ESBD_453821_1760555984011_Q&A Document 1 (2).pdf
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- Attached to
- RFP 2509-001 Retirement Plan Advisor
- Solicitation number
- 2509-001
- Issued by
- Travis County, Austin City, Texas
About this file
This is a Questions and Answers document for RFP 2509-001, issued by Travis County Healthcare District, doing business as Central Health, for retirement plan advisory services. The solicitation seeks a qualified firm to provide strategic consulting and fiduciary support for the organization's 401(a) and 457 retirement plans serving approximately 1,900 participants with combined assets of $187.3 million ($155.1 million in Plan 301738 and $32.1 million in Plan 301780). The selected advisor will be responsible for conducting plan analyses, identifying cost-saving opportunities, providing employee education and engagement support, managing vendor relationships, and delivering strategic retirement benefit recommendations. Central Health anticipates conducting finalist interviews and making a selection by January 2026, with the contract expected to commence November 1, 2025. The initial contract term is one year with optional four one-year renewal periods available. The pre-proposal conference was held September 24, 2025, and the proposal submission deadline was October 27, 2025, at 2:00 PM Central Time.
Central Health requires proposers to submit their own rate structures and proposed budgets rather than disclosing the current spend or budget range; however, the current incumbent advisor One Digital charges fees on a quarterly basis. The organization does not express a preference between asset-based and flat-fee compensation structures. No specific budget amount is disclosed, though proposers will receive copies of the current 408(b)(2) fee disclosures and plan documentation to inform their proposals. Central Health practices a Good Faith Effort policy regarding MBE/WBE participation and allows participation from both HUB-certified and non-HUB vendors. The current incumbent, One Digital, is welcome to rebid on this solicitation. Proposals must be submitted via the BidNet platform, with resumes and supplemental content counting against the 40-page narrative limit, though required attachments do not count toward page limits. Proposers must agree to execute the Business Associate Agreement and accept the sample contract terms, with any exceptions detailed on the provided attachment. The organization is conducting this RFP as part of standard due diligence following contract expiration and seeks enhanced employee financial wellness programming, with a minimum of four financial wellness seminars requested annually.
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Questions & Answers - 1
Solicitation 2509-001 - RFP Retirement Plan Advisor
Buying Organization Travis County Healthcare District dba Central Health
No Question/Answer Question Date
Q1 Question: RFP 2509-001
Incumbent? Is there currently an incumbent vendor or service provider responsible for the existing solution, and if so, could you provide any relevant details about their involvement?
Answer: There is/is not an incumbent for this service.
09/15/2025
Q2 Question: RFP 2509-001
Beyond the state and federal minimum wage, is there a prevailing wage, living wage ordinance, local mandated wage, or contract-specific wage?
Answer: Yes, Austin has a living wage requirement which can be researched.
It is recommended that interested Proposers research the City of Austin and Travis
County requirements.
09/15/2025
Q3 Question: RFP 2509-001
What was the amount spent on this contract last year?
Answer: This question cannot be answered at this time. Please provide your rates on your submitted proposal.
09/15/2025
Q4 Question: RFP 2509-001
Is there an MBE/WBE requirement?
Answer: Central Health practices a Good Faith Effort and requires such of its Contractors and
Consultants unless otherwise specified in the solicitation documents (i.e. inclusion of
HSP Plan Requirements and Goals).
09/15/2025
Q5 Question: RFP 2509-001
Will Central Health please confirm that responses which include larger content such as resumes, transition, staffing, and training plans may be provided in an Exhibits tab-apart from page maximum?
Answer: Resumes DO COUNT against the listed page limit. Larger content as described are at the Proposer’s discretion and will count against the page limit.
09/15/2025
Q6 Question: RFP 2509-001
What is the budget of this solicitation?
Answer: We do not provide Budgets for your solution in advance, we request you provide us with your proposed budget
09/15/2025
No Question/Answer Question Date
Q7 Question: RFP 2509-001
BidNet is not working, what do I do?
