ESBD_402907_1741976027062_RFQ 2025-010 Qualification Package.pdf

REQUEST FOR QUALIFICATIONS

RFQ No. 2025-010

Consultant Services for Deferred Compensation Plans

Issue Date: March 17, 2025 Questions Due: April 8, 2025, 5:00 P.M. CT

Closing Date & Time: April 17, 2025, 2:00 P.M. CT Opening Date & Time: April 17, 2025, 2:01 P.M. CT

For Information Contact:

Melanie Wade, Purchasing Agent, 254-750-8098, or melaniew@wacotx.gov

Pre-Submittal Meeting (Non-Mandatory):

Tuesday, April 1, 2025, at 10:00 A.M.

Via Zoom Video & Dial In (Please see Page 3)

RFQ Opening Location:

Purchasing Services Office, 1415 N. 4th Street, Waco, Texas via Zoom Video Conferencing Only (Please see Page 3)

Zoom & Dial-In Information:

Please see Page 3

Purchasing Services Post Office Box 2570

Waco, Texas 76702-2570 Telephone 254 / 750-8060

Fax 254 / 750-8063 waco-texas.com

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BONFIRE ELECTRONIC BIDDING

The City of Waco is transitioning to Electronic Bidding, Proposals and Qualification (RFB/RFP & RFQ) submissions. These requests will be managed through the new City’s Data base system, Bonfire.

We ask vendors to register with Bonfire to access and respond to any advertisement for bids and services required by the City. Registration is secure and user friendly. Vendors can register at the link below. Once registered, vendors will be able to:

• Register with the City of Waco.

• Receive notifications for bids and services requests from the City.

• Stay updated on changes, addendums, open solicitations.

• Submit bids and proposals electronically.

• Vendors can inquire about the details and requirements of various bidding opportunities.

The City will still accept bids and proposals by mail or drop off. Notifications of changes, addendums and updates will also be available on the City’s website as well as other media outlets the City uses for solicitations.

The City appreciates your participation. If you have questions during the electronic bid/proposal process, please contact the issuing buyer, whose contact information can be found in the solicitation document. You can also contact Bonfire with registration or customer support issues.

Website links to assist you: waco-texas.bonfirehub.com/login

MINORITY, WOMEN-OWNED BUSINESS ENTERPRISE (MWBE)

The City of Waco is committed to providing fair and equal opportunities for all vendors, especially those who face disadvantages in bidding and providing services to the City. The City collects and reports data on the MWBE status of vendors to the federal government as part of this effort. Vendors are asked to fill out the MWBE form and submit it with their offer when they respond to a bid or proposal solicitation.

The MWBE status helps the City ensure that small and disadvantaged businesses are included in the competitive solicitation process. However, the MWBE status does not determine the award of a contract.

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BID NUMBER:

DATE:

TIME: CENTRAL

QUICK LINK:

MEETING ID:

DIAL IN NUMBER:

PASS CODE:

ADDITONAL

INFORMATION:

BID NUMBER:

DATE:

TIME: CENTRAL

QUICK LINK:

MEETING ID:

DIAL IN NUMBER:

PASS CODE:

ADDITONAL

INFORMATION:

PRE BID/ PROPOSAL

BID/ PROPOSAL OPENING

ZOOM ACCESS INSTRUCTIONS & ADDITIONAL INFORMATION

Rev. 1

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https://wacotx.zoomgov.com/j/1615754228?

TABLE OF CONTENTS

Register Interest Form I. Schedule for Solicitation II. Contact with City of Waco III. Definitions IV. Requested Services V. Statement of Qualifications VI. Evaluation of Submittals & Award of Contract

Appendices

A. Scope of Services, Requirements

(1) Description of Services and Requirements

B. Contract Requirements

(1) City of Waco General Terms and Conditions

(2) Additional Terms for Services

(3) Insurance & Indemnification Requirements

(4) Sales Tax Information

(5) House Bill 89 Israel Form

(6) House Bill 89 Firearms Form

(7) House Bill 89 Energy Form

(8) Foreign Terrorist Organization Form

(9) House Bill 1295 Information Sheet

(10) Protest Procedure

C. Forms to Complete and Return

(1) Submission of Proposal and Acknowledgment of Addenda

(2) Business Identification Form

(3) Conflict of Interest Questionnaire (CIQ form)

(4) Disclosure of Relationships with City Council/Officers (City Charter)

(5) Minority Women Owned Business & HUB Certification

(6) Litigation Disclosure

(7) Certification Regarding Debarment

(8) Non-collusion Affidavit

(9) Texas Public Information Act

(10) Drug Free Workplace

(11) W-9 Form

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RFQ No. 2025-010

Consultant Services for Deferred Compensation Plans

Please Register for Notification

REGISTER INTEREST

You have received a copy of the above-described Request document. If you would like to register your interest in this project so that you will receive any future notices or addenda concerning the project, please fill in the information requested below and fax this page to 254-750-8063. You may also scan this page and email to: melaniew@wacotx.gov.

Company/Firm:

Name of Contact Person(s):

Email(s):

Telephone:

Fax:

Mailing Address:

It is your responsibility to complete and return this form to the City. Failure to do so will result in your not receiving notices and addenda related to this project from the City of Waco.

