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REQUEST FOR PROPOSAL FOR A DEFERRED COMPENSATION PLAN CONSULTANT FOR City of Missoula, Montana INTRODUCTION The City of Missoula, Montana (the “City”) is seeking the services of a Deferred Compensation Plan consultant for the purpose of selecting a Deferred Compensation Plan Service Provider via an RFP process. BACKGROUND The City of Missoula, the county seat of Missoula County, is located in the western part of Montana at the junction of Interstate 90, and U.S. Highway 10, 12 and 93. The City of Missoula, at current estimated population of 70,000, is the second largest City in Montana. The estimated population of Missoula County is 103,000. The City is a regional trade and medical center and is the site of the University of Montana. The City encompasses an area of about 25.0 square miles. The City is a first-class City, with a home rule charter. It has a Mayor/City Council form of government with a twelve member Council. Council members are elected from six wards and the Mayor is elected at large. The reader is referred to the city's website for further information at: www.ci.missoula.mt.us. About the City of Missoula's Deferred Compensation Plan: Plan Assets: approximately $5.0 million (as of June 30, 2008) Contract Plan Administrators: Nationwide Retirement Solutions, VALIC, ICMA Number of Participants: ICMA -7 ; Nationwide -56; Valic – 87. ---PAGE BREAK--- REQUEST FOR PROPOSAL FOR A DEFERRED COMPENSATION PLAN CONSULTANT FOR City of Missoula, Montana I. SCOPE OF SERVICES A. Role of Consultant 1. Serve as City’s analyst and consultant throughout the scope of services. 2. Provide independent advice and serve solely on behalf of the interests of the City. B. Services to be Provided The selected deferred compensation consultant will be required to perform the following: 1. Assist the City with preparing an RFP for the Deferred Compensation Plan. Consultant will assist the City with: A. Development of the RFP for a Deferred Compensation Plan Service Provider that will identify the record keeping, reporting and investment choices to be provided to city employees B. Distribution of the RFP recipient list to potential deferred compensation plan providers. C. Written analysis of all responses D. Assist with the service provider interviews E. Assist with contract negotiations F. Assist with the oversight of the transition and implementation period. II. ELIGIBILITY REQUIREMENTS This proposal is open to any independent advisory firm that provides deferred compensation consulting services that complies with all conditions within this RFP and certifies in its cover letter that it meets the following conditions: 1. Has the resources and commitment to complete all components of the project in a timely manner, including but not limited to, attending review meetings; advising staff on matters specific to the deferred compensation plan; preparing documents; and assisting with fee negotiations, if necessary. 2. It is not currently involved in or affiliated with any investment fund providers, financial institutions, or other consultants that might present a conflict of interest. 3. It is not in litigation adverse to the City or in other litigation, which may have significant and adverse impact on the ability to perform services for the City. ---PAGE BREAK--- REQUEST FOR PROPOSAL FOR A DEFERRED COMPENSATION CONSULTANT FOR City of Missoula, Montana 4. Does not represent clients in litigation adverse to the City or in other litigation, which may have a significant and adverse impact on the ability to perform services for the City. 5. Has a minimum of five years experience in providing advisory services related to (but not limited to) governmental deferred compensation plans with assets of at least $5 million. 6. Has completed a minimum of five deferred compensation plan projects of a similar nature for governmental organizations within the past three years. III. PROPOSAL REQUIREMENTS A. Cover Letter The Cover Letter shall be addressed to: Brentt Ramharter Finance Director City of Missoula 435 Ryman Street Missoula, Montana 59802 The letter must, at a minimum contain the following: 1. Identification of the firm, including name, address, and telephone number. 2. Name, title, address, telephone number, fax number, and email address of contact person during period of the proposed RFP. 3. A statement to the effect that the firm meets City’s eligibility requirements and the proposal shall remain valid for a period of not less than 120 days from the date of submittal. 4. Signature of a person authorized to bind the firm to terms of the proposal. B. Q & A The consultant shall respond to all items listed below: 1. Provide a brief description of your firm’s qualifications and experience that demonstrates its capability to provide the scope of services described in Scope of Work, Section I.B.1. of this request. Include a statement describing the firm’s analytic capacity and resources such as staff size and national experts, if applicable, that would be available to the City. 2. Provide a brief description of your firm’s experience on a relevant contract in which you recommended an innovative or unique fee and cost streamlining process or revenue sharing which resulted in savings to the sponsor. 3. Provide a timeline for the project. ---PAGE BREAK--- REQUEST FOR PROPOSAL FOR A DEFERRED COMPENSATION CONSULTANT FOR City of Missoula, Montana 4. Provide a brief resume for each individual identified above listing their role, specific qualifications and experience with similar projects. 5. References: Consultant shall include the name, address, and telephone number of three to five clients for whom services similar to those described in this Request for Proposal have been performed. 6. Disclosure: The consultant shall disclose any professional or personal financial interest, which could be a possible conflict of interest in representing the City. Consultant shall further disclose arrangements to derive additional compensation (formal or informal) that your firm or any of its individuals has with the following parties: investment fund providers, financial institutions, or other consultants. a. Identify any public or private disciplinary actions against your firm or individuals within your firm that would be relevant to this contract, by professional organizations or oversight committees. b. Report any recent, significant material litigation information that would be relevant to this contract. c. Disclose any investigation (involving your firm) conducted by the Securities and Exchange Commission or any federal or state regulatory body that might impact this contract. 7. Fee. The consultant shall prepare a total fee statement for the service requested as stated in Scope of Work, Section 1.B.1. Fees stated are to cover for the project in its entirety. Please provide an estimate of maximum out-of-pocket expenses. Proposal Submission Five copies of the completed proposal with length not to exceed 20 pages must be mailed, hand delivered/delivery service no later than 4 PM (MDT), May 1, 2009 to: Brentt Ramharter Finance Director City of Missoula 435 Ryman Street Missoula, Montana 59802 All proposals are to be submitted in a sealed envelope with the description Deferred Compensation Consulting Services clearly indicated on the envelope. Electronic submissions will be accepted. Questions regarding the bid process should be directed to: ---PAGE BREAK--- REQUEST FOR PROPOSAL FOR A DEFERRED COMPENSATION CONSULTANT FOR City of Missoula, Montana Brentt Ramharter Finance Director City of Missoula 435 Ryman Street Missoula, Montana 59802 Phone: (406) 552-6108 E-mail: [EMAIL REDACTED] IV. SELECTION PROCESS A. Proposals will be evaluated based upon, but not limited to, the following criteria (not listed in order of importance): 1. Qualifications and experience of firm/ independent consultant and the personnel named in the proposal. 2. Capability to provide the required services. 3. Past performance on similar services, based on client references and other verifiable information. 4. Deferred Compensation Plan expertise. 5. Fees will be considered, but will not be the sole selection factor. 6. Proposals will be reviewed by the City. A. Oral interviews of the most responsive firms/ independent consultants may be scheduled after the deadline submission date or may be conducted by phone at the option of the City. B. All consultants selected for interviews will be notified of the selection as soon as possible. C. City reserves the right to reject any and all proposals and to waive informalities and minor irregularities in any proposal reviewed. Further, City may reject any proposal which does not conform to the instructions. D. City reserves the right to negotiate all final terms and conditions of any agreement entered into. E. Nothing in the Request for Proposals shall be deemed to commit City to engage any Firm. V. LIMITATIONS The consultant shall not be permitted to be affiliated directly or indirectly in any manner with any investment fund providers, financial institutions, or other consultants that might present a conflict of interest in connection with services to be provided.