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HomeMy WebLinkAbout2009 10 07 Regular 600 Bolton Partners, Inc. ItemPENSION PLAN ACTUARIAL SERVICES PROPOSAL (RFP) #021/09/JD Due: September 16, 2009 3:00 PM Submitted by: Thomas B. Lowman, FSA tlowman(�a,boltonpartners.com Ann M. Sturner, FSA asturner(c�boltonpartners.com Jeffrey A. DeLisle, Senior Consultant idelislena,boltonpartners.com 561.362.7176/443.824.6901(c) B�LTC�IeT 1���.�'����, �v�. 7279 Panache Way Boca Raton, FL 33433 Submit proposal to: SUBMITTAL COVER SHEET Purchasing Department CITY OF WINTER SPRINGS 1126 East State Road 434 Winter Springs, Florida 32708 407-327-5959 Proposal Due Date Time: September 16, 2009 3:00 p.m. REQUEST FOR PROPOSAL (RFP) #021/09/JD PENSION PLAN ACTUARIAL SERVICES I hereby certify that the information contained herein is true. I agree and understand that any misstatement or misrepresentation or falsification of facts shall be cause for disqualification of the submittal, immediate cancellation of any contract with the City that might arise from the representations contained herein, and forfeiture of rights for further consideration for work in the City of Winter Springs. VENDOR NAME: Bolton Partners, Inc. MAILING ADDRESS: 575 South Charles Street: Suite 500 City: Baltimore State: Maryland Zip: 21201 Name/Title: Thomas B. Lowman/ Vice President Chief Actuary ,p+4 Authorized Signature/Date: Email Address: tlowman(ftoltonpartners.com Phone#: (443) 573-3909 Fax#: (410) 685-1924 09/15/09 This Form Must Be Completed and Returned With Your Submittal. Dear Ms. Dalka, BOLTON PARTNERS, INC. Ms. Joanne Dalka, Information Services Director City of Winter Springs 1126 East State Road 434 Winter Springs, FL 32708 September 15, 2009 RE: RFP 021 /09 /JD Pension Plan Actuarial Services Following this letter of interest, please find Bolton Partners' proposal to the above referenced RFP for Actuarial Services. It is our pleasure to provide this proposal for your consideration and trust that you'll find our reponse in good order and satisfactory to your mission. Bolton Partners, Inc. certifies that it is competent and technically qualified under state and federal laws to provide the full actuarial services and ongoing consulting services requested on a timely basis. Bolton Partners, Inc. is free of any obligations and interests which might conflict with the interest of the City of Winter Springs or its plans. It also represents that all Senior Actuaries assigned to work with the City of Winter Springs and its plans are enrolled actuaries. Futhermore, Bolton Partners, Inc. certifies that we will not, at anytime or for any purpose, contract out any level of work to foreign entities. Given the Scope of Work required by the referenced RFP, Bolton Partners, Inc. anticipates all work to be completed by our Baltimore, MD and Boca Raton, FL offices. In the pages which follow we respond in detail to the Scope of Services identified in your RFP. Our primary business is providing similar actuarial services to pension funds. We have an outstanding track record of providing these services on time and on budget. Moreover, we are specialists in public sector retirement systems. In the proposal, we elaborate on our outstanding actuarial track record and discuss our expertise with public sector retirement systems. Bolton Partners, Inc. Baltimore, Maryland Washington, D.G. Boca Raton, Florida (561) 237 -2844 (561) 237 -2845 Actuarial, Benefit and Investment Consultants September 15, 2009 Page Two As you will see upon reviewing our proposal, we are offering the plan an exceptional actuarial and consulting team with a broad depth of relevant experience. In fact we have two Fellows of the Society of Actuaries on our team for the plan. This experience allows us a quick and clear understanding of your service requirements. Moreover, it provides you with the advantage of our perspective and a fresh and independent look at your plan and its complexities. Robert G. Bolton, FSA, EA President, Thomas B. Lowman, FSA, EA Chief Actuary and Jeffrey A. DeLisle, Senior Consultant are authorized to represent Bolton Partners, Inc. in connection with this proposal and project. Each of these individuals may be contacted as stated. below. Robert G. Bolton Thomas B. Lowman Jeffrey A. DeLisle 7279 Panache Way Boca Raton, FL. 33433 rgbolton6 boltonnartners.corn 575 South Charles Street Suite 500 Baltimore, MD 21201 (443) 573 -3909 tlowmanr&boltonpartners.com 7279 Panache Way Boca Raton, FL 33433 (561) 362 -7176 (443) 824 6901 (c) �delisleW,holtonpartners.com (preferred) Please contact us with any questions you may have. We look forward to