Notices and addenda are posted on the City’s website and can be accessed at: waco-texas.com/bids

City of Waco Purchasing Services Post Office Box 2570

Waco, Texas 76702-2570 Telephone 254 / 750-8060

Fax 254 / 750-8063 waco-texas.com

RFQ 2025-010 Page 5 mailto:melaniew@wacotx.gov.

http://www.waco-texas.com/purchasing-rules.asp http://www.waco-texas.com/purchasing-rules.asp http://www.waco-texas.com/

I. SCHEDULE FOR SOLICITATION

The proposed schedule of events is tentative and may be modified throughout the selection process at the discretion of the City of Waco.

Issuance of the RFQ March 17, 2025

Pre-Submittal Meeting, 10:00 A.M. CT Via Zoom April 1, 2025

Questions due by 5:00 P.M. CT April 8, 2025

Statement of Qualifications (SOQs) due by 2:00 P.M. CT April 17, 2025

Opening of SOQs received – 2:01 P.M. CT Via Zoom April 17, 2025

Evaluation of the SOQs April / May 2025

Interviews May / June 2025

Establish final ranking of submitters June 2025

Notify submitters of award recommendation June 2025

Tentatively, the final selection decision will be made, and submitters will be notified of an award recommendation June 2025. This schedule is subject to change by the City.

II. CONTACT WITH CITY OF WACO

The contact person for this solicitation process is: Melanie Wade, Purchasing Agent who can be reached at:

Email: melaniew@wacotx.gov Telephone: (254) 750-8098 Fax (254) 750-8063

Questions concerning the solicitation can be submitted through the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login (preferred) or by email to the contact person listed above.

Official Address (if needed) - City of Waco Purchasing Services Attn: Melanie Wade, Purchasing Agent 1415 North 4th Street Waco, Texas 76707

Contact someone other than the Purchasing Agent listed above, or his/her designated representative at the City of Waco concerning this solicitation may be grounds for removal from consideration.

Interpretation, modification, corrections, or changes to the solicitation documents will be made by addenda issued by the City of Waco. Addenda will also be made available through the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login or the City of Waco Website at waco-texas.com/bids. Interested professional service providers are encouraged to return the Register Interest form on the previous page.

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III. DEFINITIONS

The following definitions apply to this document and the transaction between the City and the selected submitter unless otherwise designated in the context. Terms, which are singular, may include multiple, where applicable and when in the best interests of the City:

(1) “City” means and refers to the City of Waco, Texas.

(2) “Company” or “Firm” means and refers to any submitter, whether such submitter be a sole proprietor, corporation, company, partnership, company, or any other entity legally defined or recognized under the laws of the State of Texas.

(3) “Contract documents” include the RFQ and all of the Appendices attached to the RFQ.

(4) “Day” means a calendar day unless otherwise specified defined.

(5) “Project” means subject matter for which professional services are sought.

(6) “Project Review Committee” means a committee established by the City to review the qualifications. The Committee may be composed of City of Waco staff, City Councilmembers, or their designees, or other individuals selected to serve on the committee by the City.

(7) “RFQ” means and refers to this Request for Qualifications.

(8) “Selected Firm” means the firm who is selected by the City and to whom the City Council/City

Manager awards a contract for the professional services requested in this solicitation.

(9) “Selected submittal” means and refers to the Statement of Qualifications submitted by the

Selected Firm.

(10) “Solicitation” means an RFQ issued by the City Waco seeking services described in the document.

(11) “SOQ” means Statement of Qualifications.

(12) “Submission” or “Submittal” refers to a response to the RFQ which is a Statement of

Qualifications of the submitter.

(13) “Submitter” means a firm submits a Statement of Qualifications in response to this RFQ.

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IV. REQUESTED SERVICES/PRODUCTS

A. Professional Services Requested:

The City of Waco, Texas (“City”) is soliciting written proposals for a qualified firm to serve as an independent investment consultant (the “Consultant”) to assist the City in reviewing its existing City Deferred Compensation Plans (the “EXISTING PLANS”).

The City currently has three deferred compensation plan providers. Through this Request for Qualifications (RFQ), the City seeks a Consultant to evaluate these plans and determine whether they continue to effectively meet the needs of City employees. The primary focus of this assessment is to optimize the existing plans by identifying opportunities for improvement, streamlining administration, and enhancing plan offerings, rather than procuring new providers as a first option. The Consultant will analyze potential overlaps or redundancies and recommend strategic adjustments to improve efficiency and effectiveness. Only if necessary, the Consultant may suggest eliminating or adding providers, with procurement assistance as a secondary consideration.

Additionally, the Consultant will play a key role in developing strategies to educate plan participants on the benefits and features of the City’s deferred compensation plans. This may include recommending tools, resources, and communication methods to increase awareness and engagement among employees.

The City anticipates entering into a 1-year contract, with options to renew for four additional one-year periods. The Consultant will serve as a non-discretionary advisor to the Human Resources and Finance Departments and must demonstrate a strong commitment to establishing a collaborative partnership with City staff. The primary objectives of this engagement include:

• Enhancing and optimizing the investment options available to plan participants.

