024 |
| Due Date: | Apr 5, 2024 |
| Solicitation No: | 62/2024 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
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Bid Information
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Contact Information
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Bid Attachments
| File Name | Description | File Size | ||||
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RFP 62-2024 - Investment Reporting Solution - FINAL.pdf |
RFP 62/2024 - PDF VERSION | 174 KB | ||||
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RFP 62-2024 - Investment Reporting Solution - FINAL.docx |
RFP 62/2024 - WORD VERSION | 86 KB | ||||
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Attachment 1 - Technical Requirements CheckList.docx |
RFP 62/2024 - Attachment 1 | 41 KB | ||||
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Attachment 2 - Contract Terms.docx |
RFP 62/2024 - Attachment 2 | 50 KB | ||||
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Attachment 3 - City of Columbia Investment Policy 3-20-23.pdf |
RFP 62/2024 - Attachment 3 | 525 KB | ||||
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Attachment 4 - State Investment Policy.pdf |
RFP 62/2024 - Attachment 4 | 295 KB | ||||
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Attachment 5 - Police & Fire Pension Investment Policy.pdf |
RFP 62/2024 - Attachment 5 | 585 KB | ||||
Attachment Preview
SOLICITATION NO.: Request for Proposal (RFP) 62/2024
BUYER: Cale Turner
PHONE NO.: (573) 874-7375
E-MAIL: cale.turner@como.gov
TITLE: Investment Reporting Solution
ISSUE DATE: March 7, 2024
RETURN PROPOSAL NO LATER THAN: April 5, 2024 AT 5:00 PM CENTRAL TIME (END DATE)
OFFERORS ARE ENCOURAGED TO RESPOND ELECTRONICALLY THROUGH THE CITY’S E-BIDDING
WEBSITE BUT MAY RESPOND BY HARD COPY (See Mailing Instructions Below)
MAILING INSTRUCTIONS: Print or type Solicitation Number and End Date on the lower left hand corner of the
envelope or package. Delivered sealed proposals must be in the Purchasing Division office
(701 E. Broadway, 5th Floor) by the return proposal date and time.
(U.S. Mail)
(Courier Service)
RETURN PROPOSAL TO: CITY OF COLUMBIA PURCHASING or CITY OF COLUMBIA PURCHASING
PO BOX 6015
701 E. BROADWAY, 5th FLOOR
COLUMBIA MO 65205
COLUMBIA MO 65201
CONTRACT PERIOD: Effective Date of Contract through Five (5) Years
DELIVER SUPPLIES/SERVICES FOB (Free On Board) DESTINATION TO THE FOLLOWING ADDRESS:
City of Columbia, Finance Department
701 East Broadway
Columbia, MO 65201
The offeror hereby declares understanding, agreement and certification of compliance to provide the items and/or services, at the prices
quoted, in accordance with all requirements and specifications contained herein. The offeror further agrees that the language of this RFP
shall govern in the event of a conflict with their proposal. The offeror further agrees that upon receipt of an authorized purchase order from
the Purchasing Division or when a Contract is signed and issued by an authorized official of the City of Columbia, a binding contract shall
exist between the offeror and the City of Columbia.
SIGNATURE REQUIRED
OFFEROR NAME
MAILING ADDRESS
CITY, STATE, ZIP CODE
CONTACT PERSON
PHONE NUMBER
EMAIL ADDRESS
FAX NUMBER
OFFEROR TAX FILING TYPE WITH IRS (CHECK ONE)
___ Corporation ___ Individual ___ State/Local Government
AUTHORIZED SIGNATURE
___ Partnership
DATE
___ Sole Proprietor
___IRS Tax-Exempt
PRINTED NAME
TITLE
RFP 62/2024 – Investment Reporting Solution
Page 2
1. INTRODUCTION AND GENERAL REQUIREMENTS
INTRODUCTION:
This document constitutes a request for competitive, sealed proposals for the provision of Investment Reporting
Solution services for the City of Columbia, Missouri (hereinafter referred to as City) as set forth herein.
The City is seeking an investment reporting and analytics solution to assist with the accounting, analyzing, and
reporting of its Pooled Cash Investment Pool, and an investment reporting and analytics solution to assist with the
accounting of the City’s Police and Fire Pension Fund.
