COUNTY OF ORANGE

COUNTY EXECUTIVE OFFICE - CPO

REQUEST FOR PROPOSAL (RFP)

FOR

ACTUARIAL CONSULTING SERVICES

RFP NO. 017-3142902-CA

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/ocgov https://secure.procurenow.com/portal/%7bproject.government.code%7d

County of Orange RFP

County Executive Office - CPO - ACTUARIAL CONSULTING SERVICES, 017-3142902-CA

County of Orange

County Executive Office - CPO

Procurement and Contract Services

400 W. Civic Center Dr.

Santa Ana, CA

92701

SCHEDULE OF ACTIVITIES

Release of RFP Solicitation October 1, 2026

Question Submission Deadline October 12, 2026, 12:00am

RFP Submittal Closing October 23, 2026, 12:00am

Pre-Evaluation meeting October 27, 2026

Proposal Evaluations November 6, 2026

PROPOSALS MUST BE RECEIVED ON

OR BEFORE

Friday, October 23, 2026

12:00 am

SECTIONS

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

SECTION 2. PROTEST PROCEDURES

SECTION 3. SCOPE OF WORK

SECTION 4. SCORING CRITERIA

SECTION 5. COST PROPOSAL

SECTION 6. SUPPLIER RESPONSES

SECTION 7. FEDERAL GRANT FUNDS

SECTION 8. OCLSB AND DVBE PREFERENCE POLICIES CERTIFICATION

REQUIREMENTS

Attachments:

A - actuarial_consulting_services-2026-09-24-16-11-23 (Draft Model Contract)

B - Unevaluated Additional Job Titles & Hourly Rates (Excel Template as referenced on Section

5 Cost Proposal)

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

1.1 INTRODUCTION

The County intends that the successful Respondent shall provide ACTUARIAL CONSULTING

SERVICES proposed in accordance with contract requirements set forth in the solicitation and

Model Contract, including Attachments.

The County is seeking qualified firms to provide actuarial services related to the Retiree Medical

Valuation and the preparation of the Annual Comprehensive Financial Report (ACFR). The

County also intends to procure additional actuarial services, including pension and retiree medical support, on an hourly, as-needed basis.

The County intends to award a three-year contract for actuarial services, with a not-to-exceed amount of $175,000 per year. The County may exercise one optional renewal period of up to two

(2) additional years, contingent upon approval by the County Board of Supervisors.

1.2 COUNTY HOLIDAYS DURING SOLICITATION PERIOD

During this solicitation period, the County Executive Office - CPO will be closed on the following County holidays - https://hrs.oc.gov/employee-relations/employee-resources

1.3 INSTRUCTIONS TO RESPONDENTS AND PROCEDURES FOR SUBMITTAL

A. Responses are to be uploaded via the County's eProcurement Portal at https://procurement.opengov.com/portal/ocgov. For assistance on uploading Response via County’s eProcurement Portal, please contact procurement-support@opengov.com or https://help.procurement.opengov.com/en/

B. Examine the Contract Documents and the site of the proposed work carefully before submitting a Response for the work contemplated. Investigate the conditions to be encountered, as to the character, quality, and quantities of work to be performed and materials to be furnished and as to the requirements of all Contract Documents.

The County has attempted to provide all information available. It is the responsibility of each Respondent to review, evaluate, and, where necessary, request any clarification prior to submission of a Response. If any person contemplating submitting a response to this

Request for Proposal (RFP) is in doubt as to the true meaning of any part of the solicitation documents attached hereto or finds discrepancies in or omissions from the specifications, they may submit a written request for clarification/interpretation to the County Deputy

Procurement Agent (DPA) via the County’s eProcurement Portal under the bid page for this solicitation.

If clarification or interpretation of this solicitation is considered necessary by County, an addendum shall be issued, and the information will be posted via the County’s eProcurement Portal. Any interpretation of, or correction to, this solicitation shall be issued https://hrs.oc.gov/employee-relations/employee-resources https://procurement.opengov.com/portal/ocgov https://procurement.opengov.com/portal/ocgov mailto:procurement-support@opengov.com https://help.procurement.opengov.com/en/ by the DPA. It is the responsibility of each Respondent to periodically check the County’s eProcurement Portal to ensure that they have received and reviewed any and all addenda to this solicitation.

The County will not be responsible for any other explanations, corrections to, or interpretations of the documents, including any verbal information. If an addendum is issued, Respondents must acknowledge the addendum via the County’s eProcurement

Portal.

All questions or requests for interpretations must be received within this solicitation by Monday, October 12, 2026, before 12:00 am. The DPA will provide all official communication concerning this solicitation. Any County response relevant to this solicitation other than through or approved by the DPA is unauthorized and will be considered invalid.

C. Responses must be valid for a period of at least three hundred sixty-five (365) calendar days from the closing date and time of receipt. No Response may be withdrawn after the submission date.

D. Each Respondent must submit their response electronically via the County’s eProcurement

Portal.

