- INTRODUCTION
On January 3, 1997, the State of Connecticut, acting through the
Office of the State Comptroller, issued a Request for Proposals (RFP) seeking the services
of a "full scope" Third Party Administrator (TPA) for its Section 457 Deferred
Compensation Program (457 Program). In accordance with Section VIII of the January 3, 1997
RFP, OSC exercised its right to reject all proposals received, having determined that the
state's interests would be best served by retaining a "limited scope", rather
than a "full scope", TPA for the 457 Program; accordingly, this document is
being issued in an effort to fulfill that determination. Along these lines, please note
that while the services which will be required of the TPA are narrower than those
described in the January 3, 1997 RFP, OSC's policy objectives for the 457 Program are
essentially unchanged from their previous presentation.
- STATEMENT OF OBJECTIVES
OSC, on behalf of the State of Connecticut, is soliciting
proposals from firms qualified to serve as TPA for its 457 Program during the period from
January 1, 1998 to December 31, 2001.
OSC anticipates that during the course of the four year agreement it seeks to
negotiate, the TPA selected will face two over-arching administrative tasks, as follows:
- Phase 1. Transitioning the Existing 457 Program. The TPA will be responsible for
transitioning the four authorized institutions of the existing 457 Program into its new
administrative environment and, working with OSC, refine their investment offerings so as
to assure congruence with policy objectives.
- Phase 2. Implementation of Mutual Funds in the 457 Program. During the 1997
session of the Connecticut General Assembly, OSC successfully pursued legislation which
will revise the 457 Program so as to allow for direct participant investment in mutual
funds; as currently structured, the 457 Program limits investment alternatives to
insurance-style "annuity wraps" and life insurance products. Assuming
ratification of this legislative initiative by the Governor, the TPA will be responsible
for implementing mutual funds options in the 457 Program under OSC's direction and
guidance.
In selecting a TPA and performing the two over-arching tasks discussed herein, it is
OSC's firm objective for there to be no budgetary impact on the State of Connecticut.
- BACKGROUND INFORMATION
The 457 Program was established in 1974 in accordance with
provisions of Public Act No. 73-578 (codified as Connecticut General Statutes, Section
5-264a). Section 5-264a has been revised several times since 1973, but the benefit offered
to state employees has not changed substantially; a copy of Section 5-264a is attached
hereto as Exhibit "A". Under Internal Revenue Code, Section 457, state
employees can enter into agreements with their employer to defer payment of a defined
portion of current compensation until retirement or separation from service. The
advantages offered to state employees for participating in the 457 Program include the
ability to defer paying income tax on the deferred amount until it is paid or made
available to them and, at the same time, serve as a retirement income for their
future. As provided by the Connecticut General Statutes, the administration of the 457
Program shall be under the direction of OSC, which is empowered to enter into contracts
with state employees to defer earned income and with other entities to provide the
necessary investment vehicles. In the past, OSC has only contracted with insurance
companies to act as authorized institutions for the 457 Program; currently, there are four
such authorized institutions:
- Aetna Investment Services, Inc.
- Hartford Life Insurance Companies
- Travelers Life Insurance Company
- Phoenix Home Life Mutual Insurance Company
The authorized institutions are responsible for explaining the advantages, as well as
any disadvantages, to state employees who may be considering participating in the 457
Program. The insurance companies maintain the records of all participants, provide
quarterly reporting to each participant, and are the investors of the funds in the 457
Program. Each of the authorized institutions offers a selection of investment
possibilities to the participants; however, these offerings are, by statute, limited to
insurance-style "annuity wraps" and life insurance products. Although OSC is
responsible for "due care" in selecting the providers approving the investment
vehicles, the participants assume the risk of any loss from decreases in the values of the
457 Program's assets. The State is liable to the participants for only the pro rata shares
of the market value of 457 Program assets.
As allowed under the Connecticut General Statutes, OSC is under contract with a private
corporation to assist with the administration and servicing of the 457 Program; this
entity, known as the Plan Consultant, is: Financial & Investment Services, Inc. of
Cromwell, Connecticut. The Plan Consultant is compensated under agreements it negotiates
with the four authorized institutions of the 457 Program. OSC anticipates that the Plan
Consultant's responsibilities will be assumed by the TPA and, for this reason, the
Financial & Investment Services agreement will be terminated as a function of the RFP.
