Department of General Services Purchasing Division Request ... · Director of Purchasing Department...

Edwin J. Day, County Executive

TITLE: Deferred Compensation Plan Administrative, Investment and Trust Services RFP NUMBER: RPF-RC-2018-002

of 55

Department of General Services Purchasing Division

Request for Proposal

BID DISTRIBUTION - Important Notice - The County of Rockland officially distributes bidding documents from the Purchasing Division Office or through the Empire State Purchasing Group Bid Notification System. Copies of bidding documents obtained from any other source are not considered official copies. Only those vendors who obtain bidding documents from either the Purchasing Division Office or the Empire State Purchasing Group Bid Notification System are guaranteed to receive addendum information, if such information is issued.

Closing date for the Request for Proposal is 3:00 pm, local time, on January 18, 2018.

QUESTIONS All inquiries related to this Request for Proposal are to be in writing to the attention of:

Paul J. Brennan, CPPO Director of Purchasing

Department of General Services – Purchasing Division 50 Sanatorium Road, Building A, 2nd floor

Pomona, NY 10970 [email protected]

Telephone: 845-364-3820 Telefax: 845-364-3809

Deadline for submission of questions is December 29 at 12 noon. Answers will be given via addenda issued in response to the questions received.

The County encourages submission of Proposals by certified Minority- and/or Women-Owned Business Enterprises (MWBE) and/or Disadvantaged Business Enterprises (DBE). The County of Rockland is committed to full compliance with the Americans with Disabilities Act. To that end, the County is committed to creating an accessible environment for all. To request accommodations that you may require, please call (845) 364-3820. Please request these accommodations four (4) business days in advance so that we can seek to meet your needs. KEY DATES

County issues RFP December 12, 2017

Questions due December 29, 2017

Responses to questions issued January 5, 2018

RFP Due January 18, 2018

Finalists notified February 7, 2018

Finalist presentations February 12-16, 2018

Selection of vendor, contract negotiations February 28, 2018

Transition and commencement of services March – May 2018

mailto:[email protected]



of 55

PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The purpose of this request for proposal is to identify the best qualified firms to provide bundled administrative, investment and trust services to the County of Rockland Deferred Compensation Plan (the “Plan”).

This RFP is designed to provide interested offerors with sufficient basic information to submit proposals meeting minimum requirements, but is not intended to limit a proposal's content or exclude any relevant or essential data. Offerors are at liberty and are encouraged to expand upon the specifications to evidence service capability under any agreement. Proposals are to include a completed Vendor Questionnaire, Appendix A, which in included in this RFP Document and also available in an MS Word Format from the Empire State Purchasing System. BACKGROUND

The County of Rockland, New York maintains the Deferred Compensation Plan for the Employees of the County of Rockland, New York (the “Plan”). The Plan uses a model plan document as described in the Rules and Regulations of the New York Deferred Compensation Board. The Plan has approximately $300 million in assets. It offers participants more than 40 different investment options including a full set 9 target date funds. There are approximately 2,400 participant accounts including 1,370 active participants. A current list of assets by investment and ticker symbol if applicable is below. The plan is administered by MassMutual as a result of MassMutual’s acquisition of The Hartford Insurance Company’s Retirement Plans Group, which was awarded a five-year contract (extended for two one-year periods) to provide bundled recordkeeping and investment services to the Plan. Rockland County’s contract with MassMutual expires in May 2018. The Rockland County Deferred Compensation Board (“Board”) has engaged The Centurion Group LLC, headquartered in Plymouth Meeting, Pennsylvania, as a consultant to review and evaluate proposals for administrative, investment management and trust services for the Plan. The purpose of this RFP is, as noted, to identify the best bundled administrative, investment and trust services to the Plan. The Rockland County Board is interested in entering into a five-year contract with the successful bidder, with the possibility of two one-year extensions. It is anticipated that this RFP will result in a contract award to a single contractor. It is the Board’s intention to evaluate submitted proposals, meet with finalists, and select a firm to enter into contract negotiations. The successful firm will be expected to commit to a May 31, 2018 implementation date.



of 55

PLAN INFORMATION

A. Plan Overview

Plan Overview – Data as of 9/30/2017

Plan Name Deferred Compensation Plan for Employees of the County of Rockland

Eligible Employees Approximately 2,400

Participants (approximately) Actively deferring: 1,370 Inactive: 1,030 Total: 2,400

Plan Assets Approximately $300 million

Average Account Balance Over $124,000

Employer Contributions None

Participant Contributions Voluntary, up to IRS limits. Roth contributions are permitted.

Deferrals in 2016 $14.2 million

Withdrawals in 2016 $10.9 million

Loans Permitted; $2.5 million in loans outstanding

Payroll Frequency Bi-weekly , two payroll sources

Rollovers in / out As permitted by law

Investment Options utilized 40 including 9 target date funds

Average number of funds per participant

4.23

Self-directed brokerage option Not available

Investment advice No, but a managed account service is available to participants

Participant statements Mailed quarterly

Administrative structure Bundled

Current Administrator MassMutual

Current Trustee / Custodian Reliance Trust Company

Current Contract Expiration May 31, 2018

Rockland County Contact Person

Paul Brennan, CPPO Director of Purchasing



of 55

LIST OF ASSETS

Security Name Ticker Amount (9-30-17)

MassMutual Guaranteed Account N/A $156,339,303

Fidelity Contrafund FCNTX $22,651,903

American Funds Fundamental Invs R4 RFNEX $13,540,745

Vanguard Total Stock Mkt Index Inv VTSMX $11,937,223

Artisan Mid Cap Investor ARTMX $11,356,213

Invesco Growth and Income Y ACGMX $8,666,790

American Funds Europacific Growth R4 REREX $8,429,274

Franklin Income Adv FRIAX $5,581,852

Alger Capital Appreciation Instl I ALARX $4,080,589

Lord Abbett Value Opportunities A LVOAX $4,011,413

Hartford MidCap Value HLS IA HMVIX $3,482,013

MM Russell 2000 Small Cap Index Adm MCJYX $2,746,665

Victory Munder Mid-Cap Core Growth Y MGOYX $2,534,151

Artisan Small Cap Investor ARTSX $2,422,885

American Century Small Cap Value Inv ASVIX $2,245,745

Dreyfus Mid Cap Index Inv PESPX $2,211,278

Hartford Global Growth HLS IA HIALX $1,836,919

Hartford Healthcare HLS IA HIAHX $1,659,713

American Century Real Estate Inv REACX $1,536,653

Hartford Total Return Bond HLS IA HIABX $1,516,304

Columbia Diversified Equity Income K IDQYX $1,475,898

Loomis Sayles Bond Retail LSBRX $1,451,504

Invesco Equity and Income Y ACETX $1,338,049

Templeton Foreign A TEMFX $1,312,673

Oppenheimer Developing Markets Y ODVYX $1,069,739

MassMutual Select Total Return Bond R4 MSPGX $941,533

Oppenheimer Gold & Special Minerals Y OGMYX $940,354

Columbia Seligman Comms & Info A SLMCX $923,629

PIMCO Long-Term US Government A PFGAX $789,822

T. Rowe Price Financial Services PRISX $765,414

T. Rowe Price Retirement Balanced Adv PARIX $204,264

T. Rowe Price Retirement 2015 Advisor PARHX $992,501

T. Rowe Price Retirement 2020 Advisor PARBX $143,233

T. Rowe Price Retirement 2025 Advisor PARJX $12,545,232

T. Rowe Price Retirement 2030 Advisor PARCX $11,857

T. Rowe Price Retirement 2035 Advisor PARKX $1,410,968

T. Rowe Price Retirement 2040 Advisor PARDX $506

T. Rowe Price Retirement 2045 Advisor PARLX $3,195,323

T. Rowe Price Retirement 2050 Advisor PARFX $81

T. Rowe Price Retirement 2055 Advisor PAROX $3,289



of 55

ISSUING OFFICE AND RFP REFERENCE NUMBER

The County of Rockland’s Department of General Services – Purchasing Division is the issuing office for this document and all subsequent addenda relating to it, on behalf of The Rockland County Deferred Compensation Board. The reference number for the transaction is Solicitation # RFP-RC-2018-002. This number must be referred to on all proposals, correspondence, and documentation relating to the RFP.

SUBMITTING YOUR PROPOSAL

NOTICE: By submitting a proposal in response to this RFP, offeror is acknowledging that the requirements, scope of work, and the evaluation process, outlined in the RFP are fair, equitable, not unduly restrictive, understood and agreed to. Any exceptions to the content of the RFP must be protested to the Director of Purchasing prior to the closing date and time for submission of the proposal.

Proposals must be received by the posted due date and time. Proposals received after the deadline will be late and ineligible for consideration. Proposals shall be submitted electronically through the Bonfire RFP Submission Portal. Please refer to the separate attachment titled: Proposal Submittal Procedures for instructions on submitting your proposal electronically. When submitting (uploading) a proposal electronically through the Bonfire RFP Submission Portal, please allow sufficient time to complete the online forms and upload documents. The solicitation will end at the closing time listed in the RFP. If you are in the middle of uploading your proposal at the closing time, the system will stop the process and your proposal will not be received by the system. Proposals are required to be uploaded in PDF format unless specifically noted. LENGTH OF CONTRACT

The Contract resulting from this RFP will be for a period of five years, with the possibility of two one-year extensions. The County of Rockland reserves the right to review contract(s) on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract. PRICE GUARANTEE PERIOD

The proposed price and/or hourly rates shall remain firm through the five year contract period with no adjustments allowed. If the County exercises any of the option years of the contract, the Offeror may submit a request for adjustment on the yearly anniversary date of the contract. Any request for price adjustment(s) shall be submitted thirty (30) days in advance of the anniversary date; in writing to the Director of Purchasing. Any and all price adjustments will be limited to the percentage increase in applicable CPI Index for the preceding 12 months. The County reserves the right to reject any request for price increase deemed excessive.

STANDARD CONTRACT TERMS AND CONDITIONS

Any contract resulting from this RFP will include the County’s Standard Terms and Conditions for Professional Service Contracts included in the RFP. Exceptions and or additions to the County’s Standard Terms and Conditions are strongly discouraged.



of 55

Exceptions to the RFP Terms and Conditions, and/or the Standard Terms and Conditions for Professional Service Contracts must be submitted with the proposal response. Exceptions, additions, service level agreements, etc. submitted after the date and time for receipt of proposals will not be considered.

The County retains the right to refuse to negotiate on exceptions should the exceptions be excessive and not in the best interest of the County. If negotiations are required, contractor must provide all documents in Microsoft WORD format for redline editing. Offeror must provide the name, contact information, and access of the person(s) that will be directly involved in legal negotiations. PROTEST PROCEDURES

Protests Prior to RFP Opening: Protests regarding any aspect of the RFP document, attached materials and County award procedures must be submitted in writing prior to the RFP opening date and time (via e-mail, mail, or FAX) to:

Hon. Edwin J. Day County Executive 11 New Hempstead Road New City, NY 10956

The County Executive or his designee will respond to these protests within ten (10) business days.

Protests After Bid Opening/Notice of Intent to Award: Protests regarding the County’s proposed selection of a Offeror after RFP opening and notice of intent to award announcement must be submitted in writing (via mail or FAX) to the Hon. Edwin J. Day, County Executive, 11 New Hempstead Road, New City, NY, 10956 (FAX: 845-638-5856). The protest shall be submitted within three calendar days after such aggrieved person knows or should have known of the facts giving rise thereto. The County Executive or his designee will respond to these protests within ten (10) business days. DISCUSSIONS WITH OFFERORS (ORAL PRESENTATION)

An oral presentation by an offeror to clarify a proposal may be required at the sole discretion of the County. However, the County may award a contract based on the initial proposals received without discussion with the Offeror. If oral presentations are required, they will be scheduled after the submission of proposals. Oral presentations will be made at the offerors expense. The County is not required to provide the opportunity for oral presentations to all offerors that submitted a proposal. CONFIDENTIAL / TRADE SECRET INFORMATION

Offerors should be aware that pertinent facts relating to their proposals, excluding trade secrets or proprietary information, could potentially be released as soon as sixty (60) days after the selection of the successful supplier.

The County of Rockland is subject to New York State’s Freedom of Information law (FOIL). Should your submission, to this RFP, contain “trade secrets”, or other information that the disclosure of which could reasonably be expected to be harmful to business interests, you must insure that such information is clearly identified and marked as such. Identification must be specific by item or paragraph.

Marked information will be treated as Confidential Third-Party Information. Should marked information be the subject of a request under FOIL, you may be requested either to consent to the request, or make



of 55

representation explaining why the information should not be disclosed.

Unpublished information pertaining to the County or its customers obtained by the proposer as a result of participation in this project is confidential and must not be disclosed without written authorization from the County. STATEMENT OF OBJECTIVES OR DETAILED SCOPE OF WORK

1. Participant Account Recordkeeping

The administrator must maintain records providing daily information associated with an individual’s account, including, but not limited to investment balances, salary deferral amount, contributions (regular and catch-up), distributions, rollovers, earnings, administrative fees, investment fees, work location, address, and any other information necessary for the proper administration of a participant’s account. For retired/terminated participants, additional data regarding distribution method amount must be maintained by the administrator. In addition:

• The administrator must make changes to participant investment elections and effect transfers of existing account balances on a daily basis during open business days.

