PLAINS INDEPENDENT SCHOOL DISTRICT
District Supplemental Retirement Plan – 401(a) District Match
Office of the Superintendent
811 Cowboy Way
P.O. Box 479
Plains. Texas 79701
806-456-1286
806-456-4325 fax
Dr. Stephanie Howard
Superintendent
Date: May 26, 2016
To: Interested Proposers
Subject: Request for Proposal for District Supplemental Retirement Plan – 401(a) District Match
The Plains Independent School District (PISD) invites qualified firms to submit Proposals for District Supplemental Retirement Plan – 401(a) District Match. Proposals will be received until 2:00 P.M., June 13, 2016 by the Office of the Superintendent, 811 Cowboy Way, Plains. Texas, 79355. The envelope containing your Proposal (1 original and 3 copies) should be plainly marked:
Proposal for
District Supplemental Retirement Plan – 401(a) District Match
Closes 2:00 P.M., June 13, 2016
The District reserves the right to discuss contents of such initial proposals received in order to obtain offers which best meet the District’s needs.
The Board of Trustees reserves the right to reject any and /or all Proposals, to award contracts for individual products or services as may appear advantageous, and to negotiate separately in any manner necessary to serve the best interest of the District. No Proposals may be withdrawn for a period of ninety (90) days subsequent to the deadline for receipt of Proposals without the prior written consent of the Board of Trustees, Plains Independent School District.
Respectfully,
Dr. Stephanie Howard
Plains ISD, Superintendent
Request forProposal
(Must appear on Proposer’s return envelope)
PROPOSAL TITLE:
District Supplemental Retirement Plan – 401(a) District Match
This invitation includes the- following sections: / Opening Time: 2:00 P.M.
· Section I – Rules of Preparation / Opening Date: June 13, 2016
· Section II – Scope of Services
· Section III – Vendor Questionnaire / Contact: Dr. Stephanie Howard
· Section IV – Proposal Response Questionnaire / Phone: 806-456-1286
· Section IV – Proposal Certifications and Representations / Fax: 806-456-4325
· / Email:
Proposer’s Certification
The undersigned, by his/her signature, represents that he/she is authorized to bind the Proposer to fully comply with the terms and conditions of this Request for Proposal, including all forms and attachments included and/or referenced herein, if accepted within ninety (90) calendar days after solicitation closing.
Firm Name:______/ Telephone: ______Address:______/ Or______
City: ______/ Fax: ______
State: ______Zip: ______/ Web Address: ______
Email: ______
______/ Date: ______
(Signature of Person Authorized to Sign Proposal)
Printed Name: ______/ Title:______
(Please print or type)
PLAINS INDEPENDENT SCHOOL DISTRICT
District Supplemental Retirement Plan – 401(a) District Match
SECTION I - RULES OF PREPARATION
1. Introduction
1.1. The Plains Independent School District (District) is requesting proposals from qualified licensed firms to provide services related to the planning, design, implementation, and administration of the District’s Supplemental Retirement Plan – 401(a) District Match program beginning with the September 1, 2016 plan year.
1.2. The Plan Document is attached for review and to communicate the scope of the District Match program.
1.3. It is the intent of PISD to solicit responses to the Request for Proposal (RFP) in accordance with the sections contained in this document.
1.4. This Request for Proposal (RFP) states the overall scope of services desired, procurement terms and conditions, as well as the scope of vendor services to be provided. All responses should clearly detail how the proposed services can best satisfy PISD’s requirements.
1.5. Your response should clearly detail how the services that you are proposing can best satisfy PISD’s requirements. PISD requires a comprehensive solution with a prime contractor with legal, project management and financial responsibility for all services rendered. One consolidated response shall be submitted. Further, the prime contractor shall be the sole point of contact for PISD with regard to contractual matters.
1.6. The submitted Proposal must follow the rules and format established within this RFP. Adherence to these rules will ensure a fair and objective analysis of all Proposals. All responses must be submitted on the forms provided and be submitted in hard copy. Additional pages may be attached and cross-referenced as necessary. Unnecessarily lengthy documents are discouraged. Failure to comply with or complete any portion of this request may result in rejection of a Proposal.
1.7. This RFP is being provided in Adobe PDF format at the district Business Office web site to assist Proposers in preparing their responses.
1.8. Failure to comply with or complete any portion of this request may result in rejection of a Proposal. Vendors are responsible for the completeness and accuracy of their Proposal.
