Request for Proposal AFPD Retirement Plan for Administration Staff- 2025.pdf

REQUEST FOR PROPOSAL

ARVADA FIRE PROTECTION DISTRICT

Retirement Program Services

Human Resources Department 7903 Allison Way Arvada, CO 80005

(303) 424-3012

Submittal Due:

August 25, 2025

SECTION 1 – Introduction

The Arvada Fire Protection District (Arvada Fire/district) is a political subdivision of the State of Colorado. Arvada Fire maintains eleven active fire stations, throughout approximately 63 square miles in The City of Arvada, the northern portion of the city of Wheat Ridge, and portions of unincorporated Jefferson County.

Arvada Fire has about 250 employees who serve approximately 172,000 citizens. We proudly serve our citizens and each other with dedication, integrity, compassion, courage, and respect.

Arvada Fire is internationally accredited by the Commission on Fire Accreditation International (CFAI) and has been awarded a Class 1 Public Protection Classification (PPC) from the Insurance Services Office (ISO).

Arvada Fire is a special district formed in 1949 and governed by a five-member board of directors elected by voters.

Proposal Requested

The Arvada Fire Protection District is soliciting proposals from qualified firms to provide a 401(a) plan and 457(b) deferred compensation retirement plan for its administrative (non-line) employees.

This RFP is for the selection of a retirement plan provider to deliver a comprehensive, compliant, and competitive 401(a) plan solution.

Arvada Fire currently offers a 401(a) Money Purchase Plan and 457(b) plan for administrative staff and is seeking to evaluate potential plan providers to ensure the best possible value, investment performance, and support for both the district and participating employees.

This RFP does not include any services related to sworn line personnel covered under the Fire and Police Pension Association (FPPA) of Colorado.

Proposals may include options such as:

• Defined Benefit Plan

• Defined Contribution Plan

• 401(a) Money Purchase Plans

• 457(b) Deferred Compensation Plans

• Hybrid or other Qualified retirement plan options

Project Background Arvada Fire currently provides retirement benefits to its administrative staff through One America, which will be transitioning to Voya in Q4 of 2025. As part of a broader review of total compensation, the district seeks to evaluate its current retirement offerings for administrative personnel to ensure competitiveness, alignment with workforce needs, and long-term sustainability.

SECTION 2-Timeline

Timeline Modification: Arvada Fire reserves the right to modify this timeline at any time. Changes will be posted on the Arvada Fire website as soon as information becomes available. All times listed are Mountain Standard Time (MST).

Timeline Date Time

Issue Date 07/24/2025 02:00 PM Deadline for written questions 08/08/2025 05:00 PM Proposal question responses emailed

08/18/2025 05:00 PM

Request for Proposals Due 08/25/2025 05:00 PM Target Award Date 09/22/2025 05:00 PM

SECTION 3-Scope of Project

The district currently offers a 401(a)-money purchase plan and 457(b) deferred compensation plan for its administrative (non-line) employees. Arvada Fire is seeking proposals from qualified plan providers to continue or replace the existing 401(a) & 457(b) plans with a solution that offers:

• Strong investment options,

• Transparent and competitive fee structures,

• Comprehensive participant education and support,

• And a high level of administrative and fiduciary service.

This initiative is part of the district’s ongoing effort to ensure that its retirement benefits remain competitive, compliant, and aligned with best practices in the public sector.

The selected provider will be responsible for:

• Plan recordkeeping and administration

• Third Party Administration (TPA) services

• Investment menu design and performance monitoring

• Participant enrollment, education, and communication

• Plan compliance and fiduciary support

• Secure data integration and reporting

• Coordination of plan transition (if applicable)

Proposals should also outline any value-added services offered, such as financial wellness programming, digital tools, or plan design consultation.

SECTION 4-Submittals

Vendors are expected to submit a comprehensive proposal that clearly addresses each element outlined in the Scope of Services. Proposals should include detailed responses regarding plan administration, investment offerings, participant support, compliance services, fee structures, and transition assistance. The district intends to evaluate and select a provider that demonstrates a strong capability to deliver all aspects of the requested services with a proven record of performance, transparency, and public sector experience.

Proposals are due no later than 08/25/2025 at 5:00 PM MST, via email to amber.oeltjenbruns@arvadafireco.gov.

Questions regarding this request for proposal (RFP) should be submitted via email to amber.oeltjenbruns@arvadafireco.gov. Arvada Fire will attempt to answer all relevant questions submitted to this email address prior to the question deadline listed in the timeline above. All such addenda issued by Arvada Fire prior to the time that proposals are received shall be considered part of this RFP.

Please include the following:

1. Cover Letter

A signed letter on company letterhead summarizing the vendor’s interest in the project, ability to meet the district’s needs, and a statement of acceptance of the terms outlined in this RFP.

2. Firm Overview and History A comprehensive description of the firm, including:

• Legal name and structure

• Headquarters and office locations

• History and years in operation

• Public sector experience (especially with Colorado agencies, if applicable)

• Organizational structure and key personnel assigned to this project, including their education, licensing, and in what capacity they would engage in the plan.