Answer: Central Health staff cannot help with technical issues occurring on the BidNet platform.
Proposers must contact BidNet at support@bidnet.com or 800-835-4603 to resolve the issue.
09/15/2025
Q8 Question: RFP 2509-001
When is the contract scheduled for award?
Answer: Awards are generally made around the time of the proposal expiration date stated in the solicitation package. All proposers will be formally notified of solicitation status once a determination is made.
09/15/2025
Q9 Question: RFP 2509-001
I am a HUB-certified business. Do I still need to report whether my subcontractors are
HUB-certified as well?
Answer: Yes you do.
09/15/2025
Q10 Question: RFP 2509-001
Can non-HUB vendors participate in the solicitation?
Answer: Yes they can.
09/15/2025
Q11 Question: RFP 2509-001
Will Central Health accept submission of proposals via E-mail?
Answer: No the Proposal Submission is clearly identified in the solicitation packet. Central
Health prefers submission via BidNet site, however if the Proposal needs to be dropped of in person special arrangement can be made, refer to the solicitation for details.
09/15/2025
Q12 Question: RFP Objective
Why is this RFP being issued (e.g., contract renewal; service issues; pricing exercise)?
Answer: Contract renewal
09/16/2025
Q13 Question: Retirement Plans
Can you please provide a recent asset list of the investment options offered within each of the plans you are seeking services for?
Answer: See attached : Travis County 301738 Plan_Health_09012025-09302025 & Travis County
301780 Plan_Health_09012025-09302025
09/16/2025
Q14 Question: Plan Participation
What is the asset size and number of participants in each of the plan(s) you are seeking services for?
Answer: 301738-$155,136,194 as of 9/30/25. 301780-$32,133,101 as of 9/30/25.
09/16/2025
Q15 Question: Recordkeeper(s)
How is/are the current recordkeeper(s) and when was the last recordkeeping vendor RFP?
Answer: Ascensus - 5 years ago
09/16/2025
Q16 Question: PDF Format and Excel
The RFP requests, "Submissions must be in PDF format and the required use of provided excel template."
Since the submission will be in PDF, as long as we use the exact questions from the Excel, is it okay to copy and paste them into Word for easier population of our responses and then provide the Word doc via PDF?
Answer: You may use the Excel workbook to provide the answers asked. All other required documentation should be in PDF format.
09/16/2025
Q17 Question: Investment Policy Statement (IPS)
Can you please provide a copy of the District's Investment Policy Statement (IPS)?
Answer: See attached Travis county ex def comp IPS & New IPS 6.2024 def comp
09/25/2025
Q18 Question: Plan Report From Ascensus
Can you please provide the most recent plan report from Ascensus for the District's 401(a) and 457 plans showing the investment options available to plan participants and the assets in those funds?
Answer: See attached : Travis County 301738 Plan_Health_09012025-09302025 & Travis County
301780 Plan_Health_09012025-09302025
09/25/2025
Q19 Question: Current Advisor Fees
What is the current fee being charged by One Digital?
Answer: Available by PIR
09/25/2025
Q20 Question: 1)Page 11, Section III Proposer Rights and Obligations, B. 1
With regard to the following part of this paragraph, “Additionally, Proposers must agree to include the terms contained within Exhibit G – Sample Contract with Required Contract Terms and Conditions, which is incorporated in this RFP, in any Contract that results from this RFP and to execute the
Business Associate Agreement contained within Exhibit H, of this RFP.”, please confirm that modifications to these documents will be considered as needed based on certain regulatory items that must be included in the advisory services agreements that are finalized and that submission of a proposal does not constitute acceptance of these documents as is.
Answer: Please include any exceptions to the sample contract on attachment C. If your exceptions require more room, you are welcome to submit a redlined copy of Attachment G or add a page with the exceptions you are requesting.
