DFS TR RFP 14/15-21 Addendum #1 - Florida TR RFP 14/15-21 Addendum #1 RFP Section Referenced Text...
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Transcript of DFS TR RFP 14/15-21 Addendum #1 - Florida TR RFP 14/15-21 Addendum #1 RFP Section Referenced Text...
DFS TR RFP 14/15-21
Addendum #1
RFP Section Referenced Text Questions ResponsesRequest for Proposal Section 1.2
Solicitation Objective
The TPA will make available to the 14 member BDC staff access
to the TPA system to enter PART enrollment and changes,
create rep[orts and view PART information and transaction
history.
Please define the PART enrollment and changes that will be entered by the
BDC staff. Will the BDC staff enter the demographic data, deferral
percentage or dollar amount , investment allocation selections as well as the
IP of choice for the PART on the TPA system?
There are times that our investment vendors are not able to enter
participant demographic information or enroll a new participant.
These occurrences are due to validation of eligible employees,
incorrect social security numbers, missing deadlines for payrolls or
not finding time to work rejections. In addition, the investment
vendors are not able to enter payroll center identification codes. The
investment vendors’ staff will send the Bureau of Deferred
Compensation (BDC) the participant paperwork for the BDC to enter
the participant information (excluding investment choices). In
addition, PARTs call the Bureau office to request changes and the BDC
staff makes those changes on the current TPA system. The BDC also
enters the EZ Enrollment forms that are completed on its website by
the PARTs.
Attachment G - Provider Contract
(Section 6.c.)
Data Protection. No State Data or information will be
transmitted to, stored in, processed in, or shipped to off-shore
locations or out of the United States of America regardless of
method, except as required by law. Examples of these methods
include (but are not limited to): SFTP transfer, DVD, tape, or
drive shipping; regardless of level of encryption employed
Could you please confirm that the “Data Protection” provision of the
contemplated contract would permit time-limited access by affiliated or
unaffiliated offshore resources for viewing of State Data in order to perform
system support, provided, of course, that those offshore resources otherwise
comply with the specified requirements? If so, could the structure for that
limited offshore access be proposed and approved for a successful bidder
within the proposal and selection process?
Access to State Data allows for access to remote users that have a
business need. However, when remote access is deemed legitimate,
that access shall occur over a trusted method.
Attachment B Service Questionnaire
Section 10.2.3.1. Systems Support and
Maintenance
Subcontracting with another organization is not permitted Can you please clarify the extent to which subcontracting is permitted with
respect to an RFP response? While multiple RFP provisions clearly
contemplate the potential for subcontracting, Section 10.2.3, regarding
System Support and Maintenance, appears to impose a complete prohibition
on subcontracting, without clearly indicating what specific subcontracting is
prohibited.
Subcontracting with another vendor is allowable as long as it meets
the guidelines of the RFP, are preapproved by the BDC and the
successful bidder has done business with the subcontractor without
incident for a specified time.
Request for Proposal, Section 5
Qualifications and Technical
Specifications and Attachment A -
Statement of Work
Attachment A 6.2.5 The Proposer must agree to provide a third
party administrator application that accurately stores PART
demographic and financial information and effectively
transfers information between the BDC, IPs and the centralized
and non-centralized pay centers.
Can you please clarify the definitions of "financial information" and the term
"accurately stores"? In the event the TPA application has information that
matches to the information provided by the BDC, pay centers or the IP, BUT
does not match to the information provided by the PART, is that considered
"accurately stored"?
PART “financial information" is not limited to social security numbers,
deferral amounts, balances, investment information, payroll files, and
deferral limits. "Accurately stores" means to retain the PART
information from the pay centers and Investment company vendors
on the TPA system. The PART information that the TPA receives
either from the BDC, pay centers or the IPs must match the
verification files that the TPA receives by the FRS and the Bureau of
State Payrolls. The TPS will not have direct contact with the PARTs.
Request for Proposal, Section 5
Qualifications and Technical
Specifications and Attachment A -
Statement of Work
Attachment A 6.4.2: The system must provide software to
process the following transactions electronically from the IP’s
including but not limited to: PART enrollments, deferral
changes, beneficiary changes, phone numbers and address
changes, e-mail address changes, name changes, company-to-
company transfer information, account balance information
(total account balance with date, balance by investment option
with date), rollover transactions, and distributions.
Please confirm that the TPA/RK will be collecting information about
transaction activity performed at the IP on behalf of the PART only and that
the TPA/RK is not actually providing any PA approval or processing PART
transactions except for those defined in Attachment A - Statement of Work,
Section 6.3.5. f. (limited to Account Balance Inquiry, Password Changes, and
Change Deferral Amounts). Are you looking for data aggregation of the
activity only?