3. Plan Proposal and Scope Response A detailed narrative describing how the firm proposes to meet each element of the Scope of Services, including:

• Plan design and structure

• Bundles or external Third-Party Administration (TPA) services

• Investment options and strategy o Include a sample list of investments you would recommend to the district by investment style. Be sure to include at least one passive and one active investment for each style that you would recommend be included in the plan.

Also be sure to include at least one target date series, and one stable value or mailto:amber.oeltjenbruns@arvadafireco.gov mailto:amber.oeltjenbruns@arvadafireco.gov.

money market fund.

o Be sure to delineate what investment options would be recommended as the

Qualified Default Investment Account (QDIA).

o If applicable, be sure to include any managed investment solutions that would be made available to the plan participants.

• Investment Monitoring o The district has an Investment Policy Committee made up of employees, the plan advisor, and plan administrator who meet in person on a quarterly basis in support of the plan. Include how you would support the continuation of this function.

• Recordkeeping and administration

• Participant education and financial wellness offerings

• Fiduciary and compliance support o The district currently utilizes a 3(21) fiduciary on the plan and would require any recommended solutions to include either a 3(21) or 3(38) fiduciary.

• Plan transition and implementation approach

• Optional Additional Plans o Though not required, and not a disqualifying factor if unavailable, please include as an addendum to your proposal any Retirement Health Savings (RSA) solutions you have available.

4. Fee Structure

A transparent breakdown of all fees, including:

• Setup and implementation fees

• Ongoing administrative and investment-related fees

• Participant-paid fees (if applicable)

• Any optional service costs

5. References

Provide at least three (3) public sector client references, preferably from organizations of similar size and structure. Include:

• Organization name

• Contact person name and title

• Phone number and email

• Nature of services provided

• Length of the relationship

6. Sample Materials

• Participant-facing educational materials

• Sample quarterly statements

• Online platform screenshots or demo links

• Sample 408(b)(2) fee disclosures.

• Sample annual plan review documentation.

SECTION 5-Selection Criteria

Proposals will be evaluated using the following criteria:

• Demonstrated experience with retirement plans for public-sector administrative personnel

• Plan Services & Scope alignment

• Investment Options & Performance

• Fee Structure and Transparency

• Participant Communication & Education

• Implementation & Transition Plan

Arvada Fire intends to select the vendor that offers the best overall value and demonstrates the ability to deliver a high-quality, sustainable retirement plan that supports the long-term financial security of our administrative staff. Proposals will be evaluated not only on cost, but also on the quality of the plan design, investment options, participant support, and the provider’s ability to partner with the district to promote retirement readiness. The district reserves the right to negotiate final terms and pricing with the selected provider and may request presentations or additional information prior to the final award.

Arvada Fire reserves the right to accept or reject any or all quotes, in part or whole, and to waive informalities and minor irregularities in bids received.

Arvada Fire makes no guarantee that an award will be made as a result of this RFP and reserves the right to accept or reject any or all proposals, waive any formalities or technical inconsistencies, or delete any item/requirements from this RFP or resulting contract when deemed to be in Arvada Fire’s best interest.

Representations made within the proposal will be binding on the bidder. Failure to comply with the requirements contained in this RFP will result in the rejection of your proposal.

Bidder recognizes and understands that any costs incurred by the bidder from submitting a response to this RFP are the responsibility of the bidder.

Note: Criteria may be modified in subsequent addenda. Arvada Fire is not bound to accept the lowest priced proposal if that proposal is not the best value for Arvada Fire in its sole discretion.

Submission of a proposal indicates bidder’s acceptance of the evaluation technique and recognition that some subjective judgments must be made by Arvada Fire during the selection process.

SECTION 6-RFP Terms and Conditions Additional Information

This RFP pertains only to retirement plans for administrative employees. Proposals must not include services related to line personnel or FPPA-covered positions.

Arvada Fire reserves the right to reject any or all submissions, request additional information, and negotiate terms to best meet organizational needs.

Submittal Instructions All submittals must adhere to the instructions provided above to be considered.

Proprietary Information It is understood that Arvada Fire is a political subdivision of the State of Colorado and, as such, is subject to the Colorado Open Records Act, CRS §§ 24-72-101 et. seq. (“CORA”). Except as otherwise agreed prior to the award or finalization of any vendor transaction, Arvada Fire shall provide upon request by any third party with all information pertaining to such a transaction which must be disclosed pursuant to CORA, and Arvada Fire’s obligations under CORA supersede its obligations under any agreement, contract, purchase order, or negotiated transaction. Please contact Arvada Fire if you feel you need to submit confidential information or clearly mark all information which you consider proprietary and/or confidential.

Refusal Arvada Fire reserves the right to refuse any and/or all proposals or any part thereof.

Withdrawal of Proposal You may withdraw your proposal at any time prior to the date and time set for closing.