working with you and your colleagues. Sincerely, BOLTON PARTNERS, INC. Thomas B. Lowman, FSA, Chief Actuary Bolton Partners, Inc. Profile of the Proposer a. State whether your firm is national, regional, or Local. Bolton Partners, Inc. (BP) is a national independent actuarial and employee benefits firm established in 1981. We specialize in actuarial and consulting services to the public sector, multi employer plans and not for profit organizations. Our headquarters is located in Baltimore, Maryland. In addition, we also maintain offices in Washington, DC and in Boca Raton, Florida. We also provide investment consulting services to pension funds through Bolton Partners, Investment Consulting Group, Inc. b. State the location of the office from which your work is to be performed. In order to best serve the City of Winter Springs, BP anticipates work will be completed by both our home office in Baltimore, MD and our Florida office in Boca Raton. Home Office: Bolton Partners, Inc. 575 S. Charles Street; Suite 500 Baltimore, MD 21201 Phone: (410) 547 -0500 Facsimile: (410) 685 -1924 Other Office Providing Services (Florida Office): Bolton Partners, Inc. 7279 Panache Way Boca Raton, FL 33433 Phone: (561) 362 -7176 Cell: (443) 824 6901 (Mr. DeLisle) Facsimile: (561) 362 -7176 Overview of Bolton Partners, Inc. [31 RFP 021/09/JD Pension Plan Actuarial Services c. Describe the firm, including the size, range of activities, etc. We have seventy employees in our fine. Our actuarial depth is a strong point of our fine and a major asset to our clients. We have eight Fellows of the Society of Actuaries on staff who are also Enrolled Actuaries, each with extensive, relevant experience. In addition, we have five Associates of the Society of Actuaries, two Enrolled Actuaries, one Associate of the Casualty Actuarial Society, five CEBS (Certified Employee Benefit Specialists), one CFA (Chartered Financial Analyst) and three MBAs or MSFs. We have a national client base and reputation for the highest quality and integrity of work. Bolton Partners always provides our consulting services and work products from in -house and never sub contacts work out to foreign bodies or entities of Bolton Partners, Inc. Philosophy RFP 021 /09 /JD Pension Plan Actuarial Services any kind. We are proud of the fact that we have had virtually no professional staff turnover in ten years, other than normal retirements. The driving theme of our consulting practice is to focus on solutions and results for our clients. To accomplish this we operate a horizontal organization structure without layers of management. This means that our senior actuaries and consultants work on fewer clients but are more focused and detailed on each. As an independent firm with no affiliation with insurance carriers, mutual funds or other associated businesses, we work solely on behalf of our clients and always in their best interest. Our philosophy is simple. Always act with honesty, integrity and competence. We carefully follow the Code of Professional Conduct which was adopted by the five U.S. Professional Organizations on January 1, 2001 and also the U.S. Actuarial Standards of Practice and Qualifications. BP has been very successful over the past several years in building and retaining a solid client base. We attribute this in part to some consulting principles that have served us well over that time. Those principles include: Knowing our client We strive to be sure we understand client's perspective on overall costs, budget accountability, risk retention/transfer, competitive pressure on providing benefits and anything else that impacts the plan. Expectation setting This is particularly important for a successful client /consultant relationship. A clear understanding of the expectations of each entity is critical. The lead in seeking expectation- setting goals is taken by our firm. Our proposal and project schedule go a long way in accomplishing this for our clients. We also suggest an overall project kick off meeting to reaffirm goals and expectations. Feedback and measurement One of our responsibilities as your consultant is sufficient feedback on goals and milestones. While we are in regular contact on projects like this, we do periodic updates vis -a -vis planned events and timelines. Any changes are discussed with and approved by our client. Ran6e of Services Retirement Plan Services We provide a full range of retiree medical, pension and retirement plan services including actuarial, consulting and plan operation services for all types of plans. These include retiree medical, 401(a) plans, 401(k) plans, 403(b) plans, 457 plans and