RFI - City of Philadelphia - Pension System Modernization PDF

V5.3
CITY OF PHILADELPHIA
Board of Pensions
REQUEST FOR INFORMATION
FOR
Pensions System Modernization
May 20, 2026
June 3, 2026, at 10:30am
(Local Philadelphia Time)
Information Session
Teams link
June 9, 2026, before 5:00pm
Deadline for questions, requests for clarification,
(Local Philadelphia Time)
or requests for additional information
June 18, 2026
City Responds to Questions
June 29, 2026, before 5:00pm
Responses to RFI Due
(Local Philadelphia Time)
CHERELLE L. PARKER, Mayor
Francis Bielli, Executive Director, Board of Pensions

TABLE OF CONTENTS
I. RESPONSE CALENDAR ......................................................................................... 1
II. PURPOSE OF REQUEST FOR INFORMATION ................................................... 1
III. RFI CONTACT INFORMATION FOR QUESTIONS, REQUESTS FOR
CLARIFICATION ..................................................................................................... 3
IV. ABOUT THE CITY OF PHILADEPHIA ................................................................. 3
V. INFORMATION SESSION ...................................................................................... 4
VI. ANTICIPATED SOLUTION REQUIREMENTS .................................................... 4
VII. SUBMISSION GUIDELINES................................................................................... 8
VIII. USE OF RESPONSES ............................................................................................. 10
IX. HOW TO SUBMIT RESPONSES .......................................................................... 11
X. CONFIDENTIALITY AND PUBLIC DISCLOSURE ........................................... 11
XI. RIGHTS AND OPTIONS RESERVED .................................................................. 11
XII. PUBLIC DISCLOSURE .......................................................................................... 12
XIII. CITY OF PHILADELPHIA SECURITY ADDENDUM ....................................... 14

Pensions System Modernization RFI
REQUEST FOR INFORMATION
I. RESPONSE CALENDAR
Post Request for Information May 20, 2026
Information Session June 3, 2026, at 10:30am
(Local Philadelphia Time)
Teams link
Deadline for questions, requests for June 9, 2026, before 5:00pm
clarification, or requests for additional (Local Philadelphia Time)
information (email
pensionsmodernization@phila.gov)
City Responds to Questions June 18, 2026
https://www.phila.gov/rfp/additional
opportunities)
Responses to RFI Due June 29, 2026, before 5:00pm
(email pensionsmodernization@phila.gov) (Local Philadelphia Time)
These dates are estimates only and the City reserves the right, in its sole discretion, to alter this
schedule as it deems necessary or appropriate. Notice of changes will be posted on the City's
website at https://www.phila.gov/rfp/additional opportunities.
II. PURPOSE OF REQUEST FOR INFORMATION
About Philadelphia Pension Board:
Philadelphia Pension Board (Referred to as 'The Board' here onwards) is a public sector retirement
system for administering retirement benefits for approximately 35,000 retirees and 29,000 Active
employees, 14 Pension plans, and various benefit and contribution rate structures. Through its
legacy platform, the board manages retirement benefits for four employers including City of
Philadelphia, Philadelphia Parking Authority, Philadelphia Municipal Authority, and Philadelphia
Housing and Development Corporation.
The Board is embarking on a significant initiative to modernize its administrative business
processes and related legacy technology systems that currently support its business operations. As
part of this initiative, the board intends to implement a new Enterprise-wide Pensions
Administration System (PHLCers) and Retiree Health and Welfare System. We are looking for
information from qualified Pension Administration System (PAS) and Retiree Health and Welfare
Systems vendors. We want to understand how your solutions can replace our current legacy
system, which is a monolithic pension administration system, along with various miscellaneous
Pensions System Modernization Page 1 of 13