• Reducing administrative complexities and improving plan efficiency.

• Tailoring plan offerings to align with the evolving demographics and needs of employees.

• Developing a clear, ongoing strategy for evaluating and improving the City’s deferred compensation plans over time.

The selected Consultant should bring expertise in structuring, managing, and optimizing deferred compensation plans while ensuring plan participants have the knowledge and resources to make informed financial decisions.

A digital version of this document can be obtained from the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login or the City of Waco Website at waco-texas.com/bids.

Current Plans The City sponsors Existing Plans for the benefit of eligible employees, retirees, and their beneficiaries.

As of January 15, 2025, the total market value of assets in the Plans was $17,792,626. Assets in the various plans were:

Name of Plan/Provider Asset MetLife $4,456,981

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MissionSquare $5,701,288 Nationwide $7,634,357

The assets are invested in accordance with asset allocation policy as specified in investment policies.

Summary Plan Descriptions will be provided to the Consultant after award of the contract.

The assets are invested in accordance with asset allocation policy as specified in investment policies that are reviewed and approved annually by the City. Summary Plan Descriptions will be provided to the Consultant after award of the contract.

B. Terms Conditions & Requirements

In addition to the description of the services, the attached Appendices include the City’s Contract Requirements.

C. Reservations by City:

The City of Waco reserves the right to reject any and all submittals. The issuance of this solicitation does not obligate the City to contract for expressed or implied services. The City of Waco will not reimburse submitters for any costs incurred during the preparation or submittal of qualifications to this solicitation.

(1) Furthermore, the City expressly reserves the right to:

(a) Waive any defect, irregularity, or informality in any submittal or procedure.

(b) Extend the solicitation closing time and date.

(c) Reissue this solicitation in a different form or context.

(d) Procure any item by other allowable means.

(e) Waive minor deviations from specifications, conditions, terms, or provisions of the solicitation, if it is determined that waiver of the minor deviations improves or enhances the City’s business interests under the solicitation; and/or

(f) Extend any contract when most advantageous to the City, as set forth in this solicitation.

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V. STATEMENT OF QUALIFICATIONS (SOQ)

A. Submission of Information:

Submitters are cautioned that it is each submitter’s sole responsibility to submit information related to the evaluation categories, and the City is under no obligation to solicit such information if it is not included with the SOQ. Failure of a submitter to submit such information may cause an adverse impact on the evaluation of the specific SOQ.

B. Submitter Review of RFQ:

Submitters are responsible for examining and being familiar with all terms, conditions, provisions, and instructions of the RFQ and their responses. Failure to do so will be at the submitter’s risk and will not be a determinative factor when awarding the contract for services. Submission of a proposal indicates acceptance by the firm of the conditions contained in the RFQ.

C. Encouraging Competition:

The conditions, terms, provisions, and information of this RFQ are written to encourage maximum response to the RFQ. There is no intent to discriminate against any submitter but rather, to set a definite standard of professional quality and experience desired for this project.

D. Submission Contents:

Qualified firms should submit their qualifications through the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login. Paper/ Physical submissions will still be accepted but must include one (1) electronic copy (CD or Flash Drive) and (1) original and four (4) copies of their statements of qualifications on 8 ½ x 11 paper. These must be received by the date set out above in the Schedule of Solicitation for a submitting firm to be considered:

See Appendix A – Scope, Minimum Requirements for submission requirements.

E. No Price Information The selection of a selected provider under this RFQ shall be in accordance with Chapter 2254 of the Texas Government Code. Do not include any price information within the SOQ. SOQs containing any price information will be automatically disqualified.

F. Completeness of Submission:

(1) Submitters are responsible for examining and being familiar with all instructions and terms and conditions of this solicitation, and the submitter’s response.

(2) The submitter must attach all required forms with each submission copy. Forms must be signed by a representative of the submitter authorized to bind the submitter contractually. The submitter must include a statement identifying any exceptions to this RFQ or declare that there are no exceptions taken to the RFQ.

G. Response Date and Location Responses to this solicitation must be received by 2:00 pm (Central Time) on April 17, 2025. The City prefers that vendors use the new Bonfire portal at waco-texas.bonfirehub.com/login , paper submissions will still be received at the address listed below via Delivery Services or Personal Delivery to:

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Attn: Melanie Wade, Purchasing Agent 1415 North 4th Street Waco, Texas 76707

If using U.S. Mail, note that U.S. Mail is initially received at Waco City Hall and then delivered to the office of Purchasing Services by a City courier. That delivery may occur a day or more after being received at Waco City Hall. Allow additional time in advance of the proposal due date for U.S. Mail delivery. If the Purchasing Office has not received the proposal by the stated deadline, the proposal will be returned unopened.

All submissions shall be sent to the attention of the Purchasing Agent in a sealed envelope that is clearly marked on the outside as follows:

RFQ 2025-010

Consultant Services for Deferred Compensation Plans

Closing: 2:00pm (Central Time) on April 17, 2025

Submitters accept all risk of late delivery bids submissions regardless of instance or fault. A paper submission received after the submission deadline will not be considered and will be returned unopened to the submitter.

