The Board's objective is to be notified in a timely manner of the death of benefit recipients so as to terminate such payments prior to over payment being made and , when paymenr has been made prior t...

The City of Philadelphia Board of Pensions and Retirement is requesting proposals for mortality verification and death audit services for approximately 35,000 monthly benefit recipients, with proposals due September 18, 2026 at 5:00 p.m. Philadelphia Time. Local Business Entity certification and local impact considerations are significant positive factors in proposal evaluation.

The scope requires the vendor to conduct at least weekly death audits of the Board's benefit-recipient file, obtain approximately 500 death certificates annually upon request, and perform 10 to 20 missing participant searches monthly in compliance with ERISA and PBGC due diligence requirements. The vendor must handle sensitive personally identifiable information and implement secure data handling practices. The selected vendor assumes financial responsibility for any benefit overpayments resulting from failure to report recipient deaths as required.

The contract runs from January 1, 2027 through December 31, 2027, with the City retaining the option to amend the contract to add up to four additional successive one-year terms. Pricing must be submitted on a fixed-fee or fixed unit-pricing basis with itemized costs for recurring death audit fees, individual death certificates, and missing participant searches; monthly invoicing follows performance and acceptance. All costs including personnel, administrative expenses, and project management must be incorporated into the pricing.

Applicants must comply with Philadelphia's 21st Century Minimum Wage and Benefits Standard, obtain necessary business licenses and tax clearances, and complete a submission checklist including forms, certifications, insurance documentation, and financial statements. Submission of the voluntary LGBTQ Data Form is optional. Questions are due August 21, 2026, with answers posted by September 4, 2026. Applicant interviews and presentations are scheduled for a date to be determined, with applicant selection targeted for November 13, 2026.