• The Administrator must maintain separate participant accounts for assets that are rolled over into the Plan from a qualified retirement plan.

• The administrator must be able to monitor the annual participant dollar contribution for deferral amounts close to or exceeding maximum deferral amounts.

• The administrator must maintain catch-up indicators to track participants who are using catch-up.

• The administrator must maintain emergency withdrawal indicators to track participant accounts that have been restricted.

• The administrator must perform any and all administrative functions necessary to ensure the thorough and accurate financial accounting essential for County’s and the administrator’s financial records.

2. Participant Service Activities

The administrator must staff a toll-free customer service line. Also through a toll-free number, a 24 hour voice response service must be available to participants to receive information regarding their account and make transactions. In 2016, there were 1,794 calls that rolled out of the MassMutual 800 line to speak with a call center representative. The administrator’s customer service staff must be able to answer all participant questions about County features and operations received in writing or over the telephone, including information on the investments offered and their performance. The administrator’s customer service staff must be able to assist employees in all areas of County participation including changing the amount of salary deferrals, making investment election changes or transfers, obtaining account balance information and benefit payments.



of 55

The administrator must maintain an adequate number of staff and an adequate number of toll-free telephone lines with voice response capabilities and internet access to provide the required services. Both Voice Response System (VRS) and internet access must be available 24 hours a day with the exception of the time necessary for the normal maintenance of the system and updating of information. County service representatives must be available to answer participant questions between the hours of 8:00 a.m. Eastern Time and 5:00 p.m. Eastern Time each business day. Participants initiating transactions via the VRS or client service representatives must receive a written confirmation, which shall be mailed directly to the address on file for the participant within two (2) business days. The administrator must ensure that the personnel answering the customer service line are qualified to provide information on the investment offerings under the Plan and to discuss investment concepts and retirement planning considerations. The administrator must ensure that such information be provided in a manner consistent with the requisite insurance and securities laws and that all personnel who provide such information shall be properly licensed with all required regulatory agencies, if applicable. At the request of a participant, the administrator shall review and explain investment alternatives and past investment returns. Emergency withdrawals and domestic relations orders are reviewed and approved/qualified by the administrator. The administrator must answer general questions on these actions from participants and send application forms if requested. The administrator must provide telephone assistance to participants who are taking a distribution under the County, and advise participants of payment options available. This must include counseling participants regarding rolling money out of the County versus leaving assets in the County. In addition:

• Inquiry services available through the VRS and internet must use the net asset value or unit value and account balance as of the previous business day.

• Changes to investment allocations must be made to the participant’s record the date they are requested if made by 4:00 p.m. Eastern Time during market business days.

• Investment transfers received by 4:00 p.m. Eastern Time must be processed on the next business day using the previous day’s unit value.

• The administrator must respond to participant questions and complaints. All complaints not resolved within 30 days will be brought to the attention of the County by the administrator.

• Annually, the administrator must provide a plan (for County review and approval prior to

implementation) to conduct a review of the administrator’s performance, including a formal assessment of participant satisfaction with the administrator’s services. The plan must measure how participant and/or employer satisfaction issues will be identified, reported, and corrected.

• An error committed by the administrator must be corrected and processed as of the effective date of the original transaction. Any errors made by the administrator must be corrected at its expense so that the value of the participant’s account is not less than it would have been had the error not occurred.

Written confirmation of the correction shall be mailed or e-mailed to the address on file for the participant within five (5) business days after the correction of error. 3. Website The administrator must design and maintain a custom website for the County, including password protected participant access to account information and the ability to process transactions on-line. Your firm’s proposal must fully describe this website, including all retirement planning and investment-related tools and



of 55

software in response to the Participant Internet section of the questionnaire. 4. Education and Enrollment The County requires a complete level of education services to eligible participants, including individual meetings with participants when and where appropriate. County participants include current employees, prior employees, alternate payees, or beneficiaries (active, retired, terminated, and survivors.) The County expects the administrator to conduct enough group meetings annually so that all employees at the 32 different county departments will have an opportunity to learn about the Plan. The meetings should be held at different locations and at different times of the day to ensure that all interested eligible participants are able to attend. The administrator will provide staffing for education and enrollment services including one full-time field representative to conduct employee counseling sessions quarterly. The administrator will be required to assist employees with the completion of enrollment forms, verify the completeness of the forms and coordinate the institution of salary deferrals with the County. The administrator must prepare self-enrollment packages which must be distributed at group meetings and in response to an employee's request to the administrator. The enrollment packages must contain all information in a complete and concise manner so that an employee would be able to enroll in the Plan without having to contact an enrollment representative. The administrator must also be staffed to be able to provide enrollment counseling to employees who wish to discuss participation in person or over the telephone. A supply of self-enrollment packages must also be provided to the County to be made available at various work locations. The administrator will be required to prepare, for the County approval, an annual education plan. This plan should detail the approach that the administrator will take in communicating the program to employees. This should also include the administrator's plan for contacting existing participants, by mail, or over the telephone or in person, to annually re-evaluate their deferred compensation plan participation and review whether changes should be made. The administrator will also be required to provide a quarterly education report to the Retirement Board at its regular meeting. The administrator will also report monthly on the status and activity of the County. This report shall include current data on the investment performance of designated options, County asset and participation levels, as well as the status and resolution of any participant problems and developments in the delivery of County services. The County does not currently use a paperless process for enrollments, distributions, or other transaction types. Although the questionnaire requests vendors’ capabilities regarding paperless enrollments and processing, vendors must be able to accept hard copy forms to process transactions. 5. Local Office The administrator will be required to staff a local service team within the County office that is exclusively dedicated to the County who will provide on-site assistance to plan participants. The office must be operational by May 31, 2018. The current administrator’s local office is located at 50 Sanatorium Road, Building A, Room 720, Pomona, New York 10970 and is open on business days from 8:00 am to 5:00 pm. Employees may speak to a representative in person at the County local office, or call the County local office to arrange an appointment with a representative at the employee’s worksite. The administrator will absorb all costs relating to staff, office space and equipment (e.g. kiosks, computer hardware/software, telephone lines). In 2016, the administrator reported having 688 individual consultations, and 654 group informational meetings.



of 55

6. Communication Materials The administrator will be required to design a customized communication campaign for the County that will result in effective and attractive educational materials on retirement, investments and the County. Your firm’s proposal must fully describe the custom communication campaign and print materials that you are proposing in response to the Request for Proposal (“RFP”) Questionnaire in the Communications Section, as well as demonstrate your firm’s ability to work with County over time to create effective communications materials and outreach to various participant groups (e.g., in different agencies or different demographic groups). Your proposal should recommend the frequency with which these materials will be distributed and the method (e.g., statement stuffers, distributed at group educational meetings, left at employment locations and personnel offices, etc.). Production of print communication materials includes the design, printing and, where necessary, the mailing of all materials, including a quarterly newsletter customized for the County. The administrator must prepare brochures, publications and forms for participants. The administrator must ensure that there is an adequate supply of all materials at all times. The administrator must revise publications when necessary due to changes in investment options, Plan rules/procedures or other changes. There may also be new forms or communication pieces that must be prepared by the administrator as the result of federal, state, or local legislation affecting the Plan. The administrator may also be required to produce additional publications as required by the County. Materials developed by the administrator must be submitted to the County for final review and editing and the County must be given at least two weeks to conduct and complete its review. Publications must present an unbiased approach to investment information and educate participants about all aspects of the Plan, including retirement planning, investment options offered, investment performance, risk assessment and asset allocation, and distribution selections. The administrator must provide adequate quantities of materials to keep in different work locations. The administrator must also respond to any participant’s request for publications and mail them to the participant address of record. The administrator must maintain an adequate supply and distribute mutual fund prospectuses and target date portfolio summary to participants upon request. The administrator must also maintain mutual fund prospectuses and target date portfolio summary through a custom website designed for the County. The administrator will also be called upon to use other means of communication such as email or other electronic means to communicate with participants. INVESTMENTS

The Deferred Compensation Plan provides participants with an attractive and diversified array of investment options. The plan is participant directed; participants currently diversify their accounts among 40 investment options. The Board has the sole discretion for the selection of the investment offerings and seeks a provider to support the current options and that also has a robust fund alliance program to support fund changes if so required. The County wishes to maintain the highest degree of flexibility in the selection and oversight of the investment offerings. Revenue sharing from the investment funds is used to offset plan administrative expenses, and excess revenues are returned to participants. For the purposes of standardized analysis of Proposals, the current investment structure and funds will be maintained and Respondent will be required to assume that it will administer the current investment offerings substituting its own stable value or guaranteed fund for the MassMutual GIA. The guaranteed interest account restricts direct participant transfers to competing investment funds such as short-term bond



of 55

fund and money market funds. The only investment option that is part of this bid submission is the MassMutual Guaranteed Interest Account (GIA). Respondent must propose a stable value or guaranteed interest product that that is diversified, provides competitive returns with no benefit payment limitations, limits credit risk/exposure, imposes no fees or charges for participant–initiated transactions and has no fees or charges imposed on contract termination, consistent with New York requirements. TRUST SERVICES

The Selected Respondent must provide trustee/custodial services for the Plan or arrange for trustee services with an outside party. Any additional costs for trustee/custodial services are to be fully disclosed in the Fees section of this Request for Proposal. PROPOSAL RESPONSE FORMAT

All proposals must include:

• Section I: Executive Summary

• Section II: Detailed Response

• Section III: Value-Added Considerations

• Section IV: Protected Information (if any)

• Section V: Exceptions to the RFP or Terms and Conditions

• Required Forms: Uploaded Separately on BonFire.

1. Executive Summary. The one or two-page executive summary is to briefly describe the offeror's proposal. This summary should highlight the major features of the proposal. It must indicate any requirements that cannot be met by the offeror. The reader should be able to determine the essence of the proposal by reading the executive summary.

2. Detailed Response. This section should constitute the major portion of the proposal and must contain at least the following information:

A. A complete narrative of the offeror's assessment of the work to be performed, the offerors

ability and approach, and the resources necessary to fulfill the requirements. This should demonstrate the offeror's understanding of the desired overall performance expectations. Clearly indicate any options or alternatives proposed.

B. A specific point-by-point response, in the order listed, to each requirement in the RFP.

C. Completed Appendix C – Vendor Questionnaire

D. Past and Present Performance Information form for a minimum of three references for plans

similar in size and scope of Rockland County’s plan.

3. Value-Added Considerations. Offeror may include any relevant services or products that will be provided to the County which are not specifically priced in their proposal; but which enhance the Offeror’s proposal.



of 55

4. Protected Information. All protected information must be included in this section of proposal response. Do not incorporate protected information throughout the proposal. Rather, provide a reference in the proposal response directing reader to the specific area of this Protected Information section.

5. Cost Proposal. Please enumerate all costs on the attached Cost Proposal Form.

6. Exceptions to Terms and Conditions. Exceptions to the RFP Terms and Conditions, and/or the Standard Terms and Conditions for Professional Service Contracts must be submitted with the proposal response. Exceptions, additions, service level agreements, etc. submitted after the date and time for receipt of proposals will not be considered.

7. Required Forms. The following forms are required to be submitted with each proposal response as a separate attachment: Upload these documents in a separate file on the Bonfire Portal.

a. Affidavit of Non-Collusion b. Affidavit of Disclosure of Political Contributions c. Certification Regarding Affirmative Action Plan and Business Dealings in Northern Ireland d. Past and Present Performance Information Form for a minimum of three references e. Disclosure of Supplier Responsibility Statement f. Supplier Information Page g. Certification Regarding Boycott, Divest and Sanctions (BDS) activities



of 55

COST PROPOSAL TEMPLATE

Company Name: __________________________________________

For the purposes of pricing, please assume that plan assets are $300 million, with 52% in a fixed rate product, and 2,400 participant accounts.

Cost Proposals are to be included in your detailed response. Please refer to the separate attachment titled: Proposal Submittal Procedures for instructions on submitting your proposal electronically.

Service Cost

Full service annual plan administrative costs expressed as a percent of total plan assets

% of plan assets

Full service annual plan administrative costs expressed as a dollar charge per participant account

$ per account

Participant–specific administrative costs:

Loan origination fee

$

QDRO fee

$

Managed account fee

% of assets managed

Installment Payment set up

$



of 55

Submission Instructions for Suppliers

Please follow these instructions to submit via our Public Portal.

1. Prepare your submission materials:

Requested Information

Name Type # Files Requirement

Required Forms File Type: PDF (.pdf) 1 Required

Detailed Proposal

Response File Type: PDF (.pdf) 1 Required

Requested Documents: Please note the type and number of files allowed. The maximum upload file size is 100 MB. Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

2. Upload your submission at:

https://rocklandgov.bonfirehub.com/opportunities/6046 Your submission must be uploaded, submitted, and finalized prior to the Closing Time of Jan 18, 2018 12:00 PM EST. We strongly recommend that you give yourself sufficient time and at least ONE (1) day before Closing Time to begin the uploading process and to finalize your submission.