The City will NOT accept a submission by facsimile transmission (fax) or by electronic mail (email).

All submissions and accompanying documentation will become the property of the City.

H. Modifications to or Withdrawal of Submission:

Submissions cannot be modified after the submission deadline.

Submissions (in PAPER ONLY) may be modified prior to the deadline by providing a written notice to the Purchasing contact person at the address previously stated. To modify a submission prior to the submission deadline:

(1) Submit a written notice of the modification.

(2) The written modification may be submitted by electronic transmission (email) or personal delivery to the Purchasing Agent identified earlier in this document. The written modification must be received by the City prior to the closing time.

A submission may also be withdrawn (Bonfire vendor’s can withdrawal their own submission) by providing the notice in person by a representative of the submitter who can provide proof of his/her authority to act for the submitter. The representative will be required to execute a receipt reflecting the submission is being withdrawn.

I. Authorized Signature:

A SOQ must be manually signed by a person having authority to contractually bind the submitter. Any erasures or other changes must be initialed by the person authorized to sign the SOQ or others who are able to show evidence of authority to execute or sign or behalf of the submitter.

J. SOQ is an Indication of Ability to Perform Requested Services:

The SOQ submitted by a firm is an indication of the ability of the firm to perform the requested services.

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K. Agreement; Exceptions:

(1) Submission of an SOQ indicates the submitter agrees to the terms, conditions, and other provisions contained in the RFQ, unless the submitter clearly and specifically presents in its proposal any exceptions to the terms, conditions, and other provisions contained in the RFQ.

(2) Exceptions presented in an SOQ are not to be considered incorporated into the contract between the City and the selected submitter unless and until the City agrees to accept such exceptions.

(3) The selected submitter must acknowledge and agree that the contract resulting from this RFQ includes the terms, conditions, and other provisions contained in the RFQ, the submittal provided in response to this RFQ (including any exceptions accepted by the City) which is acceptable to the City and is not in conflict or contravention of the RFQ, and any other documents mutually agreed upon by the City and the selected submitter.

(4) No oral statement of any person shall modify or otherwise change or affect the terms, conditions, or specifications stated in the RFQ or the resulting contract.

L. Cost to Develop Submission:

Costs for developing and assembling submissions in response to this solicitation are entirely the responsibility and obligation of the submitter and shall not be reimbursed in any manner by the City.

VI. EVALUATION OF SUBMITTALS & AWARD OF CONTRACT

A. General Procedure:

The submitted SOQs will be initially reviewed and evaluated by a Project Review Committee. Each SOQ should be submitted as completely and accurately as possible.

The City reserves the right to request additional information or clarifications, oral discussions, or presentations in support of the submitted SOQ. The City also reserves the right to allow corrections of errors or omissions.

B. Vendor Presentations (if applicable) The evaluation by the Project Review Committee will determine whether vendors may be invited to make a formal presentation of their submittal and sit for a panel interview. There is no obligation for the City to host interviews in order to make the final selection.

C. Evaluation Criteria:

Firms meeting the mandatory criteria below will have their SOQs evaluated for technical quality. A point formula will be used during the review and evaluation process by the Project Review Committee to score SOQs. The following represent the principal selection criteria:

(1) Mandatory Elements:

(a) The firm is licensed or registered to practice in the State of Texas (if the professional services involved require licensing or registration).

(b) The firm has no conflict of interest with regard to any other work performed by the firm for the City of Waco.

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(c) The firm adheres to the instructions in this RFQ on preparing and submitting the SOQ, including submission of forms in Appendix C.

(2) Technical Quality: (Maximum Points - 100)

(a) Firm’s Expertise and Experience: (Maximum Points – 30)

1. Demonstrated experience of the firm based upon previous work similar to that of the type considered.

(b) Expertise and Experience of Personnel: (Maximum Points - 30)

1. Competence and qualifications of the individual(s), assigned by the firm, who will be directly responsible for the proposed work based upon education and experience pertinent to the work considered.

2. Technical adequacy of the personnel and any consultants to be utilized for the proposed work based upon education and experience pertinent to the work considered.

(c) Project Approach: (Maximum Points - 40)

1. Quality of the proposed work plan, including method and staff resources planned.

2. Identification of special considerations and possible challenges in completing the project.

3. Project schedule

D. Final Selection:

The evaluation will be presented to the Project Review Committee, who will determine whether to schedule oral interviews with the top rated firms. If interviews are requested, the proposers will have an opportunity to make a presentation and answer questions.

The City shall then seek to negotiate a contract with the firm ranked first. If an agreement cannot be reached, efforts to negotiate a contract will then proceed with the firm ranked second. This process will be followed until a satisfactory contract can be negotiated.

E. Contract Award and Execution:

The final contract must be awarded and approved by the Waco City Council if the amount of the contract will exceed $50,000.00. If the contract is for less than that amount, depending on the amount, the contract may be executed by the City Manager, an Assistant City Manager, department head or director.