2. Request for Clarifications or Interpretations
2.1. Questions or comments are to be directed in writing or electronically to:
Plains Independent School District
Office of the Superintendent - Attn: Dr. Stephanie Howard
811 Cowboy Way
Plains. Texas 79355
2.2. A prospective Proposer may submit a request for clarification or interpretation of any aspect of the Request for Proposal. PISD, in its judgment, may issue written addenda if it determines the answer to a question is relevant to all Proposers. PISD shall not be obligated to respond to requests for clarification or interpretations not received on a timely basis.
3. Submission of Proposals
3.1. Proposals shall be sealed and be received no later than 2:00 p.m. on June 2, 2016. All Proposals shall be submitted to:
Plains Independent School District
Office of the Superintendent - Attn: Dr. Stephanie Howard
811 Cowboy Way
Plains. Texas 79355
3.2. The Proposals shall be sealed and submitted, plainly marked with the Proposal title, vendor name, and time and date of the Proposal submission deadline. Please note that there will be no public opening of Proposals. Evaluation of the Proposals submitted for of this solicitation is expected to be completed within sixty (60) days after the Proposal due date. Prices proposed in the Proposal shall remain fixed and binding on the Proposer for not less than 90 days.
3.3. Upon receipt of vendor Proposals, each vendor shall be presumed to be thoroughly familiar with all specifications and requirements of this RFP. The failure or omission to examine any form, instrument or document shall in no way relieve vendors from any obligation in respect to this RFP.
4. Technical Proposal Components
4.1. This section describes the components necessary for acceptance of a Proposal.
4.2. Please prepare and submit one (1) signed original, along with three (3) additional hard copies of the Proposal. The Proposal containing the original signatures should clearly be marked “Original”. The Proposal and copies shall be bound and sealed.
4.3. The format of the RFP must be followed and must contain the following components as described within this section:
4.3.1. Cover Letter
4.3.2. Proposal Certification
4.3.3. Response to Vendor Questionnaire
4.3.4. Response to RFP Proposal Response Requirements
4.3.5. Management Component
4.3.6. Technical Component
4.3.7. Execution of Certifications and Representations
5. Supplemental Instructions or Changes
5.1. Any supplemental instructions or changes will be in the form of written addenda to this solicitation. Any addenda will be made available to all prospective Proposers, prior to the due date for submittal of Proposals. It shall be presumed by the District that any addenda so issued have been received by the Proposer and such addenda shall become a part of the Proposal submittal.
5.2. Proposers who have not obtained this Proposal solicitation document directly from PISD shall be responsible for immediately notifying PISD to receive all written addenda on a timely basis. Proposers who do not so notify PISD and submit Proposals without receipt of all addenda issued may be deemed to have submitted Proposals not responsive to this request for Proposal solicitation.
6. Evaluation
6.1. Criteria used to evaluate the methodologies, products, and services are shown following. Evaluation shall be completed by the Superintendent, Business Office Specialist, and Director of Operations and Administrative Services.
6.2. PISD reserves the right to waive as informality, minor deviations from specifications; waive any minor informality in any Proposal procedure; reject or cancel any or all Proposals; reissue a Proposal invitation; extend the Proposal opening time and date; consider and accept alternate Proposals, if specified in the solicitation, when it is considered in the best interest of the District.
6.3. Although PISD reserves the right to require oral presentations by any or all Proposers, during steps one or two of the solicitation process, PISD may make an award without discussion with any Proposer, after Proposals are received. Proposers should therefore be submitted on the most favorable terms.
6.4. Proposals which have met all of the Mandatory Criteria included herein, will be evaluated on the following:
6.4.1. Experience – (0 to 30 points)
6.4.2. Compliance – (0 to 30 points)
6.4.2.1.1.
6.4.3. Administration Capabilities – (0 to 20 points)
6.4.4. Enrollment and Customer Service Assistance – (0 to 20 points)
7. BOARD OF TRUSTEES APPROVAL
7.1. It is planned that a firm will be selected at the Board of Trustees meeting scheduled for June 20, 2016.
8. Term of the Agreement
8.1. The contract for the administration of the Supplemental Retirement Plan – 401(a) District Match plan based upon Board approval of the proposal will be for the plan year beginning September 1, 2016. The contract will begin upon award by the Board of Trustees and will be subject to renewal annually.