10/02/2025
Q21 Question: 2)Page 15, Section V Proposal Format and Organization, A. Proposal Format
Please confirm if the excel spreadsheet responses are included in the 40 page limit or if the page limit applies only to the narrative response. Do the required attachments such as reporting samples and bios count toward the 40 page limit?
Answer: The 40 page limit is for your responses to the Narrative prompt responses. Required attachments do not count towards the 40 page limit.
10/02/2025
Q22 Question: Requesting Clarification
1. Are the narrative sections different than the questionnaire? Do we have to do both? Does evaluation criteria apply to the Excel sheets?
2. Pease provide a list of the current vendors so that we can better understand any termination provisions
3. Please list any retirement plans that you currently offer to employees
4. Please tell us about your plan: number of EEs assets, participation rate, average balance.
5. Are there any proprietary fixed accounts offered? If so, please list.
6. Are you currently working with a retirement plan consultant? How long have you been working with your current retirement consultant. What is their fee?
7. Does the County offer a Defined Benefit plan?
8. Is there an employer contribution to the plan?
9. Do you currently offer a Roth option?
10. When is the last time your organization issued an RFP for its retirement plans?
11. Do you currently offer any financial wellness programs?
12. Are all of the vendors using the same plan document and administrative services agreement or do each of the vendors use their own?
13. Are self directed brokerage accounts (also known as self managed accounts) currently available under the plan(s)? If yes, what percent of the assets are in it?
14. Are managed account services currently available under the plans? If yes, please provide the following:
The identity of the current advice provider (e.g., Financial Engines, Morningstar, etc.
The number of participants enrolled in service
The amount of assets under the service
10/06/2025
Answer: 1. Are the narrative sections different than the questionnaire? If they are not the same then yes. Do we have to do both? What is listed is required. Does evaluation criteria apply to the Excel sheets? Not sure what is being asked
2. Pease provide a list of the current vendors so that we can better understand any termination provisions – we use one digital and Ascensus
3. Please list any retirement plans that you currently offer to employees – see other question A2
4. Please tell us about your plan: number of EEs assets, participation rate, average balance. See A2
5. Are there any proprietary fixed accounts offered? If so, please list. Not sure see list A2
6. Are you currently working with a retirement plan consultant? Yes How long have you been working with your current retirement consultant 3 Years. What is their fee? This question cannot be answered at this time.
7. Does the County offer a Defined Benefit plan? Yes 8. Is there an employer contribution to the plan?
Yes
9. Do you currently offer a Roth option? Yes
10. When is the last time your organization issued an RFP for its retirement plans? 5 years
11. Do you currently offer any financial wellness programs? Yes
12. Are all of the vendors using the same plan document and administrative services agreement or do each of the vendors use their own? One
13. Are self directed brokerage accounts (also known as self managed accounts) currently available under the plan(s)? If yes, what percent of the assets are in it?
14. Are managed account services currently available under the plans? If yes, please provide the following: The identity of the current advice provider (e.g., Financial Engines, Morningstar, etc. The number of participants enrolled in service The amount of assets under the service: This question cannot be answered at this time
Q23 Question: Current Recordkeeper(s)
Who is/are the current recordkeeper(s) and when was the last recordkeeping vendor RFP?
Answer: Ascensus 5 years
10/08/2025
Q24 Question: Employee Education
The RFP states the selected advisor is expected to provide "active participation and presentation at
Open Enrollment and educational meetings." How many onsite meetings do you anticipate per year?
Answer: Estimate 5
10/08/2025
Q25 Question: Retainer Fee
What is Central Health currently paying the incumbent advisor on an annual basis? Is this paid out of the plan?
Answer: 1. This question cannot be answered at this time
2. Quarterly
10/08/2025
Q26 Question: Issuing RFPs
When Central Health issues an RFP for a recordkeeper or an investment manager, is the public bid process required for each of these services, or can the consultant provide a list of recommended vendors to bring to the committee for consideration without the need to issue a public RFP?