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APPENDIX A

Scope of Services, Requirements

(1) Description of Services and Requirements

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SCOPE, MINIMUM REQUIREMENTS

1. Scope

The City is soliciting written proposals from qualified firms to serve as an independent investment consultant to assist in the evaluation and optimization of its existing Deferred Compensation Plans. The primary objective of this engagement is to assess whether the current plans continue to effectively serve City employees and to identify opportunities for improvement. Through this Request for Qualifications (RFQ), the City seeks a Consultant who will analyze the plans, streamline administration, and enhance investment offerings while prioritizing optimization over the procurement of new providers. The Consultant will also develop strategies to educate employees on the benefits and features of these plans, ensuring increased awareness and participation.

The focus of this review is to refine and strengthen the City's deferred compensation plans by eliminating inefficiencies, reducing redundancies, and improving plan accessibility. If necessary, the Consultant may provide recommendations regarding the elimination or addition of providers, but procurement of new providers will only be considered as a last resort. Should such changes be required, the Consultant will provide guidance in managing the transition while minimizing disruption to plan participants.

Note: The selected firm cannot be an existing deferred compensation plan provider to the City, nor can they recommend their firm as a potential plan provider.

The City's objectives for the deferred compensation plan(s) are: (1) to obtain the best possible investment options for our plan participants, (2) to streamline administration of provider reporting, (3) to tailor investment offerings and services to fit the changing demographics and needs of the city’s current and future workforce, (4) to assure the best possible procurement efforts, if needed, and oversight of the providers and their investment offerings, (5) to assure safe and clear potential transition plans, if needed, from existing providers to new providers should that be necessary, and (6) to assure employee buy-in for providers and strategy to educate employees on plan benefits.

The information provided in this SOQ should detail the Proposer’s qualifications, experience, capabilities, resources, and value-added services. The following Services will be required of the Consultant:

A review of the City’s existing deferred compensation plans with recommendations as to possible and/or effective combining, eliminating, or improving existing plans.

An analysis of the investment of funds and policies, asset allocations, and asset class strategies of the existing plans, and any recommendations for amendments or modifications warranted by changes in the marketplace or regulatory guidelines, along with appropriate details and justification.

A discussion with any representative employee groups as to specific needs within such plans.

Assistance in identifying and implementing City administrative or financial functions for the administration of plans.

Request for proposal (RFP) development and review and contract development for new chosen plan provider(s) to include plan administration and plan-related administrative services, if applicable.

An analysis and evaluation of all proposals received in response to the RFP, if applicable.

Assistance in the negotiation of an agreement with selected provider(s), if applicable.

Assistance and overview of the implementation by the provider, if applicable.

Provision of regulatory and technical guidance.

Provision of a semi-annual review of all City plans to include review of investment strategies performance and portfolio mix relative to changes in the markets to make recommendations for rebalancing as deemed necessary or advisable. Those reports should include, but not be limited to, measurement of the overall investment performance of the Plans, evaluation of quarterly returns in comparison to their peer groups and applicable benchmarks, and summarization of current asset allocation breakdowns.

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The Consultant is expected to have and maintain a broad database of investment managers/funds, including information on their policies, investment styles, fee schedules, portfolio characteristics, firm characteristics, and performance.

Attend annual regular meetings called by the City, as requested. It is expected that the Consultant will attend annual meetings in person if needed.

Provide education to the City staff or Committee regarding asset classes, market overviews, economic forecasts, and any other relevant information reasonably requested.

Communicate with City staff as needed to provide updates on the status of the funds, the market, and any other factors that may affect performance of the Plans.

Section 1 – Cover Letter

Submit a cover letter signed by an authorized individual which includes the following information:

1. The name, title, address, telephone number, and email address of person(s) authorized to:

a. Provide any clarifications on organizational structure that may be required.

b. Conduct final contract negotiations and execute a contract on behalf of Submitter.

2. Include a statement that Consultant will comply with the City’s contractual provisions.

Section 2 – Organizational Summary

1. Provide a high-level overview of the firm’s capabilities for providing the requested Services. If any portion of the work is to be subcontracted, describe fully.

2. Provide a short history of the Proposer firm including dates of any predecessor firm and establishment of current Proposer firm.

3. List and describe the firm’s experience serving public sector/governmental entities for deferred comp, pension and/or OPEB investment advisory services, including the number of years that the firm has provided services to each such client and the value of pension and assets under advisement. The City prefers the Consultant have experience providing such services to at least five clients. Experience with Texas governmental entities is preferred.

4. Describe specific benefits the City would receive by engaging the firm, and comment on areas that differentiate your firm from competitors.

5. Indicate the timeframe to commence and complete the initial Services if awarded a contract.

6. Describe any other business features and/or options that the City should consider in addition to the

Services.

7. Has your firm been the subject of any complaints filed in any state or federal regulatory agency in the past five years?

Section 3 - Key Representative and Professional Licenses

1. Describe the role of the professionals who will be actively involved in providing the requested Services.

At least two team members will have a minimum of 5 years experience in providing the requested services.

2. Provide a chart depicting the name, title, location, and specific areas of responsibility of key personnel assigned.

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3. Describe the professionals’ qualifications, years of professional experience, and years with the firm.

Outline their education, accomplishments, any specialized training and/or professional certifications and licenses held. Provide full resumes.