business support applications. For upstream and downstream impact, our Active employee Human
Resources (HR) system is Oracle HR and Finance system is a legacy Mainframe and will transition
to Workday.
In addition to Pension DB, DC, and Hybrid plans, the City also manages Retiree Health Benefits
(medical, Rx, dental, vision, life/AD&D, and others) for eligible members and survivors of Self-
insured, fully insured, Non-represented and union supported, and Medicare-supported plans.
Respondents should include capabilities for administering retiree health benefits, including
enrollment, re-enrollments, co-pays and contributions management, Waives, Age-outs, deferrals,
Medicare reimbursements, opt-outs, and integration with third-party health plan administrators.
The goal of this RFI is to:
* Gain comprehensive understanding of the current market landscape for modern Pension
Administrative System solutions.
* Gain comprehensive understanding of the current market landscape of Retiree Health
Benefits Administration solutions
* Identify vendors capable of supporting the complex administration of our multi-tiered and
multi-employer pension plans.
* Evaluate potential technology architectures, implementation approaches, and ongoing
support models.
* Inform the development of a detailed Request for Proposal (RFP).
* Inform pricing expectations for future budget requests.
Respondents are asked to provide the Board with information regarding their available products
and solutions according to VI. ANTICIPATED SOLUTION REQUIREMENTS, subject to the
following guidelines:
* Identify only COTS products that are modifiable or configurable to meet specific City
requirements, and that focus on interoperability, reliability, usability, availability, capacity
and scalability
* Present the software solution's interoperability and operational requirements in accordance
with the International Organization for Standardization Open Systems Interconnection
(OSI) model
* Include an architectural diagram of the solution with a description of the solutions
scalability; responses may include one or more models or solutions
* Describe the configurability of the software to meet the specified requirements and
services.
Responses should include implementation, integration, and/or configuration services. If, the
software can be installed and configured only by the Respondent, that must be clearly stated in the
Response, including the reasons why that is the case.

Respondents may, in the City's discretion, be invited to engage in discussions with the City's
project team and/or demonstrate their products, services and solutions.
No contract will be awarded pursuant to this RFI. Anyone who does not respond to this RFI is not
precluded from responding to any future solicitation issued by the City. The City intends to
procure software for this project as soon as reasonably possible, in accordance with the City's
procurement laws and practices for software purchases, which may include, but are not limited to,
the use of existing City contracts or certified cooperative purchase agreements. Respondents will
not be bound by the ROM cost estimates provided in their responses to this RFI in a future
procurement. The City also reserves the right to not procure any software.
III. RFI CONTACT INFORMATION FOR QUESTIONS, REQUESTS FOR
CLARIFICATION
All questions (see RFI Question Template Exhibit) and requests for clarification concerning this
RFI must be in writing and submitted via email no later than 5:00 pm, Local Philadelphia Time,
on June 9, 2026, to:
pensionsmodernization@phila.gov
Responses to questions and requests for additional information shall be at the sole discretion of
the City. Any additional information and/or responses to questions will be posted only on the
City's website at https://www.phila.gov/rfp/additional opportunities . No additional information
and/or responses to questions will be sent by email. Nothing in this RFI shall create an obligation
on the City to respond to a Respondent submitting a response.
The City may, in its sole discretion, issue addenda to this RFI containing responses to questions,
clarifications of the RFI, revisions to the RFI or any other matters that the City deems appropriate.
Addenda, if any, will be posted on the City's website at https://www.phila.gov/rfp/additional
opportunities. It is the Respondent's responsibility to monitor the Additional Opportunities site
for Addenda and to comply with any new information.
Oral responses made by any City employee or agent of the City in response to questions or requests
for information or clarification related to this RFI are not binding and shall not in any way be
considered as a commitment by the City.
If a Respondent finds any inconsistency or ambiguity in the RFI or an addendum to the RFI issued
by the City, the Respondent is requested to notify the City in writing by the above deadline for
questions and requests for information or clarification.
IV. ABOUT THE CITY OF PHILADEPHIA

The City of Philadelphia is the largest city in the Commonwealth of Pennsylvania and the sixth-
most populous city in the United States with over 1.5 million residents. Additionally, due to its
rich historic and cultural heritage, the region is visited by more than 40 million people each year.
Philadelphia is located in the southeastern section of Pennsylvania, and the coterminous
city/county covers 143 square miles. The City is bordered by the following counties: Bucks,
Montgomery and Delaware in Pennsylvania, and Burlington, Camden and Gloucester in New
Jersey.
As an operating department of the City, Board of Pensions provides pension administration and
retirement management services to the City, its employees, and City retirees. There are over
25,000 city employees in Philadelphia.
V. INFORMATION SESSION
An Informational Session to review the requirements of this RFI will be held virtually via
Microsoft Teams on June 3, 2026, starting at 10:30AM (Local Philadelphia Time).
Meeting link: https://teams.microsoft.com/meet/251392052402998?p=DWWLZ2hyi6t00N4KtP
Attendance at the Information Session is optional but strongly encouraged.
VI. ANTICIPATED SOLUTION REQUIREMENTS
The proposed solution should include the following functionality. The Pension Board is seeking
information from vendors regarding their pension administration system solutions. We are looking
for partners who can provide innovative solutions that align with our commitment to member
service excellence.
Key Capabilities
Please indicate your system's capabilities in the following key areas:
* Pension Administration (Admin) Activities
* Retiree Health Benefits Administration
* Member Portal
* Employer Portal
* Workflow Management
* Document Management
* Member Education & Engagement
* Artificial Intelligence
In addition to the Key Capabilities, please highlight any differentiating features as listed on the
following tables.

