SS-25-029-KY_Notice_of_Intent_to_Single_Source_-_Pension_Administration_Software.pdf
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- Attached to
- WAIVE SOLICITATION AND APPROVE SINGLE SOURCE - PENSION ADMINISTRATION SOFTWARE State and local contract opportunity
- Solicitation number
- SS-25-029-KY
- Issued by
- Seminole County, Florida
About this file
This document is a Notice of Intent (Solicitation Number SS-25-029-KY) issued by the City of Altamonte Springs, Florida, regarding a sole/single source procurement for pension administration software. The city intends to purchase pension administration and benefit estimator calculator software from Gabriel, Roeder, Smith & Company (GRS), their current actuary, with a response deadline of 4:30 p.m. on Wednesday, March 19, 2025. The software will help manage the city's retirement plans, automate complex administrative processes, simplify member enrollment, maintain precise records, and provide employees with a tool to estimate future pension benefits.
The procurement justification centers on anticipated cost savings and significant staff time reduction, with the software expected to eliminate over 40 hours of annual data gathering for comprehensive financial reports. The city is open to alternative solutions from other vendors, requiring interested parties to submit a response that demonstrates an equivalent solution to the proposed sole/single source vendor. If no competitive alternatives are found, the city will proceed with a recommendation to the City Commission to waive the standard solicitation process and approve the direct purchase from GRS. The notice emphasizes that this is not a formal bid or proposal solicitation, but rather an opportunity for potential vendors to demonstrate comparable capabilities.
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| File | Type | Posted |
|---|---|---|
| SS-25-029-KY_Comm._Memo_Approved.pdf |
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Text version
NOTICE OF INTENT
SS-25-029-KY
Waive Solicitation and Approve Sole/ Single Source
– Purchase of Pension Administration and Benefit
Estimator Calculator Software
Response Deadline: 4:30 p.m. on Wednesday, March 19, 2025
The City of Altamonte Springs intends to waive the solicitation process and approve Gabriel, Roeder, Smith & Company (GRS) as a single source vendor for pension administration software.
Justification: The City of Altamonte Springs desires to purchase pension administration software and a benefit estimator calculation tool to manage the City’s retirement plans. The City plans to purchase the pension administration software from Gabriel, Roeder, Smith & Company (GRS), the City’s actuary. Acquiring the software through the City’s actuary would result in cost savings and a substantial reduction in staff time. By leveraging this software, required information for the annual comprehensive financial reports would be readily accessible throughout the year, eliminating the need for extensive year-end data gathering and saving staff more than 40 hours annually. The purchase of these software tools will improve efficiency by automating and streamlining the complex processes involved in managing retirement plans. The pension administration software will simplify the process of enrolling new members, maintain precise records, and reduce manual errors, among other benefits. Additionally, the benefit estimator calculator tool will provide City employees with a simple method to estimate their future pension benefits, provide customization options, and allow for post-employment contact information updates, among other features.
Interested Vendors (firms or individuals) that can provide the goods/services can respond with an alternate solution that overcomes the sole/single source reasons stated on the sole/single source documentation, along with sufficient detailed convincing documentation, regarding their ability to supply equivalent commodities or services. The responses must be submitted and posted online no later than 4:30 p.m. on Wednesday, March 19, 2025.
The City reserves the right to require the responding Vendor to submit additional information as it may deem necessary and may consider any evidence available to it of the financial, technical, and other qualifications and abilities of the responding Vendor.
All communication related to this Notice of Intent should be directed to the Procurement contact assigned to this solicitation exemption: Krisha Yurkiewicz, Procurement Specialist, at KYurkiewicz@Altamonte.org. Communication with any other party is strictly prohibited.
This is not a request for bid or proposal and there is no solicitation available. The City will not consider any responses with a proposal, bid, or quote. Any responses received as a result of this Notice of Intent shall be considered solely for determining whether bona fide competition exists that overcomes the reasons stated on the sole/single source documentation.
If it is determined by City staff, after reviewing any information received from responding vendors, that sole/single source justification stands and that the commodities or contractual services are available only from a sole/single source, the City shall prepare a recommendation to the City Commission requesting approval waive the solicitation process and the sole/single-source purchase.
Persons are advised if they wish to appeal any decision made at the hearing/meetings, they will need to ensure that a verbatim record of the proceedings is made which includes the testimony evidence upon which the appeal is to be based, per Chapter 286.0105, Laws of Florida. The City of Altamonte Springs does not provide this verbatim record. Persons with disabilities needing assistance in participating in any of these proceedings should contact the City Clerk Department ADA Coordinator 72 hours in advance of the meeting at (407) 571-8122 (VOICE) or (407) 571-8126 (TTY) or email: cityclerk@altamonte.org.
mailto:KYurkiewicz@Altamonte.org http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0200-0299/0286/Sections/0286.0105.html mailto:cityclerk@altamonte.org
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