E. All pages must be submitted on standard 8.5 x 11-inch sized document, numbered and identified sequentially by section. Responses must be organized and indexed as outlined in the Response Requirements Section. It is imperative that all Respondents comply, exactly and completely, with the instructions set forth herein. All responses to this solicitation shall be type written or word-processed (except where otherwise provided or noted), concise, straightforward, and must fully address each requirement and question. Although not as a substitute for a complete written response, additional material, such as technical documents, may be referenced in any response if the material is included in the same section as additional information.

F. Responses are not to be marked as confidential or proprietary. The County may refuse to consider any Responses so marked. All Responses and supporting documents will be subject to the provisions of the California Public Records Act (California Code

Government Code 7920.000 et seq.) (PRA) and will be disclosed or withheld in accordance therewith. The County shall not be liable in any way for disclosure of any such records.

Additionally, all Responses shall become the property of the County.

Respondents should not request that certain information be treated as exempt, and statements in the Responses should not be marked as confidential or proprietary. In the event that any information is marked as confidential or proprietary, as it may be absolutely necessary, Respondents have the sole responsibility of obtaining any applicable injunctive reliefs to prevent the disclosure of such confidential proprietary information in connection with any request made to County pursuant to PRA or a subpoena for disclosure of such information.

G. Each Respondent shall exercise reasonable care and diligence to avoid submitting a

Response that could result in a conflict of interest if Respondent were to be selected. This obligation shall apply to the Respondent, the Respondent’s employees, agents, and relatives, sub-contractors, and third parties associated with accomplishing work and services in response. In the event Respondent has done work for the County on this Project in the past or has reason to believe that a conflict of interest may exist for Respondent in regard to this Project, Respondent should consult with its legal counsel prior to responding to this solicitation. Any Respondent who is found to have an actual conflict of interest may have its response rejected on that ground.

Respondent, its employees and/or consultants may be subject to the provisions of the

California Political Reform Act of 1974 (the “Act”), which (1) requires such persons to disclose any financial interest that may be materially affected by services provided under this Contract, (2) prohibits such persons from making, or participating in making, decisions that could reasonably affect such interest; and (3) may require the filing a Statement of

Economic Interest (Form 700).

If subject to the Act, Respondent shall conform to all requirements of the Act. Failure to do so shall constitute a material breach and is grounds for immediate termination of the

Contract by County. Respondent shall indemnify and hold harmless County for any and all claims for damages resulting from Respondent’s violation of this Section.

H. By submitting a response, the Respondent represents that it thoroughly examined the

County’s requirements, is familiar with the services required under this solicitation and is qualified and capable of providing the services to achieve the County’s objectives.

I. Each Respondent must submit its response in strict accordance with all requirements of this solicitation and compliance must be stated in the response. Deviations, clarifications and/or exceptions must be clearly identified and listed separately as alternative items on additional information section for the County’s consideration as specified in the

Response Requirements Section, “Statement of Compliance.”

Note: Allow sufficient time to upload all required files. The County’s eProcurement Portal will not allow any uploads after the due date and time specified herein, e.g., if Part 1 and 2 uploaded successfully at 1:58:38 P.M. and Part 3 is in progress of being uploaded at 2:00:01

P.M., Part 3 will not upload successfully.

J. Pre-contractual expenses are not to be included in the Cost Proposal, Attachment B, Pricing and Compensation. Pre-contractual expenses are defined as including, but not limited to, expenses incurred by the Respondent in: a) preparing the response to this solicitation; b) submitting that response to the County; c) negotiating with the County any matter related to the Respondent’s response; and d) any other expenses incurred by the Respondent prior to the date of award and execution, if any, of the Contract.

K. Any response may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements of the solicitation, including but not limited to technical features, acknowledgment of receipt of addenda, and page number limits, etc. These are common causes for deeming a response non-responsive.

L. Where two or more Respondents desire to submit a single response to this solicitation, they must do so on a prime/subcontractor basis rather than as a joint venture. The County intends to contract with a single firm that may subcontract with multiple firms (team) but not with multiple firms doing business as a joint venture.

M. County does not require and neither encourages nor discourages the use of lobbyists or other consultants for the purpose of securing business.

N. The County requires a valid D-U-N-S number prior to Contract Award. If needed, your company may obtain one at no cost at www.dnb.com. If you are unable to provide/obtain a D-U-N-S number, please indicate so in your submission response.

O. The County requires a valid UEI number and full registration prior to Contract

Award. Your company must obtain one at no cost at www.usfcr.com. If you are unable to provide/obtain a UEI number, please indicate so in your submission response.

P. Effective from the issuance date of this solicitation until a Contract is awarded or the solicitation is withdrawn, all individuals or entities responding—including their employees, agents, representatives, proposed partners, subcontractors, members, lobbyists, or attorneys (collectively "Respondents")—are prohibited from engaging in any direct or indirect communication with County personnel involved in the selection process, except with the designated Deputy Procurement Agent (DPA). Respondents may continue conducting business with the County on matters unrelated to this solicitation and may communicate with County staff, provided the solicitation is not discussed. Any attempt to engage in discussion regarding this solicitation with anyone other than the designated DPA will be presumed to create an unfair competitive advantage and may result in disqualification.

Q. After the closing date and time for receipt of Responses, evaluation, and if requested by the County, in-person interviews will commence. Respondents who submit Responses most responsive to the County’s requirements may be asked to give a presentation of their response to County staff. The County makes no guarantee as to the number of Respondents selected for in-person interviews. Selected Respondents should be prepared to make its presentation within five (5) business days after notification and be prepared to discuss all http://www.dnb.com/ http://www.usfcr.com/ aspects of its response in detail, including technical questions regarding the response.

Respondents shall not be allowed to alter or amend its response through the use of the presentation process.

County Deputy Procurement Agent (DPA) for this solicitation is: Carlos Alvarez, carlos.alvarez@ceo.oc.gov

1.4 COMMUNICATION

Bidders are not to contact other County personnel with any questions or clarifications concerning this solicitation. All questions regarding this solicitation must be submitted via the Question

& Answer section of this solicitation within the County’s eProcurement Portal at:

https://procurement.opengov.com/portal/ocgov. Any County response relevant to this solicitation other than through or approved by County is unauthorized and will be considered invalid.

County's Deputy Procurement Agent, Carlos Alvarez, carlos.alvarez@ceo.oc.gov, will provide all official communication concerning this solicitation.

1.5 MINIMUM QUALIFICATIONS/REQUIREMENTS

Respondent’s shall meet the following minimum requirements and qualifications to proceed to the evaluation process. Failure to have the ability to, upon County request, provide any of the items requested below may result in disqualification of your response. These qualifications must be maintained during the term of any resultant Contract.

A. Must have the ability to do business in Orange County, California;

B. Complete all required Supplier Response questions of the solicitation;

C. Within the past five (5) years, Respondent has completed at least three (3) public agency actuarial valuations of OPEB plans (of at least 1,000 participants) under GASB requirements, including the corresponding financial-statement note and supporting schedules, for public-sector employers.

D. Each actuary who signs the valuation report or ACFR note must hold appropriate professional actuarial credentials and meet the U.S. Qualification Standards. Respondents must attach copies of all relevant certifications and credentials to their proposal.

Actuaries must also have a minimum of five (5) years of experience working on public-sector OPEB valuations. All work must comply with applicable Actuarial

Standards of Practice.

1.6 EVALUATION PROCESS

Responses deemed to meet all minimum solicitation requirements will be scored based on the established evaluation criteria, and will be assigned points that measure the responsiveness to each https://procurement.opengov.com/portal/ocgov identified criterion. The total number of points earned will be tallied for each response, based upon the Respondent(s) submitted written materials.

Responses shall be evaluated by an Evaluation Panel of job knowledge experts on the basis of the responsiveness to the requirements in this RFP. The County may request clarifications, or otherwise verify the contents of the response, including information about the Respondent, Contractors and sub-contractors.

The scoring is based on evaluation of the response as measured against the Scoring Criteria, which includes County of Orange Procurement Preference Policy, in accordance with Sections 1.8-103 and 4.3-112 of the 2026 County Contract Policy Manual (CPM). A copy of the 2026 CPM can be found at https://cpo.oc.gov/cpm. Responses will be evaluated from the most advantageous to the least advantageous to the County.

1.7 SELECTION/AWARD PROCEDURES

Upon the completion of the evaluation process, the Evaluation Committee will make a recommendation for an award to the County’s DPA. Final award determination shall be subject to reference checks and past performance.

The Model Contract contained herein this RFP is the Contract proposed for execution. It may be modified to incorporate negotiated items and other pertinent terms and conditions set forth in this

RFP, including special conditions and requirements and those added by addendum, necessary attachments and/or exhibits, and to reflect Respondent’s response and qualifications. Any additional exceptions to the terms and conditions made by any Respondent after submission of its response may result in its elimination from further consideration.

Exceptions to the terms and conditions of the Model Contract or the statements regarding

Respondent’s inability to comply with any of the provisions thereof are to be declared in the response to the RFP in SUPPLIER RESPONSES - Statement of Compliance.

Negotiations may or may not be conducted with the finalist(s); therefore, the response submitted should contain Respondent(s) most favorable terms and conditions, since the selection and award may be made without further discussion or need for clarification. Any additional exceptions to the terms and conditions made by any Respondent(s) after submission of its response may result in elimination from further consideration.

The County will enter into negotiations with the selected Respondent and award a contract upon completion of negotiation of fees and contract terms. The award may be subject to approval by the

County Board of Supervisors.

If a satisfactory Contract cannot be negotiated in a timely manner, County, in its sole discretion, may terminate negotiations with the selected Respondent and begin negotiations with the next

Respondent.

1.8 RIGHTS RESERVED TO COUNTY

The County reserves the right to:

https://cpo.oc.gov/cpm

A. Make use of any information or ideas in the responses submitted.

B. Request response revisions and hold discussions and negotiations with any Respondent as necessary to serve the best interests of the County.

C. Seek publicly available information about the Respondents.

D. Conduct, or not to conduct, in-person interviews and/or presentations with the highest-scored

Respondent(s).

E. Waive, at its discretion, any procedural, non-material defects, irregularity, or informality, which

County deems correctable or otherwise not warranting rejection of the response that do not result in any unfair competitive advantage. Any waiver will not excuse a proponent from full compliance.

F. Verify and validate any information prior to Contract Award and during the entire term of the

Contract.