Set forth in Exhibit "B" are the asset values and number of 457
Program participants for the past four fiscal years. Exhibit "C"
allocates these asset values and participant members among the four authorized
institutions for the past three fiscal years.
As apparent from the growth in the number of participants reflected in Exhibits
"B" and "C", the 457 Program has been popular with state employees.
However, even with these increases in participation and asset value, the administration of
the 457 Program has remained shared between OSC and the four authorized institutions and
relatively uncomplicated. OSC maintains a full-time staff of two who process the necessary
paperwork for contributions, distributions, and any changes ordered by participants;
additionally, a portion of the activities of two OSC Managers is devoted to the 457
Program and typically involve such matters as: hardship withdrawals; review and approval
of investment vehicles; compliance issues; and problem resolution of a general nature. In
recent years, the Plan Consultant has performed specialized functions on an as needed
basis.
- TPA RESPONSIBILITIES
Set forth in Exhibit "D" to this RFP are
the major responsibilities OSC intends to delegate to the TPA for the 457 Program; Exhibit
"D" also lists responsibilities OSC intends to delegate to the 457 Program's
authorized institutions along with those it plans to retain. The responsibilities
contained in Exhibit "D" are not intended to be exhaustive, but rather an
expression in summary fashion of the most significant administrative tasks associated with
the 457 Program. To the extent that duties are not listed in Exhibit "D",
OSC reserves the right to delegate them in a manner consistent with the "limited
scope" approach adopted by this RFP.
- MINIMUM QUALIFICATIONS
In order to be considered, each firm responding to this
RFP must, at a minimum, possess the following qualifications:
- Organizational Experience
The firm must have been in operation for at least five
continuous years as of December 31, 1997.
- Professional Experience
The key professionals must have at least a three year history
while at the firm of providing administrative services for Section 457, Section 401(k), or
Section 403(b) plans as of December 31, 1997.
- Plans Under Administration
The firm must have a minimum of five (5) Section 457,
Section 401(k), or Section 403(b) plans, each with at least 5,000 participants, to which
it provides administrative services as of December 31, 1997. Preference may be given to
firms with substantial experience in Section 457 plans.
- PROPOSAL SUBMISSION REQUIREMENTS
- Each proposal must include the following:
- Title Page
The title page should indicate the date, subject, name of the contractor, and the address,
telephone number, name, and title of the contractor's contact person.
- Offices
A description of the office that would support the 457 Program, including its geographic
location, staffing level, the background, experience, and qualifications of personnel, as
well as other available resources.
- Minimum Qualifications
Demonstrate that your firm possesses the minimum
qualifications stipulated in Section IV
of this RFP.
- Experience
Describe your experience specific to the services requested in this RFP, including the
relevant experience of the principal(s) who would be assigned to this engagement. List all
other comparable government agencies, corporations, and organizations that your firm has
provided these services for in the past two (2) years, specifying those with a unionized
work force.
- TPA Responsibilities
For each of the responsibilities listed in Exhibit "D", contractors must supply
a narrative which discusses: (1) the general approach that the contractor would take with
respect to the task under consideration; (2) the contractor's experience performing the
specific responsibility for a client similar to the State of Connecticut; and (3) issues
pertaining to each which need to be identified and resolved prior to implementation.
Contractors are also encouraged to discuss responsibilities which may not be included in
Exhibit "D" but, in its judgment, belong to the core of duties required of a
"limited scope" TPA.
- Transition Plan
Discuss in a preliminary fashion your plan for transitioning the 457 Program from its
current configuration to the administrative model contemplated by this RFP.
- References
Names, addresses, and phone numbers of individuals who can serve as references.
- Work Samples
Work samples relevant to the scope of this RFP must be attached to the contractor's
proposal; however, it is only necessary to submit one copy of each sample for
consideration.
- Conflict of Interest
Disclose any current or past (within the last two years) business relationships which may
pose a conflict of interest, including all business relationships with the 457 Program's
authorized institutions, their parent companies, subsidiaries, and subcontractors.
- Affirmative Action
See Section XI, Paragraph 16 of this RFP.
- Costs
Describe fully a suggested mechanism for fee payment given OSC's commitment to retain a
"limited scope" TPA for the 457 Program while avoiding direct budgetary impact.
- Executive Summary
At your firm's option, an executive summary may be included with your proposal.
