2020 Pension Fund Admin RFP

Agency: Village of North Palm Beach
State: Florida
Type of Government: State & Local
NAICS Category:
  • 541611 - Administrative Management and General Management Consulting Services
Posted Date: Feb 21, 2020
Due Date: Mar 27, 2020
Solicitation No: 2020 Pension Fund Admin RFP
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Bid Number: 2020 Pension Fund Admin RFP
Bid Title: 2020 Pension Fund Admin RFP
Category: North Palm Beach Bids
Status: Open

Description:
The Board of Trustees for the Village of North Palm General Retirement Fund (“Fund”) is accepting proposals for Administrative Services until 2:15 P.M. EST on March 27, 2020.

The complete Request for Proposals, including all specifications and proposal forms, may be obtained by bona fide proposers upon application at the Village of North Palm Beach, 501 U.S. Highway One, North Palm Beach, Florida 33408, from DemandStar or from the Village website at: www.village-npb.org.

The Fund anticipates an award to the proposer with the proposal determined by the Fund to be most advantageous. The Fund may conduct interviews and/or require presentations as part of the evaluation process.


Publication Date/Time:
2/20/2020 12:00 PM
Closing Date/Time:
3/27/2020 2:15 PM
Contact Person:
Renee Govig
Director of Human Resources
Village of North Palm Beach
501 US Highway One
North Palm Beach, FL 33408
(561) 841-3360
Related Documents:

Attachment Preview

VILLAGE OF NORTH PALM BEACH
GENERAL RETIREMENT FUND
REQUEST FOR PROPOSALS FOR
ADMINISTRATIVE SERVICES
VILLAGE OF NORTH PALM BEACH
GENERAL RETIREMENT FUND
501 U.S. HIGHWAY ONE
NORTH PALM BEACH, FL 33408
ADVERTISEMENT, INSTRUCTIONS
SPECIFICATIONS, PROPOSAL FORMS AND CONTRACT
ADVERTISEMENT
The Board of Trustees for the Village of North Palm General Retirement Fund (“Fund”) is
accepting proposals for Administrative Services until 2:15 P.M. EST on March 27, 2020 in care
of Renee Govig, Director of Human Resources, at North Palm Beach Village Hall, 501 U.S.
Highway One, North Palm Beach, FL 33408. Proposals received after the aforementioned date
and time shall not be accepted and shall be returned unopened.
The complete Request for Proposals, including all specifications and proposal forms, may be
obtained by bona fide proposers upon application at the Village of North Palm Beach, 501 U.S.
Highway One, North Palm Beach, Florida 33408, from DemandStar or from the Village website
at: www.village-npb.org.
No proposal may be withdrawn for a period of ninety (90) days after the scheduled closing date
for the receipt of proposals except as otherwise provided in the Instructions to Proposers and
Terms and Conditions.
Sealed proposal envelopes should be marked “RFP for Administrative Services” The Fund
shall evaluate the proposals in accordance with the criteria set forth in the RFP. The Fund
anticipates an award to the proposer with the proposal determined by the Fund to be most
advantageous. The Fund may conduct interviews and/or require presentations as part of the
evaluation process. The Fund shall not be liable for any costs incurred by any proposer in
connection with its response to this RFP.
The Fund reserves the right to reject all RFP submittals, to waive any formalities, to solicit and
re-advertise for new RFP submittals, or to abandon the project in its entirety.
VILLAGE OF NORTH PALM BEACH, FLORIDA
GENERAL RETIREMENT FUND
Publish:
Date:
Palm Beach Post
February 21, 2020
Publish:
DemandStar
February 21, 2020
Publish:
Date:
Village of North Palm Beach Website
February 21, 2020
INSTRUCTIONS TO PROPOSERS AND TERMS
AND CONDITIONS
GENERAL INFORMATION/PROPOSAL SUBMITTAL
The Proposal Documents consist of:
1. Request for Proposals;
2. Instructions to Proposers and Terms and Conditions;
3. Scope of Work/Specifications
4. Drug Free Workplace Certification;
5. Sworn Statement on Public Entity Crimes;
6. Scrutinized Vendor Certification;
7. Proposal Form; and
8. Any Addenda issued prior to the date designated for receipt of proposal.
Complete sets of the Proposal Documents shall be used in preparing the submitted Proposal. The
Village of North Palm Beach General Retirement Fund (“Fund”) does not assume any
responsibility for errors or misinterpretations resulting from the use of incomplete sets. All
required documents are to be placed in a sealed envelope bearing the words “RFP for
Administrative Services” on the outside and mailed or hand-delivered to the Village Finance
Director on or before the specified time and date. Each Proposer shall submit one (1) original,
five (5) copies and (1) on digital copy of its Proposal.
It is the Proposer’s sole responsibility to ensure that its Proposal is received by the Village
Finance Director on or before the closing date and time. The Fund shall in no way be
responsible for delays caused by any other occurrence. Proposals submitted by telephone,
telegram or facsimile will not be accepted.
The proposal opening time shall be scrupulously observed. Under no circumstances shall
proposals delivered after the time specified be considered. Such proposals shall be returned
unopened.
All proposals must be typewritten or filled in with pen and ink. Proposals by corporations must
be executed in the corporate name by the president or a vice-president (or other corporate officer
accompanied by evidence of authority to sign) and the corporate seal must be affixed or the
signature attested to by the secretary or an assistant secretary. The corporate address and state of
incorporation shall be shown below the signature.
Proposals by partnerships must be executed in the partnership name and signed by a partner,
whose title must appear under the signature and the official address of the partnership must be
shown below the signature.
Proposers shall not be allowed to modify their proposals after the opening time and date.
Pursuant to Section 119.071(1)(b)2, Florida Statutes, sealed proposals remain exempt from
public disclosure until such time as the Fund provides notice of its intended decision to accept a
Proposal or for thirty (30) days after opening, whichever is earlier.
Instructions Page 1
The submission of a proposal shall constitute an incontrovertible representation by the Proposer
that the Proposal Documents are sufficient in scope and detail to indicate and convey
understanding of all terms and conditions for performance of the requested services.
CONTACT PERSON
For information concerning this Proposal, please contact:
Renee Govig
Director of Human Resources
Village of North Palm Beach
501 US Highway One
North Palm Beach, FL 33408
(561) 841-3360
All questions must be submitted in writing by e-mail to rgovig@village-npb.org at least five
(5) days prior to the proposal opening.
ACCEPTANCE/REJECTION
The Fund reserves the right to accept or to reject any or all proposals in whole or in part, with or
without cause, to waive any informalities and technicalities and to make the award to the
Proposer whose Proposal, in the sole opinion of the Fund’s Board of Trustees, will be most
advantageous to the Fund. The Fund reserves the right to reject the Proposal of any Proposer
who has previously failed in the proper performance of an award or to deliver on time contracts
of a similar nature or who is not in a position to perform properly under this award. The Fund
reserves the right to re-issue the Request for Proposals.
ADDITIONAL TERMS AND CONDITIONS
No additional terms and conditions included with the Proposal Response shall be evaluated or
considered and any and all such additional terms and conditions shall have no force and effect
and are inapplicable to this proposal, whether submitted either purposely through intent or design
or inadvertently appearing separately in transmittal letters, specifications, literature, price lists or
warranties. It is understood and agreed that the terms and conditions in this proposal solicitation
are the only conditions applicable to the Proposal and the Proposer’s authorized signature affixed
to the Proposer acknowledgment form attests to this.
INTERPRETATIONS, CLARIFICATIONS AND ADDENDA
No oral interpretations will be made to any Proposer as to the meaning of the Proposal
Documents. Any inquiry or request for interpretation received five (5) or more days prior to the
date fixed for opening of Proposals will be given consideration. All such changes and
interpretations will be made in writing in the form of an addendum and, if issued, will be mailed
or sent by available means to all known prospective Proposers prior to the established Proposal
opening date. Submission of a Proposal constitutes acknowledgment by the Proposer of the
receipt of addenda. All addenda are a part of the Proposal Documents and each Proposer will be
bound by such addenda, whether or not received by him/her. It is the responsibility of each
Instructions Page 2
Proposer to verify that he/she received all addenda issued before Proposals are opened. No
authorization is allowed by Village personnel to interpret, or give information as to Proposal
requirements in addition to that which is contained in the written Proposal document and
addenda.
CONTRACTUAL AGREEMENT
All terms and conditions of the Proposal Documents shall be included and incorporated into a
Contract between the Fund and the Proposer. The order of contract precedence shall be the
Contract and then Proposal Documents and Proposal Response. Any and all legal action
necessary to enforce the Contract will be held in Palm Beach County and the Contract will be
interpreted according to the laws of Florida.
LEGAL REQUIREMENTS
A person or affiliate who has been placed on the convicted vendor list following a conviction for
a public entity crime may not submit a proposal on a contract to provide any goods or services to
a public entity, may not submit a proposal on a contract with a public entity for the construction
or repair of a public building or public work, may not submit proposals on leases or real property
to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor,
or consultant under a contract with any public entity, and may not transact business with any
public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY
TWO for a period of 36 months from the date of being placed on the convicted vendor list.
VARIANCES
The Proposer shall be responsible for reading very carefully, and understanding completely, the
requirements and the specifications. For purposes of proposal evaluation, Proposers must
indicate any variances to the specifications, terms and conditions, no matter how slight. If
variations are not stated in the proposal, the Fund shall construe the Proposal to fully comply
with the specifications, terms and conditions as given herein.
AWARD
The Fund reserves the right to hold all Proposals for a period not to exceed ninety (90) days after
the date of proposal opening stated in the Request for Proposal.
PROPOSAL WITHDRAWAL
Any proposal may be withdrawn up until the time set for opening of the proposals. Any
proposals not so withdrawn shall, upon opening, constitute an irrevocable offer to sell to the
Fund the services set forth in the attached specifications until one or more of the proposals have
been duly accepted by the Fund.
If, within twenty-four (24) hours after Proposals are opened, any Proposer files a duly signed
written notice with the Fund and promptly demonstrates to the reasonable satisfaction of the
Fund that there was a material and substantial mistake in the preparation of his/her Proposal, that
Instructions Page 3

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