Pension_Management_Software.pdf

RFP- 26 - 194

PENSION MANAGEMENT SOFTWARE

City of St. Petersburg

P.O. Box 2842

St. Petersburg, FL 33731

RELEASE DATE: April 10, 2026

DEADLINE FOR QUESTIONS: May 7, 2026

RESPONSE DEADLINE: May 26, 2026, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/stpete

City of St. Petersburg

Pension Management Software

I. Introduction

II. Instructions & General Conditions for Submittals

III. Vendor Questionnaire

IV. Scope of Work

V. Evaluation Criteria

Attachments:

A - Proposal Requirements

AA - Subcontractor Utilization Plan

#RFP- 26 - 194

Title: Pension Management Software

1. Introduction

SUBMITTALS ARE ACCEPTED VIA OPENGOV

ALL QUESTIONS MUST BE SUBMITTED IN OPENGOV WITHIN THE QUESTION AND

ANSWER SECTION

The City of St. Petersburg’s Procurement & Supply Management Department utilizes OpenGov

Procurement to post, submit, and receive submittals for all active solicitations. Vendors must be registered within the OpenGov Procurement system in order to participate in City solicitations.

To remain informed of upcoming and active opportunities, vendors are encouraged to subscribe to the

City’s procurement page for notifications and updates.

For technical assistance, please contact OpenGov.

For information or questions about this solicitation, please contact:

Francesca Cicatelli, Procurement Analyst

(727) 893-7223 francesca.cicatelli@stpete.org

2. Instructions & General Conditions for Submittals

2.1. PREPARATION OF SUBMITTAL

Submittal will be prepared in accordance with the following:

A. Submittals must be uploaded on forms furnished, utilizing the OpenGov Procurement website.

Failure to comply could result in the submission being rejected.

B. If price is a factor, unit prices must be shown and where there is an error in extension of price, the unit price will govern.

C. Alternate submittals will not be considered unless authorized by the solicitation.

D. Proposed delivery time must be shown and any date calculations must include weekends and holidays.

E. Vendor is advised that exceptions to any agreement terms contained or referenced in this solicitation must be stated with specificity in its response to the solicitation. Vendor is deemed to have accepted and to be bound by the solicitation and referenced agreement terms that vendor does not take exception to its response. The City reserves the right to modify or add terms and conditions based upon exceptions stated by the Vendor, or to declare any terms and conditions non-negotiable, as determined by the City in its sole discretion.

F. Vendors will thoroughly review the drawings, specifications, schedule, instructions and/or all other solicitation documents.

G. Vendors will make all investigations necessary to thoroughly inform themselves regarding facilities for delivery of material and equipment as required by the solicitation. Plea of ignorance by the Vendor of conditions that exist or that may hereafter exist as a result of failure or omission on the part of the Vendor to make necessary examinations and investigations, or failure to fulfill in every detail the requirements of the solicitation documents, will not be accepted as a basis for varying the requirements of the City or the compensation to the Vendor.

H. Vendors are advised that all City solicitations are subject to all legal requirements provided for in the Procurement Code and/or State and Federal Statutes.

2.2. SOLICITATION REVIEW

Vendors are required to carefully review this solicitation for defects and questionable or objectionable material. Comments concerning defects and questionable or objectionable material must be made in writing to the Procurement Analyst of record for this solicitation and received by the City at least 10 days before the solicitation submission deadline. This will allow issuance of any necessary addendum. A protest based on omission or error, or on the content of the solicitation, will be disallowed if these faults have not been brought to the attention of the City, in writing, at least 10 days before the time set for submission deadline.

2.3. SUBMITTAL METHOD AND FORMAT

A. Submittals must be uploaded utilizing the OpenGov Procurement website. Submittals sent via email or delivered in-person will not be considered.

B. The preferred format for submittals is PDF conversion from your source file.

C. Submittals must follow the page maximum stated in the solicitation requirements. Failure to comply could result in the submittal being rejected.

2.4. SUBMITTALS FROM RELATED PARTIES OR MULTIPLE SUBMITTALS

RECEIVED FROM ONE VENDOR

Where two (2) or more related parties each upload a submittal, or multiple submittals are received from one (1) vendor, for any solicitation, such submittals will be judged non-responsive. Related parties mean vendors or the principles thereof, which have a direct or indirect ownership interest in another vendor for the same solicitation or in which a parent company or the principles thereof of one (1) contractor have a direct or indirect ownership interest in another vendor for the same solicitation.

2.5. INTEGRITY OF SOLICITATION DOCUMENTS

Vendors will use the original solicitation form(s) provided by the Procurement and Supply Management

Department and enter information only in the spaces where a response is requested. Vendors may use an attachment as an addendum to the solicitation form(s) if sufficient space is not available on the original form for the vendor to enter a complete response. Any modifications or alterations to the original solicitation documents by the vendor, whether intentional or otherwise, will constitute grounds for rejection of a solicitation. Any such modifications or alterations a vendor wishes to propose must be clearly stated in the vendor's submittal response and presented in the form of an addendum to the original solicitation documents.

2.6. LATE SUBMISSION OR MODIFICATION

Submittals and modifications received after the time set for the submission will not be considered.

2.7. WITHDRAWAL OF SUBMITTAL

The submittal may be withdrawn prior to the solicitation opening date.

2.8. WRITTEN REQUESTS FOR INTERPRETATIONS/CLARIFICATIONS

No oral interpretations will be made to any firms as to the meaning of specifications or any other documents. All questions pertaining to the terms and conditions or scope of work of this solicitation must be in writing to the Procurement and Supply Management Department and received by the date specified in the solicitation. Responses to questions may be handled as an addendum if the response would provide clarification to requirements of the solicitation. All such addenda will become part of the agreement documents. The City will not be responsible for any other explanation or interpretation of the proposed solicitation made or given prior to the award of the agreement. The Procurement and Supply Management

Department will be unable to respond to questions received after the specified time frame.