The TPA will not be approving PART transaction activity except for the
parameters that are built in its system such as IRS and Plan Document
restrictions and limits. PART transactions will be for data aggregation
for the Bureau reports needs and the participant data that will be
aggregated for the payroll centers. Section 6.3.5.f. in Attachment A is
written to identify the PART data desired for the BDC’s website.
Request for Proposal, Section 5
Qualifications and Technical
Specifications and Attachment A -
Statement of Work
Attachment A 7.5: Final IP payroll file - the TPA will send each
IP an electronic final payroll file to notify them of the pending
deferral amounts per PART for the pay cycle the day before
payday.
Please clarify the purpose of the Final IP payroll file. Will the IP use this file to
update the PART deferral information based on the pending deferral amount
(percent or dollar)? If this final payroll file is for purposes of capturing
pending deferral percentages or dollar amounts only, will the TPA/RK be
responsible for the final actual payroll file for each PART (file will reflect in
dollar amounts only the actual contribution amount for that payroll) or the
necessary funding of the final payroll file by the BDC to the IPs?
The purpose of the file is to report to the IP's the PARTs actual
deferral amounts so that the IPs can accurately add the deferral to
the PARTs account. The IP will update the PARTs account balance
based on the amount of the deferral on the final payroll file. The final
payroll file will report contributions in dollars only. The TPA will
never receive any actual dollars. The BDC audits and balances each
pay center for each payroll. The PARTs deferral amounts on the final
payroll file does not guarantee future deferral amounts.
DFS TR RFP 14/15-21
Addendum #1
Minimum Requirement Referenced Text Questions ResponsesAttachment A Section 9.1 Third Party
Administrator Plan Support
The TPA designee will be available 24 hours a day, 7 days a week for the PA
for after hour emergencies
Is there flexibility in this requirement? No. Support must be available during the times your
system is not working properly.
Attachment A Section 6.4.5 2 -
Balances (with clear fund titles)
Balances by fund and/or Funds by Asset Class, Weighted Holdings, including
Pie Charts, Historical account values, including line charts
Can account balances and net transaction amount only (not fund
information) be maintained by the TPA/RK where the details by fund are
maintained by the IPs instead ?
This information is required for the development of
the Plans Annual Plan Report.
Attachment A Section 7.4 Pay Center
Deferral Process (Actual, Discrepancy
and Prebill Files)
A Prebill is created by the TPA for every pay date that details all deferrals
and any changes for each PART at each pay center.
Would BDC be open to review alternative processes for payroll
processing?
Yes. In working with multiple pay centers the process
could not be amended without significant business
impact and operational reorganization. We are
willing to consider suggestions for process
improvement, but the TPA/RK must be able to meet
the minimum requirements of the RFP.
Attachment A Section 7.6 Over Deferral
Report
The file identifies any PART that is scheduled to over defer within 2 payrolls Would BDC be open to review alternative processes for proactive limits
monitoring within 1 payroll period?
No. Due to payroll processing deadlines this
information must be provided no later than two (2)
payrolls prior to a PART reaching the deferral limit.
It is against IRS regulations to change a deferral
amount in the same month the deferral is taken
from a PARTs pay. Therefore, the payroll centers
need the over deferral information two (2) payrolls
prior to the PART reaching their limit.
Attachment A Section 7.14 Technical
Requirements
The TPA must provide reasonable access to plan information; this includes
back up source material, reports, books, records, computer programs, and
all other information and documentation relating to the plan
Can you please clarify the definitions of items included as "plan
information" in this section?
Besides the items that are listed, this would include
the Plans PART data.
Attachment A Section 8.3.1 BOSP
Eligibility File
TPA will receive an electronic file from the centralized pay center and FRS
each month that contains the SOF pay center employees and other pay
center employees who are eligible to participate in the DCP
Can the electronic file be provided to the TPA/RK more frequently than
monthly?
Possibly. Currently this information is provided by
partner entities. While we could inquire as to
whether files may be provided more often, we
cannot guarantee that these entities will be able to
do so. In addition, these files are updated monthly;
therefore, the information would be the same until
the next month.
Attachment A Section 8.3.3 to 8.5.4
Audit, Monthly, Quarterly and Annual
Reports
Various Would BDC be open to review alternative reporting? While we would be willing to consider suggestions
for process improvement in reporting, the TPA/RK
must be able to meet the mandatory reporting
requirements as laid out in Attachment A.