Project Information

Bid Title

Retirement Plan Administration and Record Keeping Services

Issuing Agency

City of Elk Grove

Location

California

Published Date

May 13, 2026

Closing Date

Jun 5, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Type	Name	Due Date	Notice	Details	Posted
RFP	Retirement Plan Administration and Record Keeping Services	06/05/26	RFP Package	Q & A	Finance	05/06/26	Active

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City of Elk Grove

401(a) Defined Contribution Plan, 457(b) Deferred Compensation Plan,

Retirement Health Savings Plan, and Employer Investment Program

Request for Proposals for

Retirement Plan Administration and Record Keeping Services

RFP DISTRIBUTION DATE: May 6, 2026

DUE DATE FOR QUESTIONS: May 19, 2026 at 5:00 p.m. Pacific Time

DUE DATE FOR RESPONSE SUBMISSION: June 5, 2026 at 5:00 p.m. Pacific Time

I. OVERVIEW

The City of Elk Grove, California (“City” or “Plan Sponsor”) is soliciting proposals from qualified

firms (“Proposing Firm(s)” or “Firm(s)”) to provide retirement plan administration, record keeping,

education, communications, investment-related, and other services for the 401(a) plan, 457(b)

plan, Retirement Health Savings (“RHS”) plan, and Employer Investment Program (“EIP) (“Plan” or

“Plans”). The primary goals for this Request for Proposal (“RFP”) process include the following:

 Enhancing participant retirement outcomes;

 Analyzing the overall competitiveness of the Plans;

 Providing for the integrated administration and reporting for the Plans;

 Improving participant education and communication services;

 Providing robust on-line transaction and information capabilities;

 Providing support for as many administrative functions as deemed appropriate;

 Evaluating alternative pricing structures;

 Reducing participant and Plan expenses;

 Providing for an orderly and timely transition of assets and services if necessary; and

 Continuing the formal record keeper/City working relationship.

II. SCOPE OF SERVICES

The winning Proposing Firm will provide full-service retirement plan record keeping and

administrative services to Plan participants and the City. Such services include but are not limited

to:

 Participant enrollment and the establishment of participant accounts for each employee

participating in the Plans.

 Maintaining participant accounts and allocation of deferrals or other assets per

participant and/or the City’s direction.

 Providing periodic reports related to the Plans and participants to both the City and

participants including regular reports on participant education scheduling and any results.

 Maintaining a dedicated call center and website for both the City and participants.

 Staff at least one local participant representative for in-person individual and group

education. It is expected that a record keeper representative will visit each of the City’s

selected facilities as part of the Proposing Firm’s initial and ongoing participant education

efforts.

 Maintaining other relevant records, such as beneficiary designation(s).

 Record keeper representatives are expected to attend quarterly Plan review meetings.

III.PLAN INFORMATION

The City is a public agency with approximately 500 benefit-eligible employees (approximately 460

full-time and 40 part-time). Employees are paid every two weeks through one centralized payroll

system for a total of 26 pay periods annually. The City uses the Finance Enterprise payroll system.

Eligible City employees also participate in a defined benefit program offered and administered by

California Public Employees’ Retirement System (CalPERS). There are 8 separate City locations

located throughout the City (see table below), and, in terms of employee outreach, it would be

expected that a record keeper representative visit each of these worksites as part of their initial and

ongoing participant education efforts. This last point is important to the City and participants as

1

local on-site participant representative delivering education and other services in-person and are

highly-valued.

Location

City Hall (8401 Laguna Palms Way)

Police Department (8380 Laguna Palms Way)

Police Department (8400 Laguna Palms Way)

Police Department (9632 Studio Court)

Corporate Yard (10250 Iron Rock Way)

Animal Services (9150 Union Park Way)

Special Waste Collection Center (9255 Disposal Lane)

The Center at District56 (8230 Civic Center Drive)

Employees

192

56

89

9

48

36

5

3

The City currently uses MissionSquare Retirement (“MissionSquare”) to provide basic

administration, enrollment, participant communication and education, investment management

and record keeping services for the Plans and its participants. As of December 31, 2025, there was

approximately $130 million in the Plans (approximately $27 million in the 401(a) plan, $66 million

in the 457 plan, $28 million in the RHS plan, and $6 million in the EIP). Any contributions made by

the City and/or participants are included in the figures below under “Total Deferrals.” Below are five

tables; one for each plan with data as of December 31, 2025. Note that “Active Accounts” means

contributing within the last month.