9. Exceptions to the RFP
9.1. The format of the RFP must be followed and all requested information must be submitted as indicated. However, PISD is receptive to any additional suggestions pertaining to services and system capabilities in addition to those contained in the RFP that the Proposer believes would be useful to PISD. Any exceptions to RFP terms and conditions must be included in writing in the Vendor Questionnaire.
10. Confidentiality of Documents
10.1. All documents submitted as part of the vendor’s Proposal will be deemed confidential during the evaluation process. Vendor Proposals will not be available for review by anyone other than an PISD evaluation team or its designated agents. There shall be no disclosure of any vendor’s information to a competing vendor prior to award of the contract. Following award of contract, all Proposals become public documents and are available for public viewing upon written request to PISD.
11. Contact with PISD Employees
11.1. In order to ensure fair and objective evaluation, all questions related to this RFP should be addressed only to the Superintendent, Dr. Stephanie Howard as identified in this RFP. Vendors that fail to adhere to this policy risk having their Proposals disqualified.
12. Requirement to Meet All Proposal Provisions
12.1. Each Proposer shall respond to all of the specifications and Proposal terms and conditions. By virtue of the Proposal submission, the Proposer acknowledges agreement with and acceptance of all provisions of the specifications except as expressly qualified in the Proposal. Nonsubstantial deviations may be considered provided that the Proposer submits a full description and explanation of and justification for the proposed deviations. Whether any proposed deviation is nonsubstantial will be determined by PISD at its sole discretion.
13. Travel Expenses
13.1. The awarded Proposer shall be responsible for all travel associated with the contract.
14. Plains ISD Financial Statements
14.1. For review purposes, Financial Statements for the past five years, including the year ended June 30, 2015, can be found at www.plainsisd.net under the District and Required Postings link.
15. Conflict Of Interest
15.1. Disclosure of Certain Relationships with Local Government Officials.
15.1.1. Any individual or business entity that contracts or seeks to contract for the sale or purchase of property, goods, or services with Plains ISD must file a Vendor Conflict of Interest Questionnaire with the Plains ISD Business Office in accordance with Texas Local Government Code Chapter 176, not later than the 7th business day after the recipient becomes aware of facts that require filing.
15.1.2. This requirement applies to a person who is an agent of a vendor in the vendor’s business with the District.
15.1.3. Forms and additional information are available at http://www.PISD.net
15.1.4. Forms are also posted at the Texas Ethics Commission’s website at: http://www.ethics.state.tx.us/whatsnew/conflict_forms.htm.
15.2. Employee
15.2.1. Reference PISD Policies CH (Local) Purchasing and Acquisition, and DBD (Local) Employment Requirements and Restrictions, all Bidders must disclose the name of any PISD employee who owns, directly or indirectly, an interest in the Bidder’s firm or any of its branches.
15.2.2. Failure to provide such information may be grounds for disqualification of the proposal or cancellation of a contract resulting from this Solicitation.
SECTION II – SCOPE OF SERVICES
1. District Background
1.1. Plains ISD has provided employees with a supplemental retirement plan since 1981. The Plan Document was amended and restated effective September 1, 2013. District policy related to the administration of the plan can be found on the District webpage under School Board – policy CRG(LOCAL).
1.2. There are approximately 83 district employees.
1.3. Plains Independent School District has an enrollment of 476 students in grades prekindergarten through 12.
2. Project Scope
2.1. Purpose of the District Supplemental Retirement Plan – 401(a) District Match
2.1.1. The purpose of the Request for Proposal is to obtain the services of a Financial Service Retirement firm for the administration of the plan beginning with the September 1, 2016 plan start date. The administration of the plan will encompass the enrollment of participants, the transfer of district match funds for employees and in forfeiture accounts, and ongoing paperwork when employees join the district and separate from the district.
2.2. Fiduciary recommendations for investment products:
3. Dispute Resolution
3.1. Disputes concerning the terms of contracted services that cannot be resolved will be challenged by following Regulation CH in the Protest Rules.
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PLAINS INDEPENDENT SCHOOL DISTRICT
District Supplemental Retirement Plan – 401(a) District Match
SECTION III – VENDOR QUESTIONNAIRE
Introduction
This section of the RFP requests information on the Vendor’s business organization, personnel, experience and references. As stated in Section I, all responses must be submitted on the forms provided in the RFP or exact copies of the forms.