Admin Activities Highlight Any Differentiating Features
Maintain and view demographic data
Maintain and view employment and
position data
Submit wage and contribution data
similar to employers
Maintain and view salary and
contribution data
Maintain and view service credit data
Maintain and view tier and plan data
Maintain and view member
transactions
Maintain and view member earnings
Maintain and view general ledger
transactions
Maintain employer/employee
contribution rate components for all
plans
Accept and view benefit applications
View and generate benefit estimates
Allow for divorce calculations,
divorce reductions, divorce
deductions, and alternate payee
account creations (QDRO) - Do you
have Ocular text ability?
Allow for pre-retired death
calculations (Service connected and
ordinary death)
Allow for ordinary retirement
calculations
Allow for withdrawal calculations
Allow for post-retirement death
calculations
Allow for member Service Purchase
credits for various approved services
Allow for disability calculations
(Service connected and ordinary)
Retiree/Beneficiary benefit
disbursement Payroll processing
including Regular, Supplemental,
Withdrawal, and lumpsum for DROP
(Deferred Retirement Option Plan)
payments
Process taxes and periodic regulatory
and tax requirements
Allow for manual employer and
member invoicing

Allow for manual checks
Payment for recipients (paper checks
and electronic funds transfer, both
domestic and international)
Allow for benefit adjustments (annual
and ad-hoc)
Maintain web accounts for member,
employer, and PHIP TPA portals
View and maintain member and
employer billing statements
View employer statements including
side accounts and statement history
View employer statement details by
date range in a filterable, sortable
format
Generate member annual statements
extract data (1099R)
Generate actuarial data extract
Ability to manage retiree health
benefit eligibility, enrollment, and re-
enrollment
Ability to calculate premium and
billing for retirees
Ability to retire Health Benefit
coverage for certain number of years
Ability to track deferrals
Ability to track Medicare eligibility
and status change
Ability to support multiple health
plans and coverage tiers
Ability to report on compliance with
Health Benefits
Ability to upload regulatory
documents including 1095s and 1094s
and link to retiree accounts
Member Portal Highlight Any Differentiating Features
Verification letters (Retirees and
beneficiaries)
Account information access
Ability to update specific
demographic information
Access to documents (i.e. member
monthly and annual statements,
1099Rs)
Online transactions and form
submission (state type of transactions)

Offer benefit calculators
Form submission/claims Status
tracking
Seminar registration and appointment
scheduling
Ability to choose communications
preference (online versus paper)
Secured access (see more information
in the security section of this RFI,
VI.vi.4.1)
Ability to configure to our branding
standards
Ability to support all major devices
and browsers with responsive ADA
compliant UI/UX
View and update health benefit
elections.
Access health plan documents and
coverage details.
Ability to complete annual enrollment
and life events
Ability to access regulatory
documents
Ability to defer Health and Welfare
for certain number of years
Ability to upload documents securely
via the member portal such as
marriage certificate
Employer Portal Highlight Any Differentiating Features
Ability to create, submit, and maintain
records and reports for demographic
and wage data
Ability to review submitted reports
Ability to review posted records
Ability to review data for all past,
current, and future employees reported
to PERS
Access tasks submitted by PERS for
data verification, Leave of Absence,
salary certification,
salary breakdown, or any other type of
data request needed (work item
requests)
Ability to review and export employer
statements (financial statements) by
plan type, statement period, and fund

Secured access (see more information
in the security section of this RFI,
VI.vi.4.1)
Ability to communicate with PERS
via the portal
Ability to support all major devices
and browsers with responsive, ADA
compliant UI/UX
Workflow Management Highlight Any Differentiating Features
Task assignment and tracking
Status updates visible to members
Process automation
Performance metrics
Document Management Highlight Any Differentiating Features
Available system that works with new
PAS
Integration with existing systems
Electronic forms
Digital signatures and alternative
authentication
Member Education and Highlight Any Differentiating Features
Engagement
Event scheduling capabilities
Appointment management
Virtual meeting support
Artificial Intelligence Highlight Any Differentiating Features
Current AI capabilities
Member service applications
Administrative efficiency
improvements
i.
VII. SUBMISSION GUIDELINES
The City expects each Respondent to include in their response to this RFI the following items in
the order listed: