C250382_Attachment_A_Questionnaire.pdf

RFP 250382

ATTACHMENT A

Deferred Compensation Plan Investment Advisory and Consulting Services Questionnaire

Governmental 457(b) and 401(a) Plans

Response Instructions

Proposers shall respond to each question in the order presented. Responses should be clear, complete, and concise. Unless otherwise noted, responses should not exceed two

(2) pages per question, excluding requested exhibits, sample documents, and required attachments.

1. Governmental Plan Experience

Describe your experience advising governmental defined contribution plans, including:

• Number of governmental plans

• Number of California public agency clients

• Governmental assets under advisement

• Average client tenure

• Representative clients similar to OCTA

2. Client Retention

Identify the number of governmental retirement plan clients gained and lost during the past five years and explain significant client departures.

3. Business Mix

Provide the percentage of firm revenue attributable to:

• Governmental retirement plans

• Corporate retirement plans

• Institutional consulting

• Wealth management

• Other business lines

4. Fiduciary Status

Will your firm acknowledge in writing that it will act as a fiduciary while providing investment advisory services?

If yes, describe:

• Applicable fiduciary standard

• Application to governmental plans

• Limitations, if any

Provide a sample fiduciary acknowledgment.

5. Governance Methodology

Describe your overall approach to helping governmental retirement plan committees fulfill their governance responsibilities. Include:

• Governance framework

• Committee education

• Documentation practices

• Fiduciary decision-making process

• Ongoing oversight methodology

Provide one example of how your governance approach improved committee effectiveness.

6. Regulatory Support

Describe your methodology for monitoring regulatory and legislative developments affecting governmental defined contribution plans and communicating those developments to clients.

Provide one recent example.

7. Compliance Program

Describe your firm's compliance program, including:

• Chief Compliance Officer

• Compliance reviews

• Code of Ethics

• Personal trading policy

• Cybersecurity governance

• Employee compliance training

8. Independence and Conflicts of Interest

Describe:

• All sources of compensation

• Potential conflicts

• Revenue-sharing arrangements

• Affiliated products or services

• Soft dollar arrangements

• Referral arrangements

Explain how conflicts are identified, mitigated, monitored, and disclosed.

Describe one situation where your firm recommended replacing a service provider despite an existing business relationship or potential conflict.

9. Investment Philosophy

Describe your investment philosophy and how it guides recommendations for governmental defined contribution plans.

10. Investment Oversight Methodology

Describe the analytical framework your firm uses to:

• Monitor investments

• Establish watch list criteria

• Evaluate managers

• Determine whether a fund should remain, be placed on watch status, or be replaced

Include quantitative and qualitative factors, participant considerations, fee analysis, transition planning, and documentation.

11. Watch List Example

Provide an example where your firm recommended placing a fund on watch status for reasons other than performance.

12. Investment Policy Statements

Describe your experience developing and maintaining Investment Policy Statements for governmental plans.

Provide an example of a significant IPS enhancement you recommended and the rationale.

13. Investment Research

Describe your investment research process, including:

• Manager evaluation

• Organizational stability

• Succession planning

• Style consistency

• Risk evaluation

• Documentation standards

14. Performance Reporting

Describe your quarterly reporting capabilities, including:

• Benchmarks

• Peer comparisons

• Risk analytics

• Executive summaries

• Participant analytics

• Fee analysis

• Custom reporting

Provide a sample report.

15. Specialized Investment Analysis

Describe your methodology for evaluating:

• Target date funds

• Managed accounts

• Retirement income solutions

Explain how participant demographics influence your recommendations.

16. Fee Benchmarking

Describe your methodology for evaluating:

• Investment fees

• Recordkeeping fees

• Revenue sharing

• Administrative costs

Provide a sample benchmarking analysis.

17. Committee Support

Describe your approach to supporting retirement plan committees, including coordination with staff, preparation of recommendations, meeting facilitation, documentation, and follow-up activities.

Provide sample agendas, meeting materials, and meeting minutes.

18. Participant Communications

Provide examples of participant communications your firm has developed regarding:

• Fund changes

• Market volatility

• Plan enhancements

Describe your role in developing those communications.

19. Recordkeeper Oversight

Describe the tools and metrics your firm uses to evaluate recordkeeper performance, participant service, fees, cybersecurity, and contractual compliance.

Provide one example where your recommendations resulted in measurable service improvements.

20. Procurement Support

Describe your experience assisting governmental retirement plan clients with procurements.

Include experience with:

• Scope development

• RFP preparation

• Proposal evaluations

• Interviews

• Reference checks

• Fee comparisons

• Contract negotiations

• Implementation

Provide one or two recent examples.

21. Client Transition

Describe your process for onboarding a new governmental retirement plan client, including governance transition, reporting implementation, committee orientation, and communication.

22. Service Standards

Describe your client service standards, including:

• Response times

• Availability

• Escalation procedures

• Dedicated support resources

23. Technology

Describe the technology supporting your consulting services, including:

• Reporting systems

• Committee portals

• Secure document sharing

• Performance analytics

• Virtual meeting capabilities

24. Cybersecurity

Describe your cybersecurity program, including governance, testing, incident response, employee training, vendor oversight, and significant cybersecurity incidents during the past five years.

25. Business Continuity

Summarize your business continuity and disaster recovery program, including recovery objectives, testing frequency, and remote work capabilities.

26. First-Year Priorities

Based on OCTA's Scope of Work, describe your recommended first-year work plan.

Include:

• Key priorities

• Major deliverables

• Governance improvements

• Investment oversight enhancements

• Operational efficiencies

• Emerging trends likely to affect governmental defined contribution plans over the next five (5) years.