G. Negotiate the final Contract with any Respondent(s), including pricing/fee schedule, as necessary to serve the best interests of the County;

H. Withdraw or cancel in part or in its entirety this solicitation at any time without prior notice and furthermore makes no representations that any Contract will be awarded to any Respondent responding to this solicitation;

I. Award its total requirements to one Respondent or to apportion those requirements among two or more Respondents as the County may deem to be in its best interests;

J. Reject any response if it is conditional, incomplete or deviates significantly from the services requested in this solicitation; and/or

K. Request Best and Final Offer from any Respondent determined to be within the competitive range.

Unless requested by the County, late Best and Final Offers will not be accepted by the County for any reason. In addition, negotiations may or may not be conducted with Respondents.

L. Make multiple awards to Respondent(s) for services requested in this solicitation, at its sole discretion, to serve the best interests of the County.

M. Defer award of this Contract for a period of 180 days after the solicitation opening. During this period, Respondent shall guarantee the prices and terms quoted in their responses. The County and the responsive, responsible Respondent may mutually agree in writing to extend this deferral period.

Therefore, responses submitted shall contain the Respondent’s most favorable terms and conditions, since the selection and award may be made without discussion with any Respondent.

1.9 TITLE VI SOLICITATION NOTICE

The County of Orange, in accordance with the provisions of the Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations, hereby notifies all

Respondents that it will affirmatively ensure that any contract entered into pursuant to this advertisement, will be afforded full and fair opportunity to submit response to this solicitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

1.10 DEPARTMENT OF THE TREASURY, INTERNAL REVENUE SERVICE FORM

W-9/W-8 REQUIREMENTS

Effective June 3, 2006, all Contractors, entering into a Contract with County, who are not already established in Countywide Enterprise Resource Planning (ERP) System as an Auditor-Controller supplier, will be required to submit to County a federal Form W-9, or form W-8 for foreign suppliers. County will inform Contractor, at the time of award, if the Form W-9 or W-8 will be required.

In order to comply with this County requirement, within ten (10) days of notification of selection of award of Contract but prior to official award of Contract, the selected Contractor agrees to furnish to Contract administrator, or the Deputy Procurement Agent (DPA) the required W-9 or

W-8.

1.11 CAMPAIGN CONTRIBUTION DISCLOSURE REQUIREMENT

Effective January 1, 2023, all contractors entering into a contract with the County, will be required to submit the Campaign Contribution Disclosure Form for any contributions made on or after

January 1, 2023. In order to comply with this requirement, Respondent agrees to furnish the required Campaign Contribution Disclosure Information form as a required submittal with its response. Failure to include the form as required will render the response nonresponsive.

SECTION 2. PROTEST PROCEDURES

Any actual or prospective bidder or respondent who alleges an error or impropriety in the solicitation or award of a contract may submit a grievance or protest to Carlos Alvarez at carlos.alvarez@ceo.oc.gov, as set forth herein.

PROTEST PROCEDURES

All protests shall be typed under the protestor’s letterhead and submitted in accordance with the provisions stated herein. All protests shall include at a minimum the following information:

A. The name, address, and telephone number of the protestor;

B. The signature of the protestor or the protestor’s representative;

C. The solicitation or contract number;

D. A detailed statement of the legal and/or factual grounds for the protest; and, E. The form of relief requested.

Protest of Solicitation Specifications:

A. All protests related to solicitation specifications must be submitted to the Deputy

Procurement Agent (DPA), Carlos Alvarez at carlos.alvarez@ceo.oc.gov, no later than five (5) business days prior to the Closing Date of the solicitation. Protests received after the five (5) business-day deadline will not be considered by the County.

B. In the event the protest of specifications is denied, and the protestor wishes to continue in the solicitation process, the protestor must still submit a bid/response prior to the close of the solicitation in accordance with the solicitation submittal procedures provided in this solicitation.

Protest of Award of Contract:

A. Protests related to the award of a contract must be submitted to the Deputy Procurement

Agent, Carlos Alvarez at carlos.alvarez@ceo.oc.gov, no later than five (5) business days after the Notice of Solicitation Results is provided by the DPA.

B. Protests relating to a proposed contract award received after the five (5) business day deadline will not be considered by the County.

C. If the five (5) business day period expires without the receipt of a protest, the department may move forward with the contract award or if necessary, file the item for approval by the Board of Supervisors.

Protest Process

A. In the event of a timely protest, the County shall not proceed with the solicitation or award of the contract until the DPA issues a decision on the protest.

B. Upon receipt of a timely protest, the DPA will, within ten (10) business days of receipt of the protest, issue a decision in writing which shall state the reasons for the actions taken.

C. The County may, after providing written justification, make the determination that an immediate award of the contract is necessary to protect the substantial interests of the

County. The award of a contract shall in no way compromise the protester’s right to the protest procedures outlined herein.

D. If the protestor disagrees with the decision of the DPA, the protestor may submit a written appeal to the County Procurement Officer requesting an appeal to the

Procurement Appeals Board, in accordance with the process stated below.

APPEALS PROCESS

A. If the protestor wishes to appeal the protest decision of the Deputy Procurement Agent, the protestor must submit, within three (3) business days from receipt of the Deputy

Procurement Agent’s decision, a written appeal to the Office of the County Procurement

Officer.