Discussions/Negotiations Arvada Fire reserves the right to contact any bidder for clarification of information submitted;

Arvada Fire reserves the right to conduct discussions with bidders, to accept or not accept revisions of proposals, and to negotiate any point in the proposal or the subsequent contract at the sole discretion of the Fire Chief and/or district Board.

Award Awards shall be made to any or all responsible bidders whose submittals are determined to be advantageous to Arvada Fire based on the evaluation factors described above. Price, although a consideration, will not be the sole determining factor. Arvada Fire reserves the right to ask for the “Best and Final Offer” from any or all bidders.

Pre-Award Presentations Arvada Fire reserves the right to require presentations from the highest-ranking bidders, in which they may be asked to provide additional information and answer questions.

Contract

The successful bidder is expected to enter into a contract with Arvada Fire that includes terms and conditions acceptable to Arvada Fire. If Arvada Fire cannot reach an agreement with the successful bidder on a contract form acceptable to Arvada Fire, then Arvada Fire may terminate negotiations with the successful bidder and either enter negotiations with another qualified bidder or issue a new RFP, in Arvada Fire’s sole discretion. The contract shall be construed in accordance with the laws of the State of Colorado. In the event any dispute arises hereunder, the venue for any legal proceedings shall be in Jefferson County, Colorado, and the bidder hereby submits and agrees to the jurisdiction of the courts therein.

Indemnification Successful bidder shall indemnify and save Arvada Fire harmless from any and all claims, demands, suits, and actions which may arise from errors or omissions caused by the bidder in conjunction with its contractual obligations including, but not limited to, obligations for the preparation of any and all documents required by Arvada Fire in conjunction therewith, and shall defend all suits, in the name of Arvada Fire when applicable, and shall pay all costs and judgments which may issue thereon.

Insurance All vendors/companies/groups (herein referred to as “Vendor”) providing services to or doing business with Arvada Fire Protection District (Arvada Fire) must maintain the following types of insurance with minimum limits of liability as stated below for the duration of the contract. Please send these requirements to your insurance agent or broker and have them provide a compliant Certificate of Liability Insurance (preferably a standard Acord form) to Arvada Fire.

Certificates of Liability Insurance evidencing the coverage, limits and endorsements outlined below must be issued by the insurance agent or carrier at least (5) working days prior to contract execution or work commencing.

Coverage Minimum Limit

Commercial General Liability (CGL) Limit minimum $1,000,000 The Vendor shall maintain CGL coverage for itself and all additional insureds for the duration of the services performed for Arvada Fire and maintain Completed Operations coverage required herein in full force and effect until the expiration of any applicable statutes of limitations. Arvada Fire, a political subdivision of the State of Colorado and its affiliates, shall be listed as an additional insured, including without limitation for Ongoing Operations and Products and Completed Operations. The insurance shall include a provision that such insurance afforded by the policy for the benefit of the additional insureds shall be primary and non-contributory to any insurance or self-insurance maintained by the additional insureds. In addition, a Waiver of Subrogation shall be issued in favor of Arvada Fire.

Workers’ Compensation Statutory Limits ($100,000/$500,000/$100,000) Vendor shall maintain the coverage required by the state for Workers’ Compensation / Employer’s Liability insurance. The policy shall contain a Waiver of Subrogation in favor of Arvada Fire. If a vendor is not required by the state to carry Workers’ Compensation / Employer’s Liability insurance and officers have rejected coverage, vendor is required to complete a Declaration of Independent Contractor Status form.

SECTION 7-Warranties, Representations, and Acknowledgments of Bidder

A. By submitting a proposal, Bidder acknowledges and agrees that (1) this RFP is a solicitation for proposal and is not a contract or an offer to contract, and (2) the submission of a proposal by Bidder in response to this RFP will not create a contract between Arvada Fire and Bidder.

B. By submitting a proposal, Bidder offers and agrees to furnish Arvada Fire the products and/or services described in its proposal at the prices quoted in the proposal, and to comply with all terms, conditions, and requirements set forth in the RFP documents and contained herein.

C. By submitting a proposal, Bidder represents and warrants that (1) Bidder is a reputable company regularly engaged in providing products and/or services necessary to meet the terms, conditions, and requirements of the RFP; (2) Bidder has the necessary experience, knowledge, abilities, skills, and resources to satisfactorily perform the terms, conditions, and requirements of the RFP; (3) Bidder is aware of, is fully informed about, and is in full compliance with all applicable federal, state, and local laws, rules, regulations, and ordinances; (4) Bidder understands the requirements and specifications set forth in this RFP and the terms and conditions set forth; and (5) all statements, information, and representations prepared and submitted in response to this RFP are current, complete, true, and accurate.

Bidder acknowledges that Arvada Fire will rely on such statements, information, and representations in selecting the successful bidder. If selected by Arvada Fire as the successful bidder, Bidder will notify Arvada Fire immediately of any material change in any matters regarding which Bidder has made a statement or representation or provided information.

SECTION 7-Warranties, Representations, and Acknowledgments of Bidder