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REQUEST FOR PROPOSALS
Actuarial Services
Alberta Municipal Services Corporation
May, 2010
AMSC – Actuarial Services
5/7/2010 -- 2
Contents
1 Introduction and Project Overview .................................................................................. 3
1.1 General Context ........................................................................................................ 3
1.2 AUMA ...................................................................................................................... 3
1.3 AMSC ....................................................................................................................... 4
1.4 Current Service Delivery .......................................................................................... 5
2 Service Requirements ...................................................................................................... 6
2.1 Service Delivery........................................................................................................ 6
2.2 Service Delivery – General ....................................................................................... 7
2.3 Service Delivery – Specific Response Requirements ............................................... 7
3 Selection Process ............................................................................................................. 8
3.1 General Terms ........................................................................................................... 8
3.2 General Qualifications ............................................................................................ 10
3.3 Selection Criteria .................................................................................................... 10
3.4 Interviews and Presentations................................................................................... 11
3.5 Negotiations ............................................................................................................ 11
3.6 Schedule .................................................................................................................. 11
4 Service Delivery............................................................................................................. 12
4.1 Associated Requirements ........................................................................................ 12
4.2 Specific Terms and Conditions ............................................................................... 12
AMSC – Actuarial Services
5/7/2010 -- 3
1 Introduction and Project Overview
1.1 General Context
The Alberta Municipal Services Corporation (AMSC) is accepting proposals to provide actuarial
services for urban municipalities and their associates in Alberta. The deadline for submitting
qualifications and proposals is noon, May 26, 2010. AMSC retains the option to extend this
deadline if feedback from potential proponents suggests circumstances so warrant.
Please submit five copies of the completed response to this request for proposals in a sealed
envelope marked “AMSC – Actuarial Services” to:
Attention : Cheri Gooz, Administrative Assistant
HR Shared Services & Corporate
Alberta Urban Municipalities Association
300 -- 8616 51 Ave
Edmonton AB
T6E 6E6
An electronic copy using the Microsoft Office Suite is also required. Questions regarding
proposal requirements and processes should be submitted through e-mail to
rfp-actuarial@auma.ca. Questions will be posted on the AUMA web site, without attribution,
along with associated answers. Questions must be e-mailed not less than five (5) calendar days
before the proposal due date. AMSC will not separately transmit responses to potential
proponents. All potential proponents must access AUMA’s internet site to find out what
questions have been asked, and the answers provided.
The purpose of this request for proposals (RFP) is to obtain a short list of proponents to be
interviewed by the AMSC, and then to select from those proponents one who will enter into
negotiations with AMSC for the provision of actuarial services.
1.2 AUMA
The Alberta Urban Municipalities Association (AUMA) mission is focused on representing the
interests of urban local governments and where required, providing services that address the
specific needs of members in their capacity as local governments operating pursuant to the
Municipal Government Act.
AUMA represents all 278 urban municipalities including: cities, towns, villages, summer
villages and specialized municipalities. The goals of AUMA are to:
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Monitor and influence government legislation, programs and policies which impact AUMA
members;
Ensure effective, credible relations between member municipalities, the provincial
government and other organizations;
Keep members informed of significant international, national and provincial trends and issues
that affect local government; and to
Offer programs and services in response to member needs, through AMSC.
Various not-for-profit, municipally related entities may also be associate members of the AUMA
and may opt into the various services offer by AUMA through it’s wholly owned subsidiary the
Alberta Municipal Services Corporation (AMSC).
Additional information regarding AUMA can be found on its website at www.auma.ca.
Respondents are encouraged to access this site to ensure they have a current and complete
understanding of the nature and scope of AUMA interests and activities.
1.3 AMSC
AMSC is a wholly owned subsidiary of the AUMA. AMSC is the service provider to AUMA
regular and associate members. AMSC operates service programs for local governments,
including but not limited to:
Employee Group Benefits
EAP
Risk services
General insurance
MuniFunds - pooled investment funds
Retirement services
Energy aggregation
AMSC can, in its own name, make and enter into contracts, employ agents and employees,
acquire, hold, and dispose of property, and incur the debts, liabilities, and obligations necessary
to carry out its business.
Whenever practical and appropriate, AMSC provides services through outsourcing key elements
of its supply chain. This facilitates flexibility, financial protection, effective risk management,
and the ability to partner with the best service providers. AMSC recognizes this approach to
service delivery and supply chain management imposes responsibilities on the Board of
Directors, its committees and AMSC staff. These responsibilities relate to ensuring the viability
and sustainability of the services AMSC has agreed to provide. AMSC's core responsibilities in
this outsourced framework are to provide effective:
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governance
contract management
marketing and communication
data protection and management
creation and management of effective internal controls and procedures, and
ongoing exploration of new business opportunities
Figure one illustrates the governance structure used by AUMA and AMSC.