other types of non qualified deferred compensation. Specifically on point for this engagement is our expertise with public sector plans both as Actuary for the plans and employers; and as Actuarial Consultant for associations, unions and employee groups. The team that we are offering to the City of Winter Springs has worked on public sector retirement plans in Florida, twelve other states and Washington, DC. Also our expertise is not [4] Bolton Partners, Inc. RFP 021 /09 /JD Pension Plan Actuarial Services limited by plan size our client base represents a broad spectrum from small cities to large counties. We are also actuarial consultants to the federal Pension Benefit Guaranty Corporation (PBGC). This is also on point for your project. For the PBGC we examine forty to fifty pension plans a year and give an audit and assessment of their current funded status and funding outlook. In this capacity we review the actuarial work, assumptions and methods of the major actuarial fines in the country. Partly because of the PBGC contract, we see a large number of new plans every year, which we quickly need to understand and interpret. Our understanding of plans is to a detail level; so in that regard, in a typical year we write 35 new benefit calculation programs, producing benefit statements for about 10,000 participants. The core of the assignment is accurate valuation of cost and liabilities. We have an outstanding track record of excellence. We are the top ranked actuarial firm for the PBGC. We have perfonned a number of actuarial audits and often find critical adjustments, particularly in the area of turnover, mortality, disability and retirement assumptions. A member of Bolton Partners' team will be available to meet with the City to present the findings of the valuations. We have extensive experience presenting to councils and boards. We are available for conference calls or in- person meetings to answer any questions concerning these results. Beyond the valuation track record, we have extensive experience with virtually every issue affecting public sector plans, including benefit changes to plans, disability provisions, DROP provisions, service credits, transfers and purchases. We are experienced in testifying before City and County councils and boards. We also have extensive experience with pension negotiations and arbitration. On balance, this experience leads to better run, more efficient plans. Heath Welfare Consulting and Investment Consulting Services Our other two core service areas are Health Welfare Consulting and Investment Consulting. Our Health Welfare services include: Flexible Benefit and Cafeteria Plan Design Analysis of Risk Management and Funding Evaluation of Managed Care Alternatives Disability and Time- Not Worked Strategies Post Retirement Benefits Competitive Bidding Our Investment Consulting Group provides independent asset planning services to the employee benefit marketplace. This includes investment policy development, asset allocation strategies, investment manager search and selection services, investment perfonnance monitoring review, asset and liability duration matching and due diligence reviews. [5] Bolton Partners, Inc. Participation in the Actuarial Community We are very active participants in the actuarial and benefits community. We are members of the Society of Actuaries, the American Academy of Actuaries, the Conference of Consulting Actuaries, the International Foundation of Employee Benefit Plans and the Florida Public Pension Trustees Association. We speak frequently at professional organizations and recently spoke at a Florida GFOA Educational Program; as well as, the Florida Public Pension Trustees Association. d. Provide a list and description of similar municipal engagements satisfactorily performed within the past two (2) years. For each engagement listed, include the name and telephone number of a representative for whom the engagement was undertaken who can verify satisfactory performance. It is important to note that all client references used in this proposal are clients of the team we are offering to the Fund. Also, we have not lost a major client in over seven years, except by merger or acquisition. Municipality City of North Miami Beach Bolton Partners was retained by the City of North Martin Lebowitz Miami Beach to perform general actuarial Plan Administrator consulting services. We perform annual valuation (305) 919 -3724 services and benefit calculations for the City. We also are currently looking into the best ways to deal with funding problems. Bolton Partners, Inc. was initially hired to perform Allan Owens a Compensation