4. Indicate the availability and accessibility of key personnel.

5. Does the primary contact have experience providing services to at least five similar accounts? Explain.

Section 4 - Service Requirements

1. Provide a summary of the Services the firm intends to provide. Include a detailed description of the consulting approach to be used and the services you provide.

2. Discuss your approach to the evaluation of the existing plans. On what key areas will you concentrate in

(a) the evaluation of existing plans and (b) the benefits of the existing plans? Discuss any models employed by your firm and how assumptions are developed.

3. What level of interaction and support do you expect from the City?

4. How do you plan to maintain communications for ongoing reviews and analysis?

5. Outline any specific City resources and/or advanced preparation anticipated to be required prior to and during the transition of the requested investment consulting services.

6. Describe your universe of money manager performance data.

7. Describe your firm’s process for ongoing evaluation of providers.

Section 5 - Client References

1. Provide a list of at least five references, preferably engagements that are similar in type and scope to the requirements included in this RFQ, whether current or completed within the last two (2) years. The list should include organization name and address, contact name, telephone number and email address, length of business relationship and assets managed by the Consultant.

Section 6 - Minimum Eligibility Requirements

Confirm compliance, or ability to comply, with the following requirements:

1. The Consultant must take active steps to avoid conflicts of interest. If the firm or its affiliates, officers or employees are affiliated in any way with any investment manager/fund family, broker-dealer, bank, or other service provider to the Plans, that relationship shall be fully disclosed and explained in writing and included with the SOQ.

2. During the term of its contract, the firm must agree that it will not accept any compensation, whether hard dollars or soft dollars, from any investment manager, custodian, securities lending agent or other service provider engaged. Any current soft dollar relationships, whether they are with the Consultant, its affiliates, officers, or employees, must be fully disclosed in writing and included with the Proposal.

3. Consultant must have continually operated and provided consulting services to institutional clients for the last seven years.

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4. Consultant agrees to notify City within three (3) business days of any changes to the team of key personnel who are actively involved in providing the requested Services and assign alternate personnel with comparable background and experience to ensure the firm meets the requirements mentioned above.

5. Consultant agrees to notify City within ten (10) business days of any lawsuits filed by any client alleging breach of any fiduciary duty, or of any investigation of Consultant by the SEC or any state, federal, or other investigatory agency.

6. Consultant agrees to comply with all applicable Texas and national laws and regulations. An affirmative statement should be included that the firm and all assigned professional staff are properly licensed or registered to practice in the state of Texas.

Section 7 - General

1. List any specific proposed revisions or exceptions to the RFQ and clearly state/explain any proposed deviations requested.

2. Complete and include all City Forms included in Appendix C.

3. Does your company anticipate any merger, expansion, or transfer of ownership, management reorganization, or departure of key personnel within the next 12-24 months that may affect the organization’s ability to carry out its responsibilities to the City? If yes, please explain the anticipated impact of such a transaction.

4. Has the firm been involved in any litigation with a client directly related to the services provided during the past five years that would have a material effect on a contract with the City? If yes, provide a summary of involvement and outcome.

5. Provide a sample evaluation report on the monitoring of providers.

6. Does your firm have a written code of conduct or a set of standards for professional behavior? If so, how are they monitored and enforced?

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APPENDIX B

Contract Requirements

(1) City of Waco General Terms and Conditions

(2) Additional Terms for Services

(3) Insurance & Indemnification Requirements

(4) Sales Tax Information

(5) House Bill 89 Israel Form

(6) House Bill 89 Firearms Form

(7) House Bill 89 Energy Form

(8) Foreign Terrorist Organization Form

(9) House Bill 1295 Information Sheet

(10) Protest Procedure

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Additional Terms for Services

(a) Permits and Fees: All permitting fees from the city will be waived on construction projects. The contractor will still need to apply for all applicable permits. However, there will be no cost associated with the issuance of City permits.

(b) Time of Completion and Liquidated Damages: Completing this Project in a timely manner is very important to the City of Waco. The submitter must agree to commence work on or before a date specified in a written "Notice to Proceed” of the City and to fully complete the project within the time stated in the contract documents. As it is impracticable and extremely difficult to fix the actual damages, if any, that may proximately result from a failure by Submitter to perform the service, should submitter fail to complete the project within the calendar days specified in the contract, Submitter agrees to pay to City, or have withheld from monies due it, the amount stated in the contract documents as liquidated damages for each calendar day of delay or nonperformance . Any sums due and payable hereunder by the Submitter shall be payable, not as a penalty, but as liquidated damages representing an estimate of delay damages likely to be sustained by the City, estimated at the time of executing this Contract. Execution of a contract for this Project shall constitute agreement by the City and Submitter that said amount is the minimum value of the costs and actual damage caused by the failure of the Submitter to complete the Project within the allotted time. A sum due as liquidated damages may be deducted from payments due the Contractor if such delay occurs. Adjustments to the contract times can only be made as provided in the contract documents and any conditions or specifications referenced therein.

