Recordkeeper Services for Deferred Compensation, Defined Contributions and Post Employment Health Plans

Agency: City of Phoenix
State: Arizona
Type of Government: State & Local
NAICS Category:
  • 541611 - Administrative Management and General Management Consulting Services
  • 541612 - Human Resources Consulting Services
Posted Date: Feb 2, 2020
Due Date: Mar 20, 2020
Solicitation No: RFP HR 20-101
Bid Source: Please Login to View Page
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Recordkeeper Services for Deferred Compensation, Defined Contributions and Post Employment Health Plans

Updated: 01/31/2020 3:50 PM

Updated: 01/31/2020 3:50 PM


Solicitation Details
Solicitation/Project Number

RFP HR 20-101

Department


Human Resources

Contract Specialist/Procurement Officer

Adriana Phillips

Pre-Offer Conference/Pre-Submittal Meeting


02/10/2020 1:30 PM

Date Due


03/20/2020 2:00 PM

NIGP


918-40 - Employee Benefits Consulting

Additional Information

The City of Phoenix invites sealed offers for Recordkeeper Services for Deferred Compensation, Defined Contributions and Post Employment Health Plans.

Associated Files

Solicitation responses must be submitted in a sealed envelope, unless otherwise specified in the Solicitation. The response must clearly identify the Company Name and Address, Solicitation Number, and the Bid Opening Date and Time.
It is the Bidder's responsibility to include the number of copies specified in the Solicitation.

NOTE: The City of Phoenix will NOT accept responses submitted after the Date and Time stated in the Solicitation, nor will the City of Phoenix accept responses submitted by fax or e-mail, unless otherwise specified in the Solicitation.


PLEASE NOTE: If you download a Solicitation, you also need to download all current addenda that may have been issued since the original document was posted.
It is the Bidder's responsibility to ensure that they have all addenda prior to submitting their offer.​

Interested Party Form

Please fill out the following information to be placed on the Interested Parties list for this Solicitation.

NOTE: The below form is NOT used to submit bids.
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Attachment Preview