2.9. REJECTION OF SUBMISSION

The City may reject a submittal if:

A. The vendor incorrectly states or conceals any material fact in the solicitation.

B. The solicitation does not strictly conform to the law or requirements of the solicitation, including insurance requirements.

C. The solicitation is conditional, except that the vendor may qualify its submittal for acceptance by the

City on an "all or none" basis, or a "low item" basis. An "all or none" basis submittal must include all items upon which the vendor was invited.

D. The Procurement and Supply Management Director determines it is in the best interest of the City to reject all submittals or parts of submittals at any stage of the procurement process through the award of an agreement.

E. The City reserves the right to waive minor informalities or irregularities in any submittal.

2.10. PUBLIC REVIEW OF SUBMITTALS

Pursuant to Florida Statute, Section 119.071(1)(b)2, all submittals will be subject to review as a public record after 30 days from opening, or earlier if an intended decision is reached before the thirty-day period expires. Unless a specific exemption exists, all documents submitted will be released pursuant to a valid public records request. All trade secret claims must be dispositively determined by a court of law prior to trase secret protection being granted.

2.11. ADA REQUIREMENT FOR PUBLIC NOTICES

Persons with disabilities requiring reasonable accommodations to participate in this proceeding, should contact 727-893-7229.

2.12. CONE OF SILENCE

Vendors and their employees, agents, contractors, and representatives are prohibited from communicating

(whether oral, written, or electronic) with any member of City Council, the Mayor, City staff, any member of the selection committee, or any City project consultants related to the competitive solicitation beginning upon the date on which a competitive solicitation is first advertised and continuing until the later of (1) the final award of the competitive solicitation, (2) the date of rejection of all bids or responses to the competitive solicitation, or (3) the date of final disposition of any protest of the competitive solicitation.

2.13. AWARD

The City reserves the right to accept and award on a split-order, lump-sum, or individual item basis, or such combination as shall best serve the interest of the City.

2.14. PROTEST PROCEDURE

Protest procedures are governed by City of St. Petersburg Procurement Code Section 2-208 and can be viewed at the following link: Protest Procedure

2.15. NON-NEGOTIABLE CONTRACT TERMS

The City has deemed the following contract terms to be non-negotiable. Vendor is advised that if it wishes to take exception to any of the terms contained or referenced in the contract, it must explicitly identify the term and the exception in its response to the solicitation. Vendor's stated exception to a non-negotiable contract term may disqualify it from consideration:

1. Indemnification.

https://library.municode.com/fl/st._petersburg/codes/code_of_ordinances?nodeId=PTIISTPECO_CH2AD_ARTVPUCOET_DIV1PRCO_S2-208PRSOAW

2. Insurance coverage.

3. Governing Law and Venue.

4. The City will not agree to the addition of any provision requiring a dispute resolution process or method, including but not limited to binding arbitration.

5. The City will not agree to the addition of any provision waiving any remedy available to the City in law or equity (including but limited to the right to a jury trial)

6. The City will not agree to the addition of any provision providing for the award of attorney’s fees to the prevailing party.

7. The City will not agree to the addition of any provision limiting the liability of Vendor to a maximum dollar amount.

2.16. CONTRACT CAPABILITY/REFERENCES

Prior to award, any Vendor may be required to show that the company has the necessary facilities, equipment, ability and financial resources to perform the work specified in a satisfactory manner and within the time specified. In addition, the vendor must have experience in work of the same or similar nature, and can provide references, which will satisfy the City. Vendors must furnish a reference list of at least three (3) customers for whom they have performed similar services.

2.17. CONTRACTOR LICENSE REQUIREMENT

All Contractors performing construction and related work in Pinellas County must comply with all regulatory legislation, Chapter 75-489, Laws of Florida, as amended. Failure to have a competency license in a regulated trade will be cause for rejection of any submittal and/or award.

2.18. CORPORATE REGISTRATION

An award may not be issued without proof that your firm is registered with the Florida Division of

Corporations, as per Florida Statute §607.1501.

A foreign corporation (foreign to the State of Florida) may not transact business in this state until it obtains a certificate of authority from the Department of State. Please visit Division of Corporations for information on how to become registered.

2.19. INSURANCE

The Vendor must provide a certificate of insurance and endorsement in accordance with the insurance requirements listed in the insurance section of the agreement. Failure to provide the required insurance within a ten (10) day period following the determination of award may result in the City to vacate the original determination and proceed with another Vendor.

2.20. PUBLIC EMERGENCIES

It is hereby made part of this solicitation that before, during, and after a public emergency, disaster, hurricane, tornado, flood, or other acts of God that the City of St. Petersburg will require a first priority for goods and services. It is vital and imperative that the citizens are protected from any emergency situation that threatens public health and safety, as determined by the City. Vendor agrees to https://dos.myflorida.com/sunbiz/ rent/sell/lease all goods and service to the City on a first priority basis. The City expects to pay a fair and reasonable price for all goods and services rendered or contracted in the event of a disaster, emergency, hurricane, tornado, or other acts of God.

2.21. EVALUATION CRITERIA

The evaluation criteria define the factors that will be used by the Evaluation Committee to evaluate and score responsive, responsible and qualified submittals. Vendor shall include sufficient information to allow the Evaluation Committee to thoroughly evaluate and score their submittal. Each submission shall be evaluated and ranked by an Evaluation Committee. The contract will be awarded to the most qualified

Vendor, per the evaluation criteria listed in the solicitation.