Important Notes:

• Each item of Requested Information will only be visible after the Closing Time.

• Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed.

• You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission.

• Minimum system requirements: Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. Javascript must be enabled. Browser cookies must be enabled.

Need Help? Rockland County uses a Bonfire portal for accepting and evaluating proposals digitally. Please contact Bonfire at [email protected] for technical questions related to your submission. You can also visit their help forum at https://bonfirehub.zendesk.com/hc

https://rocklandgov.bonfirehub.com/opportunities/6046

mailto:[email protected]

https://bonfirehub.zendesk.com/hc



of 55

PROPOSAL EVALUATION CRITERIA

Using information provided through the vendor responses to the RFP questionnaire, all proposals that meet the minimum qualifications will be evaluated using the criteria provided in Section 9003.3 of the Rules and Regulations of the New York State Deferred Compensation Board, which section is summarized as follows:

200 Points - The stability of the service provider as evidenced by its experience or investment record over a substantial period of time

100 Points - The ability of the service provider to meet its contractual obligations, provide the required services and comply with the requirements of the plan, Code section 457 and the Board's rules

100 Points - The service provider’s experience with eligible deferred compensation plans and other qualified retirement plans

100 Points - With respect to financial products, the variety and types of investment products and the ability to transfer among such products offered by a different financial organization

100 Points - The quality and soundness of the proposed administrative and investment services

150 Points - Overall cost efficiency of the proposed services

100 Points - Overall quality and scope of the services to be provided to plan participants.

150 Points – Guaranteed Rated offered by Service Provider

The Board may score and weight various sections of the RFP responses in order to facilitate comparison among proposals. All proposals in response to this RFP will be evaluated in a manner consistent with the Rockland County Procurement Policy, rules, policies and the evaluation criteria established in the RFP. Responsible Bidder: Award will be made only to “responsible” offerors possessing the ability, experience, willingness, and integrity to perform successfully under the terms and conditions of the contract. Responsibility is a procurement issue that is determined by the recipient after receiving bids or proposals and before making contract award. In ascertaining whether or not a bidder is responsible, information may be requested from bidder to discuss and assist in determining responsibility. AWARD OF CONTRACT Award shall be made to the offeror whose proposal is the most advantageous to the County taking into consideration price and the other evaluation factors set forth in this request for proposals. The County reserves the right to award the contract(s) to a technically qualified lower cost offeror(s) in the event the high scoring offer is determined to not be the best value offered to the County, based on a cost benefit analysis.



of 55

STANDARD TERMS AND CONDITIONS FOR PROFESSIONAL SERVICE CONTRACTS The term “County” shall mean the County of Rockland. The term “Offeror” shall mean a person or entity who makes a specific proposal to another (the County) to enter into a contract.

ACCEPTANCE OF PROPOSALS This RFP should not be construed as a contract to purchase goods or services. The County is not bound to accept the lowest price or any proposal of those submitted. ACCEPTANCE OF TERMS All the terms and conditions of this RFP are deemed to be accepted by the Offeror and incorporated in its proposal except those conditions and provisions that are expressly excluded by the Offeror’s proposal. AMENDMENTS TO REQUEST FOR PROPOSAL Any verbal information obtained from or statements made by the Director of Purchasing or his designee at the time of pre-proposal meetings or site visits shall not be construed as, in any way, amending the RFP documents. Only such corrections or addenda as are issued by the Director of Purchasing in writing shall become a part of the Contract. Any addendum issued during the RFP process shall be included in proposals and become a part of the Contract Agreement.

AMERICANS WITH DISABILITIES ACT OF 1990 Offeror agrees to comply with the provisions of the Americans with Disabilities Act of 1990 (ADA) prohibiting discrimination on the basis of disability with regard to employment policies and procedures, structural and program accessibility, transportation and telecommunications. APPROVAL OF FEDERAL, STATE AND LOCAL AGENCY Notwithstanding any other provisions of this Agreement, County shall not be liable for any payment or compensation to Offeror until the Services rendered by Offeror under any resulting Agreement meet the approval and standards of any other Federal, State or local agency, authority, commission or body, which has jurisdiction over the Services to be rendered under this Agreement and which provides funding in whole or in part for the Services provided under this Agreement. AWARD OF CONTRACT The County reserves the right to award a contract in part or in full, or not at all, on the basis of responses received. If a contract is awarded, it shall be awarded to the responsive and responsible Offeror whose offer conforming to the Request for Proposal will be most advantageous to the County as set forth in the Evaluation Criteria. When award Occurs: Award of contract occurs when a formal contract has been finalized or other evidence of acceptance by the County is provided to the Offeror. A Recommendation of Award does not constitute award of contract.

BUSINESS CORPORATION LAW The Offeror shall be licensed to do business in the State of New York and is fully qualified under the Business Corporation Law, Article 13 - Section 1304.



of 55

CHANGES TO PROPOSAL WORDING No changes to wording of the proposal will be accepted after submission unless requested by the County.

CONTRACT ADMINISTRATOR A County contract administrator will be assigned to oversee the contract awarded to the successful Offeror. In addition, the successful Offeror will be expected to name a counterpart contract administrator. The Offeror’s contract administrator will be responsible for providing scheduled status reports to the County’s contract administrator or his designee. COMPLIANCE WITH LAWS The Offeror shall comply with all the provisions of laws in the County of Rockland, the State of New York and of the United States of America which affect municipalities and municipal contracts, and provide at his expense, any and all permits, licenses and registrations required for the fulfillment of this agreement, and more particularly the Labor Law, the Immigration and Naturalization Laws and Regulation, the General Municipal Law, the Workers’ Compensation Law, the Lien Law, Personal Property Law, State Unemployment Insurance Law, Federal Social Security Law, State, Local and Municipal Health Laws, Rules and Regulation, and any and all regulations promulgated by the State of New York and of amendments and additions thereto, insofar as the same shall be applicable to any contract awarded hereunder with the same force and effect as if set forth at length herein. CONFIDENTIALITY For the purposes of this article: The term “Confidential Information” as used herein means all material and information, whether written or oral, received by Offeror from or through County or any other person connected with County, or developed, produced, or obtained by Offeror in connection with the performance of Services under this Agreement. Confidential Information shall include, but not be limited to, samples, substances and other materials, conversations, correspondence, records, notes, reports, plans, drawings, specifications and other documents in draft or final form, including any documentation or data relating to the results of any investigation, testing, sampling in laboratory or other analysis, and all conclusions, interpretations, recommendations and/or comments relating thereto. The term “Offeror” includes all officers, directors, employees, agents, subcontractors, successors, assignees or representatives of Offeror. Offeror shall keep all Confidential Information in a secure location within Offeror’s offices. The County shall have the right, with advance notice during reasonable business hours, to enter Offeror’s offices to ensure that Confidential Information is maintained in a secure location. No inspection or failure to inspect by the County shall relieve Offeror of the responsibility for the performance of its obligations hereunder. Offeror shall hold Confidential Information in trust and confidence, shall not disclose Confidential Information or any portion thereof to anyone other than County without the prior written consent of County and shall not use Confidential Information or any portion thereof for any purpose whatsoever except in connection with the performance of the Services under this Agreement. Offeror shall notify County immediately upon receipt by Offeror of any request by anyone other than County for, or any inquiry related to, Confidential Information. Offeror is not prohibited from disclosing portions of Confidential Information if, and to the extent that, (i) such portions have become generally available to the public other than by an act or omission of Offeror, or (ii) disclosure of such portions is required by subpoena, warrant or Court order; PROVIDED, however, that in the event anyone other than County requests all or a portion of Confidential Information, Offeror shall oppose such request and cooperate with County in obtaining a protective order or other appropriate remedy unless and until County



of 55

in writing waives compliance with the provisions of this section or determines that disclosure is legally required. In the event that such protective order or other remedy is not obtained, or County waives compliance this section or determines disclosure is legally required, Offeror shall disclose only such portions of Confidential Information that, in the opinion of County, Offeror is legally required to disclose, and Offeror shall use its best effort to obtain from the party to whom Confidential Information is disclosed written assurance that confidential treatment will be given to such portions of Confidential Information as are disclosed, to the extent permitted by law. Offeror shall obtain from each subcontractor of Offeror, and if requested by County from the directors, employees, agents, successors, assignees or representatives of any such subcontractor, a Confidentiality Agreement running to the benefit of County, substantively identical the requirements in this RFP, prior to the performance of any of the Services in connection with this Agreement. Offeror’s obligations under this section shall survive the completion of Services under or the expiration or termination of this Agreement. CURRENCY AND TAXES Prices are to be in U.S. dollars, duty and delivery FOB destination, freight prepaid and allowed. The County is exempt from all sales and use taxes DEBRIEFING Upon written request from an unsuccessful offeror, the Director of Purchasing will arrange for a debriefing session. The debriefing is not to be seen as an opportunity to challenge the decision. Once debriefing ends, the RFP process is finished and the RFP will not be discussed further with the offeror at any time. DEFINITION OF CONTRACT The County may at its option notify an Offeror in writing that its proposal has been accepted and such acceptance shall at the County’s option constitute the making of a formal contract for the services set out in the RFP. Alternatively, the subsequent full execution of a written contract shall constitute the making of a contract for services, and no Offeror shall acquire any legal or equitable rights or privileges whatever relative to the services until the County has delivered either a signed notice in writing to the offeror or a fully executed written agreement to the Offeror. ENTIRE AGREEMENT/NO MODIFICATION This Agreement constitutes the entire agreement between the parties and supersedes all prior negotiations, representations or agreements either oral or written. This Agreement may not be modified except if such modification is in a writing signed by the parties.

FAILURE TO PERFORM Should the Offeror fail to perform as required by the specifications, the county may cancel the order and/or contract. In such event, the County will assume no responsibility for, nor will it reimburse the Offeror for any expense or loss to the offeror because of such termination or cancellation. County will then purchase products/service on the open market and charge back the differences to defaulting vendor.

FINANCIAL RECORDS/AUDIT Offeror shall maintain records of all of its financial transactions, including all expenses and disbursements, which relate to this Agreement. Such records shall be kept in accordance with GAAP (Generally Accepted Accounting Practices) and/or County record-keeping requirements, and each transaction shall be documented. Such records shall be made available to County for inspection or audit upon request. No compensation or fee for Services will be due Offeror unless or until financial statements have been filed with the Rockland County Department of Finance, if and when required by the Department of Finance.



of 55

FINANCIAL STABILITY The successful Offeror must demonstrate financial stability and the County reserves the right to conduct independent background checks to determine the financial strength of any and all organizations or individuals submitting proposals. FIRM PRICING Prices quoted in the proposals shall be firm for a period of at least 120 days after the submission deadline. FUNDING All County expenditures are subject to appropriation of funds. Therefore, the County reserves the right to discontinue the RFP process if funding is not available. FUNDING/RESERVATION OF RIGHTS County monies provided to Offeror pursuant to this Agreement may be based upon and/or subject to funding statements or actual funds provided to County from New York State or the Federal Government, either directly or by reimbursement; in such case, County retains the right and discretion to adjust payments of County funds to Offeror, based on the actual amounts County receives or is to receive from New York State or the Federal Government. GOVERNING LAW This RFP and any contract entered into between the offeror and the County shall be governed by and in accordance with the Laws of the State of New York, and the venue of any litigation shall be Rockland County. HIPAA Notwithstanding any other provision of this Agreement to the contrary, Offeror agrees to comply with the provisions of the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”), as amended, and any regulations adopted there under. A Business Associate Agreement may be made a part the resulting Agreement. Offeror warrants and represents that its practices, policies and procedures for patient/medical record confidentiality are in full compliance with the “Standards for Privacy of Individually Identifiable Health Information” set forth in 45 CFR 160 et seq. as amended, if applicable.

INDEMNIFY AND HOLD HARMLESS Offeror agrees to defend, indemnify and hold harmless County and its respective officers, employees and agents from and against all claims, actions and suits and will defend County and its respective officers, employees and agents at its own cost and at no cost to County in any suit, action or claim including appeals for personal injury to or death of any person or loss or damage to property arising out of or resulting from the activities or omissions of Offeror to the fullest extent permitted by law. These indemnification provisions are for the protection of County and its respective officers, employees and agents only and shall not establish, of themselves, any liability to third parties. The provisions of this section shall survive the termination of this Agreement. INDEPENDENT CONSULTANT Offeror, as an independent contractor, covenants and agrees that it, its employees, servants and/or agents will neither hold itself/themselves out as, nor claim to be an employee, servant or agent of County, and that it, its employees, servants and/or agents will not make a claim, demand or application to or for any right or privilege applicable to an officer or employee of County including, but not limited to, Workers’ Compensation coverage, unemployment insurance benefits, Social Security coverage or retirement membership or credit.



of 55

INJURY, PROPERTY DAMAGE Offeror shall be responsible for all damages and/or injury to life and property due to, or resulting from, the negligent acts of Offeror, its employees, agents and/or employees in connection with the resulting Agreement. IRAN DIVESTMENT ACT Offeror and its employees, agents, servants, subcontractors and/or assignees agree to comply with the Iran Divestment Act of 2012 (the “Act”), as set forth in N.Y. State Finance Law § 165-a and N.Y. General Municipal Law § 103-g, both effective April 12, 2012, which requires bidders to certify that they do not invest in the Iranian energy sector when they bid on state or local government contracts. As set forth in the Act, a person engages in investment activities in Iran if (a) the person provides goods or services of twenty million dollars or more in the energy sector of Iran including, but not limited to, providing oil or liquefied natural gas tankers or products used to construct or maintain pipelines used to transport oil or liquefied natural gas for the energy sector of Iran or (b) the person is a financial institution that extends twenty million dollars or more in credit to another person for forty-five days or more for the purpose of providing goods or services in the energy sector in Iran.