2

457(b) Plan

Total Assets ($)

Total Participant Accounts (#)

Total Active Accounts (#)

Total Deferrals ($)

Total Roll-Ins (#)

Total Roll-Ins ($)

Total Contributions ($)

Total Accounts in Systematic

Distribution (#)

Total Systematic Distributions

($)

Total Accounts with Lump Sum

Distributions (#)

Total Lump Sum Distributions

($)

Total Annuity Purchases (#)

Total Annuity Purchases ($)

Total Transfers to Proprietary

IRAs (#)

Total Transfers to Proprietary

IRAs ($)

Total Roll-Outs (#)

Total Roll-Outs ($)

Total Distributions (#)

Total Distributions ($)

Total Hardship Withdrawals

Requested (#)

Total Hardship Withdrawals

Requested ($)

Total Hardship Withdrawals

Approved (#)

Total Hardship Withdrawals

Approved ($)

2025

$65,964,316

643

408

$3,720,583

4

$682,781

$4,403,365

74

$142,925

129

$2,132,370

N/A

N/A

0

$0

6

$156,832

203

$2,275,294

-

-

1

$33,000

2024

$55,484,447

614

383

$3,423,494

2

$253,932

$3,677,426

53

$128,206

130

$4,168,189

N/A

N/A

0

$0

12

$2,369,281

183

$4,296,395

-

-

$0

2023

$49,461,102

576

366

$3,177,056

6

$283,086

$3,460,143

44

$103,243

114

$2,437,953

N/A

N/A

0

$0

1

$67,726

158

$2,541,197

-

-

$0

2022

$41,588,637

527

324

$2,785,409

7

$170,935

$2,956,343

30

$85,770

47

$822,718

N/A

N/A

0

$0

8

$899,366

77

$908,489

-

-

$0

3

401(a) #1

Total Assets ($)

Total Participant Accounts (#)

Total Active Accounts (#)

Total Deferrals ($)

Total Roll-Ins (#)

Total Roll-Ins ($)

Total Contributions ($)

Total Accounts in Systematic

Distribution (#)

Total Systematic Distributions

($)

Total Accounts with Lump

Sum Distributions (#)

Total Lump Sum Distributions

($)

Total Annuity Purchases (#)

Total Annuity Purchases ($)

Total Transfers to Proprietary

IRAs (#)

Total Transfers to Proprietary

IRAs ($)

Total Roll-Outs (#)

Total Roll-Outs ($)

Total Distributions (#)

Total Distributions ($)

Total Hardship Withdrawals

Requested (#)

Total Hardship Withdrawals

Requested ($)

Total Hardship Withdrawals

Approved (#)

Total Hardship Withdrawals

Approved ($)

2025

$26,921,867

620

407

$1,647,533

1

$183

$1,647,716

14

$10,109

47

$1,453,824

N/A

N/A

0

$0

6

$848,964

61

$1,463,933

0

$0

0

$0

2024

$23,414,015

582

382

$1,508,258

0

$0

$1,508,258

13

$12,206

42

$731,189

N/A

N/A

0

$0

13

$527,167

55

$743,394

0

$0

0

$0

2023

$19,907,076

543

363

$1,378,155

1

$10,224

$1,388,380

13

$12,203

39

$482,097

N/A

N/A

0

$0

6

$214,429

52

$494,300

0

$0

0

$0

2022

$16,211,327

488

323

$1,137,550

2

$110,952

$1,248,502

15

$14,083

6

$168,845

N/A

N/A

0

$0

1

$6,000

21

$182,929

0

$0

0

$0

4

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 561110Office Administrative Services

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