Joint Request for Proposals (RFP)
for
Recordkeeper Services for Deferred Compensation, Defined Contributions and Post
Employment Health Plans
RFP HR 20-101
Schedule
ACTIVITY (All times are local Phoenix time)
Issue RFP
Pre-Proposal Meeting at 1:30 p.m.
Submittal of Written Questions by 2:00 p.m.
Responses to Written Questions
Proposal Submittal by 2:00 p.m.
Short Listing and Consultant Interviews, if applicable
Award Recommendation to Phoenix City Council
DATE
January 31, 2020
February 10, 2020
February 18, 2020
February 28, 2020
March 20, 2020
May 12 - 15, 2020
July 1, 2020
Submit proposals and requests for alternate formats to:
Adriana Phillips, Procurement Officer
City of Phoenix Human Resources Department
251 W. Washington Street, 7th Floor
Phoenix, Arizona 85003
Telephone: (602) 534-1676 (7-1-1 Friendly)
Adriana.phillips@phoenix.gov
Date posted on website (issue Date): January 31, 2020
This RFP does not commit the City to award any agreement.
All dates subject to change.
Solicitation Number RFP HR 20-101
Page 1
02/2019 rev.
TABLE OF CONTENTS
CITY OF PHOENIX
TABLE OF CONTENTS
1. INSTRUCTIONS: DESCRIPTION – STATEMENT OF NEED: .................. 5
2. MINIMUM QUALIFICATIONS: .................................................................... 5
3. AGREEMENT TERM AND CONTRACTUAL RELATIONSHIP: ................ 6
4. PRE-PROPOSAL MEETING: ...................................................................... 6
5. SCOPE OF WORK AND SPECIAL TERMS AND CONDITIONS: ............. 6
6. CITY’S VENDOR SELF-REGISTRATION AND NOTIFICATION: .............. 7
7. PREPARATION OF OFFER:....................................................................... 7
8. EXCEPTIONS: ............................................................................................. 8
9. INQUIRIES:.................................................................................................. 8
10. ADDENDA: .................................................................................................. 8
11. LICENSES: .................................................................................................. 9
12. CERTIFICATION: ........................................................................................ 9
13. SUBMISSION OF OFFER: .......................................................................... 9
14. WITHDRAWAL OF OFFER:........................................................................ 9
15. OFFER RESULTS: ...................................................................................... 9
16. PRE-AWARD QUALIFICATIONS: ............................................................ 10
17. AWARD OF CONTRACT: ......................................................................... 10
18. CITY’S RIGHT TO DISQUALIFY FOR CONFLICT OF INTEREST:......... 10
19. SOLICITATION TRANSPARENCY POLICY: ........................................... 11
20. PROTEST PROCESS: .............................................................................. 12
21. PUBLIC RECORD: .................................................................................... 12
22. LATE OFFERS: ......................................................................................... 13
23. RIGHT TO DISQUALIFY: .......................................................................... 13
24. CONTRACT AWARD: ............................................................................... 13
25. EVALUATION OF COMPETITIVE SEALED OFFERS: ............................ 13
Solicitation Number RFP HR 20-101
Page 2
02/2019 rev.
TABLE OF CONTENTS
CITY OF PHOENIX
26. DETERMINING RESPONSIVENESS AND RESPONSIBILITY:............... 14
27. DETAILED EVALUATION OF OFFERS AND DETERMINATION OF
COMPETITIVE RANGE:............................................................................ 15
28. OFFERS NOT WITHIN THE COMPETITIVE RANGE: ............................. 15
29. DISCUSSIONS WITH OFFERORS IN THE COMPETITIVE RANGE:...... 15
30. BEST AND FINAL OFFERS (BAFO):....................................................... 16
SECTION II – PROFESSIONAL SERVICES CONSULTING AGREEMENT..... 17
1. TERM OF AGREEMENT: ............................................................................ 4
2. PAYMENT.................................................................................................... 5
3. SCOPE OF WORK AND SPECIAL TERMS AND CONDITIONS: ............. 5
4. EXHIBIT C - INDEMNIFICATION & INSURANCE REQUIREMENTS - see
EXHIBIT C ................................................................................................... 5
5. LAWFUL PRESENCE REQUIREMENT: .................................................... 5
6. INDEPENDENT CONTRACTOR STATUS; EMPLOYMENT DISCLAIMER.
..................................................................................................................... 5
7. LEGAL WORKER REQUIREMENTS: ........................................................ 6
8. CONFIDENTIALITY AND DATA SECURITY (Involving PII or PCI or
financial information)................................................................................. 6
9. CONTACTS WITH THIRD PARTIES: ......................................................... 8
10. SBE/ DBE UTILIZATION:............................................................................ 9
11. AUDIT/RECORDS: ...................................................................................... 9
12. COMPLIANCE WITH LAWS: ...................................................................... 9
13. AMENDMENTS: .......................................................................................... 9
14. NO ORAL ALTERATIONS: ....................................................................... 10
15. NOTICES: .................................................................................................. 10
16. INTEGRATION: ......................................................................................... 10
17. GOVERNING LAW; FORUM; VENUE:..................................................... 11
Solicitation Number RFP HR 20-101
Page 3
02/2019 rev.
TABLE OF CONTENTS
CITY OF PHOENIX
18. FISCAL YEAR CLAUSE: .......................................................................... 11
19. TERMINATION OR SUSPENSION OF SERVICES:................................. 11
20. FINAL PAYMENT: ..................................................................................... 12
21. PROFESSIONAL COMPETENCY: ................. Error! Bookmark not defined.
22. SPECIFIC PERFORMANCE: .................................................................... 12
23. FORCE MAJEURE: ................................................................................... 13
24. DOCUMENTATION: .................................................................................. 13
25. RELEASE OF INFORMATION - ADVERTISING AND PROMOTION:..... 13
26. CONFLICTS OF INTEREST:..................................................................... 14
27. PUBLIC RECORDS:.................................................................................. 14
28. CLAIMS OR DEMANDS AGAINST THE CITY: ........................................ 15
29. WAIVER OF CLAIMS FOR ANTICIPATED PROFITS: ............................ 15
30. CONTINUATION DURING DISPUTES: .................................................... 15
31. THIRD PARTY BENEFICIARY CLAUSE:................................................. 16
32. EQUAL EMPLOYMENT OPPORTUNITY AND PAY:............................... 16
33. CONTRACT INTERPRETATION: ............................................................. 17
34. APPROVALS ............................................................................................. 19
EXHIBIT A – SCOPE OF WORK........................................................................ 22
EXHIBIT B – FEE SCHEDULE........................................................................... 59
EXHIBIT C - INDEMNIFICATION & INSURANCE REQUIREMENTS ............... 60
EXHIBIT D - CONSULTANT’S INSURANCE CERTIFICATE ............................ 65
EXHIBIT E - SUPPLEMENTAL TERMS AND CONDITIONS ............................ 66
SECTION IV - SUBMITTALS............................................................................ 116
Solicitation Number RFP HR 20-101
Page 4
02/2019 rev.
SECTION I – INSTRUCTIONS
CITY OF PHOENIX
RFP PROCESS
1. INSTRUCTIONS: DESCRIPTION – STATEMENT OF NEED:
1.1. The City of Phoenix invites sealed offers for Recordkeeper Services for
Deferred Compensation, Defined Contributions and Post Employment Health
Plans for a five-year period commencing on or about July 1, 2020 or the
“Effective Date” which is upon award by City Council, conditioned upon
signature and recording by the City Clerk’s department, as required by the
Phoenix City Code, whichever is later, in accordance with the Minimum
Qualifications in paragraph 2, the Scope of Work in Exhibit A to the
Professional Services Agreement attached in Section II and the additional
specifications and provisions contained herein. For the purpose of this
solicitation, the Post Employment Health Plan is a health reimbursement
arrangement under section code 105 and 106. This solicitation is available
through Arizona Relay Service 7-1-1. Please call TTY 800-367-8939 for
assistance.
1.2. Notwithstanding the foregoing, this Agreement will terminate upon the earliest
occurrence: by reaching the end of the term including any extensions
exercised, or termination pursuant to the provisions of this Agreement.
2. MINIMUM QUALIFICATIONS:
Each Offeror must demonstrate in its proposal that it meets the minimum
qualifications, or its proposal will be disqualified as non-responsive.
2.1. The Offeror must have a minimum of ten (10) years’ experience in
administering bundled governmental deferred compensation plans, including
section 457 plans; and/or 401(a) plans and/or (as applicable) Health
Reimbursement Arrangement Plans.
2.2. The Offeror must have provided services to at least three (3) governmental
defined contribution plans (457 and 401(a)) with more than 10,000 participants
for a minimum of five (5) years.
2.3. The Offeror must currently provide services to at least three (3) governmental
defined contribution plans with assets in excess of one billion dollars.
2.4. The Offeror must provide at least two (2) City of Phoenix personnel with the
opportunity to visit Offeror’s Home Office or key facilities at least every other
year at the expense of the Offeror.
Solicitation Number RFP HR 20-101
Page 5
02/2019 rev.

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