LABOR DISRUPTIONS Any contract resulting from this Request for Proposal process is subject to the right of the County to postpone acceptance of delivery and payment by the County in the event of any form of labor disruption. LABOR LAW AND EXECUTIVE LAW Offeror shall comply with all of the provisions of the Labor Law of the State of New York including, but not limited to, prevailing wage provisions, if required by law, and with Article 15 of the Executive Law of the State of New York relating to unlawful discriminatory practices insofar as the provisions are applicable to the work and/or Services to be performed under this Agreement. LIABILITY OF ERRORS While the county has used considerable efforts to ensure an accurate representation of information in this RFP, all prospective offerors are urged to conduct their own investigations into the material facts and the County shall not be held liable or accountable for any error or omission in any part of this RFP.

LIABILITY ONLY FOR MONIES BUDGETED This Agreement shall be deemed executory to the extent that the monies are appropriated in the current budget of County for the purposes of this Agreement, and no liability shall be incurred by County, or any department, beyond the monies budgeted and available for this purpose. The resulting Agreement is not a general obligation of County. Neither the full faith and credit nor the taxing power of the County is pledged to the payment of any amount due or to become due under this Agreement. It is understood that neither this Agreement nor any representation by any County employee or officer creates any obligation to appropriate or make monies available for the purpose of the Agreement. This Agreement shall not be effective unless the monies to be paid hereunder by County are appropriated in County’s budget.

LOCAL LAWS AND RESOLUTIONS Offeror shall comply with all local laws and resolutions of the Legislature of Rockland County, including, but not limited to, the filing of Disclosure Statements and Affirmative Action Plans, if required by law or resolution. NEGOTIATION DELAY If any contract cannot be negotiated within thirty (30) days of notification to the designated offeror, the



of 55

County may terminate negotiations with that offeror and negotiate a contract agreement with another offeror of its choice. NO ASSIGNMENT Offeror shall not assign, sublet or transfer or otherwise dispose of its interest in this Agreement without the prior written consent of County. NOTIFICATION OF CHANGES All recipients of this Request for Proposal who have returned the Receipt Confirmation Form will be notified regarding any changes made to this document. OFFERORS’ EXPENSES Prospective Offerors are solely responsible for their own expenses in preparing a proposal and subsequent negotiations with the County, if any. OWNERSHIP OF PROPOSALS All responses to this request for proposal become the property of the County. OWNERSHIP OF CONFIDENTIAL INFORMATION Notwithstanding any other provision herein to the contrary: All Confidential Information as defined in the preceding paragraph, including all copies thereof, is the exclusive property of County regardless of whether it is delivered to County. Offeror shall deliver Confidential Information and all copies thereof to County upon request. To the extent that copies of Confidential Information are authorized by County to be retained by Offeror, they shall be retained in a secure location in Offeror’s office for a period of six (6) years after completion of the Services under or the termination of this Agreement, whichever occurs later, and thereafter disposed of at County’s direction.

PAYMENT HOLDBACK The County shall not pay the total contract price until the requirements outlined in this RFP have been met. Any holdback amount will be decided as part of the contract negotiations, or as specified in the RFP.

PAYMENT TERMS County agrees to pay Offer and Offeror agrees to accept the maximum sum not to exceed the dollar amount as itemized on the Schedule “A” of the resulting contract as its entire fee as compensation for the services rendered and performed by Offeror. Offeror shall not be entitled to any payment or monies unless the services rendered and performed by Offeror as set forth in the resulting contract are acceptable to County. All out-of-pocket and other expenses incurred by Offeror in connection with the performance of the professional services under the resulting Agreement shall be borne solely by Offeror. To request payment, Offeror shall submit to County an invoice and properly completed voucher form. The County’s standard payment term is thirty (30) to sixty (60) days upon receipt of invoice after services are performed or goods delivered. PROPERTY TAX DEBT If the Offeror owes, or following the execution of a contract, comes to owe property taxes to the County, the County shall hold all payments due under the agreement, as they come due, in a non-interest bearing escrow account. The monies due from the County shall be held in escrow unless and until all property



of 55

taxes owed by the Offeror to the County, including all penalties and accrued penalties and interest, are paid in full. Upon determining to hold payments in escrow, the County shall provide notice to the Offeror. The County shall, upon request, but no more often than once per calendar month, give an accounting of the escrow to the Offeror. Upon Offeror’s payment in full of all property taxes due to the County, including all accrued penalties and interest, all escrowed funds will be paid to the Offeror as soon as practicable. The escrowed funds may be applied towards any payment that fully satisfies all outstanding property tax debts, including all accrued penalties and interest. If the County holds an auction to satisfy the property tax debt and, upon the closing of the sale after auction there remains a deficiency, the County shall apply the escrow to the deficiency, but no more than necessary to make the County whole and any remaining amounts of the escrow shall be paid to the Offeror as soon as practicable. The County shall not apply the escrowed funds for any other purpose. This remedy shall not be deemed a waiver of any other remedy available to the County or bar any other means of collecting the property tax debt due to the County.

QUOTES FROM THE MARKETPLACE The County reserves the right to consider quotes from the marketplace from suppliers other than those invited to respond to this solicitation. REQUEST FOR PROPOSAL DATES All dates referenced in the specifications relative to the solicitation timeline are tentative and can be changed in the best interest of the County. The County reserves the right to modify the timeline of the RFP at any time in its sole discretion. SHORTLIST Unless there is a successful offeror based on the responses, the evaluation procedure will be to develop a shortlist based on the stated criteria. The shortlist of offerors may be asked to prepare a presentation and/or provide additional information prior to the final selection. SOCIAL SECURITY TAXES The Offeror for the agreed consideration promises and agrees to pay the taxes measured by the wages of their employees required by the Federal Social Security Act and all amendments thereto, and to accept the exclusive liability for said taxes. The Offeror further promises and agrees to indemnify and hold the owner harmless on account of any tax measured by the wages aforesaid of employees of the contractor assessed against the owner under authority of said law. SUBCONTRACTING Utilizing a subcontractor, who must be clearly identified, to remedy deficiencies in the prime offeror’s product or service is acceptable. This also includes a joint submission by two offerors having no formal corporate links. However, in this case, one of these offerors must be prepared to take overall responsibility for successful interconnection of the two-product/service lines and this must be defined in the proposal. Subcontracting to any firm or individual involved in the preparation of this RFP will not be permitted.

TERMINATION/AMENDMENT This Agreement may be terminated or amended on at least thirty (30) days written notice by County. INSURANCE REQUIREMENTS: THE RFP NUMBER IS TO APPEAR ON ALL INSURANCE



of 55

CERTIFICATES. INDEPENDENT CONTRACTOR: The CORPORATION / CONTRACTOR/ AGENCY / CONSULTANT, is an independent contractor and covenants and agrees that it, its agents, servants and/or employees, will neither hold itself/themselves out as, nor claim to be an employee, servant or agent of the COUNTY, and that it, its agents and employees will not make claim, demand or application to or for any right or privilege applicable to an officer or employee of the COUNTY including, but not limited to, Worker’s Compensation coverage, unemployment insurance benefits, Social Security Coverage or retirement membership or credit. ROCKLAND COUNTY’S INSURANCE REQUIREMENTS: GENERAL LIABILITY: Prior to commencing work, the CONTRACTOR or CONSULTANT shall, at its/his/her own cost and expense, procure and maintain insurance to cover his/her/its work, services, employees, agents and servants under the terms of the contract or purchase order which shall include, but not be limited to the coverage that is selected on the attached matrix. Insurance must be obtained from insurance companies licensed in the State of New York, carrying a Best’s financial rating of A or better. Upon failure to furnish, deliver and maintain such insurance, the agreement, contract award or purchase order may be declared suspended, discontinued or terminated or canceled. If at any time any of the policies required herein shall be or become unsatisfactory to the County, as to form or substance, or if a company issuing any such policy shall be or become unsatisfactory to the County, the CONTRACTOR OR CONSULTANT shall upon notice to that effect from the County, promptly obtain a new policy and submit same with a certificate for approval by the County. Forced Placed Insurance. If CONTRACTOR OR CONSULTANT does NOT provide the County of Rockland with evidence of the insurance coverage required by this Agreement, the County may purchase insurance (at Contractor’s or Consultant’s sole expense) to protect the County’s interests. This insurance may, but need not, protect Contractor’s or Consultant’s interest. If the County purchases insurance under this Section, Contractor or Consultant will be responsible for the cost of that insurance, including interest and any other charges the County may impose in connection with the placement of the insurance, until the effective date of the cancellation or expiration of the insurance. The cost of insurance under this Section may be more than the cost of insurance that Contractor or Consultant may be able to obtain on its own. In relation to purchases that are not a result of a County Bid, RFP or Contract; Vendors who cannot provide the coverage limits on the attached matrix may provide the County with an ACORD Certificate detailing the coverage limits they currently have in place and the County will review such certificates on a case-by-case basis to determine if sufficient coverage is in place in relation to the perceived risks associated with the proposed purchase. COVERAGES – (SEE ATTACHED MATRIX) An ACORD Certificate of Insurance will confirm that the required policies have been issued to the named insured; for the policy period indicated. The ACORD Certificate is to be provided to the County of Rockland within five (5) business days of notice of contract award or of notice of intent to issue a Purchase Order. Please NOTE: the Certificate of Insurance must be updated to give the County of Rockland immediate notice of the following:

1. Dilution of the limits of insurance shown on the Certificate of Insurance by more than 20% as a result of the payment of claims or expenses;

2. The downgrading of any insurer listed on the Certificate of Insurance by AM Best to less than an “A” rating;



of 55

3. The receipt, from any listed insurer, of a notice of cancellation before the expiration date thereof or non-renewal will be delivered in accordance with the policy provisions;

4. The receipt, from any listed insurer, of any failure of the named insured to comply with an insurance policy term or condition.

All Certificates of Insurance must be updated at least annually to remain valid. The ACORD Certificate of Insurance shall contain a Description of Operations and include any exclusions or special provisions added by endorsement that in any way restrict coverage. The Contract Number and/or Purchase Order Number and the name of the department requiring the insurance should be stated under the description. The description shall also contain a statement to the effect that “The following are named as Additional Insured’s under General Liability and (if required) Automobile Liability, Excess Umbrella Liability, and Professional Liability (if applicable) on a primary basis, and on the broadest form available through the listed insurers with respect to this Contract or Purchase Order: The County of Rockland, its employees, elected officials and affiliated municipal entities. The signing authorized representative warrants that the insurance carrier(s) have been informed of and accepted the County of Rockland as an additional insured. WORKERS COMPENSATION REQUIREMENTS UNDER WORKERS’ COMPENSATION LAW §57: The Vendor shall procure, pay for, and maintain during the entire term of the contract such insurance as will protect both the owner and the vendor from claims under worker’s compensation acts and amendments thereto and from any other claims for property damage and for personal injury including death, which may arise from operations under this contract, whether such operations by the Vendor or by any other party directly or indirectly employed by the Vendor. Vendors shall provide copies of the required certificate to the County of Rockland within five (5) business days of notice of contract award or of notice of intent to issue a Purchase Order. To comply with coverage provisions of the Workers’ Compensation Law (“WCL”), businesses must:

A. Be legally exempt from obtaining workers’ compensation insurance coverage; or B. Obtain such coverage from insurance carriers; or C. Be a Board-approved self-insured employer or participate in an authorized group self-insurance

plan. The Contractor must prove that they are in compliance with §57of the Workers Compensation Law (WCL) by providing ONE of the following forms indicating that they are:

• Insured Form C-105.2 or U-26.3 – (All private insurance carriers and their licensed insurance agents are authorized to use the Form C-105.2 as their Certificate of NYS Worker’s Comp Insurance. The State Insurance Fund uses the U-26.3 form as its Certificate of Workers Compensation Insurance). Upon obtaining a permit, license or contract from a government agency Employers must obtain this form from their private insurance carrier. Carriers and their licensed agents may contact the Board's Bureau of Compliance to obtain this form.