2.22. RIGHTS OF CITY OF ST. PETERSBURG SOLICITATION PROCESS

In addition to all other rights of the City under Florida law, the City specifically reserves the following:

A. the right to rank firms and negotiate with the most qualified firm.

B. the right to select the proposal that it believes will serve the best interest of the City.

C. the right to reject any and all responses, or parts thereof, to disqualify any and all responses, and/or determine any response to be non-responsive.

D. the right to cancel the entire solicitation.

E. the right to remedy or waive technical or immaterial errors in the solicitation or in the proposals submitted.

F. the right to request any necessary clarifications or proposal data without changing the terms of the solicitation.

G. the right to require the Proposer to perform the services required on the basis of the original submittal without negotiation.

2.23. BONDS

Performance and Payment Bond: If applicable, the annual bond amount will be equal to the one-year amount of a multi-year agreement.

Bid Bonds: Must be uploaded with offeror's submittal prior to the solicitation close date.

3. Vendor Questionnaire

3.1. Is the Vendor registered with the Florida Department of State, Division of Corporations

(Sunbiz) in accordance with Florida Statute §607.1501?*

☐ Yes

☐ No

*Response required

3.2. Is the Vendor a City of St. Petersburg certified SBE? *

If you have submitted an application and it is pending, please send an email to osd@stpete.org. In the subject line- provide the solicitation number and due date.

☐ Yes

☐ No

*Response required

3.3. Is the Vendor a City of St. Petersburg certified MWBE? * If you have submitted an application and it is pending, please send an email to osd@stpete.org. In the subject line- provide the solicitation number and due date.

☐ Yes

☐ No

*Response required

3.4. Address for Headquarters location.*

*Response required

3.5. Address of office providing service, if different than above.

3.6. Signature Authority *

Please provide a letter certifying who is authorized to execute the agreement on behalf of Company.

*Response required

3.7. Describe the nature of company’s business.*

*Response required

3.8. Year the Company was Founded.*

*Response required

3.9. Number of years company has operated under the current name. (Note: if the company has modified its corporate structure since its founding (e.g., from a corporation to an LLC), you may list the number of years the company was founded under the original corporate structure).* *Response required

3.10. Company’s bank of record.*

*Response required mailto:osd@spete.org mailto:osd@spete.org

3.11. Describe any litigation that the vendor has been a party to in the last five years where it was alleged that the offeror breached a contract for similar services with a client/customer and describe any contracts for similar services that the vendor failed to complete for similar services. Describe the facts and status of any such litigation or contract. * Type N/A if not applicable.

*Response required

3.12. Identify any government entity that has debarred or otherwise prohibited the vendor from responding to its competitive solicitations within the last five years. Describe the circumstances surrounding such debarment or other prohibition. * Type N/A if not applicable.

*Response required

3.13. The vendor acknowledges that it has read, understands and will comply with Florida

Statute §448.095 pertaining to required use of the U.S. Department of Homeland Security E-

Verify system. Should the City terminate the contract with the vendor for violation of

§448.095, vendor may not be awarded a contract with the City for at least one year.*

☐ Please confirm

*Response required

3.14. The vendor acknowledges that its quote response is subject to Public Records laws

(Chapter 119, Florida Statutes).*

☐ Please confirm

*Response required

3.15. Will vendor allow other agencies to piggyback the contract if awarded?*

☐ Yes

☐ No

*Response required

3.16. The vendor hereby makes all certifications required by Florida Statute §287.135 related to scrutinized companies.*

☐ Yes

☐ No

*Response required

3.17. Is vendor required to provide any disclosures to the City regarding a foreign country of concern pursuant to Florida Statutes §286.101 (3)(a)? *

☐ Yes

☐ No

*Response required

3.18. If YES, please provide the disclosure(s) in accordance with the requirements of Florida

Statute §286.101 (3)(a).

3.19. The vendor certifies that it takes no exceptions to the agreement attached. * The City has deemed the following contract terms to be non-negotiable. Vendor is advised that if it wishes to take exception to any of the terms contained or referenced in the contract, it must explicitly identify the term and the exception in its response to the solicitation. Vendor's stated exception to a non-negotiable contract term may disqualify it from consideration:

1. Indemnification.

2. Insurance coverage.

3. Governing Law and Venue.

4. The City will not agree to the addition of any provision requiring a dispute resolution process or method, including but not limited to binding arbitration.

5. The City will not agree to the addition of any provision waiving any remedy available to the City in law or equity (including but limited to the right to a jury trial)

6. The City will not agree to the addition of any provision providing for the award of attorney’s fees to the prevailing party.

7. The City will not agree to the addition of any provision limiting the liability of Vendor to a maximum dollar amount.

☐ Yes

☐ No

*Response required

3.20. If exceptions are taken to the attached agreement, please provide.

3.21. Has the vendor identified any trade secrets or confidential information in its response?*

☐ Yes

☐ No

*Response required

3.22. If yes to the above question, please upload your redacted proposal here.

3.23. I currently have the required insurance coverage as specified in the solicitation and will be able to provide a Certificate of Insurance if awarded. *

☐ Please confirm

*Response required

3.24. References *

Please download the below document, complete, and upload.

