Project Information

Bid Title

Retirement Plan Administration

Issuing Agency

New Smyrna Beach city

Location

Florida

Published Date

Jun 2, 2025

Closing Date

Jul 2, 2025

Government Level

State & Local

Status

Closed

Ref. #

15-25-HR

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Project ID: 15-25-HR

Title: Retirement Plan Administration

Addenda: 1

Release Date: 6/2/2025

Due Date: 7/2/2025

Post Information

Posted At:Mon, Jun 2, 2025 8:00 AMSealed Bid Process:Yes (Bids Sealed / Pricing Sealed)Private Bid:No

Overview

Summary

The City of New Smyrna Beach is seeking sealed qualifications from qualified and licensed contractors to provide Retirement Plan Administration services.

SageView Advisory Group is assisting the City of New Smyrna Beach with the solicitation process. All questions must be submitted through the OpenGov procurement site. Proposing Firms are prohibited from contacting anyone at the City of New Smyrna Beach, other than the procurement contact.

Expiration of the term of the contract will have no effect upon task assignments issued pursuant to the basic contract and prior to the expiration date. Obligations entered therein by both parties shall remain in effect until completion of the work previously authorized by the City.

If made, the recommendation of award will be made to the best overall provider whose proposal is most advantageous to the city, taking into consideration the evaluation factors set forth in this document.

Resulting contracts will be for an initial term of five (5) years . The City reserves the right to solicit for additional services related to projects funded by state, federal and/or programmatic grants.

The recommended Provider will be expected to execute an agreement (a draft agreement is provided in the Attachment Section of this document) and provide the required insurance certificates with endorsements under the agreement. If awarded, a contract to provide these services shall be effective on the date it is approved by the City of New Smyrna Beach City Commission (herein after, the “Commission”), signed by all required parties and filed with the City Clerk.

Proposers shall become familiar with all the terms contained in the agreement and be willing to execute the agreement before submitting a proposal. There shall be no exceptions to either the scope of services or the terms of the agreement.

Background

The City serves an area of 41.6 square miles in size and serves a population of approximately 33,402. It is located off of Florida’s East Coast, in the County of Volusia, just north of Cape Canaveral with easy access to both Interstate 95 and Interstate 4. The City’s fiscal year begins on October 1st and ends on September 30th.

The city was created in 1887 by adoption of its first charter, which was replaced through Chapter 224.08, Special Acts of Florida, 1943, and subsequently amended, with the most recent update taking effect January 1, 2021.

The legislative branch of the city is composed of an elected five-member City Commission consisting of a mayor and four commissioners. The City Commission is governed by the City Charter and by state and local laws and regulations. The City Commission is responsible for the establishment and adoption of policy. The execution of such policy is the responsibility of the commission-appointed City Manager.

More detailed information on the government and can be found in City of New Smyrna’s Comprehensive Annual Financial Report (CAFR). This report may be viewed on https://www.cityofnsb.com/105/Financial-Report s.

The City of New Smyrna is exempt from any and all state, local and federal taxes.

Timeline

Issue RFQ Notice:

June 2, 2025

Deadline for Written Questions:

June 13, 2025, 5:00pm

Proposal Submission Deadline:

July 2, 2025, 5:00pm

Opening of Submittals:

July 3, 2025, 9:00am

Microsoft Teams Meeting, (audio only)
Dial by Phone: 786-636-1338
Phone Conference ID: 337 372 730#

Note: A link to join the meeting is posted on the city website, under the Finance Department, then bids

Scoring of Proposals:

July 17, 2025, 9:00am

Microsoft Teams Meeting, (audio only)
Dial by Phone: 786-636-1338
Phone Conference ID: 958 471 338#

Note: A link to join the meeting is posted on the city website, under Finance, then bids

Presentations (If Applicable) :

July 28, 2025, 9:00am

Recommendation of award to City Commission:

August 26, 2025

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services

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