Written appeals must be sent by mail to the address below with a courtesy copy by email;

County of Orange/County Executive Office

County Procurement Office

400 W. Civic Center Drive, 5th Floor

Santa Ana, CA 92701

Attn: County Procurement Officer

CPOAppeals@ceo.oc.gov

B. Within fifteen (15) business days, the County Procurement Officer will review all materials in connection with the appeal, assess the merits of the protest and provide a written determination that shall contain his or her decision on whether the appeal shall be forwarded to the Procurement Appeals Board.

C. The decision of the County Procurement Officer on whether to allow the appeal to go forward will be final and there shall be no right to any administrative appeals of this decision.

SECTION 3. SCOPE OF WORK

3.1 GENERAL INFORMATION:

The County of Orange is comprised of 22 Departments and over 18,000 employees located throughout the County. The County’s core businesses are public safety, public works, construction management, public health, environmental protection, regional planning, public assistance, social services, and aviation.

3.2 TASK 1: RETIREE MEDICAL VALUATION AND ANNUAL

COMPREHENSIVE FINANCIAL REPORT (ACFR)

A. Actuarial Study

1. Prepare an Actuarial Valuation Report of the County of Orange Retiree Medical Plan consistent with Government Accounting Standard Board (GASB) requirements. The full actuarial valuation report shall include estimates of the Plan’s liabilities and expenses as of June 30, 2027, and June 30, 2029. The initial year of the valuation report may be changed upon request by the County and consent by the Contractor.

The subsequent report will be done two (2) years later.

2. The report shall include, but not limited to the following information:

a. Executive summary

b. Summary of Plan/Benefits provisions mailto:CPOAppeals@ocgov.com

c. Participant statistics including distribution of Actives and Retirees. Distributions should also include by differences in retiree medical plan benefits and other necessary groupings which may materially affect the Plan’s liabilities and expense.

d. Description of actuarial methods and policy and a summary of actuarial assumptions. Valuation results which should include at a minimum:

i. Present Value of Projected Benefits

ii. County Present Value of Projected Benefits

iii. Actuarial Accrued Liability Actuarial Gain/Loss

iv. Plan Assets Unfunded Actuarial Accrued Liability (UAAL)

v. Normal Cost

vi. Annual required contribution

vii. Annual Other (than Pensions) Post-Employment Benefits (OPEB), Cost

(AOC)

viii. Net OPEB Obligation (NOO) / Net OPEB Asset (NOA)

e. Projected benefits payments and annual OPEB cost (approximately 10-20 years) to be agreed upon my County and Contractor.

f. Any additional information necessary for compliance with current and upcoming changes to GASB

3. Separate report which documents the changes over time to the Retiree Medical costs and UAAL. The report’s content and format will be mutually agreed upon by the

County and Contractor and contain at a minimum the following information:

a. Changes in UAAL and explanation of the key impacting events.

b. Annual long-term projection (approximately 20-30 years) of retiree medical plan costs, UAAL and funded ratio.

4. Meet with the County to discuss valuation method, assumptions and both reports.

5. The County will provide the Contractor with the following:

a. Plan, Trust, and Board of Supervisors actions/documents, and any other relevant information which describes the plan benefits, eligibility and other provisions.

b. All Active employee demographic, classification, payroll, and health plan information available within County CAPS+/HR Payroll system. This data will include but not limited to:

i. Name

ii. Employee Identification Number

iii. Sex

iv. Birthdate

v. Hire date

vi. Classification

vii. Retirement formula – Safety/General

viii. Health plan coverage

ix. Base compensation

c. All retiree data for retirees enrolled in County Health Plans available within the

County CAPS+/HR Payroll system or the Benefits Center Contractor’s administrator. This data will include but not limited to:

i. Name

ii. ID

iii. Sex

iv. Birthdate

v. Hire date, if available

vi. Retirement date, if available

vii. Retirement – Safety/General

viii. Health plan coverage

ix. Medicare Status

x. Grant amount

6. The Contractor must work with the Association of Orange County Deputy Sheriffs

(AOCDS) to obtain the data for Retirees enrolled in AOCDS plans.

B. ACFR Note

1. Prepare ACFR note and supporting schedules consistent with GASB requirements including but not limited to the measurement of net OPEB liability, deferred inflows and outflows, and any other requirements.

2. Respond to any questions from the Auditor-Controller department and/or County’s outside auditors related to ACFR note and valuation.

3.3 TASK II: SPECIAL SERVICES

From time to time, County may request CONTRACTOR to engage in Special Services. Special

Services are defined as services in addition to those delineated in Task I in the Scope of Work.

All Special Services, except those listed below, shall be requested in writing by the Contract

Administrator. Special Services include, but are not limited to, the following:

A. Pension Actuary Special Services

1. Assist the County Executive Office (CEO)/Office of Finance in analyzing information provided by the Orange County Employees Retirement System (OCERS) and OCERS' actuary. 2.

2. When so requested by the Contract Administrator, participate in County meetings relative to pension and benefit issues. 3.