and Benefits Study of the City of Finance Administrator Palm Beach Gardens Fire, Police and General (561) 799 -4163 Employee groups. After performing the study, we were hired to perform an analysis of Actuarial Assumptions of all three plans, GASB 45 reports and an asset analysis City of Pompano Beach Bolton Partners was retained by the City to review Brian Donovan the plan actuary's cost of the purchase of prior (954) 786 -4607 service for senior managers in the General Employees' Retirement System and prepare a report detailing our findings. Bolton Partners has been the actuary for the John Hammond County retirement plans since 2001. We complete Chief Financial Officer valuations, benefit statements, experience studies, (410) 222 -1222 benefit studies, DROP calculations and COLA calculations. City of Palm Beach Gardens Anne Arundel County Government RFP 021/09/JD Pension Plan Actuarial Services Engagement Contact [6] Bolton Partners, Inc. Ohio Education Association Other Florida Actuarial Clients: Alva Fire Control District City of Cocoa Beach East Naples Fire Control Rescue District Lehigh Acres North Ft. Myers Fire District Port Labelle Community Development District Northern Palm Beach County Improvement District [7] RFP 021/09/JD Pension Plan Actuarial Services Municipality Engagement Prince William County, Since 2005 we have been the actuary for the Virginia County 's retirement plan. For Police and Fire we conducted a benefit study in 2006. Bolton Partners was hired in 2003 as a result of a competitive bid process to help Prince William County, Virginia (PWC) with a comprehensive review of its retiree healthcare plan. Prior to the review, the County had a very limited plan, which allowed certain retiring employees to stay on the health plan from retirement date until Medicare eligibility, if they paid the group rate. PWC was under some pressure to provide a benefit based on a percent of cost, which would vary by length of service. Bolton Partners was retained by the Ohio Education Association (OEA) to review the funded status of the State Teachers Retirement System of Ohio, review the reasonableness of proposed changes (from both a cost and design aspect) and suggest other approaches to reduce costs. The project culminated in a report used by the OEA as they worked with different parties to formulate final proposed plan changes. City of Hallandale Beach Bolton Partners, Inc. was retained by the City of Hallandale Beach Police Officers' and Firefighters' Personnel Retirement Trust to review the general plan management, existing plan structure, and actuarial assumptions and funded status of the City of Hallandale Beach Police and Fire Personnel Pension. Our analysis is based on a review of the plan documents, actuarial valuation reports for the comparison jurisdictions, the last four annual actuarial valuations of the plan, reviews of each plan's investment policy, recent asset statements, internal controls and procedures used by and discussions with the plan administrator, the Pension Resource Center. Contact Christopher E. Martino Director of Finance (703) 792 -6700 Robert Davis Lobbyist (614) 227-3069 Mark Antonio Asst City Manager (954) 457 -1306 Barron Water Control District City of Ft. Lauderdale Fort Meyers Shore Fire Department Manatee County City of Melbourne Santa Rosa County Bolton Partners, Inc. Summary of Qualifications Identify the key personnel who will work as part of the team. Include resumes for each person to be assigned. The resumes may be included as an appendix. Tom Lowman, FSA, EA and Ann Sturner, FSA, EA, will be the primary actuaries for the Pension Plan. They will work closely with BP's professional staff to ensure the technical quality and accuracy of all work and products. Tom, the firm's Chief Actuary, will perform peer review. As a Senior Consultant, Jeff DeLisle works in collaboration with actuaries and other specialized consultants to review, audit, assess and to offer timely and appropriate recommendation(s) to pension plan trustees, labor organizations and management. Key Individuals Key individuals, who are responsible for this account are: uuB ..u.. u nru e Resumes for Tom, Jeff and Ann are on the following pages. [8] RFP 021/09/JD Pension Plan Actuarial Services Name: Thomas B. Lowman, FSA, EA, MAAA Title: Chief Actuary Qualifications: See resume below Number of Years with Company: 12 years Total Number of Years in the Industry: 31 years In Public Sector: 28 years With Florida Public Pension Plans: 10 years Name: Jeffrey DeLisle Title: Senior Compensation and Benefits Consultant Qualifications: See resume below. Number of