(c) Conditions of Work: While the City is issuing a solicitation including specifications, each Submitter is still responsible for examining all of the issued documents, attending any pre-bid conference, making a site visit, and taking whatever steps are necessary to inform itself of the conditions relating to the project and the employment of labor thereon. Each Submitter must inform itself of the conditions relating to the project and the employment of labor thereon. Failure to do so will not relieve the Submitter awarded this contract of its obligation to furnish all material and labor necessary to carry out the provisions of the contract. Insofar as possible, the Selected Firm, in carrying out the Project, must employ such methods or means as will not cause any interruption of or interference with the work of any other contractor.

(d) Employment Conditions/Requirements: Submitters shall pay particular attention to the required employment conditions that must be observed and the minimum wage rates to be paid. If federal or state funds are involved in paying for the work, there may be additional requirements that must be followed to comply with the terms of the federal or state funding.

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(e) Force Majeure: In the event performance by the Selected Firm of its obligations under this Agreement shall be interrupted or delayed by or as a consequence of a fire, flood, severe weather, or other act of God, war, insurrection, civil disturbance, or act of state, the Selected Firm shall be excused from such performance for the period of time such occurrence shall have lasted or such period as is reasonably necessary to rebuild or take other action necessary to resume performance. The period reasonably necessary to rebuild or take other action necessary to resume performance shall be as determined by the agreement of the parties, which agreement shall be negotiated and arrived at in good faith. The Selected Firm shall notify the Contact Person or Contract Administrator of any matter covered above, the occurrence of which interferes or threatens to interfere with the performance of any of its obligations under the bid.

Upon such notice, the Selected Firm and the City shall consult and cooperate as to measures which may be taken to overcome the interference or as to alternative measures which may be undertaken by the parties with a view to the continued performance of the bid agreement.

(f) Right to Assurance: Whenever one party to this contract in good faith has reason to question the other party's intent to perform, the questioning party may demand the other party give written assurance of its intent to perform. In the event that a demand is made, and no assurance is given within five (5) days, the demanding party may treat this failure as an anticipatory repudiation of the contract.

(g) Invoice Submittal Procedures: If invoices are submitted or otherwise used pursuant to the bid awarded under this solicitation, the Selected Firm shall present invoices to the City in the following form and content:

1. Each invoice must reference the City of Waco contract, agreement, or Purchase Order number.

2. Only one contract, agreement, or project shall be billed on a particular invoice.

3. Only one invoice per every thirty (30) days per contract, agreement, or project may be submitted; and

4. Each invoice must have a billing number, which reflects in sequence the number of invoices that have been submitted on the contract, agreement, or project.

The invoice requirements stated herein shall not be read to disallow or exclude other information that may be otherwise required or requested by the City. Such information required herein must be submitted only on an invoice and not in any other non-invoice form or document.

(h) Termination of Contract:

document:

Except as provided elsewhere m the contract

1. The City may terminate the contract for cause for Selected Firm’s failure to perform work, non-adherence to established federal, state and/or local laws, or a violation of any of the contract provisions. Upon written termination, the City may exclude the Selected Firms from the Project site and pursue any remedies available to the City.

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2. Upon ten (10) days written notice, City may terminate the contract for convenience, for any reason. In such a case, the Selected Finn shall be paid, without duplication, for completed and acceptable work and expenses, including reasonable overhead and profit, and for other reasonable expenses directly attributable to the termination.

In no case shall the Selected Firm be paid for anticipated profits or other consequential damages. Upon receipt of written notice, the Selected Firm shall have a duty to mitigate its termination costs and shall not incur additional costs unrelated to the costs directly related to either securing completed work or winding down the Project.

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City of Waco Insurance & Indemnification Requirements Professional Services – Not Engineer or Architect

Insurance Requirements:

A contractor’s financial integrity is of interest to the City. Therefore, subject to a contractor’s right to maintain reasonable deductibles, a contractor shall obtain and maintain in full force and effect for the duration of the contract, and any extension hereof, at contractor’s sole expense, insurance coverage written on an occurrence basis by companies authorized to do business in the State of Texas that are rated A- or better by A.M. Best Company and/or otherwise acceptable to the City in the following types and amounts:

Type Amount

Workers' Compensation Statutory

Employer’s Liability $1,000,000/$1,000,000/$1,000,000

Commercial General Liability Including:

• Premises/Operations

• Products Liability/Completed Operations

• Personal & Advertising Injury

• Broad form property damage, to include fire legal liability

$1,000,000 per occurrence; $2,000,000 General Aggregate, or its equivalent in Umbrella or Excess Liability Coverage

Business Automobile Liability

a. Owned/leased vehicles (if any)

b. Non-owned vehicles

c. Hired vehicles

$1,000,000 per occurrence or its equivalent on a combined single limit (CSL basis).

Professional Liability (Claims Made Form)

$1,000,000

Term of Policy: With regard to any approved claims-made policy form, a contractor shall maintain and keep in force and effect said coverage during the term of this contract and for a period of three (3) years following the expiration or completion of the contract with the City, either through an existing carrier or a carrier of comparable financial statute and reputation.