• Self-Insured Form SI-12 – Certificate of Worker’s Compensation Self-Insurance or Form GSI-105.2 Certificate of Participation in Worker’s Compensation Group Self-Insurance). Upon obtaining a permit, license or contract from a government agency. Board-approved self-insurers must obtain this form from Board's Self-Insurance Office.

• Exempt Form CE-200 – Certificate of Attestation of Exemption From NYS Worker’s Compensation Insurance) (Effective 12/1/08) Applicants for permits, licenses or contracts from State, county or

mailto:[email protected]?subject=Obtaining%20a%20C-105.2%20Certificate



of 55

municipal agencies in New York State that are not required to carry NYS workers' compensation and/or disability benefits insurance coverage. These exemption forms can ONLY be used to attest to a government entity that an applicant requesting a permit, license or contract from that government entity is not required to carry NYS workers' compensation and/or disability benefits insurance.

The Vendor will send the appropriate forms to the Purchasing Division within five (5) business days of notification of contract award. All correspondence shall contain the Solicitation Number and Title. DISABILITY BENEFITS REQUIREMENTS UNDER WORKERS’ COMPENSATION LAW §220(8): To comply with coverage provisions of the WCL regarding disability benefits, businesses may:

A. Be legally exempt from obtaining disability benefits insurance coverage; or B. Obtain such coverage from insurance carriers; or C. Be a Board-approved self-insured employer.

The Vendor must prove that they are in compliance with Section 220(8) of the Workers Compensation Law (WCL) by providing ONE of the following forms indicating that they are:

• Insured Form DB-120.1 – Certificate of Disability Benefits Insurance (the businesses insurance carrier will send this form to the County upon request.

• Self-Insured Form DB-155 – Certificate of Disability Benefits Self-Insurance (the business calls the Board’s Self-Insurance Office at 518-402-0247).

• Exempt Form CE-200 – Certificate of Attestation of Exemption from NYS Worker’s Compensation and/or Disability Benefits Coverage.

The Vendor will send the appropriate forms to the Purchasing Division within five (5) business days of notification of contract award. All correspondence shall contain the Solicitation Number and Title. Please note that ACORD forms are NOT acceptable proof of New York State Workers Compensation or Disability benefits insurance coverage. NY State Department of Labor requirements for Workmen’s Compensation and Disability forms. Online address: http://www.wcb.ny.gov/content/main/forms/AllForms.jsp EMPLOYERS LIABILITY with minimum statutory requirements COMMERCIAL GENERAL LIABILITY INSURANCE with a minimum limit of liability per occurrence of $1,000,000/$2,000,000 aggregate for bodily injury and $100,000 for property damage or a combined single limit of $1,000,000 (c.s.1), naming the County of Rockland as an additional insured. This insurance shall include the following coverages: (i) Premises - Operations. (ii) Broad Form Contractual. (iii) Independent Contractor and Sub-Contractor. (iv) Products and Completed Operations. AUTOMOBILE LIABILITY INSURANCE with a minimum limit of liability per occurrence of $1,000,000 for

http://www.wcb.ny.gov/content/main/forms/AllForms.jsp



of 55

bodily injury and a minimum limit of $100,000 per occurrence for property damage or a combined single limit of $1,000,000 unless otherwise indicated in the contract specifications. This insurance shall include for bodily injury and property damage the following coverages: (i) Owned automobiles. (ii) Hired automobiles. (iii) Non-owned automobiles. PROFESSIONAL LIABILITY The Consultant shall provide proof of such insurance. (Limits of $1,000,000 per occurrence/$3,000,000 aggregate). All policies of the Contractor or Consultant shall be endorsed to contain the following clauses: (a) Insurers shall have no right to recovery or subrogation against the County of Rockland (including its employees and other agents and agencies), it being the intention of the parties that the insurance policies so affected shall protect both parties and be primary coverage for any and all losses covered by the above-described insurance. (b) The clause "other insurance provisions" in a policy in which the County of Rockland is named as an insured, shall not apply to the County of Rockland. All contractual insurance requirements in any contract between the Contractor or Consultant and the County shall contain the following clauses: (a) The insurance companies issuing the policy or policies shall have no recourse against the County of Rockland (including its agents and agencies as aforesaid) for payment of any premiums or for assessments under any form of policy. (b) Any and all deductibles in the above described insurance policies shall be assumed by and be for the account of, and at the sole risk of, the Contractor or Consultant.

(1) The per occurrence and Aggregate limits for specified coverage should apply on a per location or per project basis. (2) Automobile Liability Coverage is required IF an automobile is used in the execution of their contract. A vendor using a third party for shipment or transport does not require Automobile Liability Insurance. (3) An ACORD form is NOT acceptable proof of NYS Workers Compensation (WC) or Disability Benefits (DBL) Insurance coverage. For WC, secure form C-105.2 or U-26.3. For DBL, secure form DB.120. Workers Compensation/Employers Liability, and NYS Disability are not required of: a) a business that is owned by one individual, is not a corporation, and does not have any other employees, b) a self-employed individual, c) an out of state employer with no NYS employees. IN EACH CASE, the employer must file Form CE-200, Certificate of Attestation of Exemption, with the NYS Workers Compensation Board certifying that they are not required to obtain NYS specific Workers Compensation Insurance or NYS statutory Disability Benefits. (4) A consultant is someone who gives expert or professional advice. Consultants are ordinarily hired on an independent contractor basis. Therefore, the County is not liable to others for the acts or omissions of the consultant. A consultant is an individual who possesses special knowledge or skills and provides that expertise the County for a fee. Consultants help find and implement solutions to a wide variety of problems, including those related to business, marketing, manufacturing, strategy, organization structure, environmental compliance, health and safety, technology, and communications. Some consultants are self-employed, independent contractors who offer specialized skills in a certain field; other consultants work for large consulting firms, that offer expertise in a wide range of business areas; and still other consultants hail from academia. Specialists in various professional fields that work with the general public and have greater than average expertise in particular areas, for example lawyers, doctors, pharmacists and insurance agents, require additional coverage for someone who is injured as a result of their negligent acts or omissions. Therefore, Professional Liability Insurance is required if commercially available for your profession.

SAMPLE ACORD CERTIFICATES: Sample ACORD Certificates detailing the required insurance coverage are included in each Invitation to Bid or Request for Proposal. These are provided as for informational purposes only to County Vendors and their Insurance Brokers to assist you in obtaining the correct insurance required for County contracts. Please note that the attached certificates reflect the standard types and limits of insurance the County requires most often. The requirements of each proposal may differ in which case the proposal’s specific requirements shall prevail. Please review the insurance requirements



of 55

of your proposal carefully with your broker. Exceptions: The limits shown in the matrix and samples will generally be required for service providers involved in low-risk activities. Higher limits may be required for service providers performing potentially high-risk activities.



of 55

VENDOR CLASSIFICATION

CHECK APPROPRIATE

BOX

Janitorial Services

+ Lease/Use of Facilities or

Ground / Prop to Others

Contracted Services

Consultant Services

Licensed

Professional Consultant

Services – Legal, Accounting, A/E,

Medical. Etc.

Capital Construction Projects –Buildings,

Roads, Water Treatment

Type of Insurance

A Commercial General Liability (CGL) Each Occurrence

(1)

General Liability $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000

Personal & Adv Injury $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000

Med. Expense Any One Person

$5,000 $5,000 $5,000 $5,000 $5,000 $5,000

Damage to Rented Premises $50,000 $50,000 $50,000 $50,000 $50,000 $50,000

General Aggregate $2,000,000 $2,000,000 $2,000,000 $2,000,000 $2,000,000 $2,000,000

Products-Comp / Op Aggregate

$1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000

B Auto Liability – Incl Bl and PD (AL)

(2) (2) (2) (2) (2) (2)

Combined Single Limit per accident

Any Auto $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000

Or

All Owned $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000

All Hired $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000

All Non-Owned $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000

C Excess / Umbrella Liability

Each Occurrence $1,000,000 $1,000,000 XXXXX XXXXX

$1,000,000 $5,000,000

Aggregate $1,000,000 $1,000,000 XXXXX XXXXX $1,000,000 $5,000,000

D Workers Compensation and Employers Liability

(3) (3) (3) (3) (3) (3)

Each Employee Statutory Statutory Statutory Statutory Statutory Statutory

Each Accident Statutory Statutory Statutory Statutory Statutory Statutory

E Disability Benefits (3) (3) (3) (3) (3) (3)

Each Employee Statutory Statutory Statutory Statutory Statutory Statutory

F Other-Professional Liability or errors and Omissions or Malpractice

(4) (4)

Per Claim $1,000,000 $1,000,000

Opt Owners and Contractors Protection

Each Occurrence $1,000,000

Aggregate $2,000,000

* All Other Insurance as Required by Law

Rockland County to be named as Additional Insured on these coverage’s

GL-AL-EXCESS

GL-AL-EXCESS

GL-AL GL-AL-PROFESSIONAL

GL-AL-EXCESS-PROFESSIONAL

GL-AL-EXCESS-OPT



of 55

SECTION C – FORMS Receipt Confirmation Form

PLEASE COMPLETE AND RETURN THIS CONFIRMATION FORM WITHIN 5 WORKING DAYS OF RECEIVING BID PACKAGE TO:

PAUL J. BRENNAN, CPPO

Director of Purchasing, Department of General Services

County of Rockland

Sanatorium Road, Bldg. A, Pomona, NY 10970

Tele. (845) 364-3820 Fax: (845) 364-3809

Failure to return this form may result in no further communication or addenda regarding this Bid.

Company Name: ________________________________________________________________________

Address: ______________________________________________________________________________

City: ______________________________________________ State: _________ Zip Code: ________

Contact Person: _________________________________________________________________________

Phone Number: ______________________________EXT:_____ Fax Number: ______________________

Email: _____________________________________

I have received a copy of the above noted BID.

______ We will be submitting a Bid

______ We will NOT be submitting a Bid – (please indicate reason)

_________________________________________________________________________________________

___________________________________________________________________________________________

Signature:______________________________________________________________________________

Title:__________________________________________________________________________________

If a bidders meeting has been arranged for this Bid, please indicate if you plan to attend: Yes / No

rectconf.frm



of 55

AFFIDAVIT OF NON-COLLUSION The undersigned, having a principal place of business at: NAME OF BIDDER: _______________________________ PHONE NO.: _________________________EXT: _________

BUSINESS ADDRESS: ___________________________ TELEFAX NO.: ____________________________________

_______________________________________________ E-MAIL ADDRESS: _________________________________

CERTIFICATION AND SIGNATURE FORM

I hereby attest that I am the person responsible within my firm for the final decision as to the prices(s) and amount of this proposal or, if not, that I have written authorization, enclosed herewith, from that person to make the statements set out below on his or her behalf and on behalf of my firm. I further attest that: 1. The price(s) and amount of this proposal have been arrived at independently, without consultation, communication or agreement for the

purpose of restricting competition with any other contractor, bidder or potential bidder.

2. Neither the price(s), nor the amount of this proposal, have been disclosed to any other firm or person who is a bidder or potential bidder on this project, and will not be so disclosed prior to bid opening.

3. No attempt has been made or will be made to solicit, cause or induce any firm or person to refrain from bidding on this project, or to submit a bid higher than the bid of this firm, or any intentionally high or non-competitive bid or other form of complementary bid.

4. The bid of my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from any firm or person to submit a complementary bid.

5. My firm has not offered or entered into a subcontract or agreement regarding the purchase of materials or services from any other firm or person, or offered, promised or paid cash or anything of value to any firm or person, whether in connection with this or any other project, in consideration for an agreement or promise by an firm or person to refrain from bidding or to submit a complementary bid on this project.

6. My firm has not accepted or been promised any subcontract or agreement regarding the sale of materials or services to any firm or person, and has not been promised or paid cash or anything of value by any firm or person, whether in connection with this or any project, in consideration for my firm’s submitting a complementary bid, or agreeing to do so, on this project.

7. I have made a diligent inquiry of all members, officers, employees, and agents of my firm with responsibilities relating to the preparation, approval or submission of my firm’s bid on this project and have been advised by each of them that he or she has not participated in any communication, consultation, discussion, agreement, collusion, act or other conduct inconsistent with any of the statements and representations made in this affidavit.

