24-04 RFP 457(b) PLAN INVESTMENT ADVISORY AND CONSULTING SERVICES

Agency:	City of Fairbanks
State:	Alaska
Type of Government:	State & Local
NAICS Category:	541611 - Administrative Management and General Management Consulting Services 541618 - Other Management Consulting Services
Posted Date:	Feb 19, 2024
Due Date:	Mar 11, 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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REQUEST FOR PROPOSAL

FOR

457(B) PLAN INVESTMENT ADVISORY AND

CONSULTING SERVICES

RFP #24-04

Issue Date:

Pre-Proposal Question Deadline:

Proposal Deadline:

Proposal Delivery Location:

Proposal Review:

Purchasing Contact:

February 19, 2024

March 4, 2024 @ 4:00 PM

March 11, 2024 @ 2:00 PM

City Clerk’s Office

800 Cushman Street

Fairbanks, Alaska 99701

March 11- March 29, 2024

Christina Rowlett, Purchasing Agent

Phone: 907.459.6779

Preferred Method of Contact

Email: purchasing@fairbanks.us

This is not an order. The attached terms and conditions shall become part of the contract resulting

from this Request for Proposal. Proposals shall be submitted in the indicated format. Original

signatures must be submitted on the form provided herein.

Table of Contents

City of Fairbanks RFP #24-04

Page 2 of 22

Announcement

Page 3

Section 1 – Instructions

Page 4

Section 2 – Specifications / Scope of Work

Page 8

Section 3 – Terms and Conditions

Page 11

Section 4 – Submission Requirements and Required Documents Page 15

1. Proposal Form

2. Non-Collusion Statement

3. Fee and Compensation Balance Schedule

Page 18

Page 20

Page 21

Section 5 – Proposal Evaluation and Selection Process

Page 22

City of Fairbanks RFP #24-04

Page 3 of 22

Announcement

Request for Proposal

The City of Fairbanks is requesting proposals from firms qualified and interested in providing:

457(B) PLAN INVESTMENT ADVISORY AND CONSULTING SERVICES

RFP #24-04

DESCRIPTION: The City of Fairbanks and the City of Fairbanks Deferred Compensation Board is seeking an

investment advisor and consulting firm to provide ongoing review, assessment, and recommendations for the

City of Fairbanks 457(b) Plan.

PROPOSAL DOCUMENTS: A copy of this RFP can be obtained on the City of Fairbanks website,

www.fairbanksalaska.us. It is the Offeror’s sole responsibility to check this website for additional

information and / or addendums. Any RFP may also be requested by contacting the Purchasing

Agent listed in this document. If you have any questions call the Purchasing Agent listed in this

document.

Sealed proposals are due PRIOR to the deadline of March 11, 2024, 2:00 PM. Sealed proposals

must be delivered to the City of Fairbanks, City Clerk’s Office, located at 800 Cushman Street,

Fairbanks, Alaska 99701. Late proposals will not be accepted – NO EXCEPTIONS. It is the Offeror’s

responsibility to confirm the proposal documents are received.

PUBLISHED: Fairbanks Daily News Miner on 2/17-18/2024

Section 1 – Instructions

City of Fairbanks RFP #24-04

Page 4 of 22

1. Communications: The only communication concerning modifications, clarifications,

questions, amendments, and addendums will be processed through the Purchasing Agent

listed on the cover page. No contact with any other agents of the City is permitted, and will be

grounds for disqualification. Any exceptions to this will be clarified in this document.

2. Pre-Proposal Questions and Information: If an Offeror finds a discrepancy, error, or

omission in this document they are instructed to contact the Purchasing Agent, listed on the

cover page, who will send written clarification to all prospective offerors and posted on the City

of Fairbanks website. All questions must be submitted to the Purchasing Agent in writing via e-

mail: purchasing@fairbanks.us or by mail: City of Fairbanks – Purchasing, 800 Cushman

Street, Fairbanks, AK 99701, by the deadline listed on the cover page of this document. All

answers will be issued in writing.

3. Mandatory Pre-Proposal Meeting: A pre-proposal meeting may be held for this RFP. If so,

the date, time, and location will be listed on the cover page of this document. Project

Managers and other staff may be available at this meeting to answer questions that have been

submitted. Additional questions may be answered at this meeting and, if so, they will be

documented and issued in an addendum. All questions and answers will be formalized and

issued in an addendum. Attendance at this meeting is mandatory. – DOES NOT APPLY –

4. Modifications: Clarifications, questions, amendments, and addendums may be made to this

document by the City at any time prior to the proposal submittal deadline. It is the Offeror’s

sole responsibility to check the City website for these updates and or addendums.