Answer: A RFP will be required
10/08/2025
Q27 Question: RFP 2509-001
We recognize the importance of completing all exhibits with our RFP responses. Exhibit F is for responders that are Corporations. RBC Wealth Management is an LLC. Would you like for us to indicate it on the Exhibit F?
Answer: Yes. It also needs to be indicated on Exhibit C when you list your name.
10/15/2025
Q28 Question: RFP 2509-001
Education and Communication programing for employees and plan participants is a really important component to the services that we provide to our clients. Do you currently offer Financial Wellness
Programing? If so, is this something that is supported by your current advisor and/or your Plan
Administrator Ascensus?
Answer: We have some but it needs to be more. Yes it is supported by Ascensus.
10/15/2025
Q29 Question: RFP 2509-001
Do you have a preference for an asset based vs flat fee structure?
Answer: No we do not.
10/15/2025
Q30 Question: RFP 2509-001
Are you up for sending or putting into the portal the 408B2 so we can take a look at fees for the plan itself?
Answer: See attached Travis county 301738 ps fee & travis county 301780 ps fee
10/15/2025
Q31 Question: RFP 2509-001
Do you have an idea of how much money is in the 401 plan right now?
Answer: See attached : Travis County 301738 Plan_Health_09012025-09302025 & Travis County
301780 Plan_Health_09012025-09302025
10/15/2025
Q32 Question: RFP 2509-001
Do we have an estimate on number of participants and AUM for the plan?
Answer: Number of participants, is around 1900.
10/15/2025
Q33 Question: RFP 2509-001
Is it in power that you guys log into or principal or something else?
Answer: It's through Ascensus.
10/15/2025
Q34 Question: RFP 2509-001
I’m trying to get an understanding of how your record keeper is set up. Is it part of a PEO? One Digital is typically a PEO, but I wasn't sure if they have their own brands of 401K.
Answer: We only have a 401A not a 401K
10/15/2025
Q35 Question: RFP 2509-001
What, record keeper are you with? Is it tied in with your benefits package as well as health insurance?
Answer: One digital record keeper
10/15/2025
Q36 Question: RFP 2509-001
Is the advisor or Ascensus leading that though?
Answer: It's usually more Ascensus, yes.
10/15/2025
Q37 Question: RFP 2509-001
Do you get support from Ascensus as well on the education?
Answer: Yes we do.
10/15/2025
Q38 Question: RFP 2509-001
You were really mindful in talking about participant engagement and increasing participant engagement, and we recognize how important that is, right? You know, you can put together a great plan, but you know, if employees and participants don't see it as a benefit, the points kind of moot, right? So what types?
Answer: Right now our approach is just through webinar sessions since we have team members who work on site as well as hybrid. We think that’s the best way to reach everybody. In addition, we recently hosted an in-person session and that was received really well, and we just want to continue that momentum, while doing what we can to increase engagement. We're open to other strategies and look forward to receiving those suggestions in your proposals.
10/15/2025
Q39 Question: RFP 2509-001
We've noticed that with our partnership with other plans for Ascensus, they're really pushing plan sponsors to use their prototype document, their volume submitter. Do you have your own custom document or are you working on their plan document?
Answer: We're in the process of working through the plan document to transition over to the prototype.
10/15/2025
Q40 Question: RFP 2509-001
I understand that you work with Ascensus. Do you also partner with the third party administrator to do the TPA work, the 5500? Or is that all being done through Ascensus?
Answer: That's all being done through Ascensus at this point in time.
10/15/2025
Q41 Question: RFP 2509-001
Is the plan currently considered a safe harbor plan?
Answer: No we do not
10/15/2025
Q42 Question: RFP 2509-001
When was the last time the 401k match and plan design was reviewed?
Answer: it was one year.
10/15/2025
Q43 Question: RFP 2509-001
Do you currently work with a TPA to optimize the plan features such as 401k match and profit sharing.