Organization - This document, referred to as an RFP, is divided into the following parts:
1) Introduction and General Information
2) Scope of Work
3) Proposal Submission Information
4) Pricing Page(s)
5) Exhibits A – G
6) Attachment 1 – Technical Requirements Checklist
7) Attachment 2 – Sample Contract Terms
8) Attachment 3 – City Investment Policy
9) Attachment 4 – State Investment Policy
10) Attachment 5 – City Police & Fire Pension Policy
Terminology/Definitions: Whenever the following words and expressions appear in a Request for Proposal (RFP)
document or any addendum thereto, the definition or meaning described below shall apply.
• Addendum/Amendment means a written, official modification to an RFP.
• Attachment applies to all forms which are included with an RFP to incorporate any informational
data or requirements related to the performance requirements and/or specifications.
• Proposal end date and time and similar expressions mean the exact deadline required by the RFP
for the receipt of sealed proposals.
• Offeror means the supplier, vendor, person, or organization that responds to an RFP by submitting
a proposal with prices to provide the equipment, supplies, and/or services as required in the RFP
document.
• Buyer means the procurement staff member of the Purchasing Division. The contact person as
referenced herein is usually the buyer.
• Contract means a legal and binding agreement between two or more competent parties, for a
consideration for the procurement of equipment, supplies, and/or services.
• Contractor means a supplier, offeror, person, or organization who is a successful offeror as a result
of an RFP and who enters into a contract.
• Exhibit applies to forms which are included with an RFP for the offeror to complete and submit
with the sealed proposal prior to the specified end date and time.
• Request for Proposal (RFP) means the solicitation document issued by the Purchasing Division to
potential offerors for the purchase of equipment, supplies, and/or services as described in the
document. The definition includes all pricing pages, exhibits, attachments, and addendums thereto.
• May means that a certain feature, component, or action is permissible, but not required.
• Must means that a certain feature, component, or action is a mandatory condition.
• Pricing Page(s) applies to the form(s) on which the offeror must state the price(s) applicable for the
equipment, supplies, and/or services required in the RFP. The Pricing Pages must be completed
and submitted by the offeror with the sealed proposal prior to the specified proposal end date and
time.
• Shall have the same meaning as the word must.
• Should means that a certain feature, component and/or action are desirable but not mandatory.
RFP 62/2024 – Investment Reporting Solution
Page 3
BACKGROUND INFORMATION:
The City is responsible for two investment pools. The City’s pooled cash investment pool, valued at over $500
million, and The City’s Police and Fire Pension fund, which is valued at over $180 million.
The City Treasury Division has primary responsibility for the investment of excess City funds related to the City’s
pooled cash investment fund. Funds are invested in accordance with the State of Missouri Investment Policy
(Attachment 4), and the City of Columbia Investment Policy (Attachment 3). The portfolio consists of U.S Treasury
and Federal Agency Securities, Commercial Paper, and U.S. Govt. Agency Mortgage Backed Securities.
The City Treasury Division is responsible for all aspects of managing and reporting for the portfolio, including
implementing investment strategies, settling trades, reconciling accounts, and forecasting cash flow. The tracking
of this information is largely done through Excel sheets.
The City Police and Fire Pension Fund (Attachment 5) is managed by an outside investment manager. All
investments must be done in accordance to the Police and Fire Investment Policy. The investment portfolio consists
of Fixed Income, Large/Mid/Small Cap, International Equity, and Alternative Investments like real estate, depressed
debt and private equity.
The City Accounting Division is responsible for the monthly, quarterly, and yearly, journal entries related to the
City’s investments of the pooled cash portfolio and reconciling statements to the general ledger. As well as journal
entries and reconciliation related to the City’s Police and Fire Pension Fund. These journal entries need to be in
compliance with the Governmental Accounting Standards Board (GASB) rules, specifically GASB 31 and GASB
40. The compiling and posting of these journals are done through Excel sheets.
Although an attempt has been made to provide accurate and up-to-date information, the City, Missouri does not
warrant or represent that the background information provided herein reflects all relationships or existing conditions
related to this RFP.
