Pension Administration Software

The vendor required to provide Pension Administrative Software services to the Plans and solicit information and proposals from qualified professionals from which the Boards may adequately evaluate such services.
- Requirement
•    A comprehensive hosted web-based public employee retirement system database that is designed with leading-edge technology that includes all relevant best practices, applications, and support. 
•    This includes, but is not limited to the following areas of functionality:
o    Maintenance of member and retirement records;
o    Administration of retirement payroll;
o    Processing of buybacks and re-deposits;
o    Calculation of cost-of-living allowances;
o    Calculating normal retirement, joint and survivor, disability, and death benefits for multiple employee groups;
o    Maintain survivor records;
o    Maintain accounting records, create monthly and annual reports in the required format;
o    Process refunds and transfers to other eligible accounts;
o    Import and process member contributions and adjustments;
o    Process 1099R’s and generate IRS files in compliance with the IRS Fire System;
o    Generate actuarial valuation extracts;
o    Generate extracts for Retirement System staff including disability, members, and retiree files;
o    Calculate and apply interest to members’ accounts;
•    Adequate backup and recovery capability that includes a full suite of disaster recovery tools that regularly updates, backs up, and addresses security vulnerabilities of the database or eliminates the need for such updates, backups and security checks. 
•    Any system which eliminates the need to rely on expensive servers and server upgrades is preferred. 
•    Secure twenty-four-hour remote access capabilities to address any database emergencies. 
•    the security of your database and facility with any certifications you have received. 
•    the extent practicable, of the security measures that protect your database and facility and how it relates to protecting the retirement board data. 
•    A system that provides for tracking the usage by individual staff, including but not limited to individual passwords, automatic lockdown after invalid logon attempts, and automatic shut down after a specified period of inactivity. 
•    A data audit trail which provides a complete record of who made what changes and when the changes were made to each specific area of the database. 
•    A program that allows for the limitation of certain users to access different areas of the database. 
•    A full range of pension database services, including but not limited to: benefit calculations, retirement estimates, death and disability calculations, and any other calculations necessary to provide immediate and accurate information to Retirement System staff, the Retirement Board, and Retirement System members, retirees, and beneficiaries. 
•    Complete contribution processing services, including manual and automated deduction reporting capabilities. 
•    A full range of refund and buyback recording and calculation functions. 
•    A full range of accounting functions including warrant report writing capabilities, check writing capacity, pension payroll, and a full range of financial and account report writing functions. 
•    A full range of member record keeping capabilities, including all necessary functions to perform a full range of report writing and membership data tracking. 
•    Ability to extract all data necessary to perform the required annual actuarial valuation report and additional reports as may be required by Retirement System staff. 
•    Provide annual training services to keep the Retirement System staff up to date on the database and to assist in closing out each fiscal year. 
•    All training included in the proposal shall be included and incorporated into the regular, annual fee. 
•    Provide a plan of transition that successfully launches the new database software at the earliest possible date. 
•    The system must be able to interface with other software packages.

- Questions/Inquires Deadline: December 10, 2025