Answer: No we do not
Q44 Question: RFP 2509-001
Please provide the 408b2 Fee Disclosure so we can see the 401k fees and Investment
Expenses associated with the plan. (please note a 408b2 can be pulled from the record keeper portal and provides advisor compensation, but it also provides investment expenses, record keeper fees, and other administrative expenses helping us determine what steps would need to be taken to help you hit your cost savings goal outlined in the RFP.)
Answer: we only have 401a and 457
10/15/2025
Q45 Question: RFP 2509-001
How many physical locations does Central Health in Travis County have?
Answer: We have about 50
10/15/2025
Q46 Question: RFP 2509-001
What does the current advisor setup or team setup servicing the 401k look like? How many advisors service the plan, do they currently provide educational seminars or provide one on one financial consulting for participants (including outside of the 401k)?
Answer: Two advisors, they do not provide educational seminars.
10/15/2025
Q47 Question: RFP 2509-001
What financial wellness programs do you or your current advisor currently provide? How many times per year would you like financial wellness seminars performed (if applicable)?
Answer: They currently do not provide. We would like at least 4 per year.
10/15/2025
Q48 Question: RFP 2509-001
Do you currently use 3(38) or 3(21) Fiduciary Services? If not is this something you are willing to entertain?
Answer: No, only looking for what is in the RFP
10/15/2025
Q49 Question: RFP 2509-001
Does Central Health currently maintain an IPS (investment Policy Statement) for the plan? Or does it need assistance creating one? If an IPS is available, please provide.
Answer: Yes we have one see attached Travis County ex def comp ips and new ips 6.2024 def. comp
10/15/2025
Q50 Question: RFP 2509-001
What record keeper/platform is One Digital currently using for the plan (Ex. Empower, John Hancock, Fidelity, Transamerica)
Answer: It is Ascensus
10/15/2025
Q51 Question: RFP 2509-001
What is the current asset value of the current plan?
Answer: 301738-$155,136,194 as of 9/30/25. 301780-$32,133,101 as of 9/30/25.
10/15/2025
Q52 Question: RFP 2509-001
How much money was contributed to the plan in 2024?
Answer: 301738-2024 Calendar Year Contributions-$18,376,596. 301780-2024 Calendar Year
Contributions-$4,395,001.
Q53 Question: RFP 2509-001
If available, what are the demographics of the plan participants (ex. age, income level of plan participants)
Answer: 401 a
AgeLess than 70K 70K-120K Above 120K Grand Total
0-20 34 36
21-30 434 102 14562
31-40333210157705
41-50189154146492
51-60939097280
61-70353533104
Above 705 38
Grand Total11235914502187
AgeLess than 70K70K-120KAbove 120KGrand Total
0-2014 14
21-303367410420
31-40284174134592
41-50161137133431
51-60858185251
61-7031323194
Above 704 26
Grand Total9154983951808
10/15/2025
Q54 Question: RFP 2509-001
How many participants are currently participating in the plan?
Answer: Number of participants, is around 1900.
10/15/2025
Q55 Question: RFP 2509-001
What type of retirement plan does Central Health Currently Maintain? Ex. 401K, 403B, 457
Answer: 401A and 457
10/15/2025
Q56 Question: RFP 2509-001
What time frame does Central Health expect to interview finalists and ultimately select a firm?
Answer: We are hopeful this will take place by January 2026.
10/15/2025
Q57 Question: RFP 2509-001
If this is the institution's first time seeking the services, why did it feel the need to add a dedicated provider?
Answer: This is not our first time seeking the services.
Q58 Question: RFP 2509-001
What firm currently provides the services? Will they be allowed/invited to rebid?
Answer: One Digital is the incumbent and any firm is welcomed to bid on this solicitation.
10/15/2025
Q59 Question: RFP 2509-001
Why is the search was being conducted - contract expiration of incumbent provider, seeking additional services, standard due diligence, etc.?
Answer: The contract is expiring, and we are doing our standard due diligence.
Questions & Answers - 1
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