3. Assist with the study of other retirement issues.

4. Assist in studying possible changes to 1937 Act systems.

5. Assist in studying other retirement systems in comparison to OCERS.

6. Assist with the study of alternative methods to reduce the County's pension costs and liabilities.

B. Retiree Medical Actuary Special Services

1. Assist with the study of alternative methods to reduce the County's Retiree Medical costs and liabilities.

2. Assist the CEO/Human Resource Services (HRS)/Employee Benefits in analyzing retiree healthcare actuarial information provided by the County's health and welfare actuary.

3. Assist with analysis of various negotiation proposals and their impact on Retiree

Medical costs and liabilities.

4. Assist with analysis of other Retiree Medical issues as requested by the County.

5. Assist with analysis of impact to valuation and UAAL if funds were moved to another type trust accounts or another alternative.

3.4 REFUND:

Overpayment shall be refunded on any excess paid or invoiced above the negotiated rates of this

Contract.

3.5 ADDITIONAL WORK CLAUSE FOR APPLICABLE SERVICE CONTRACTS:

A. Upon County request, Contractor shall submit supplemental proposals for Additional

Work not called for under the Scope of Work of this Contract. Contractor must obtain

County Project Manager’s written approval prior to commencing any additional work.

B. County reserves the right to obtain supplemental proposals from, and use, alternate sources for completion of the additional work and to utilize the data provided under this

Contract to obtain necessary services.

C. If County authorizes work by an alternate source, Contractor may be relieved of responsibilities pertaining to the equipment affected by the project while work is being performed and during the subsequent warranty period.

D. Contractor shall continue to provide services to all areas not affected by work provided by alternate sources.

E. Upon completion of any additional work, whether by Contractor or an alternative source, County’s Project Manager or designee and Contractor will inspect the finished product at no additional cost to County. Upon mutual acceptance of the additional work, Contractor shall again be responsible for all services originally covered under this Contract and the work performed under this section.

3.6 MISCELLANEOUS CLAUSE:

A. Miscellaneous commodities may be obtained at County’s request. Contractor shall provide a written quote and obtain authorized County approval. Contractor under no circumstance shall provide any commodities without prior written authorized County approval.

Additional delivery locations may be added or deleted at any time with no penalty to

County. Miscellaneous item purchases shall not exceed $5,000.00, per item, including tax and other expenses, except when ordering the same items multiple times. Total order amount shall not exceed $25,000.00.

B. County may elect to accept substitute like commodities, commodities of equal or better quality and/or brand, costing equal or less than the original contracted commodities as set forth in this Contract with written authorized County approval. Substitute like commodities that cost more will require prior authorized approval from County before any substitution will take place.

SECTION 4. SCORING CRITERIA

Phase 1 - Written Response Scoring: 900 points maximum

Phase 2 - Cost Proposal: 100 points maximum

4.1 PHASE 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Firm’s Background, Qualifications &

Experience

A. Company Background and Data

1. Include an overview of firm and brief description of the firm’s history including:

a. Length of time in business;

b. Services provided relevant to the RFP;

c. Describe the Respondent’s experience in performing work of a similar nature to that solicited in this RFP;

and

d. List certifications and/or affiliations that may be relevant to this RFP.

2. Provide the following information:

a. Name and title of person(s) authorized to bind the

Respondent;

b. Main office address; and

c. Telephone number

3. (If applicable) List any previous or current contracts with the

County of Orange within the last five (5) years. Include:

a. Agency/Department name, address and contact person;

b. Contract Number; and

c. Contract Amount

4. Provide a general description of the firm’s prime contractor (if applicable, subcontractor’s) financial condition and identify any conditions (e.g., bankruptcy, pending litigation, planned office closures, or impending

Points Based 315 (35% of Total) merger) that may impede

Respondent’s ability to complete the services.

B. Proposal Description

1. Provide a brief synopsis of the

Offeror’s understanding of the

County’s needs and how the

Offeror plans to meet these needs. This should provide a broad understanding of the Offeror’s entire proposal. It should also include a statement that the

Offeror will provide all of the services included in Section

III,“Scope of Work”.

C. References

1. List three (3) references from current large clients (Counties, States, municipalities, and large corporations) for whom you have provided actuarial services.

Public Sector experience is highly preferred. For each reference, include:

a. Include project name, date, and location,

b. Include client name and describe the scope of work,

c. Describe any obstacles encountered and project outcome, and

d. Describe, including experience with successfully coordinating and maintaining project schedules while staying on budget.

2. Please include an appendix with a list of all governmental agency clients for whom your firm has served as an actuary during the last three years.

D. Experience

1. Describe the Respondent's experience preparing actuarial valuations of other postemployment benefit (OPEB) plans for public-sector employers under applicable

GASB requirements, including plan size, valuation frequency, and results delivered to the employer's auditors.

2. Describe experience preparing

ACFR notes, required supplementary information, and supporting schedules, and responding to external auditor inquiries.

3. Describe experience supporting public-sector pension analysis, including review of a retirement system actuary's work, and costing retiree-benefit proposals in labor negotiations.

4. Describe the Respondent's process for validating census data and presenting results to non-actuarial executive audiences.

5. Describe additional relevant information concerning the services offered in this RFP that it considers important in evaluating its services.