Modification of Insurance Requirement: The City reserves the right to review these insurance requirements during the effective period of the contract and any extension or renewal and to modify insurance coverages and their limits when deemed necessary and prudent by City’s Risk Manager or designee, based upon changes in statutory law, court decisions, or circumstances surrounding this contract.

Proof of Insurance Required and When to Submit:

Examination & Approval. All insurance policies shall be subject to the examination and approval of the City for their adequacy as to form and content, form of protection, and financial status of insurance company.

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When to Submit. Prior to the execution of the contract by the City of Waco and before commencement of any work under this contract, a contractor shall furnish proof of insurance to the City’s Risk Manager which is clearly labeled with the contract name and City department. The proof will include completed/current Certificate(s) of Insurance, endorsements, exclusions, and/or relevant extracts from the insurance policy, or copies of policies. Thereafter, new certificates, policy endorsements, exclusions, and/or relevant extracts from insurance policies, or policies shall be provided prior to the expiration date of any prior certificate, endorsement, or policy. No officer or employee other than the City’s Risk Manager or designee shall have authority to waive this requirement.

Additional Insured. Except for Workers’ Compensation, Employers’ Liability, and Professional Liability Insurance, the City, its elected officials, officers, servants, agents, volunteers and employees shall be named as additional insureds. No officer or employee, other than the City Risk Manager or designee, shall have authority to waive this requirement.

Other-Insurance Endorsement -- All insurance policies are to contain or be endorsed to state that an “Other Insurance” clause shall not apply to the City where the City is an additional insured shown on the policy.

Agent Information. The certificate(s) or other proof of insurance must be completed by the broker of record and must be signed and include the agent information including the agent name, title and phone number. The proof of insurance shall be sent directly from the insurance agent to the City’s Risk Management Office by U.S. Postal Service to City of Waco, ATTN: Risk Manager, P.O.

Box 2570, Waco, Texas 76702-2570 or by delivery service to 1415 North 4th Street, Waco, Texas 76707. To send by email, please contact the Risk Management Office at 254-750-5730 to obtain the email address.

Precondition to Performance & Basis for Termination. The City shall have no duty to pay or perform under the contract until such certificate(s), policy endorsements, exclusions, and/or relevant extracts from the insurance policy have been delivered to and approved by the City’s Risk Manager. The contractor understands that it is the contractor’s sole responsibility to provide this necessary information to the City and that failure to timely comply with these insurance requirements shall be a cause for termination of a contract. If the City determines that it will deny payment, not perform, or terminate the contract because of the failure to provide certain information or documents, the City shall give the contractor notice of that determination and allow contractor fifteen (15) days to correct the deficiency.

Waiver of Subrogation. All liability policies will provide a waiver of subrogation in favor of the City.

Notice of Cancellation, Non-renewal, Material Change. The Contractor shall provide written notification to the City of the cancellation, non-renewal, or material change of any insurance required herein. The Contractor shall provide such written notice within five (5) business days of the date the Contractor is first aware of the cancellation, non-renewal, or material change, or is first aware that the cancellation, non-renewal, or material change is threatened or otherwise may occur, whichever comes first. Contractor shall provide the City with a replacement certificate(s) of insurance, policy endorsements, exclusions, and/or relevant extracts from the insurance policy either before the cancellation, non-renewal, or material change is effective, if it knew in advance of such, or within ten (10) business days of first learning of the cancellation, non-renewal, or change if it did not learn of that such action in advance.

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INDEMNIFICATION.

A CONTRACTOR EXECUTING A CONTRACT WITH THE CITY AGREES TO ASSUME

FULL RESPONSIBILITY AND LIABILITY FOR THE SERVICES RENDERED PURSUANT TO

THE CONTRACT AND AGREES TO INDEMNIFY, PROTECT, DEFEND, AND HOLD

HARMLESS THE CITY, ITS EMPLOYEES, AGENTS, AND SERVANTS, OF AND FROM

ALL CLAIMS, DEMANDS, AND CAUSES OF ACTIONS OF EVERY KIND AND

CHARACTER, INCLUDING THE COST OF DEFENSE THEREOF, FOR ANY INJURY TO,

INCLUDING DEATH OF, PERSONS AND ANY LOSSES FOR DAMAGES TO PROPERTY

CAUSED BY OR ALLEGED TO BE CAUSED, ARISING OUT OF, OR ALLEGED TO ARISE

OUT OF, EITHER DIRECTLY OR INDIRECTLY, OR IN CONNECTION WITH, THE

SERVICES TO BE RENDERED HEREUNDER, WHETHER OR NOT SAID CLAIMS,

DEMANDS, CAUSES OF ACTIONS ARE CAUSED BY CONCURRENT NEGLIGENCE OF

THE CITY AND A PARTY TO THIS AGREEMENT, OR WHETHER IT WAS CAUSED BY

CONCURRENT NEGLIGENCE OF THE CITY AND SOME OTHER THIRD PARTY.

Employee Litigation: In any and all claims against any party indemnified hereunder by any employee (or the survivor or personal representative of such employee) of the contractor, any subcontractor, any supplier, or any individual or entity directly or indirectly employed by any of them to perform any of the work, or anyone for whose acts any of them may be liable, the indemnification obligation herein shall not be limited in any way by any limitation on…