SCHEDULE OF ACTIVITIES:
DATE
March 22, 2024
March 26, 2024
ACTIVITY
Close of written Requests for Additional Information
Written responses to Requests for Additional Information sent to all
April 5, 2024
RFP is due by Friday, April 5, 2024 at 5:00 p.m. CST
Summer 2024
Contract Start Date
The above dates are target dates and may change.
PROPOSAL SUBMISSION:
Proposals may be submitted in a sealed envelope at the purchasing office or uploaded electronically on the City’s
E-bidding website. No fax or e-mail proposals will be accepted. Sealed proposals must be delivered to the Finance
Department, Purchasing Division, 701 E. Broadway, 5th Floor, Columbia, MO 65201 by the closing date and time.
Proposals received after the appointed time will be determined non-responsive and will not be opened. The proposal
must be in sealed envelopes and marked in bold letters “RFP 62/2024 – INVESTMENT REPORTING
SOLUTION.”
QUESTIONS/CLARIFICATIONS OF THE RFP:
All questions concerning the solicitation and specifications shall be submitted in writing via e-mail to the name
below. You are encouraged to submit your questions via e-mail.
RFP 62/2024 – Investment Reporting Solution
Page 4
Cale Turner, Purchasing Agent
Phone: (573) 874-7375
E-mail: cale.turner@como.gov
Any oral responses to any question shall be unofficial and not binding on the City. An Addendum to this RFP
providing the City’s official response will be issued if necessary to all known prospective offerors. Questions must
be submitted no later than 5:00 p.m. on March 22, 2024.
This written Request for Additional Information will take place of the normal Pre-Proposal Conference.
VALIDITY OF PROPOSALS:
Offerors agree that proposals will remain firm for a period of ninety (90) calendar days after the date specified for
the return of proposals.
REJECTION OF PROPOSALS:
The City reserves the right to reject any or all proposals received in response to this RFP, or to cancel the RFP if it
is in the best interest of the City to do so. Failure to furnish all information requested in this RFP may disqualify
the proposal. Any exceptions to the requirements specified must be identified in the proposal.
WITHDRAWAL OF PROPOSALS:
Any offeror may withdraw his or her proposal at any time prior to the scheduled closing time for the receipt of
proposals. However, no proposal will be withdrawn for a period of ninety (90) calendar days after the scheduled
closing time for the receipt of proposals.
ALTERATION OF SOLICITATION:
The wording of the City’s solicitation may not be changed or altered in any manner. Offerors taking exception to
any clause in whole or in part should do so by listing said exceptions on their letterhead and submitting them with
their proposal; such exceptions will be evaluated and accepted or rejected by the City, whose decision will be final.
RESPONSE MATERIAL OWNERSHIP:
All material submitted regarding this RFP becomes the property of the City. Any person may review proposals
after the Agreement has been issued, subject to the terms of this solicitation.
INCURRING COSTS:
The City shall not be obligated or be liable for any cost incurred by offerors prior to issuance of an Agreement. All
costs to prepare and submit a response to this solicitation shall be borne by the offeror.
COLLUSION CLAUSE:
Any agreement or collusion among offerors and prospective offerors to illegally restrain freedom of competition by
agreement to fix prices, or otherwise, will render the proposals of such offerors void.
CONTRACT DOCUMENTS:
The final agreement between the City and the offeror will include by reference:
• Offeror’s Response to the RFP
• The City Issued RFP with any addendums
RFP 62/2024 – Investment Reporting Solution
Page 5
Any changes, additions or modifications hereto will be in writing and signed by the Purchasing Agent. No other
individual is authorized to modify the agreement in any manner.
FUNDS:
Financial obligations of the City payable after the current fiscal year are contingent upon funds for that purpose
being appropriated, budgeted, and otherwise made available. In the event funds are not appropriated, any resulting
Contract will become null and void, without penalty to the City.
TERMS AND CONDITIONS/SAMPLE CONTRACT TERMS:
The sample contract terms are attached as Attachment 2. Please review the terms and conditions set forth in the
sample contract terms. Should the offeror take exception to any of the required legal terms and conditions set forth
in Attachment 2, the offeror shall specifically include the exceptions in its proposal on vendor letterhead.
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