Figure 1 – Governance Structure
1.4 Current Service Delivery
The objective of current actuarial services is to provide services in support of the APEX
Supplementary Pension Plan (APEX) and MuniSERP programs offered by AMSC.
APEX is the supplementary pension plan established by AMSC to supplement the
benefits earned in the Local Authorities Pension Plan on behalf of its participating regular
and associate members.
MuniSERP is a supplementary executive retirement program established by AMSC
targeted at senior management employees to provide additional benefits in excess of
CRA maximum benefit limits.
Actuarial services are currently made available through a contract with an external service
provider. The service is intended to support effective ongoing delivery of these two retirement
programs.
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2 Service Requirements
2.1 Service Delivery
The service provider is expected to provide the following services. In respect of APEX
administration, respondents are asked to respond to two service delivery options.
2.1.1 APEX Plan Management and Compliance
Ongoing funding actuarial valuations.
Pension expense calculations or extrapolations consistent with the provisions of CICA
4100.
Plan interpretation, counsel related to policies and procedures.
Provide actuarial advice to the APEX Governance Board and APEX management as
requested.
Attendance at APEX Governance Board meetings as requested and engage in discussions
with auditors as required.
2.1.2 APEX Administration
AMSC requests that proponents respond to Option 1 or Option 2 or to both Option 1 and
Option 2 on APEX Administration
Option 1 (Service Provider Performs
Administrative Services)
Option 2 (AMSC Performs
Administrative Services)
Peer review of APEX administration as
requested.
Prepare termination, retirement and death
benefit calculations reflecting relevant
Alberta and CRA regulations.
Complete Marriage Breakdown calculations.
Peer review of APEX administration as
requested.
Complete Marriage Breakdown calculations.
Develop program and/or calculation
sheets to permit AMSC to prepare termination, retirement and death benefit
calculations reflecting relevant Alberta and
CRA regulations.
Prepare Member Annual Statements Develop program and/or calculation sheets
to permit AMSC to generate Member
Annual Statements
AMSC – Actuarial Services
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2.1.3 MuniSERP Program Management
Annual actuarial costings and actuarial reports.
Program interpretation, counsel related to policies and procedures.
Provide actuarial advice to AMSC management, as requested.
Attendance at MuniSERP employer meetings, as requested.
2.1.4 MuniSERP Administration
Termination/retirement/death benefit calculations and final benefit statement declaration.
2.2 Service Delivery – General
The needs of AUMA members are complex and evolving as the challenges facing service
delivery at the local level continue to become more diverse. The structure and delivery
strategy for pension and related services must reflect this reality.
AMSC owns and must continue to own and control use of all information created in the
program and\or used in the delivery of services, subject to processes and policies governing
accepted actuarial practice.
AMSC will work with the chosen service provider to design and implement performance
management strategies and goals supported by meaningful measures to ensure effective
customer driven service delivery and evolution. This will include development and
implementation of effective and comprehensive reporting processes using data relevant to
service delivery measurement.
AMSC will maintain overall accountability and control of all sales, communications and
marketing activities carried out in relation to services provided under the AMSC brand.
Overall sales and communications strategies, as well as the form and content of specific
initiatives and instruments, require advance approval from AMSC.
As a member driven and managed organization whose members are local governments and
related authorities subject to the Freedom of Information and Protection of Privacy Act,
AUMA operates in a fully transparent environment. Full, timely, and accurate financial
reporting and accountability are critical for all service delivery to AUMA members through
AMSC.
2.3 Service Delivery – Specific Response Requirements
2.3.1 Mandatory
Identify the key areas of expertise needed to meet the needs of these two retirement programs
as outlined in Section 2.1, and specifically identify those individuals who will be made
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available to meet those needs. Specifically identify the qualifications and experience of each
individual.
Identify the critical success factors that must be addressed to ensure effective ongoing service
delivery to these two retirement programs. Indicate how each factor will be addressed.
Specifically address how conflicts of interest will be managed, to the extent any may be
perceived to exist.
Clearly indicate the economic arrangements that will support service delivery. Although
AMSC currently contemplates a time based fee for service arrangement for casual services,
and a standing offer arrangement for comprehensive services, it is also very interested in
receiving proposals for other kinds of economic arrangements that draw on the experience and
expertise of proponents, while enhancing value of services to members.
Identify the information needed to assess effectiveness of service delivery, and how that
information will be collected, synthesized, analysed, reported and acted upon.
2.3.2 Desirable
Identification of relevant experience meeting pension related actuarial and administrative
services requirements in a collective or association framework comparable to that of AMSC,
including innovative approaches to the economics of service delivery.
Identification of experience with innovative approaches to performance reporting and
management, including service delivery evolution in response to customer feedback.
3 Selection Process
3.1 General Terms
This process is a request for proposal and not a tender call. This RFP does not create
contractual or any other legal obligation on the part of AMSC. By submitting a proposal in
response to this RFP, the party submitting the proposal is acknowledging and agreeing to
same.
The intent of AMSC is to assess each of the responses submitted and determine in its sole and
unfettered discretion the relative attractiveness to AMSC of each of the proposals. Thereafter,
AMSC may enter into a negotiation phase with selected proponents. The negotiation phase
may be terminated at any time at the sole discretion of AMSC for any reason. AMSC
specifically reserves the right not to enter into negotiations with any proponent, or to negotiate
terms and conditions with a proponent that are different than otherwise contained within the
RFP or the proponent’s proposal, without the need to offer such terms and conditions to other
proponents.
AMSC retains the right to assign any contract resulting from this RFP to a new agency of
which AMSC is a member or owner.
This RFP does not obligate AMSC to award a contract to any proponent.
AMSC – Actuarial Services
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AMSC may, at its option, revise the schedule of events or anticipated date of award, may
request further information from any proponent, or may withdraw this RFP in part or in its
entirety. By submitting a proposal in response to this RFP, the proponent is agreeing that the
AMSC is not required to provide any reasons for any decision made by the AMSC, including
the decisions made by the AMSC in weighing the relative attractiveness of proposals or in
deciding to terminate any negotiation phase.
Proposals made by a sole owner must be signed with his/her full name with his/her address.
Proposals made by a partnership must be signed by at least one general partner who will also
sign his/her own name with the address of each partner. Proposals made by a corporation
must be signed by an officer or other individual who has the full and proper authorization to
do so. Proposals by a joint venture must be signed on behalf of each participating entity in the
manner prescribed above in accordance with its legal status.
Proponents may submit multiple proposals presenting alternative service delivery strategies
and commercial terms for satisfying the requirements of this RFP. Each proposal submitted
will be evaluated separately.
AMSC shall not be liable for any pre-contractual expenses incurred by any proponent.
Proponents shall not include any such expenses as part of the price proposed in response to
this RFP. AMSC shall be held harmless from any and all liability, claims, or expenses
incurred by or on behalf of any person, agency, company or organization responding to this
RFP. Pre-contractual expenses are defined as expenses incurred by proponents in:
preparing a proposal in response to this RFP
submitting a proposal to AMSC
oral presentation to and negotiations with AMSC on any matter related to a proposal;
and
other expenses incurred by the proponent prior to the date of award of any contract
At the closing time, all proposals become irrevocable. By submission of a proposal, the
proponent agrees that, should its proposal be selected, the proponent will enter into a contract
with AMSC.
The proponent is entitled to amend its proposal at any time before the closing time. After the
closing time, the proponent will not change the wording or content of its proposal and no
words will be added to or deleted from the proposal, including changing the intent or content
of the presentation of the proposal, unless requested by AMSC.
Proposal prices must be firm for a minimum of 90 days.
If a written contract cannot be negotiated within 20 days of notification to the proponent
initially selected, AMSC may, at its discretion, terminate negotiations with that proponent and
either negotiate a contract with the next highest qualified proponent or cancel the RFP process
and not enter into a contract with anyone regarding the RFP.
The proponent, through submission of a proposal, agrees to all terms and conditions of this
RFP.
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The information contained in this RFP is supplied solely as a guideline for proponents. While
every reasonable attempt has been made to ensure its accuracy, AMSC does not guarantee or
warrant its accuracy, nor is it necessarily comprehensive.
3.2 General Qualifications
Each proponent should provide a complete outline of their experience as it relates to the
requirements of the RFP, including at least three recent references in respect of each area of
experience identified. Firms bidding as joint ventures or a prime with subcontractors must
submit this kind of information for each member of the joint venture or each subcontractor.
Each subcontractor should indicate its willingness to subcontract with the prime contractor and
may, if they so choose submit qualifications non-exclusively with multiple prime contractors.
Proponents should be able to provide certificates of insurance indicating that their organization
has commercial general liability and professional liability insurance in place.
3.3 Selection Criteria
3.3.1 General Criteria -- AMSC Policy
When selecting any service provider AMSC policy is to ensure consideration of these broad
criteria, to the extent they are relevant to the selection process.
Supplier capacity and available resources to deliver the goods and services, including any
special areas of expertise required
Supplier's past performance record on services performed for AMSC or AUMA. For
suppliers that have not previously performed services for AMSC or AUMA references
from other clients may be considered instead
In the case of any AUMA or AMSC program related goods or services the suppliers
experience with and demonstrated capacity to implement and manage state-of-the-art
customer services including the design and delivery of any necessary education programs
A demonstrated capacity to work professionally in a team based service environment
Where Value Based Selection is used, it is anticipated there will be a fixed fee, a
maximum upset amount (if the fee is based on hourly or other unit rates) or a
combination of both, for a defined scope of services
Supplier response to the Partner Governance Practices questionnaire (see Attachment to
this RPF)
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3.3.2 Criteria Specific to This Request for Proposal
AMSC will give specific consideration to the following criteria in evaluating responses to this
RFP.
Experience and skills of the individuals proposed as service providers
Creativity and effectiveness of the economic model proposed, with specific attention
to cost benefit to individual participants
Demonstrated commitment to customer service
Experience in dealing with and maintaining linkages to other relevant plans such as
the Local Authorities Pension Plan
Experience with providing services in a collective or association context.
Experience in dealing with defined benefit plans, defined contribution plans and
SERPS.
3.4 Interviews and Presentations
Proponents short-listed by AMSC may be invited to participate in an interview process to be
conducted at AMSC's offices. Proponents may also be given an opportunity to discuss key
dimensions of their proposal in an oral presentation before a committee of AMSC staff, standing
committee members, and technical consultants selected by AMSC.
3.5 Negotiations
Following any interviews, one or more proponents may be invited to negotiate with AMSC for a
final determination of services and prices to be presented. AMSC reserves the right to award a
contract to any proponent without undertaking any competitive negotiation.
3.6 Schedule
May 7, 2010 - RFP released.
May 26, 2010 - Noon Mountain Time -- proposals due.
May 28, 2010 - AMSC announces a short list of proponents to be interviewed.
May 31 to June 4, 2010 - Interviews/Presentations of short-listed proponents (if necessary).
June 9, 2010 - AMSC recommends proponent(s) to enter competitive negotiations (if
necessary).
June 18, 2010 - AMSC posts Request for Decision recommending vendor to AMSC Board.
June 21, 2010 - Contract Negotiations.
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4 Service Delivery
4.1 Associated Requirements
Proponents agree to support the goals, objectives and activities of AMSC and will not use
information obtained through the RFP process or a contract to approach AUMA members
directly in competition with services offered by AMSC.
AUMA, through AMSC requires that its service providers (1) agree not to compete with
AMSC in any line of service AMSC provides to its members, (2) become affiliate members of
AUMA, and (3) actively participate in and be a sponsor of the annual AUMA convention.
As agreed from time to time, service providers are expected to support, and where necessary
participate directly in, service marketing and promotion activities.
4.2 Specific Terms and Conditions
Qualifications and proposals should be printed on 8.5" x 11" white paper, with a cover page
clearly displaying: 1) Company name; and 2) Contact person's name, address, phone and fax
number, and e-mail address.
Faxed submissions will not be accepted
The proposal must be signed by the person(s) authorized to sign on behalf of the proponent or
company and binds the proponent to the statements made in the proposal.
A joint proposal submission must indicate which proponent has overall responsibility for the
proposal. If a proponent wishes to submit alternative options, each option is to be submitted as
a separate proposal.
The proponent shall not transfer responsibility to meet the obligations of the contract to a third
party without the written consent of AMSC.
The selected proponent will be permitted access to any AMSC files and reports that relate to
this RFP. Information pertaining to AMSC obtained by the selected proponent as a result of
this project is confidential and must not be disclosed without written permission of AMSC.
AMSC will be the owner of the intellectual property rights, including patent, assignment of
copyright, waiver of moral rights, trademark and industrial design in any product, business
process, and software or training program developed specifically through the contract for this
RFP. Licensing and marketing rights of the developed product, if appropriate, will be
negotiated separately.
Any contract resulting from this RFP will be governed by and will be interpreted in
accordance with the laws of the Province of Alberta.
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