• Vendor_Reference_Form.pdf https://procure-now.s3.us-west-2.amazonaws.com/shared-sections/production/7730/af5e02f7-9845-4718-a389-83b49aa49254_Vendor_Reference_Form.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4ACJD3XSA%2F20260410%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260410T173152Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEGkaCXVzLXdlc3QtMiJGMEQCIAol%2FFxm%2Fu%2FO6%2B%2BUdPGHOsXk%2BxHNtbygrlkuE82GkmiMAiBIdZlysP0ceD00eL3eUDoBjSUew6%2ByjE5Ey08qusIktCqMBQgyEAIaDDg5MjM2NDY4NzY3MiIMm666uIDLilzoTQygKukED58j%2FGra7ot1Wa12hYRZhSzDdK74fCvJk%2BURAypkaejbD%2BUsrQWkXLk%2FRDF9vsyaKmrgMjsolDRm%2FvEw9C3MJh0%2BLJNcvlFsmrI6nrjgevCHqOLOPNxN7eeArGTwDLZpViHSXZLY9Q70qCsQC3M%2B5AmcNOlLqifWmQq2ZNeD5BrkweyIoXM%2FqBszTm68eiQoL7ZHNan0tl8JR2m2VaF%2F%2FMsO4qst71ao2wadTnY%2BZCt5Zgp%2FFrv5UkXZwdzsGfjK7XWkEdLhlbQhSe7LQhXOOK3G31QMi7BFmxitIlN6b5cs8x63q7%2FfeEsOE5DB1NARQXUt%2BDcGV2Ngz6jZ3kJxNZIvS7z979C40Vc7mMo2nohIm9TFoNp6hqswHQ0ik9HHsLDrV%2F9U5jiSMhO47MYFBboI8FDPc0tD3MD8EQXdvbcXWkpp0ovfy8nljliYZHalmbFQP2dmK6Jyd2pBngMpNx41OgytiYF2yeNWl9a%2Flz4JofN%2BYi7F5ml69SXBCQC7uU94eCa5Lu%2BFEAii4%2BDBebCLuBudUGvmeFfykCOcu%2Bb5p3sESH63j95Mfor01n0LOCnssvBQTuVvP%2BX9YjK9tIXRylwo5y2yWEQTe%2BcK66vDcDUi%2BXlsc0IhgaauYmnixS85eVVaTrV8fh4BlcefGKrrOMjs1Lvfm4ooBe9Qe2Z2Luuc2nZTX04sAonv5sy26MWRlyEFm5TjCuu6mlqDt32jy7bdkEn7VtoWjQW%2BkrMGc0GxrJdAcaOeKARDGTiHX4iE4DYOmCsPOtDbVENS7jm582y20HUKaAT6v8PG96HrRdrZYDFgDJMw3c%2FkzgY6mgFVRjgsAl1Har5Bn83ZKbjMGfTu16UpU%2BJ3%2BdTLwGhoY%2B4iwuBFQICKEhtIuxbSkES4oKMPLGo4Gm1fDr1e5EWfxftZwAjDv0L2SzZFlHvMiFEuathkQN4LS8zCKm9raqGW52KDC6RIKiawamTpo7%2FLzUdMecjPkKdcsunTJnA3OVYy6DnIhK6gTMUrl9%2BhtTu4SHTphUm2gcT9&X-Amz-Signature=7b3881c593f38d5e39a4ce379f523dfa9e3702327d6512da554c5248cf233707&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Vendor_Reference_Form.pdf%22&x-id=GetObject

3.25. Submittal Documents*

Upload all other documents relating to this solicitation. Including but not limited to proposals/statements of qualifications, applicable bonds, warranty information, etc.

*Response required

3.26. Responsible and Responsive Construction Questions*

Please download the below documents, complete, and upload.

• Responsible_and_Responsive_...

https://procure-now.s3.us-west-2.amazonaws.com/shared-sections/production/7730/6eaad259-ec77-484c-9320-309e6d782613_Responsible_and_Responsive_Construction_Bid.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4ACJD3XSA%2F20260410%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260410T173152Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEGkaCXVzLXdlc3QtMiJGMEQCIAol%2FFxm%2Fu%2FO6%2B%2BUdPGHOsXk%2BxHNtbygrlkuE82GkmiMAiBIdZlysP0ceD00eL3eUDoBjSUew6%2ByjE5Ey08qusIktCqMBQgyEAIaDDg5MjM2NDY4NzY3MiIMm666uIDLilzoTQygKukED58j%2FGra7ot1Wa12hYRZhSzDdK74fCvJk%2BURAypkaejbD%2BUsrQWkXLk%2FRDF9vsyaKmrgMjsolDRm%2FvEw9C3MJh0%2BLJNcvlFsmrI6nrjgevCHqOLOPNxN7eeArGTwDLZpViHSXZLY9Q70qCsQC3M%2B5AmcNOlLqifWmQq2ZNeD5BrkweyIoXM%2FqBszTm68eiQoL7ZHNan0tl8JR2m2VaF%2F%2FMsO4qst71ao2wadTnY%2BZCt5Zgp%2FFrv5UkXZwdzsGfjK7XWkEdLhlbQhSe7LQhXOOK3G31QMi7BFmxitIlN6b5cs8x63q7%2FfeEsOE5DB1NARQXUt%2BDcGV2Ngz6jZ3kJxNZIvS7z979C40Vc7mMo2nohIm9TFoNp6hqswHQ0ik9HHsLDrV%2F9U5jiSMhO47MYFBboI8FDPc0tD3MD8EQXdvbcXWkpp0ovfy8nljliYZHalmbFQP2dmK6Jyd2pBngMpNx41OgytiYF2yeNWl9a%2Flz4JofN%2BYi7F5ml69SXBCQC7uU94eCa5Lu%2BFEAii4%2BDBebCLuBudUGvmeFfykCOcu%2Bb5p3sESH63j95Mfor01n0LOCnssvBQTuVvP%2BX9YjK9tIXRylwo5y2yWEQTe%2BcK66vDcDUi%2BXlsc0IhgaauYmnixS85eVVaTrV8fh4BlcefGKrrOMjs1Lvfm4ooBe9Qe2Z2Luuc2nZTX04sAonv5sy26MWRlyEFm5TjCuu6mlqDt32jy7bdkEn7VtoWjQW%2BkrMGc0GxrJdAcaOeKARDGTiHX4iE4DYOmCsPOtDbVENS7jm582y20HUKaAT6v8PG96HrRdrZYDFgDJMw3c%2FkzgY6mgFVRjgsAl1Har5Bn83ZKbjMGfTu16UpU%2BJ3%2BdTLwGhoY%2B4iwuBFQICKEhtIuxbSkES4oKMPLGo4Gm1fDr1e5EWfxftZwAjDv0L2SzZFlHvMiFEuathkQN4LS8zCKm9raqGW52KDC6RIKiawamTpo7%2FLzUdMecjPkKdcsunTJnA3OVYy6DnIhK6gTMUrl9%2BhtTu4SHTphUm2gcT9&X-Amz-Signature=8c6b86703945b72905d0b991d4e5a5d9564b393860292417e3f802840625fac6&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Responsible_and_Responsive_Construction_Bid.pdf%22&x-id=GetObject