5. Proposal Submission: All required documents must be submitted by mail, express service or

hand delivered, in a sealed envelope, box, or package and clearly marked with the RFP title,

RFP number, submittal date and time, and the Offeror’s company name, address, phone

number, and contact name.

All required documents must be delivered to the City Clerk’s office at 800 Cushman Street,

Fairbanks, Alaska 99701 prior to the deadline listed on the cover page of this document. This

responsibility rests entirely on the Offerors, regardless of delays with mailing or any other

reasons. Proposals can be accepted by the Clerk’s office Monday – Friday between 8:00am –

5:00pm, except for City Holidays, which are listed on the City of Fairbanks website. The

Clerk’s time stamp is the official time stamp of receipt.

a. The accepting and opening of a proposal document does not constitute the City’s

acceptance of the Offeror as a responsive and responsible Offeror. By accepting and

opening a proposal, the City only presumes the Offeror is familiar with the proposal

documents and agrees and understands all requirements in this document.

b. All prices and notations must be typed or written in ink. Pencil markings will not be

accepted. Any mistakes must be crossed out and initialed by the person signing the

proposal.

c. Proposals will not be accepted via facsimile or email.

City of Fairbanks RFP #24-04

Page 5 of 22

d. All costs associated with preparation and presentation of this proposal are the Offerors’

responsibility. No pre-proposal costs will be reimbursed to any Offeror. All

documentation submitted to the City will become property of the City.

6. Confidential and Proprietary Information: If any information is confidential, it should be

placed in a separate file and marked CONFIDENTIAL. If any information is proprietary, an

original shall be delivered which is clearly marked PROPRIETARY and an additional copy shall

be submitted omitting the proprietary information for city use. The copy containing proprietary

information will be solely for city use and then disposed of after the proposal is awarded. The

omitted copy will remain on file as part of the RFP documents for future use or records

requests.

7. Exceptions: Any exception must be clearly defined and referenced to the proper section or

paragraph of this document. The exception must include the Offeror substitution language and

explanation as to the reason why this would provide an equivalent or better service or product.

If no exceptions are explained in this proposal submittal, the City will assume the Offeror can

perform accordingly.

8. Bid Guarantee: Per the Fairbanks General Code Sec. 54-163, bid security is required for all

construction contracts. Bid security must be in an amount equal to at least:

a. Ten percent (10%) of bid amount if bid amount does not exceed $100,000; or

b. Ten percent (10%) of the first $100,000 and five percent (5%) of the amount of the bid

over $100,000, up to a maximum of $200,000 in security.

9. Duplicate Proposals: The City will only accept one (1) proposal per Offeror, including its

subsidiaries, affiliated companies, organizations, or franchises. If multiple proposals are

received from the same Offeror, all proposals from the Offeror will be rejected.

10. Withdrawal or Corrections: Proposals may be withdrawn by written notice prior to the

submittal deadline. Corrections may be made to proposals submitted if prior to the submittal

deadline.

11. Rejection: The City reserves the right to reject any or all proposals and to waive any minor

informalities or irregularities in proposals received if it is determined by the Purchasing Agent

that it is in the City’s best interest to do so. If any Offeror fails to provide any requested

information in the consideration stage of the evaluation process, its proposal will be deemed

non-responsive and rejected without any further evaluation. The City may reject any proposals

from any Offeror which is in arrears or in default to the City on any contract, debt, or other

obligation. The City may reject a proposal if the Offeror has been debarred per Fairbanks

General Code Sec. 54-297, or has violated any other section of the Fairbanks General Code.

The City may reject a proposal if the Offeror has been debarred by the State of Alaska or any

Federal agency. The City has the right to reject all non-conforming, non-responsive, and

unbalanced proposals.

12. Procurement Policy: Procurement for the City is based on the Fairbanks General Code Sec.

54 – Procurement and any applicable State of Alaska statutes. The Fairbanks General Code

is available online at www.fairbanksalaska.us.

24-04 RFP 457(b) PLAN INVESTMENT ADVISORY AND CONSULTING SERVICES

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