Proposal Solicitation ? 457(b) Plan Recordkeeping and Administration

Agency:	Worcester County
State:	Maryland
Type of Government:	State & Local
NAICS Category:	541611 - Administrative Management and General Management Consulting Services
Posted Date:	Dec 19, 2023
Due Date:	Jan 25, 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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Worcester County Administration

1 West Market Street, Room 1103

Snow Hill, Maryland 21863

REQUEST FOR PROPOSAL

PROJECT: 457(b) Plan Recordkeeping and Administration

DEPARTMENT:

Human Resources

NAME:

ADDRESS:

VENDOR:

DATE:

TIME:

PROPOSAL OPENING:

Thursday, December 28, 2023

2:30 PM

TABLE OF CONTENTS

SECTION I: INTRODUCTION................................................................................................................................................... 3

A. PURPOSE ......................................................................................................................................................................... 3

B. CLARIFICATION OF TERMS...................................................................................................................................... 3

C. QUESTIONS AND INQUIRES ...................................................................................................................................... 3

D. FILLING OUT PROPOSAL DOCUMENTS ................................................................................................................ 3

E. SUBMISSION OF PROPOSAL DOCUMENTS ........................................................................................................... 4

F. OPENING OF PROPOSALS .......................................................................................................................................... 4

G. ACCEPTANCE OR REJECTION OF PROPOSALS .................................................................................................. 4

H. QUALIFICATIONS......................................................................................................................................................... 5

I. DESCRIPTIVE LITERATURE ..................................................................................................................................... 5

J. NOTICE TO VENDORS ................................................................................................................................................. 6

K. PIGGYBACKING............................................................................................................................................................ 6

SECTION II: GENERAL INFORMATION ............................................................................................................................... 7

A. ECONOMY OF PROPOSAL ......................................................................................................................................... 7

B. PUBLIC INFORMATION ACT (PIA) .......................................................................................................................... 7

C. CONTRACT AWARD..................................................................................................................................................... 7

D. AUDIT............................................................................................................................................................................... 7

E. NONPERFORMANCE.................................................................................................................................................... 7

F. MODIFICATION OR WITHDRAWL OF PROPOSAL ............................................................................................. 8

G. DEFAULT......................................................................................................................................................................... 8

H. COLLUSION/FINANCIAL BENEFIT .......................................................................................................................... 8

I. TAX EXEMPTION .......................................................................................................................................................... 8

J. CONTRACT CHANGES ................................................................................................................................................ 9

K. ADDENDUM .................................................................................................................................................................... 9

L. EXCEPTIONS/ SUBSTITUTIONS ................................................................................................................................ 9

M. APPROVED EQUALS .................................................................................................................................................. 10

N. DELIVERY..................................................................................................................................................................... 10

O. INSURANCE .................................................................................................................................................................. 10

P. PROPOSAL EVALUATION ........................................................................................................................................ 10

SECTION III: PROPOSAL SPECIFICATIONS ..................................................................................................................... 11

A. SCOPE ............................................................................................................................................................................ 11

B. PLAN BACKGROUND ................................................................................................................................................. 11

C. PAYROLL ...................................................................................................................................................................... 11

D. ON-SITE SERVICE DAYS ........................................................................................................................................... 11

E. PARTICIPANT AND PLAN ASSET BACKGROUND ............................................................................................. 11

F. PORTABILITY .............................................................................................................................................................. 11

G. SURENDER CHARGES ............................................................................................................................................... 11

H. LOANS ............................................................................................................................................................................ 11

I. ANCILLARY FEES....................................................................................................................................................... 11

J. ATTACHMENTS........................................................................................................................................................... 11

K. QUESTIONS .................................................................................................................................................................. 11

L. AWARD .......................................................................................................................................................................... 11

SECTION IV: EVALUATION AND SELECTION PROCESS .............................................................................................. 12

FORM OF PROPOSAL ............................................................................................................................................................... 13

REFERENCES ............................................................................................................................................................................. 14

EXCEPTIONS .............................................................................................................................................................................. 15

INDIVIDUAL PRINCIPAL......................................................................................................................................................... 16

VENDOR’S AFFIDAVIT OF QUALIFICATION TO BID...................................................................................................... 17

NON-COLLUSIVE AFFIDAVIT................................................................................................................................................ 18

EXHIBIT A ................................................................................................................................................................................... 19

SECTION I: INTRODUCTION

A. PURPOSE

1. The purpose of this Request for Proposal Document is for Worcester County (“County”) to

contract a qualified institutional retirement plan provider to administer and communicate the

County’s 457(b) plan in conformity with the requirements contained herein (“Proposal

Document(s)”).

B. CLARIFICATION OF TERMS

1. Firms or individuals that submit a proposal for award of a contract (“Contract”) are referred to as

vendors (“Vendors”) in this document. The Vendor that is awarded the Contract is herein

referred to as the (“Successful Vendor”).

C. QUESTIONS AND INQUIRES

1. Questions must be addressed in writing to the Worcester County Procurement Officer at

nrice@co.worcester.md.us.

2. The last date to submit questions for clarification will be noon on Wednesday, December 20,

2023.

3. Addenda are posted on the County website at https://www.co.worcester.md.us/ under County

Info: Bid Board: at https://www.co.worcester.md.us/commissioners/bids at least five calendar

days before proposal opening.

4. It is the Vendors responsibly to make sure all addenda are acknowledged in their proposal.

Failure to do so could result in the proposal being disqualified.

D. FILLING OUT PROPOSAL DOCUMENTS

1. Use only forms supplied by the County.

2. One unbound original and five bound copies of the proposal form and any required attachments

must be submitted in the solicitation and can be submitted in the same envelope unless otherwise

instructed.

3. Proposal Documents should be complied as follows: (1) Cover letter, (2) Form of Proposal, (3)

References, (4) Exceptions Document and Signed addenda, if necessary (5) Individual Principal

Document, (6) Vendor’s Affidavit of Qualification to Bid, and (7) Non-Collusive Affidavit

4. Where so indicated by the make-up of the Proposal Documents, sums will be expressed in both

words and figures, and in the case of a discrepancy between the two, the amount written in words

will govern. In the event there is a discrepancy between the unit price and the extended totals, the

unit prices will govern.

5. Any interlineation, alteration, or erasure will be initialed by the signer of the Proposal

Documents.

6. Each copy of the Proposal Documents will be signed by the person(s) legally authorized to bind

the Vendor to a contract, using the legal name of the signer. Proposal Documents submitted by

an agent will have a current Power of Attorney attached certifying the agent’s authority to bind

the Vendor.

7. Vendor will supply all information and submittals required by the Proposal Documents to

constitute a proper and responsible completed Proposal Document package.

8. Any ambiguity in the Proposal Documents as a result of omission, error, lack of clarity or non-

compliance by the Vendor with specifications, instructions, and/or all conditions of bidding will

be construed in the light most favorable to the County.

E. SUBMISSION OF PROPOSAL DOCUMENTS

1. All copies of the Proposal Documents and any other documents required to be submitted with the

Proposal Documents will be enclosed in a sealed envelope. The envelope will be addressed to the

Worcester County Commissioners and will be identified with the project name: 457(b) PLAN

RECORDKEEPING AND ADMINISTRATION and the Vendor’s name and address. If the

Proposal Documents are sent by mail, the sealed envelope will be enclosed in a separate mailing

envelope with the notation “SEALED PROPOSAL DOCUMENTS ENCLOSED” on the face

thereof.

2. Proposals must be mailed or hand carried to the Worcester County Administration Office, 1

West Market Street, Room 1103, Snow Hill, MD 21863, in order to be received prior to the

announced proposal deadline. Proposals received after said time or delivered to the wrong

location will be returned to the Vendor unopened.

3. Proposals are due and will be opened at the time listed on the front of this Proposal

Document.

4. If you are delivering a proposal in person please keep in mind to allow time to get through

security and into the Administration Office. It is fully the responsibility of the Vendor to ensure

that the proposal is received on time.

5. The County will not speculate as to reasonableness of the postmark, nor comment on the apparent

failure of a public carrier to have made prompt delivery of the proposal.

6. Vendors, or their authorized agents, are expected to fully inform themselves as to the conditions,

requirements, and specifications before submitting Proposal Documents; failure to do so will be

at the Vendor’s own risk.

7. A fully executed Affidavit of Qualification to Bid will be attached to each Proposal Document.

8. Minority vendors are encouraged to participate.

9. All Vendor submitted Proposal Documents will be valid for a minimum of sixty days from the

date of Proposal Document opening.

10. Electronically mailed proposals are not considered sealed proposals and will not be accepted.

F. OPENING OF PROPOSALS

1. Proposal Documents received on time will be opened publicly and Vendor’s names and total

costs will be read aloud for the record.

2. The Contract will be awarded or all Proposal Documents will be rejected within sixty days from

the date of the Proposal Document opening.

G. ACCEPTANCE OR REJECTION OF PROPOSALS

1. Unless otherwise specified, the Contract will be awarded to the most responsible and responsive

Vendor complying with the provisions of the Proposal Documents, provided the proposal does

not exceed the funds available, and it is in the best interest of the County to accept it. The County

reserves the right to reject the Proposal Documents of any Vendor who has previously failed to

perform properly in any way or complete on time contracts of a similar nature; or a Proposal

Document from a Vendor who, investigation shows, is not in a position to perform the Contract;

or Proposal Documents from any person, firm, or corporation which is in arrears or in default to

the County for any debt or contract.

2. Completed Proposal Documents from Vendors debarred from doing business with the State of

Maryland or the Federal Government will not be accepted.

3. In determining a Vendor’s responsibility, the County may consider the following qualifications,

in addition to price:

a. Ability, capacity, and skill to provide the commodities or services required within the

specified time, including future maintenance and service, and including current financial

statement or other evidence of pecuniary resources and necessary facilities.

b. Character, integrity, reputation, experience and efficiency.

c. Quality of past performance on previous or existing contracts, including a list of current

and past contracts and other evidence of performance ability.

d. Previous and existing compliance with laws and ordinances relating to contracts with the

County and to the Vendor’s employment practices.

e. Evidence of adequate insurance to comply with Contract terms and conditions.

f. Statement of current work load and capacity to perform/provide the Goods and/or

Services.

g. Explanation of methods to be used in fulfilling the Contract.

h. The Vendor, if requested, will be prepared to supply evidence of its qualifications, listed

above, and its capacity to provide/perform the Goods and/or Services; such evidence to

be supplied within a specified time and to the satisfaction of the County.

4. In determining a Vendor’s responsiveness, the County will consider whether the Proposal

Document conforms in all material respects to the Proposal Documents. The County reserves the

right to waive any irregularities that may be in its best interest to do so.

5. The County will have the right to reject any and all Proposal Documents, where applicable to

accept in whole or in part, to add or delete quantities, to waive any informalities or irregularities

in the Proposal Document received, to reject a Proposal Document not accompanied by required

Bid security or other data required by the Proposal Documents, and to accept or reject any

Proposal Document which deviates from specifications when in the best interest of the County.

Irrespective of any of the foregoing, the County will have the right to award the Contract in its

own best interests.

H. QUALIFICATIONS

1. The Vendor must be in compliance with the laws regarding conducting business in the State of

Maryland.

All Vendors shall provide a copy Certificate of Status from the Maryland Department of

Assessments and Taxation, evidencing the Vendor is in good standing with the State of Maryland.

See https://sdatcert1.resiusa.org/certificate_net/ for information on obtaining the Certificate of

Status. Certificates of status are not available for trade names, name reservations, government

agencies, sole proprietorships, and some other accounts as these are not legal entities and thus

are not required for these categories of Vendors. For more information on the Certificate of

Status please see http://www.dat.state.md.us/sdatweb/COSinfo.html .

2. Worcester County reserves the right, at its sole discretion, to extend the date this documentation

must be provided. The Vendor’s inability to provide this documentation could result in the

proposal being rejected.

I. DESCRIPTIVE LITERATURE

1. The proposed descriptive literature fully describing the product bid is what is intended to be

included as the price. Failure to do so may be cause for rejection of the proposal.

Proposal Solicitation ? 457(b) Plan Recordkeeping and Administration

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