4. Scope of Work

4.1. Scope of Services

The City of St. Petersburg is accepting proposals for Pension Management Software. The City will award to one vendor.

The following Pension Management requirements provide details around the functionality that the City of

Saint Petersburg expects to receive from a modern Pension Administration system. The Vendor may use this information to supplement its response to the Scope of Work in the RFP. The City expects a solution to provide native Pension functionality or to partner with a third-party solution to meet the City's requirements.

4.2. Core Functional Areas

A. Activity Processing and Tracking

B. Member Maintenance

C. Eligibility and Enrollment

D. Benefit Estimates and Calculation

E. Active Death Benefit Calculation and Processing

F. Retiree Death Processing

G. Termination Processing

H. Retirement Processing

I. Disability Application Processing

J. Refund of Contributions

K. Beneficiary Maintenance

L. Employee Contribution Processing

M. Communications Management

N. Document Management

O. Monthly Pension Payroll Processing and Disbursement

P. Tax Reporting

Q. Third party Deferred Retirement Option Plan (DROP) Administration

R. Member Self-Service

S. Data and Reporting

4.3. Data Functionality

A. Ability to import data from City's HRMS system each pay period, such as:

1. Payroll element amounts such as base pay, overtime pay, lump sums, etc. along with applicable pay dates

2. Effective date and amounts (if applicable) associated with pay elements representing non-creditable service

3. Dates of all status changes (new hire, part time to full time, leaves of absence, termination, death, DROP entry and exit dates, etc.)

4. General demographic data and plan enrollment data.

B. Ability to create record for first time hires or re-activate record and correct status for rehires.

C. Ability to close pensioner accounts upon date of death received from City's HRMS system.

D. Ability to have multiple active and pension records for the same person (survivor, pensioner, rehired pensioner, active employee and vested)

E. Ability to export all pension administration system activity to City's HRMS system to generate appropriate workflow upon retirement, disability retirement, death or DROP entry.

F. Ability to export data to third party DROP provider, pension payment provider (if necessary) and to City's financial systems.

G. Ability to generate member detailed service credit breakdowns in detail.

H. Ability to retain member employment history including job changes, promotions, demotions, bargaining unit changes, leaves of absence etc.

I. Ability to retain history of all updates and changes to member specific data.

J. Ability to provide fully web-enabled employer self-service portal for submitting data, receiving feedback on the validity of the data and correcting and adjusting data as necessary.

K. Ability to review data received from City's HRMS system and provide warnings for data received that is outside set parameters (i.e., negative contributions or wages, pay increase over specified percentage, etc.).

L. Ability to date track to view past and future status of individual and plan level data.

4.4. Active Processing & Tracking

A. Ability to transition from active to retired, non-vested terminated status, deferred vested status, disability or deceased status including the retention of individual membership history.

B. Ability to determine retirement, disability or vesting status based on a members' actual or proposed date of termination, taking into account the plan provisions regarding age, service, etc.

C. Ability to track employee and retiree events, such as;

1. Initial enrollment

2. Preparation of benefit estimates

3. Request and preparation of final benefit calculations

4. Production of retirement, termination, disability or death forms and notices.

5. Member inquires via self-service, email, telephone or meeting

6. Data change to individual records made by staff or member

D. Ability to track contact with customers via a notes feature that contains effective date and User

ID.

E. Ability to ensure that all transactions including the production of letter, memos and other communication have a user ID and transaction date associated with the transaction

F. Ability to view a full audit trail of transactions for an individual record.

G. Ability to track documents, notes and activity for an individual during the disability retirement process.

H. Ability to display status of the workflow activity for an individual record (i.e. 'retirement initiated', 'final calculation prepared' 'all retirement forms received', etc.).

I. Ability to display an individual's employment history (hire, promotion, job change, leave of absence, retirement, death, etc.) through date of death on a single screen.

J. Ability to easily access the individual record quickly and view entire record in "snap shot" overview (member, personnel info, beneficiary info, retirement info, etc.)

K. Ability to track a log of all letters, memos and other communications generated for an individual record, date and time stamped.

L. Ability to date track or view a snapshot of individual record activity (i.e., change in beneficiary, preparation of calculation, address change, pay changes, earned wages, etc.), including the user

ID of the initiator (staff, member or automated data feed).