- Each firm must submit an original plus four (4) copies of its proposal in loose-leaf
binders to:
STATE OF CONNECTICUT
Retirement & Benefit Services Division
Office of the State Comptroller
55 Elm Street, Third Floor
Hartford, Connecticut 06106
Attention: Steven Weinberger, Director
- Firms furnished a copy of this RFP intending to make a proposal are requested to submit
a letter of intent to Mr. Weinberger no later than 4:30 p.m. on Wednesday, June 25,
1997. Those not intending to make a proposal are asked to submit a negative reply.
- Firms that have questions regarding this RFP should submit them in writing to Mr.
Weinberger at the address set forth above no later than 4:30 p.m. on Wednesday, June
25, 1997. Answers to such questions will be transmitted on or before Monday, June
30, 1997. No phone calls will be accepted relative to this RFP.
- Proposals must be received on or before 4:30 p.m. on Friday, July 11, 1997.
- SELECTION PROCESS AND SCHEDULE
Request for Proposals and Response Phase
| June 9, 1997 |
Release of RFP by OSC |
| June 25, 1997 |
Letters of Intent due at OSC |
| June 25, 1997 |
Questions due at OSC |
| June 30, 1997 |
OSC answers questions received |
| July 11, 1997 |
Proposals due at OSC |
Review and Selection Schedule
| July 14 - 25, 1997 |
Reading and Scoring of Proposals by Screening Committee |
|
| July 28 - August 8, 1997 |
Semi-Finalist Interviews |
see note 1 |
| August 11 - 22, 1997 |
Finalist Interviews |
see note 2 |
| August 22, 1997 |
TPA Selection |
see note 3 |
| August 25 - September 30, 1997 |
Contract Negotiations |
| January 1, 1998 |
TPA Conversion |
see note 4 |
Notes
- Semi-Finalist Interviews. Firms selected as semi-finalists will be expected to make a
presentation to a Screening Committee at OSC offices in Hartford, Connecticut. Each
presentation will be followed by a question and answer period. The number of firms to be
selected for semi-final interviews has yet to be determined; however, the expectation is
that the number will not exceed five.
- Finalist Interviews. Firms selected for a final interview will be expected to make a
presentation, followed by a question and answer period, to the State Comptroller and
certain members of her staff at OSC Offices in Hartford, Connecticut. The number of
finalists to be selected for interviews has yet to be determined; however, the expectation
is that this number will not exceed three.
- Selection of the TPA is expressly conditioned upon a site visit by up to three OSC
representatives, to be conducted at a mutually agreeable date and time. All expenses
incurred by OSC in making the site visit shall be borne exclusively by the TPA and treated
as a cost of responding to this RFP.
- TPA Conversion. It is OSC's expectation that, following the successful conclusion of
contract negotiations, the TPA will develop and thereafter follow a work plan which has as
its objective the implementation of Phase 1 and Phase 2 of this RFP on or about January 1,
1998.
- EVALUATION OF PROPOSALS
Each proposal will be evaluated by a Screening Committee
using the following criteria to determine which contractor is most capable of implementing
OSC's requirements, as follows:
- Contractor's experience with and ability to do the specific work, including experience
in the administration of Section 457 Programs.
- Contractor's understanding of the project's purpose and scope, as evidenced by the
proposed approach and the level of effort.
- Competitiveness of proposed cost.
- Availability and competence of personnel.
- Conformity with specifications contained herein.
- Demonstration of commitment to affirmative action by full compliance with the
regulations of the Commission on Human Rights and Opportunities.
7) At the option of
the Screening Committee, an oral presentation.
- RIGHTS RESERVED TO OSC
OSC reserves the right to award in part, to reject any and
all proposals in whole or in part, to waive technical defects, irregularities and
omissions if, in its judgement, the best interest of the State will be served.
- INSTRUCTIONS TO CONTRACTORS
Conformance - All responses to this RFP must conform
to these instructions. Failure to conform may be considered appropriate cause for
rejection of the response.
Delivery of Responses - RFP responses must be in sealed envelopes upon which a clear
indication has been made of the RFP reference title, as well as the date and time the
proposal is due. The name and address of the vendor must appear on the envelope. FAX
responses are not acceptable.
Structure of Response - Contractors must structure the responses as outlined in this
RFP.
Exclusion of Taxes from Prices - The State of Connecticut is exempt from the payment of
excise, transportation, and sales taxes imposed by the Federal Government and the State.
Such taxes must be excluded from quoted prices.