The person signing this bid, under the penalties of perjury, affirms the truth thereof. _________________________________________ SWORN TO BEFORE ME THIS Signature & Company Position _________________________________________ ______ DAY OF ___________________ 20___ Type Name & Company Position _________________________________________ ______________________________________ Company Name NOTARY PUBLIC _________________________________________ Date Signed ________________________________________ Federal I.D. Number bidproc9.frm rev. 11/96



of 55

AFFIDAVIT OF DISCLOSURE OF POLITICAL CONTRIBUTIONS PURSUANT TO CHAPTER 323 OF THE ROCKLAND COUNTY CODE

STATE OF NEW YORK) : ss: COUNTY OF ROCKLAND)

NAME OF REPORTING ENTITY: ___________________________________________________________________________ ADDRESS: _______________________________________________________________________________________________ TELEPHONE NO.: _______________________________ TELEFAX NO.: _________________________________________ E-MAIL ADDRESS: ______________________________________________________________________________________

THE REPORTING ENTITY IS (Check one of the following): ____________ AN INDIVIDUAL ____________ A PARTNERSHIP ______________ A CORPORATION THE REPORTING ENTITY: (Check One) _____________ Will enter into a contract with the County of Rockland which did/did not result from public bidding in excess of Ten Thousand Dollars ($10,000.00) this calendar year. _____________ Is currently under a contract with the County of Rockland in excess of Ten Thousand Dollars ($10,000.00). THE REPORTING ENTITY, ITS MEMBERS, DIRECTORS, POLICY MAKING OFFICERS, OR MAJORITY SHAREHOLDERS, HAVE DIRECTLY OR INDIRECTLY MADE THE FOLLOWING CONTRIBUTIONS TO THE PERSONS OR ORGANIZATIONS LISTED BELOW. (PLEASE LIST ALL CONTRIBUTIONS HAVING A VALUE IN EXCESS OF TWO HUNDRED DOLLARS ($200.00) PER YEAR MADE TO ANY POLITICAL PARTY OR ANY INDIVIDUAL OR ANY COMMITTEE FOR AN INDIVIDUAL RUNNING FOR PUBLIC OFFICE IN ROCKLAND COUNTY OR IN A DISTRICT IN WHICH ROCKLAND COUNTY IS LOCATED, FOR A PERIOD OF THREE (3) YEARS PRIOR TO THE DATE OF THIS AFFIDAVIT.).:

NOTE: PLEASE ANSWER “NONE” OR LIST EACH CONTRIBUTION SEPARATELY. (Use additional sheets if necessary)

NAME OF CONTRIBUTOR

RELATIONSHIP TO REPORTING ENTITY

CONTRIBUTION MADE TO DATE OF CONTRIBUTION OF

VALUE & NATURE OF CONTRIBUTION

I am the __________________________________________________________ (Title or Office) of the reporting entity listed above. I make this affirmation based upon my personal review of the books and records of the reporting entity. All of the foregoing information is true to the best of my knowledge, after inquiry. I make these statements under penalty or perjury. SIGNATURE: ____________________________________________ PRINT NAME & TITLE: ___________________________________ SWORN to before me this ______________ day of _____________________, 20___ _____________________________________________ Notary public



of 55

CERTIFICATION REGARDING AFFIRMATIVE ACTION PLAN AND

BUSINESS DEALINGS IN NORTHERN IRELAND

State of New York)

:SS

County of Rockland

AFFIRMATIVE ACTION PLAN

I, _______________________________________ being duly sworn, deposes and says that he/she is the

_________________________ of the ___________________________________ Corporation. I and/or the corporation (DO) (DO NOT) employ

fifteen (15) (Circle One) employees and I (TRANSACT) (DO NOT TRANSACT) a minimum of $50,000 per annum business with the County of

Rockland. (Circle One)

Based on the above information, if either the Corporation or I is transacting business greater than $50,000 annually, a copy of the corporations

Affirmative Action Plan is attached to this RFP submittal

BUSINESS DEALINGS IN NORTHERN IRELAND – MACBRIDE PRINCIPLES

In accordance with Article 5 of the County of Rockland Procurement Policy, the proposer, by submission of this proposal certifies that it or any

individual or legal entity in which the proposer holds a 10% or greater ownership interest, or any individual or legal entity that holds a 10% or

greater ownership in the proposer, either: (answer yes or no to one or both of the following, as applicable).

(1) has business operations in Northern Ireland: Yes_______ No________ if yes;

(2) shall take lawful steps in good faith to conduct any business operations in Northern Ireland in accordance with the

MacBride Fair Employment Principles relating to the nondiscrimination in employment and freedom of workplace

opportunity regarding such operations in Northern Ireland, and shall permit independent monitoring of their companies with such

Principles.

Yes________ No__________

____________________________________________

SIGNED

SWORN to before me this

____________ day of ________________

20__________

Notary Public: __________________________

THIS FORM MUST BE SUBMITTED WITH YOUR PROPOSAL



of 55

CERTIFICATION REGARDING BOYCOTT, DIVEST AND SANCTIONS (BDS) ACTIVITIES

BOYCOTT, DIVEST AND SANCTIONS (BDS) ACTIVITIES

In accordance with Section 140-3.23 of the County of Rockland Procurement Policy, the Contractor, by submission of this Bid or Proposal certifies that it or any individual or legal entity in which the Contractor holds a 10% or greater ownership interest, and any individual or legal entity that holds a 10% or greater ownership in the contract, does not engage in any Boycott, Divest and Sanctions (BDA) activities. For purposes of this certification, “Boycott, Divest and Sanctions (BDS) activities” shall mean advocating for the boycott of Israel, disinvestment from Israel and international sanctions against Israel, and otherwise engaging in, promoting or supporting the global campaign to increase economic and political pressure on Israel to comply with the stated goals of the BDS movement. The Contractor agrees that the warranties and representations in this certification are material conditions of the contractor’s contract with the County of Rockland. If the County of Rockland, Director of Purchasing receives information that the Contractor is in violation of § 140-3.22A, the County of Rockland Director of Purchasing shall review such information and give the Contractor the opportunity to respond. If the County of Rockland Director of Purchasing finds that such violation has occurred, the County may declare the Contractor in default, and/or terminate the agreement. In the event of any such termination, the County may procure the supplies, services or work from another source in accordance with applicable law. The Contractor shall pay to the County the difference between the contract price for the uncompleted portion of the agreement and the cost to the County of completing performance of this agreement either by itself or by engaging another Contractor. If this is a contract other than a construction contract, the Contractor shall be liable for the difference in price if the cost of procurement from another source is greater than what the County would have paid the contractor plus any reasonable costs the County incurs in any new procurement, and if this is a construction contract, the County shall also have the right to hold the Contractor in partial or total default in accordance with the default provisions of the agreement. In addition, the Contractor may be declared not to be a responsible bidder or proposer for up to three years following written notice to the contractor, giving the Contractor the opportunity for a hearing at which the Contractor may be represented by counsel. The rights and remedies of the County hereunder shall be in addition to, and not in lieu of, any rights and remedies the County has pursuant to the agreement or by operation of law or in equity. ____________________________________________ ____________________________________ Contractor’s Representative Name Signature SWORN to before me this ____________ day of ________________ 20__________

Notary Public: __________________________

THIS FORM MUST BE SUBMITTED WITH YOUR RFP PROPOSAL



of 55

PAST & PRESENT PERFORMANCE INFORMATION FORM

NAME OF OFFEROR: __________________________________

Provide the information requested on this form for each contract/program being described as a reference. Provide frank, concise comments regarding your performance on the contracts you identify. Provide a separate completed form for each contract/program submitted. Limit the number of past efforts submitted and the length of each submission to the limitations, if any, set forth in specifications. Name of Contracting Entity: ___________________________________ Contract Name/Title: __________________________________ Term of Contract: ____________________________

Original Contract Value: ________________________________ Current or Final Contract Value: _______________________________________

A. Brief Description of your effort. Identify whether you were a Prime or Subcontractor.

______________________________________________________________________________________________________________ _____________________________________________________________________________________________________________ 1. Original Date: ______________________________ 2. Current or Final Date: __________________________

3. Number of Change Orders (if any): ________________

Primary Causes or Reasons of Change: _____________________________________________________________________ ____________________________________________________________________________________________________

B. Primary Customer Points of Contact: NOTE: CONFIRM CONTACT INFORMATION PROVIDED IS CURRENT PRIOR TO SUBMISSION.

1. Reference Program/Project Manager:

Name: ____________________________________________________ Address: ____________________________________________________ Telephone: __________________________ Fax: ______________________ E-mail: ___________________________________________________________

2. Reference Contracting Officer

Name: ____________________________________________________ Address: ____________________________________________________ Telephone: __________________________ Fax: ______________________ E-mail: ___________________________________________________________

C. If subcontractors were used, identify the names of the subcontractors and the percentage of the contract the subcontractor was responsible for. ____________________________________________________________________________________________



of 55

DISCLOSURE OF SUPPLIER RESPONSIBILITY STATEMENT

1. List any convictions of any person, subsidiary, or affiliate of the company, arising out of obtaining, or attempting to obtain a public or private contract or subcontract, or in the performance of such contract or subcontract.

_________________________________________________________________________________ 2. List any convictions of any person, subsidiary, or affiliate of this company for offenses such as embezzlement, theft, fraudulent schemes,

etc. or any other offense indicating a lack of business integrity or business honesty which affect the responsibility of the contractor.

_________________________________________________________________________________

3. List any convictions or civil judgments under state or federal antitrust statutes.

_________________________________________________________________________________

4. List any violations of contract provisions such as knowingly (without good cause) to perform, or unsatisfactory performance, in accordance with the specifications of a contract.

_________________________________________________________________________________

5. List any prior suspensions or debarments by any government agency.

_________________________________________________________________________________

6. List any contracts not completed on time.

_________________________________________________________________________________

7. List any documented violations of federal or state labor laws, regulations or standards, or occupational safety and health rules. _______________________________________________________________________________ ------------------------------------------------------------------------------------------------------------------------------------------------------------------ I, __________________________________, as __________________________________________ Name of Individual Title & Authority Of ________________________________________________, declare under oath that the above Company Name Statements, including any supplemental responses attached hereto, are true. ______________________________________________________ FID No.: _________________________________ Signature State of ___________________________________ County of_______________________________ Subscribed and sworn to before me on this_________day of ___________20__ by __________________ Representing him/herself to be ___________________________________of the Company



of 55

SUPPLIER INFORMATION PAGE

LEGAL NAME OF SUPPLIER: ________________________________________________________________________________________

ADDRESS: _____________________________________________________________________________________________________

REMIT TO ADDRESS IF DIFFERENT FROM THE ABOVE: __________________________________________________________________

FEDERAL IDENTIFICATION NUMBER: _______________________________ DUNS NUMBER: ______________________________

CONTACT PERSON FIRST & LAST NAME: _________________________________ CONTACT PERSON TITLE: _______________________ TELEPHONE: _______________________ FAX: _________________ EMAIL: ______________________________________

SIGNATORY FIRST & LAST NAME: ____________________________________ SIGNATORY TITLE: _____________________ TELEPHONE: _______________________ FAX: ____________________ EMAIL: ______________________________________

OFFEROR’S SIGNATURE: ________________________________________ DATE: ________________________________________



of 55

APPENDIX A - VENDOR QUESTIONNAIRE

Please answer the questions in this section and the following sections with short and concise answers unless otherwise indicated. Respond with "Yes" or "No" wherever possible. Comments, explanations or descriptions should be provided as appropriate.

A. FIRM ORGANIZATION, HISTORY and CLIENTS

1. In a separate attachment, in 1,000 words or less, please state why your firm is well-qualified to provide the

requested services.

2. Please state the name, title, address, telephone number, fax number and e-mail address of the person(s) we

may contact with any questions regarding your proposal.

3. Describe the corporate structure and ownership of your firm, including all parent, subsidiary, and affiliate

relationships. Is your firm publicly traded? If yes, list the ticker symbol.

4. If applicable, provide for the last three quarters your firm’s current credit/financial strength ratings as assigned

by Moody's, Standard & Poor’s, AM Best and Fitch.

5. Does your firm outsource any portion of your administration services, or are all services provided via internal

resources?

6. For how many years has your firm provided defined contribution administration services? For how many years

has your firm provided 457(b) governmental plan services?

7. What is your firm’s:

• Total client tax-qualified defined contribution plan assets serviced as of 6/30/2017

• Total 457(b) plan assets serviced as of 6/30/2017

8. Please complete the following tables detailing the number of clients in each category. Note: investment-only

relationships should not be factored into these counts.

a) Number of participant-directed 401(k), 403(b), and 457(b) by plan participants for whom you are

currently providing plan administration services, with separate figures for total clients and New York

clients entire United States and New York State:

Participant Count Total Clients Total 457(b) clients

Total New York clients

457(b) New York clients

Fewer than 500

501 - 1,000

1,001-5,000

5,001 - 10,000

10,001 or more



of 55

b) Number of clients by plan assets for whom you are currently providing plan administration services,

with separate figures for the entire United States and New York State:

Plan Assets Total Clients Total 457(b) clients

Total New York clients

457(b) New York clients

Less than $50 Million

$50 Million - $250 Million

$250 Million - $500 Million

$500 Million - $1 billion

Greater than $1 billion

8. What is the average asset size of the 457(b) plans you administer?

9. What is the average number of participants in the 457(b) plans you administer?

10. How many full service 457(b) clients has your firm gained and lost in the last three (3) years as of 12/31/2016?

(Please do not list any clients acquired through merger/acquisition with other providers). Provide a brief

explanation as to why clients left.

CLIENTS ADDED CLIENTS LOST Reasons clients left

2016

2015

2014

11. Is the rate of clients added and the client turnover in your full service retirement business described above

consistent with what you expect for future years?