M. Ability to track via audit log when any portion of the individual record has been overridden and the user ID of the initiator and the reason for the override (i.e., override on calculated creditable service because of prior break in service).

N. Ability to track member breaks in service with notes feature available.

O. Ability to calculate COLAs and update retiree payment records for legacy and current plans.

Include ability to update records based on age, grade, retirement date, etc.

P. Ability to calculate and retain information regarding over or underpayments due to pensioner death.

Q. Ability to determine payments made for month(s) following pensioner death and generate correspondence requesting reimbursement.

R. Ability to calculate pension payments for partial months based on date of retirement, death, disability or DROP entry.

S. Ability to retain record of all plan level and system wide additions, deletions and modifications.

T. Ability to retain creditable service of a member maintaining suspension details and noncreditable service details.

U. Ability to track, generate appropriate workflow for changes in personnel status codes with effective start and end dates (DOH, DOR, LOA, Suspension, Termination, etc.) for reporting.

V. Ability to update record to show if a person has applied for retirement, pending, received initial payment, has had final calculation performed.

W. Ability to generate member detailed credited service calculation with back up and correspondence for member, if necessary.

4.5. Member Maintenance

A. Ability to access member accounts with a single entry screen, including members with multiple pension accounts.

B. Ability to cross reference member social security number, internal identification number and name.

C. Ability to display member account in both a summary and detailed view.

D. Ability to 'flag' an account for special circumstances.

E. Ability to identify vesting eligibility based on members' termination, service, age, plan, etc. and automatically generate communication to member.

F. Ability to maintain history of all job positions held by a member.

G. Ability to retain history of all changes to member data.

H. Ability to reverse member account transactions if needed.

4.6. Enrollment

A. Ability to calculate enrollment date and enroll newly eligible employees.

B. Ability to manually enroll or terminate a member's enrollment.

C. Ability to view record history of a break in enrollment with reason code (i.e., LOA, FMLA, FT to

PT status change).

D. Ability to generate enrollment communications for newly eligible members. Generate personalized enrollment welcome packet (i.e. welcome letter, member handbook, SPD, beneficiary information beneficiary nomination forms, etc.).

E. Ability to ensure that non-eligible employees are not enrolled into the plan (including rehired pensioners).

F. Ability to rehire a pensioner in the same pay period that they terminate active employment.

G. Ability to re-enroll pensioner or former employee to membership and update all appropriate records for a break in service.

4.7. Benefit Estimates and Calculations

A. Ability to determine earliest possible retirement date, and partial and full vesting dates under the applicable plan provisions.

B. Ability to calculate member benefits under each plan's unique formula.

C. Ability to calculate an individual benefit based on employee status currently, prospectively or retroactively (service retirement, early retirement, disability, death, vested termination, and refund).

D. Ability to calculate creditable service and age in years, months and days.

E. Ability to show total creditable years of service at any point of time during employment.

F. Ability to calculate both final average salary and highest average salary.

G. Ability to restrict or change benefits in accordance with Internal Revenue Code section 415(b) limits.

H. Ability to calculate the optional forms of payment available under a specific type of benefit calculation (retirement, disability, etc.).

I. Ability to calculate additional benefits paid to certain pensioners with minor children, including calculation of an end date for such benefit.

J. Ability to provide comparison estimate for disability benefit vs normal retirement benefit.

K. Ability to calculate and deduct any non-creditable service from an individual calculation.

L. Ability to determine individual benefit eligibility date for normal or early retirement, partial or full vesting.

M. Ability to calculate DROP end date.

N. Calculate individual benefit estimates for future retirement dates including the ability to input future salary assumption.

O. Calculate global accrued and projected retirement benefits for production of annual benefit statement.

P. Ability to override system calculated amounts if necessary, with required user id, related audit trail and notes feature.

4.8. Active Death Benefit Calculation and Processing

A. Ability to determine eligibility for death benefit specified in respective plan and calculate same.

B. Ability to calculate multiple benefits if member was eligible for normal retirement.

C. Ability to calculate available refund of contributions, if applicable.

D. Ability to include calculation of children's benefit if applicable.

E. Ability to calculate benefits for multiple beneficiaries.

F. Ability to accept and retain applicable signed beneficiary forms and death certificates.

4.9. Retiree Death Processing

A. Ability to cease retiree payments upon death notification.

B. Ability to calculate lump sum distribution amount for life only benefits, if necessary.

C. Ability to calculate and process payments for one or multiple beneficiaries, dependent upon option elected by retiree.

D. Ability to set up individual record for survivor annuitant or beneficiary.

E. Ability to commence benefit payment to survivor on the day following the date of death.

F. Ability to calculate pro-rated benefit to retiree and survivor annuitant or beneficiary for the month of retiree death.

4.10. Termination Processing

A. Ability to change status from active to terminated upon receipt of data feed.

B. Ability to determine vested status and calculate deferred vested benefit in accordance with the provisions of the plan.

C. Ability to calculate the available refund of contributions, including interest and specified contributions (ERS).

D. Ability to track former employees who are not eligible for a vested benefit but do not take a refund.

E. Ability to generate notification upon eligibility for commencement of deferred vested benefit.

F. Ability to generate necessary forms for commencement of deferred vested benefit and ability to receive e and retain uploaded forms.

4.11. Retirement Processing

A. Ability to determine eligibility for service or early retirement.

B. Ability to calculate benefit as of close of business on the last day as active employee.

C. Ability to calculate all available optional forms of payment based on beneficiary information contained within the member's record.

D. Ability to generate all required forms necessary for member to initiate retirement and ability to receive and retain uploaded forms.