Signature and Responsible Persons - The proposal must be signed by an authorized
official. The proposal must also provide name, title, address, and telephone number for
individuals with authority to negotiate and contractually bind the contractor, and for
those who may be contacted for the purpose of clarifying the information provided.
"Not to Exceed" Quotations - All cost estimates will be considered as
"not to exceed" quotations.
- TERMS AND CONDITIONS
Any contractor responding to this RFP must be willing to
adhere to the following conditions and must so state in its submission:
- Acceptance or Rejection by the State - The state reserves the right to accept or reject
any or all proposals submitted for consideration. All proposals will be kept sealed and
safe until the deadline for submission has passed.
- Conformance with Statutes - Any contract awarded as a result of this RFP must be in full
conformance with statutory requirements of the State of Connecticut.
- Ownership of Proposals - All proposals in response to this RFP are to be the sole
property of the state, and subject to the provisions of Section 1-19 of the Connecticut
General Statutes (Freedom of Information).
- Ownership of Subsequent Products -Any product, whether acceptable or unacceptable,
developed under the contract awarded as a result of this RFP is to be the sole property of
the state unless stated otherwise in the RFP or contract.
- Availability of Work Papers - All work papers and data used in the process of performing
this project must be available for inspection by the State of Connecticut Auditors of
Public Accounts for a period of three (3) years or until audited.
- Timing and Sequence - Timing and sequence of events resulting from this RFP will
ultimately be determined by the state.
- Stability of Proposed Prices - Any price offerings from contractors must be valid for a
period of one hundred eighty (180) days from the due date of contractor proposals.
- Oral Agreements - Any alleged oral agreement or arrangement made by a contractor with
any agency or employee will be superseded by the written agreement.
- Amending or Canceling Requests - The state reserves the right to amend or cancel this
RFP, prior to the due date and time, if it is in the best interests of the state.
- Rejection for Default or Misrepresentation - The state reserves the right to reject the
proposal of any contractor which is in default of any prior contract or for
misrepresentation.
- State's Clerical Errors in Awards - The state reserves the right to correct inaccurate
awards resulting from its clerical errors.
- Rejection of Qualified Proposals - Proposals are subject to rejection in whole or in
part if they limit or modify any of the terms and conditions and/or specifications of the
RFP.
- Contractor Presentation of Supporting Evidence - A contractor, if requested, must be
prepared to present evidence of experience, ability, service facilities, and financial
standing necessary to satisfactorily meet the requirements set forth or implied in the
proposal.
- Changes to Proposal - No additions or changes to the original proposal will be allowed
after submittal. While changes are not permitted, clarification at the request of the
agency may be required at the contractor's expense.
- Collusion - By responding, the contractor implicitly states that the proposal is not
made in connection with any competing contractor submitting a separate response to the
RFP, and is in all respects fair and without collusion or fraud. It is further implied
that the contractor did not participate in the RFP development process, had no knowledge
of the specific contents of the RFP prior to its issuance, and that no employee of the
agency participated directly or indirectly in the contractor's proposal preparation.
- Include a summary of your firm's experience with affirmative action. This information is
to include a summary of your affirmative action plan and your affirmative action policy
statement.
Section 4-114a-3(10) of the Regulations of Connecticut State Agencies
requires agencies to consider the following factors when awarding a contract which is
subject to contract compliance requirements:
- The contractor's success in implementing an affirmative action plan;
- the contractor's success in developing an apprenticeship program complying with Section
46a-68-1 to 46a-68-14 of the Connecticut General Statutes, inclusive;
- The contractor's promise to develop and implement a successful affirmative action plan;
- The contractor's submission of EEO-1 data indicating that the composition of its work
force is at or near parity when compared to the racial and sexual composition of the fork
force in the relevant labor market area; and
- The contractor's promise to set aside a portion of the contract for legitimate small
contractors and minority business enterprises, where applicable. (See Section 32-9e of the
General Statutes.)
A "Notification to Contractors" form is attached, to be read, signed, and
returned by the contractor (Attachment I).
Also attached is a "Contract Compliance Requirements" reporting form, which
the contractor must complete, sign, and return; such form will be sent by OSC to the
Commission on Human Rights and Opportunities (Attachment II).
- Expenses - Contractors who respond to this RFP, including semi-finalists and finalists,
will not be reimbursed by the State for any costs and expenses incurred in connection with
this process, such as travel expenses relating to an oral presentation and costs incurred
by OSC representatives on any site visits.