12. Is your firm under investigation by any federal regulatory body regarding any allegedly illegal, non-compliant,

unethical, or otherwise improper activities that relate to plan administration, securities or financial fraud, or

breach of fiduciary responsibilities?

13. Has your firm been a party to any litigation, investigations, or settlements during the last three years involving

your defined contribution or deferred compensation plan recordkeeping and administration services? If yes,

describe the nature of the litigation or investigation, its current status and any settlement or resolution.

14. Please list three (3) comparably sized 457(b) full service clients. Rockland County will request references and

contact information from selected vendors following this submission should your firm be selected as a finalist.



of 55

Client Name Plan Assets Number of Employees

B. SERVICE TEAM

1. Please describe the structure and members of the team that will be assigned to work with Rockland County.

Attach an organizational chart that details the reporting relationship of team members.

2. Please complete the following table with respect to the team that you would assign to the Rockland County

Deferred Compensation Plan.

Other accounts or clients they are responsible for or provide services to

Name Tenure with

your firm Role on the

Rockland account Educational and

Professional background Number of Clients

Number of Participants

Client Relationship Manager

Client Service Representatives

Conversion Manager

Communications Director

3. Please attach separately, the biographies of all key staff who would be assigned to the Rockland County

Deferred Compensation Plan.

4. Please list the locations that would be providing services to Rockland County Deferred Compensation Plan as

part of your proposal and describe the services that would be provided at each location. Indicate whether any

of these services are to be outsourced to another firm. cation

a. Relationship Manager

b. Client Account Manager

c. Participant Service Reps

d. Conversion Team

e. Recordkeeping / Administration

5. What has been the turnover experienced among your client service staff over the past two years?

6. Have measures been taken to assure continuity of service?



of 55

7. Please describe how you monitor client satisfaction.

8. Please describe how you monitor participant satisfaction.

9. Does your firm currently have any services that directly interface with participants that originate off-shore or

which are under consideration for being off-shored?

10. Does your firm currently have any back office or processing services that are located off-shore or which are

under consideration for being off-shored?

11. Has your firm experienced any corporate downsizing over the last two years?

12. Has your firm acquired other retirement service firms, merged with other such firms or been acquired by any

other firm in the past two years?

RECORDKEEPING & ADMINISTRATION

A. PARTICIPANT STATEMENTS

1. Please attach separately 2 copies of your sample quarterly participant statements.

2. How quickly after a quarter ends do you mail statements to participants?

3. When are quarterly statements available electronically?

4. Can participants elect whether to receive their statements via mail or email? Are there any additional costs for

any participant services handled via paper form as opposed to electronically?

5. Are personal rates of return reported on the participant statements?

6. Are investment expenses reported on the participant statements?

7. Does a participant have the ability to get an online statement on demand?

8. Can a participant specify the time period covered by the statement on demand?

9. Will the participant statement incorporate the Rockland County logo?

10. Does Rockland County have the ability to customize the layout of the participant statements?

11. Do you have the capability to add information to the participant statements on an ad-hoc basis at the request

of Rockland County? If so, please detail.

12. Is there a cost to add information to the participant statements? If so, how much?

13. Can inserts be included with mailed statements? Please specify any cost for this.

B. SECURE WEBSITE

1. Please separately describe the features and functionality of the participant web site and the plan sponsor web

site. Please list transactions that may be accomplished as well as reports that may be generated.



of 55

2. Can Plan Sponsor reports be accessed through the Internet?

3. Please provide the User Name and Password for the participant Web Demo Site:

a. Web Address

b. Demo User ID

c. Demo Password

4. Please provide the User Name and Password for the Plan Sponsor Web Demo Site:

a. Web Address

b. Demo User ID

c. Demo Password

C. VOICE RESPONSE SYSTEM

1. During what hours is your firm’s automated toll-free telephone voice response system available to participants?

2. Does your firm's voice response system use voice recognition technology?

3. Please describe authentication safeguards for voice response generated transactions such as withdrawal check

disbursements, deferral changes and fund transfers?

4. How do participants receive confirmations from transactions executed online, via the voice response system

and through a PSR?

5. Do participants or the plan sponsor have the ability to choose or select the form of confirmations?

6. Does your IVR offer the ability to “opt out” to a live representative?

7. Is the participant’s information captured prior to reaching a live representative, not requiring participants to

repeat their identifying information for the representative?

8. How many call centers do you maintain?

9. Please provide a demonstration number and PIN for the voice response system.

a. Demo Number

b. Account Number

c. PIN Number

10. Does the IVR toll-free number directly access the recordkeeping system?

11. If no, how is consistency of information ensured?

12. Does your firm have procedures in place to assure that participant data is kept completely confidential? Please

detail.

13. How are PINs initially set up for participants (mailed, automatic)?

14. What is your process/timing in providing lost PINs or passwords to the participants?



of 55

15. Are participants locked out of the system after invalid attempts? If so, how many attempts?

D. PARTICIPANT SERVICE REPRESENTATIVES (PSRs)

1. How many dedicated Participant Service Representatives answer the phones?

2. What hours and days are the Participant Service Representatives available?

3. What was your average daily call volume from January 1, 2017 to June 30, 2017?

4. How do you ensure the accuracy and validity of transactions processed by your PSRs as opposed to IVR and

Internet?

5. Are there procedures in place to maximize problem resolution during the initial employee contact with the

Participant Service Representatives?

6. Are all service center phone calls recorded?

7. If not, how does your firm track phone calls to the Service Center?

8. In the table below please indicate (“Yes” “No” or “N/A”) for inquiries/transactions that are available via the

Interactive Voice Response System (IVR), Participant Service Representatives (PSR), or the secure participant

website

PLEASE COMPLETE TABLE ON THE FOLLOWING PAGE



of 55

Inquiry/ Transaction IVR PSR Website

Plan Summary Highlights

Beneficiary Designation

Beneficiary Maintenance/ Changes

Request a PIN Change or replacing a lost PIN number

Retirement Planning Calculator

Change Voluntary Deferral Rates

Change Investment Election

Trading Deadline for participant Initiated Transfers and Exchanges (ET)

Current Unit Value or Share Prices

Summary of Account Activity

Fund Transfer by %

Fund Transfer by $

Account Rebalance

Account Balance by Money Source

Account Balance by Investment

Personal Rates of Returns

Year-to-date Contributions

Investment Fund descriptions

Investment Fund Historical Returns

Loan Modeling

Loan Initiation

Obtain Loan Payoff Amount and Instructions

Receive Outstanding Loan Balance(s)

Unforeseeable emergency withdrawal Initiation

Termination Distribution Amount Available

Termination Distribution Initiation

Request Prospectuses or Other Literature

Request to re-issue a quarterly statement

IV. PLAN SPONSOR REPORTING

1. Please attach separately a sample of the standard quarterly report that would be presented to the Rockland

County Deferred Compensation Committee detailing the activity of the Plan.

2. Please describe the timing of all employer reports after the close of period (quarterly and annually).

3. Please list those reports that the County will be able to generate online. Can the County generate ad-hoc

reports?

4. Can your firm manage and administer the beneficiary designation process without the involvement of Rockland

County?



of 55

5. Is the beneficiary form process electronic or paper-based?

6. Can your firm process death distributions when notified of a death?

7. Are any of the participant administrative processes, aside from distributions on account of unforeseeable

emergency, paper-based?

8. Can your system track eligibility to make catch-up contributions of either type if data is supplied by Rockland

County?

9. Does your system have the capability to allow employees to defer the “457 Catch-up Contribution” by a

percentage each pay period?

V. INFORMATION TECHNOLOGY

1. Please describe the recordkeeping platform that would administer the Rockland County Deferred

Compensation Plan.

2. Would any of the recordkeeping /systems for the Rockland County Deferred Compensation Plan be

outsourced?

3. If the system is being outsourced, who has responsibility for system maintenance and enhancements?

4. Do you have a maintenance agreement or do you own the source code?

5. Was the system/software initially purchased from an outside vendor?

6. How many in-house IT/Programming design personnel are dedicated to support and enhance your DC

recordkeeping system?

7. How many 457 plans serviced by your firm currently use the same system that the Rockland County Deferred

Compensation Plan would be maintained on?

8. How long has your firm used this system?

9. What percentage of the time in 2016 was this system unavailable to participants? Do you expect similar

downtime in 2017?

10. Does your organization have different platforms for small, medium, large & jumbo clients?

11. Please describe your process for making retroactive account adjustments / corrections.

12. Do you have a secondary processing site? If so, where is it located?

13. Does your system have security and disaster recovery procedures?

14. How frequently are the recovery procedures tested?

15. Describe your maintenance and backup procedures.

16. How frequently are backups performed?



of 55

17. What is the retention timetable for backup data?

18. Is all data stored off-site?

19. How long does it take to retrieve historical information?

20. Does an independent accounting firm audit the recordkeeping system controls and administrative procedures

on an annual basis?

21. Has your recordkeeping system been modified in any way in order to detect potentially abusive trading

practices inside participant accounts?

22. Does your firm have enhancements to your recordkeeping systems planned over the next two years?

23. Does your firm have enhancements to your participant & Plan Sponsor website planned over the next two

years?

24. Does your firm have enhancements to your Voice Response Unit planned over the next two years?

25. Is there integration among your firm's voice response, internet and recordkeeping systems?

26. Can you assure that a request made via one access method will not be duplicated through another method if

requests are batch processed?

27. How does your firm handle delinquent and/or defaulted loans?

28. How will you notify the Plan Administrator of participant deferral election changes, loans, distributions, etc.?

29. Does the firm utilize optical imaging for all correspondence that are sent to your firm’s facility?

30. If the firm does not utilize optical imaging, how does your firm keep track of all correspondence sent to its

facility?

31. Does your system “date stamp” and store for later retrieval/inquiry all participant requests entered via the

VRU, participant website or PSR?

32. Please describe your firm’s process to ensure confidentiality of participant and Plan Sponsor data.

33. Does your firm support a secure method of electronic transmission of plan data?

34. Please detail the amount of money your firm has spent on defined contribution technology and systems

improvements in 2016 and 2015.

35. For the current year, please provide the dollar amount your firm has budgeted for defined contribution

technology/system enhancement expenditures.

36. Do you have major technology/system enhancements scheduled over the next two years? Only respond if you

own your recordkeeping system.

37. How will you notify Rockland of any system service interruptions or glitches?

38. Please describe the different methods that the Plan Administrator of the Rockland County Deferred

Compensation Plan can utilize for sending the payroll files.



of 55

39. Are there any specific data points that must be included on the payroll file to allow Rockland County to take

advantage of your full suite of services?

40. Please provide your preferred file layout for submitting contribution data.

41. How do you communicate operational failures when processing a payroll file?

42. How does your system handle rehired participants?

43. Please describe the different options that Rockland County will have for funding the payroll files (debit, check,

wire, etc.)?

DATA SECURITY

44. Has your firm implemented a cybersecurity program?

45. Is there a named officer responsible for overseeing and enforcing the cybersecurity program?

46. How is threat information shared with the Plan Sponsor?

47. Have any security breaches occurred in the last three (3) years? If yes, please describe.

48. What are the security procedures for participant Internet access, processing, and other services?

49. Has your firm experienced any breaches of participant or Plan sponsor data through misrepresentation, hacking

or any other means? Please describe any such incidents and remedial measures taken.

50. If a participant account incurs loss due to unauthorized activity through no fault of the participant, does your

firm reimburse participants for such losses? Please provide any relevant fraud protection guarantees and

conditions on such account guarantees.

51. Confirm that your firm will indemnify the Rockland County Deferred Compensation Board and the Rockland

County Deferred Compensation Plan against any liability arising from security breaches of any of your systems.

52. Describe the back-up and disaster recovery plans for each of your recordkeeping components

VI. COMPLIANCE and LEGAL SERVICES

1. What technical resources / experts do you have to assist Rockland County with technical or complex regulatory

matters? How would these experts be accessed? Would Rockland be billed separately for technical services

provided by your legal / compliance staff?

2. Do you consider yourself a fiduciary with respect to plan administrative services under New York law?

3. Will your firm indemnify the Plan for losses resulting from errors arising from your system and /or your

employees?

4. Does your firm have procedures to ensure that the plan is being operated in compliance with the plan

document as drafted and all applicable federal and state regulations?

5. Will your firm provide a customized administration manual (hard copy and electronic) for Rockland?



of 55

6. Do you calculate tax withholding, prepare IRS Form 1099-R, transmit this form to the IRS and mail to

participants?

7. Do you require any involvement by Rockland in identifying and processing Required Minimum Distributions?

8. Describe the standards for performance in participant service. Assume all data, wires or other requests are

received in good order and before the cutoff time for the day.

ACTIVITY QUALITY

STANDARD

Contribution reconciliation - within how many days?

Contribution posting - within how many days?

Withdrawals paid - within how many days?

Loans funded - within how many days?

Final distributions paid - within how many days?

Investment fund transfers processed - within how many days?

Rollovers into the plan processed and Invested - within how many days?

Confirmations mailed or emailed to participants - within how many days from execution of transaction or request?