2. Key Personnel/Proposed Staffing

A. Assigned personnel must have a minimum of five (5) years of expertise and experience with emphasis on the public sector with depth and breadth of services available.

B. Describe the Respondent’s team that is being proposed for the project which includes completing the Key

Personnel/Staffing Plan located in the

Supplier Responses section. Provide a brief background of each team member’s experience and the roles and responsibilities they will play in the project.

C. Team organization including an identification of the lead Contractor, project manager, and key personnel who will be working on the project.

An organizational chart and description of the project team may be included. Key members of the project team should be included in the organizational chart.

D. Clearly identify the prime contractor and any sub-contractors or sub-consultants, if relevant, and the general roles of each on the project.

E. A statement of qualifications for all team members including resumes and educational background. One-page resumes of all key personnel should be provided (one page per person).

The office locations of each team member should be specified on the resumes. The submittal should, as a part of the information provided for subcontractors, include the names, locations, and general roles of the project team members.

Points Based 270 (30% of Total)

3. Quality/Effectiveness of Work Plan/Project

Approach

A. Provide an outline, detailed description of the process, and a comprehensive timeline for accomplishing the services outlined in the Scope of Work.

B. The Respondent should document a clear understanding of the scope of services.

C. The Respondent should describe the current challenges and opportunities specific and how your company is best suited to assist the County in facing those challenges and opportunities.

D. An explanation of how the

Respondent will adhere to the scope of work narrative including an explanation of the following:

1. An indication of your understanding of the project.

Other factors that may be relevant to the requested services.

Points Based 225 (25% of Total)

4. Organization/Completeness of Response

A. Response demonstrates understanding of project and objectives as it relates to the scope of work.

B. Response demonstrates requirements are addressed and adhered to.

C. Response is complete, comprehensive, and well-organized.

Points Based 45 (5% of Total)

5. Compliance with the County Model

Contract

*Note: Respondents submitting exceptions to the County Model Contract of this RFP, will receive a score of “0” for this criterion.

Points Based 45 (5% of Total)

4.2 PHASE 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Cost Proposal

Cost proposals will be evaluated on (1) the fixed fees submitted for Task I (Retiree

Medical Valuation and ACFR Note) and (2) the hourly rates submitted for the five (5) labor titles (or proposed equivalents) listed in Section

5, which are required from all Respondents for

Task II (Special Services).

The Evaluated Total Cost for each Respondent will be calculated as follows:

• Task I, Line 1 fee × [2] valuations, plus

• Task I, Line 2 fee × [3] annual ACFR notes, plus

• The sum, across the five (or proposed equivalent) titles of each hourly rates shown in Section 5.

The Respondent with the lowest Evaluated

Total Cost will receive the maximum 100 points. All other Respondents will receive points equal to (lowest Evaluated Total Cost ÷

Respondent's Evaluated Total Cost) × 100.

Proposed hourly rates are for evaluation purposes only. They are not a commitment or guarantee by the County to purchase any quantity of services.

All submitted fees and hourly rates will be incorporated into the resulting Contract.

Respondents may propose additional labor titles not listed in Section 5 that are relevant to the services in Section 3. Additional titles will not be evaluated as part of the cost score but may be incorporated into the Contract.

Should any Preference Policies apply, the

Preference Policy Applicable to Cost Proposal criteria in Section 8 will be applied to the

Evaluated Total Cost before points are calculated.

0-100 Points 100 (100% of Total)

SECTION 5. COST PROPOSAL

TASKS

Task 1: Retiree Medical Valuation and Annual Comprehensive Financial Report (ACFR)

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Retiree Medical Plan Actuarial Study -

Per Valuation - Task I.A 1 Per

Valuation

2 ACFR Note - Per Year - Task I.B 1 Per Year

TOTAL

HOURLY RATES

Special Services, as defined in Section 3.3 of the Scope of Work, are paid on an hourly basis using the rates proposed below. Respondents shall submit hourly rates for the five labor titles (or proposed equivalents) listed in the table below

Line Item Title Unit of Measure Hourly Rate in

Dollars

1 Partner & Vice President Per Hour

2 Assistant Vice President Per Hour

3 Associate Actuary Per Hour

4 Senior Actuarial Analyst Per Hour

5 Actuarial Analyst Per Hour

ADDITIONAL HOURLY RATES (NOT EVALUATED)

All submitted fees and hourly rates will be incorporated into the resulting Contract. Respondents may propose additional labor titles not listed in Section 5 that are relevant to the services in

Section 3. Additional titles will not be evaluated as part of the cost score but may be incorporated into the Contract.

Line Item Description Title Unit of

Measure Hourly Rate in Dollars Total

1 (optional) Please include additional applicable Actuary Titles on attached excel

Per Hour

SECTION 6. SUPPLIER RESPONSES

Responses must be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of this RFP. Emphasis should be on completeness and clarity of content with sufficient detail to allow for accurate evaluation and comparative analysis. Response (Part 3) shall not exceed the 20 Page Maximum Page Limit.

No Exceptions.

Note: Responses that exceed the page limit noted above will be disqualified from further consideration.

Responses are electronically organized into three (3) Parts and are indexed in the order outlined below. Complete all required questions within each part.