E. Ability to change status from active to retired and commence benefit payments end of the month following the receipt of completed documentation.

F. Ability to calculate and apply any applicable social security or workers' compensation offsets.

G. Ability to change or cease social security or workers' compensation offsets.

H. Ability to automatically end a pension records for a maturing account upon matured date and prorate monthly benefit.

4.12. Disability Application Process

A. Ability to enter and retain detailed disability application information including medical conditions, application type, etc.

B. Ability to upload and retain medical records, worker's compensation records, etc.

C. Ability to record receipt and status of receipt of disability applications details including physicians medical report, appeal information, etc.

D. Ability to generate individual correspondence notifying the member of outstanding items, meeting times for hearings, approval, effective dates, etc.

E. Ability to validate that the member meets the disability eligibility requirements.

F. Ability to retain details of Board action on individual disability applications.

G. Ability to track all of a member's temporary or full disability application(s) with application details.

H. Ability to notify staff in the event a disabled pensioner is rehired.

I. Ability to close appeal in system after an appeal process is complete (update status throughout)

J. Ability to track a member request for hearing/appeal.

K. Ability to provide an interactive and secure way to share and update information with board members, applicant and other interested parties.

L. Ability to code disability cases in such a manner as to be able to search similar cases/issues/appeals.

M. Ability to generate a timeline/ fact sheet/ overview of the disability application and process that will show a snap shot view of a particular disability case.

N. Ability to track disabled pensioners whose disability status is due to be reviewed.

Ability to calculate disability retirement benefits based on plan, service connected disability and non-service connected disability.

4.13. Refund Contributions

A. Ability to calculate amount eligible for refund, including interest (ERS only- vested up through month of application, non-vested up through month of separation)

B. Ability to generate all correspondence, forms and instructions for processing of refunds.

C. Ability to determine direct rollover eligibility.

D. Ability to retain direct rollover information.

E. Ability to process partial rollovers.

F. Ability to determine vested benefit eligibility of member requesting refund, calculate deferred vested benefit, if any, and automatically generate necessary correspondence and forms.

G. Ability to make refund payments through different methods- direct deposit, paper check.

H. Ability to notify members of refund status via electronic correspondence or status update via self-service (i.e., pending, processed, issued).

I. Ability to track refund processing from initiation to completion.

J. Ability to generate all refund documents and track process and turn-around time (applications, forms, waivers, general correspondence).

4.14. Beneficiary Maintenance

A. Ability to process beneficiary designation by staff input via form or by member entry in self-service.

B. Ability to view history of beneficiary changes for active members and pensioners.

C. Ability to process and retain change of beneficiary information for retired members.

D. Ability to notify staff when a change of beneficiary for a retiree is received and process such request with details for plan actuary.

E. Ability to ensure that a minor added as a primary beneficiary will only be accepted if guardian information is provided.

F. Ability to name a primary, contingent, trust, estate, charity, etc. as a beneficiary as well as establish the percentages, payment priority, etc.

G. Ability to allow staff to search any SSN associated with a record and link all associated records to the account (retiree, employee, beneficiary, survivor).

H. Ability to determine if the retiree is allowed to change beneficiary based on the retirement option chosen or restrictions placed on the record.

I. Ability to ensure that primary and secondary beneficiary cannot be same person or entity.

J. Ability to not allow member to name themselves as a beneficiary.

K. Ability to capture and track DOB, SSN of all beneficiaries on record.

4.15. Employee Contribution Processing

A. Ability to calculate and report employee contribution arrearages each pay period.

B. Ability to track active employee life to date contributions, calculate interest as applicable.

C. Ability to calculate active, terminated and vested employee contributions with interest as applicable.

D. Ability to view ERS "specified employer contributions" from past plan years.

E. Ability to process service credit buyback for rehired employees with prior refunds.

F. Ability to calculate grandfathered, 'specified employer contributions' for ERS.

G. Ability to tax based on plan (Police & Fire at 20% tax, ERS tax interest only, no tax for rollover).

4.16. Communications/Document Management

A. Ability to upload any supporting documents (i.e. death certificate, POA information, birth certificates) to individual record.

B. Ability to provide electronic data management for the production of forms and letters and the retention of same.

C. Ability to generate and distribute mass and individual communication by hard copy mail, upload to self-service, via email, text and app (if available).

D. Ability for automated upcoming event notification to members (i.e. DROP end dates, 10 and 20 years survivor benefit expiration, children's benefit end date, vested benefit eligibility, etc.) for staff and to self-service module.

E. Ability to allow members to submit questions/comments via the system and responses to be received.

F. Ability to automatically set up a login and password for new members to access the selfservice portal.

G. Ability to enable and enforce note taking by users when communicating with members.

H. Ability to produce IRS tax publication explanation for inclusion in 1099R mailing.

4.17. Reporting

A. Ability to provide generous ad-hoc reporting capabilities for staff.

B. Ability to generate actuarial extract for plan actuary in prescribed format.

C. Ability to generate reports for State of Florida reporting.

D. Ability to generate notification report of new plan enrollments (new hires, PT to FT, etc.) and effective date, and allow for manual override on enrollment date when necessary.

E. Ability to generate a tracking report of various activities, by date range and other variables.

F. Ability to generate a "not enrolled" report to ensure all eligible members are properly enrolled and proper payroll contributions are taken.

G. Ability to generate an employee contribution arrearage report.

H. Ability to limit the editing of user defined rates, rules and parameters in the disability process to designated high-level users and include an audit trail.