Participant statements mailed or emailed - within how many business days from period end?

Participant service calls answered - within how many seconds or rings?

Email / written correspondence responded to - within how many days from receipt?

Phone calls/voicemails returned - within how many hours?

Formal complaints are acknowledged - within how many days?

Formal complaints are resolved - within how many days?

Stale dated check processing - within how many days?

VII. INVESTMENT SERVICES

1. Please state any proprietary fund requirements your firm would require.

2. Which of the current Plan funds are not now available through your recordkeeping platform?

3. Does your firm impose any restrictions and/or limitations on the non-proprietary investments you are offering?

4. Does a certain amount of money need to go into your proprietary investments?

5. If the Rockland Deferred Compensation Board decides to change, add or delete an investment offering, will you

charge Rockland County for this change?

6. Please detail the steps you take upon notification by the Board that a fund is to be replaced with another fund.

Please include a representative timeline assuming (i) the fund is currently available on your platform and (ii)

assuming that the fund is not presently available through your platform.

7. Does your firm allow the client to develop customized asset allocation models?



of 55

8. Does your firm have any restrictions for building asset allocation models?

9. Does your firm provide services that will assist participants in determining the appropriate asset allocation

options?

10. If advice is offered, is it in-house or via a third party?

11. Is there an additional fee for the advice service you are offering?

12. What fiduciary responsibility do you or the third party assume if advice is provided?

13. Does your firm have the ability to provide an automatic feed of account balances and related participant

information from your system to the investment advice provider?

14. Does your firm offer participants the option to automatically rebalance their investments? Is there a fee for

this service?

TARGET DATE FUNDS

15. Please list the target date fund families available on your platform. If the plan’s current target date funds are

not available on your platform, please recommend one or more target date fund series and complete Questions

16 through 20 for these funds, otherwise leave these questions blank.

16. Describe the available vehicles in which the product is offered (mutual fund, commingled or separate account).

17. Are the target date funds managed to the retirement date or through the retirement date?

18. Does your firm have the capability to map the Plan assets to the target date funds?

19. Does your firm have the capability to utilize the target date funds you are recommending as the default option?

20. Please attach separately the glide path as well as the asset allocation for the target date funds you are

recommending.

STABLE VALUE /GUARANTEED INVESTMENT

21. What stable value or Guaranteed fund would you recommend for the Rockland County Deferred Compensation

Plan?

22. Please state why the features of your proposed stable value product meet the requirements of the Rules and

Regulations of the New York State Deferred Compensation Board

23. Is the stable value product you propose a general account or a pooled account?

24. Is the stable value / GIC a core asset managed by your firm?

25. Please state the total of stable value assets your firm manages for defined contribution plan clients.

26. What fees are associated with your stable value fund that you are proposing?



of 55

27. What was the stable value annualized performance for 2016 and the first three quarters of 2017, net of all fees

(in other words, what return was credited to participants)? Are there multiple options depending on expenses?

28. How frequently does the interest rate reset?

29. Is the interest rate guaranteed? What is the duration of the guarantee?

30. If Rockland County was a current client, what interest rate would be credited on current deposits?

31. Does the fund you propose have a minimum rate guarantee to participants?

32. Are there liquidity restrictions in the stable value / GIC fund with regard to plan sponsor termination?

33. Are there any liquidity restrictions in the stable value / GIC fund with regard to employee directed withdrawals?

34. Has the stable value fund you propose ever restricted participant withdrawals?

35. Do you allow a "competing" money market or short-term bond fund?

36. If you allow a competing fund, are there any restrictions or penalties associated with participants moving assets

from the stable value fund to a competing fund?

37. Please attach separately an overview or fund fact sheet for the stable value / GIC fund selected including fund

manager, tenure and assets under management.

38. Would your firm permit Rockland County to select a stable value fund other than the fund you proposed?

39. If a stable value fund other than your recommended fund is selected, would this change your revenue

requirement?

SELF DIRECTED BROKERAGE

40. Rockland County does not currently offer participants a self-directed brokerage account. Fully describe your

self-directed brokerage account features, program design requirements, and all related fees including annual

account fees and/or brokerage transaction/commission fees.

MANAGED ACCOUNTS

41. Please provide a list of at least 3 governmental plan clients for whom you provide managed account services

42. Please describe your capabilities for making investment advice available to participants.

43. How would investment advice services be communicated and delivered to participants?

44. What fees would be associated with investment advice services provided to participants?

45. Does your investment advice service follow the relevant guidelines applicable to ERISA plans (i.e., the Pension

Protection Act and ERISA Section 408(g))?



of 55

IX. ENROLLMENT, EDUCATION and COMMUNICATION

1. Number of meetings/days your firm is proposing for ongoing enrollment/education.

2. Do you have the capability to provide additional on-site enrollment services/presentations at departmental

locations if Rockland County requested them?

3. If so, what would the cost be for additional on-site presentations at the departmental locations?

4. Describe the proposed frequency of communications with the participants and the Plan Sponsor over the

course of a calendar year.

5. Please provide five samples of proposed communication and education materials.

6. Will you provide a customized communication/enrollment materials branded with Rockland County logo and

art?

7. Is there an additional fee for communication materials to be customized with the Rockland County logo?

8. Can the content of the communication materials be customized for the Rockland County Deferred

Compensation Plan?

9. Would there be an additional fee for content customization?

10. Please provide separately a sample enrollment kit/guide that the Rockland County Deferred Compensation Plan

participants would receive upon hire.

11. Are the communication & education materials prepared in-house or by an outside vendor?

12. Does your firm have the ability to target specific population segments or individuals? Please provide two

examples of successful efforts to communicate with specific groups of employees or participants.

13. How does your firm measure the success of participant communication programs?

14. If asked will you provide client referrals who will verify the success of communication programs?

15. Do you offer a mobile app for participants? If so, please briefly describe its capabilities as well as transactions

that cannot be accomplished using the app.

X. TRUSTEE SERVICES

1. Please identify the proposed trustee.

2. What is the vendor's formal relationship with the proposed trustee? Is the vendor a subsidiary or independent

of your firm?

3. Is the proposed trustee active or passive in performing the obligations of a trustee?

4. Who will have custody of the Rockland County Deferred Compensation Plan assets?

5. Are the trustee fees included in your required revenue?

6. Will the proposed trustee acknowledge the fiduciary responsibilities associated with being a directed trustee?



of 55

7. How long has your firm provided trustee services?

8. What is your turn-around time on check issuance?

9. Do you process state tax withholding?

10. Is the trust accounting system integrated with the recordkeeping system?

11. Please attach separately a copy of the proposed custodial trust agreement.

XI. IMPLEMENTATION

1. Do you provide a dedicated conversion team?

2. Please complete the following table with respect to the team that you would assign to the Rockland County

Deferred Compensation Plan conversion and what their roles would be.

Role in the Rockland Conversion

Name Tenure

with your firm

Years of Retirement Industry Experience

related to Conversions

Expected Number of other Conversions worked on

during Rockland Conversion

Number of Conversions Completed

Conversion Manager

Conversion Analyst

Compliance Consultant

3. Please provide the location of the conversion team that would be assigned to Rockland County.

4. What was the turnover among your conversion staff in each of the past three years?

5. How many conversions of plans with 1,500 or more participants have you conducted in the past five years?

6. Specify the blackout period you propose for new loans, withdrawals, and investment transfers on your side of

the conversion.

7. For conversions that have taken place within the past 12 months, what has the average conversion been from

the time your firm receives the data file from the prior recordkeeper?

8. What is the latest date you could be notified of your selection as a service provider for a successful June 1,

2018 conversion for the plan?

9. What would be the optimum length of time you would recommend for a smooth transition of the Rockland

County plan?

10. Do you foresee any obstacles in a conversion from MassMutual? How many plans have you converted from this

vendor since January 2014?

11. Will this conversion have an impact on participants already receiving monthly benefit claims?

12. Do you have a specified data format for conversion files? If not, please list formats that you may work with.



of 55

13. What is your recommended method for handling investments during the conversion process?

14. Will the conversion team conduct weekly status update conference calls throughout the implementation

process?

15. Please attach a separate sheet providing a detailed timeline (steps and timing) which identifies key dates and

actions in your firm's conversion process. You may assume a March 2018 conversion commencement date.

16. Do you assume the responsibility of keeping Rockland County informed of issues or concerns that could

negatively impact the stated timeline?

17. Will your firm commit to conversion timeline guarantees with financial penalties?

18. Will your firm provide Rockland with a conversion reconciliation before the plan comes out of blackout?

RECORDKEEPING / ADMINISTRATION

19. Describe how the following transactional information would be supplied to you:

Enrollment Transfers Contribution Rate Changes

20. Will you interface with the Rockland County Plan Administrator to administer distributions from the Plan?

21. Can you provide each participant with a quarterly statement of their account reflecting adjustments to the

account during the period from the last statement date?

XII. FEES and EXPENSES

1. Are there any surrender charges or penalties that Rockland County or its participants may incur if Rockland

County terminates your contract early? If so, please quantify.

2. If Rockland County is not required to pay hard dollars for any services, how would you honor performance

guarantees?

3. For what period of time (number of years) are you willing to guarantee that the fees and performance

guarantees included in this proposal will not increase?

4. Are charges imposed for adding or changing investments in the plan investment line-up?

5. Please provide the "all in" revenue in basis points that your organization would need each year to administer

the Rockland County Deferred Compensation Plan.

Revenue Requirement in basis points

Total Revenue Requirement in $

6. Please provide the "all in" revenue figure that your organization would need each year to administer the

Rockland County Deferred Compensation Plan expressed as a per participant fee.



of 55

Revenue Requirement as a per participant fee

Total Revenue Requirement in $

7. Are all of the services proposed in this response included in your "all in" pricing?

8. Are the fee structure options presented based on a particular share class or investment lineup for the plan?

9. Please list the services that are not included in your "all in" pricing. This should include any costs that would be

passed through to Rockland County.

10. Will you provide an annual fee and revenue reconciliation to Rockland County?

11. To the extent that revenue sharing amounts exceed your firm’s recordkeeping costs, will your firm provide such

excess to Rockland County for the payment of plan-related expenses?

12. What factors does your firm consider in determining future fee increases/decreases and when they are to

occur?

13. Complete the Fee Worksheet to identify fees for all services that you are proposing to provide, as described in

your response to the previous sections of this RFP. If any service you are proposing to provide is not covered in

this fee proposal, specify the service and add it to the worksheet.

Regular Annual Charges (Direct Fees)

Implementation Fees Amount

Participant record set-up:

System Programming:

Asset reconciliation:

Training plan sponsor representatives:

Coordinating processing:

Takeover Loans:

Asset Transfer coordination:

Record transfer coordination:

Plan Analysis:

Staff Training:

On-line Access System:

Participant Statement design:

Ad-hoc Report Development:

Trust Implementation Fees:

Other: (list)

Annual Recordkeeping Fees

Per Active participant fee:

Per Inactive participant fee:

Terminated employees with account balances fee:

Per Eligible participant fee:



of 55

Eligibility Tracking:

Beneficiary elections:

Participant Statements:

Ad-hoc Reports:

Staff Training:

System Programming:

Compliance Fees

Calculation of Refunds and earnings:

Summary activity statistics:

Corporate Quarterly reports:

Plan Highlights / Summary creation:

Printing of the Plan Highlights / Summary:

Distribution of Plan Highlights / Summary to Employees:

Access to a technical resource group (e.g., ERISA attorneys):

Other: (list)

Administration Fees

Plan Sponsor Access to system:

Contribution Rate Changes:

Termination Distributions:

Unforeseeable emergency withdrawals:

Fund Transfers/Reallocations:

Loans – Set Up:

Loans – Maintenance:

QDRO Charge:

DRO qualification:

QDRO processing:

Age 70 ½ RMDs:

Investment Advice:

Distributions/1099-R / Lump sum/Installments:

PIN letters and VRU brochures:

Manual checks (stop payments / reissue):

Investment Election Changes:

Contribution Rate Changes:

Participant statements mailed to home address (Quarterly):

Participant statements mailed to home address (On-demand):

Confirmation statements mailed to home address:

Trustee Fees

Annual Trustee fees including all check processing fees:

Stop Payments:



of 55

Quarterly Statements:

Form 1099 Production and delivery:

Asset-based fees:

Portfolio-based fees:

Transaction-based fees:

Wire fees:

Employee Communication and Education Fees

Enrollment Materials:

Awareness Materials (posters, audio tapes, webinars, etc.):

Ongoing Education program:

Other: (be specific)

Other Fees / Fee Guarantees

Other Fees (specify) Wrap / Asset Based / Hard Dollar

Any and all other fees not disclosed above must be disclosed here

Fee Guarantee - Number of Years

A person authorized to execute contracts of this scope must sign a hard copy of this RFP response.

Authorized Representative and Vendor Name

Title Signature Date

Department of General Services Purchasing Division Request ... · Director of Purchasing Department...

Documents

Transcript of Department of General Services Purchasing Division Request ... · Director of Purchasing Department...