Cover Page, Table of Contents, dividers and County forms will not count towards the page limit.

Part 1 - Compliance Statements (will not count against the page limit)

Part 2 - Company Profile & References (will not count against the page limit)

Part 3 - Respondent's Responses (counts against the page limit, no exceptions)

6.1 PART 1: COMPLIANCE STATEMENTS

Some *required questions might not be applicable to your company. Do not leave any required fields blank. Please indicate "N/A" when necessary. A required field that is left blank will prohibit your response from being submitted.

*indicates that it is required.

6.1.1 Validity of Response*

The County requires that all response be valid for at least three hundred sixty-five (365) calendar days. Submissions not valid for at least three hundred sixty-five (365) days will be considered nonresponsive. The Respondent shall state the length of time for which the submitted response shall remain valid below:

Please state 365 calendar Days if your response will be valid for that period of time. If your response will be valid for a different period of time please list the appropriate number of calendar days.

Maximum response length: 100 characters

*Response required

6.1.2 Certification of Understanding*

The County assumes no responsibility for any understanding or representation made by any of its officers, employees or agents during or prior to the execution of any Contract resulting from this solicitation unless:

A. Such understanding or representations are expressly stated in the Contract; and

B. The Contract expressly provides that the County therefore assumes the responsibility.

Representations made but not expressly stated and for which liability is not expressly assumed by the County in the Contract shall be deemed only for the information of the Respondent.

Respondent certifies that such understanding has been considered in this response.

☐ Please confirm

*Response required

6.1.3 Minimum Qualifications/Requirements Statement*

The Respondent certifies that it has thoroughly examined the County’s requirements and meets all minimum qualifications and requirements set forth in this RFP.

☐ Please confirm

*Response required

6.1.4 Certificate of Insurance *

The Respondent shall certify its willingness and ability to provide the required insurance coverage and certificates as set forth in the Model Contract.

☐ Please confirm

*Response required

6.1.5 Department of the Treasury, Internal Revenue Service Form W-9 Requirements*

All Contractors will be required to submit to County a federal Form W-9, or form W-8 for foreign vendors. County will inform Contractor, at the time of award, if the Form W-9 or W-8 will be required.

In order to comply with this County requirement, within ten (10) days of notification of selection of award of Contract but prior to official award of Contract, the selected Contractor agrees to furnish to the agency Deputy Procurement Agent (DPA) the required W-9 or W-8.

You may upload the appropriate form here or comply within the ten (10) days as described above.

*Response required

6.1.6 Conflict of Interest*

Does the Respondent have an existing relationship with the County, past or current, for any financial or business reasons, or any other reason?

An answer of "NO" shall be considered as Respondent certifying that no relationship exists or has existed as outlined below. An answer of "YES" will allow you to disclose the necessary information to the County.

Respondent with an existing or past relationship with the County, for any reason, shall answer "YES" to this question and disclose:

A. Any financial, business or other relationship with the County, any other entity that the

County Board of Supervisors governs, or any County Board member, officer or employee, which may have an impact, affect or influence on the outcome of the services you propose to provide. Provide a list of current clients, employees, principals or shareholders (including family members) who may have a financial interest in the outcome of services you propose to provide.

B. Any financial, business or other relationship within the last three (3) years with any firm or member of any firm who may have a financial interest in the outcome of the work.

☐ Yes

☐ No

*Response required

When equals "Yes"

6.1.7 Conflict of Interest Follow Up Question 1*

Disclose any financial, business or other relationship with the County, any other entity that the County Board of Supervisors governs, or any County Board member, officer or employee, which may have an impact, affect or influence on the outcome of the services you propose to provide. Provide a list of current clients, employees, principals or shareholders (including family members) who may have a financial interest in the outcome of services you propose to provide.

*Response required

When equals "Yes"

6.1.8 Conflict of Interest Follow Up Question 2*

Disclose any financial, business or other relationship within the last three (3) years with any firm or member of any firm who may have a financial interest in the outcome of the work.

*Response required

6.1.9 Statement of Compliance*

A statement of compliance with all parts of this RFP or a listing of exceptions and suggested changes must be submitted in response to this RFP.

• Yes = No Exceptions: This response is in strict compliance with said RFP, including, but not limited to, the terms and conditions set forth in the Contract and its Attachments, and no exceptions thereto are proposed.

• No = Exceptions: If there are any proposed exceptions, This response shall proceed to upload a list of any and all exceptions in accordance with the instructions provided after

"No" is selected.

Note: Respondents submitting exceptions to the County Model Contract listed in this RFP will receive a score of “0” for that criteria.

☐ Yes

☐ No

*Response required

When equals "No"

6.1.10 Attachment for each proposed exception must include:*

A. The RFP page number and section of the provision Respondent is taking exception to;

B. The complete provision Respondent is taking exception to;

C. The Respondent’s suggested rewording;

D. Reason(s) for submitting the proposed exception; and

E. Any impact the proposed exception may have on cost, scheduling, or other areas.

*Response required

6.1.11 Non-Collusion Declaration*

Each Respondent must execute the Non-Collusion Declaration contained in the solicitation and submit it with the Response.

The County of…