I. Ability to report/reconcile member eligibility to enrollment.

J. Ability to prevent duplicate posting to account/ elements.

K. Ability to track the volume of requests, the number of days required to fulfill a request, and number of outstanding/pending requests by members and report on it.

L. Ability to report plan level refund data (number of refunds processed in a time frame, total amount refunded, refunds by age, service, job classification etc.)

M. Ability to auto-generate correspondence to active members who have not elected a beneficiary, send a update reminder and also auto-generate a mass communication to all members to review or update beneficiary designations.

N. Ability to report on all members missing beneficiary designations and/or key information.

O. Ability to query, export reports on all types of tax information: such as SSN, year, distribution code, payment type.

P. Ability to generate employment and membership history in one report.

Q. Ability to export report data to Excel.

4.18. Tech Support

A. Have real time access to technical and customer support from vendor.

B. Ability to review results of plan level changes (change in accrual rate, calculation of COLA, etc.)

in a test environment.

C. Ability for the secure transmission of data to City, actuary, vendors and others.

D. Ability for secure electronic signatures.

4.19. Monthly Pension Payroll

A. Ability to calculate retroactive benefit payments and miscellaneous retroactive adjustments as necessary, (i.e. adjustments due to wage increases, lump sum payments, benefit plan changes, COLAs, etc.).

B. Ability to terminate SS or WC offsets as needed.

C. Ability to produce monthly pension payrolls, including regular monthly benefits (ACH and check), DROP payments to a third party, refunds and death benefits, etc.

D. Ability to calculate federal withholding deductions, withhold retiree benefit plan deductions, child support, alimony payments, etc.

E. Ability to update direct deposit information by staff or via self-service.

F. Ability to make one time payments by direct deposit (to multiple bank accounts)

G. Ability to review check payment status and retain stop payment and re-issue history.

H. Ability to interface the monthly retirement plan payrolls with City's accounting system.

I. Ability to keep history of all retiree pay changes, dates and reason for change.

J. Ability to pay multiple beneficiaries from a single pensioner record.

K. Ability to automatically process beneficiary payment changes due to retroactive adjustments to a deceased pensioner's account.

L. Ability to cease payments upon date of death notification by staff or via self-service.

M. Ability to allow members to waive federal tax withholding.

N. Ability to prorate DROP payment in month of DROP exit.

O. Ability to interface with the City's HRMS system to receive monthly benefit deduction amounts.

P. Ability to process retiree group benefit plan deductions from monthly pension payrolls.

Q. Ability to produce retiree group benefit plan monthly billing reports.

R. Ability to transmit retiree group benefit plan deduction information to the City's financial systems.

4.20. Tax Reporting

A. Ability to produce required federal tax forms (1099-R); automatically correspond individual age and taxable status to the appropriate distribution codes; calculate taxable and nontaxable distribution amounts (ERS).

B. Ability to capture alternate address for mailing of Form 1099R, without changing the address of record.

C. Ability to maintain current and prior federal tax tables.

D. Produce and submit tax form data file submission.

E. Ability to generate a revised 1099 and correspondence to member providing details of the correction.

F. Ability to assign and revise 1099-R distribution codes.

G. Ability to recognize when a distribution code and GRE should be changed based on IRS guidelines ( ex- pensioner becomes 59 ½, prompts an automatic change in distribution code).

H. Ability to generate multiple 1099R forms to same members.

I. Ability to process adjustments made to prior tax years and issues corrected on 1099R as appropriate.

J. Ability to report summary 1099R information as required as well as corrected information to IRS.

K. Ability to ensure no negative amounts appear in any tax fields.

L. Ability for staff to track, change or delete any 1099R record updates, automatically generate correspondence and have an audit trail of changes.

4.21. Third Party DROP Administration

A. Ability to interface with Third Party Administrator to transmit all demographic data, status effective dates, enrollments, beneficiaries and benefit amount for DROP participants.

B. Ability to house demographic information on 401 a Retiree population for reporting purposes.

4.22. Member Self-Service

A. Provide web-based member portal with unique user id and password.

B. Auto Generate User Name and Passwords

C. Provide on-line and telephone support for member self-service.

D. Provide links to group benefit plan providers, deferred compensation and DROP providers and other informational links.

E. Ability to allow the individual to schedule appointment with pension staff.

F. Ability for member to initiate address changes, demographic changes, withholding changes, etc.

G. Allow former members to apply for refund on-line.

H. Ability for active member to change beneficiaries.

I. Ability for pensioners to request a change in beneficiary calculation.

J. Ability for members to upload required documentation (photo ID, birth certificates, death certificates, etc.).

K. Ability for changes, uploads, member requests made in self-service module to flow to pension administration system.

Allow retired members to:

A. View monthly pension payment details

B. View and update demographic information (address, telephone, email address, etc.)

C. View and download annual 1099R

D. Model tax withholding changes

E. Change tax withholding (W4-P)

F. Download and submit direct deposit forms

G. Review group benefit plan enrollment and respective costs, including employer contributions for informational purposes

H. Ask questions and request assistance via individual electronic 'mailbox'

Allow active members to review and track:

A. View accumulated employee contributions

B. Calculate accrued and projected benefits

C. Determine retirement eligibility dates

D. Determine full vesting date

E. Model available forms of payment based on multiple beneficiaries

F. Review plan documents and forms online

G. Electronic signature with legal disclaimers and audit trail

H. Initiate retirement process (including DROP); ability to access and upload required forms

I. Ask questions and request assistance via individual electronic 'mailbox'

4.23. Term

The initial term of the agreement will commence upon contract execution and will continue for a period of three (3) years. The City reserves the right to renew this agreement under the same terms and conditions for two (2) one (1) year periods at the end of the initial term,…