Years with Company: 4 years Total Number of Years in the Industry: 27 years In Public Sector: 26 years With Florida Public Pension Plans: 15 years Name: Ann M. Sturner, FSA, EA, MAAA Title: Senior Actuary Qualifications: See resume below. Number of Years with Company: 1 year Total Number of Years in the Industry: 21 years In Public Sector: 15 years With Florida Public Pension Plans: 1 year Bolton Partners, Inc. Resumes RFP 021/09/JD Pension Plan Actuarial Services Thomas B. Lowman, FSA, EA, MAAA, FCA Thomas B. Lowman is the Chief Actuary at Bolton Partners. Tom has twenty -eight years of public sector actuarial experience. He is a Fellow in the Society of Actuaries (1982), an Enrolled Actuary (1982), a member of the American Academy of Actuaries (1982), and a Fellow, Conference of Consulting Actuaries (2009). Tom graduated with a mathematics degree from the University of Delaware (1977). Tom is an expert in the design, funding, and administration of public sector retirement plans. The following are some of Tom's accomplishments as a lead technical actuary. Tom is very involved in the debate over Traditional funding methods vs. Market value of liability. On March 31, 2009, GASB issued an Invitation To Comment (ITC) on this topic. Tom presented a paper at the May 2009 Society of Actuaries symposium on this topic as well as being on the final round table. If you have not heard about this debate, you might need to hire a new consultant. Co- authored (with Bob Bolton) a major research study of DROP plans for the Society of Actuaries (SOA). The study can be found at the following web site: www.nasra.ora/resources/SOADROPdesiQn.pdf Conducted a major study of the 500,000 member New York State Retirement System. This study included a detailed long term forecast of assets, liabilities, contributions, and funding ratios. Also included was a sensitivity analysis of changes in economic and demographic assumptions and events. The study was requested by the State Controller in response to the Governor's decision to change the funding method and discontinue employer contributions. Conducted modeling experience study reviews and documentation of valuation software and results for OPM on the CSRS and FERS Retirement Systems. Tom has testified before State Legislatures, City and County Councils dozens of times. He has similarly discussed actuarial issues with Boards of Trustees on many occasions. He has also testified and provided expert reports to the PBGC to support billions of dollars in claims in high profile cases such as United Airlines and Enron. Tom has written and spoken extensively on public sector retirement issues, including seminars on: DROP (Deferred Retirement Option Plan) programs. Service transfer rules. IRS rules applicable to government plans. Funding policies of public sector plans. Some of the groups that Tom has made presentations to include the: Florida Public Pension Trustees Association Society of Actuaries [9] Bolton Partners, Inc. Conference of Consulting Actuaries American Academy of Actuaries New York Actuaries Club Mid Atlantic Actuaries Club RFP 021/09/JD Pension Plan Actuarial Services Tom attended Florida State hearings at the Department of Management Services regarding 60T -1. Tom has been the Chair of several Society of Actuaries Project Oversight Groups. Tom is a member of the Conference of Consulting Actuaries' Public Pension Committee which responded to the GASB ITC on pension accounting. Tom served a three -year elected term on the Society of Actuaries' Pension Section Council from 1999 to 2003 and is currently Chair of the Society of Actuaries' Pension Section Research Committee. Tom has also been a member of the American Academy of Actuary's Pension Committee. Tom worked for William M. Mercer, Inc. from January 1978 to December 1996. At Mercer, Tom was the first Chairman of the Mercer Public Sector Retirement Plan Practice Group. In 1996, Tom joined Bolton Partners. Jeffrey DeLisle Jeffrey DeLisle is a Senior Consultant for Bolton Partners, Inc. and works out of our Florida office. Jeff works in collaboration with actuaries and other specialized consultants to review, audit, assess and to offer timely and appropriate recommendation(s) to pension plan trustees, labor organizations and management. An example of past work includes: benefit enhancement, benefit maintenance, simplifying complexities, general plan management, plan structure, collective bargaining agreement restructure, expenditure control, alternative methodologies and various recommendations to assist stakeholders with their fiduciary responsibilities. Jeff also analyzes comparative compensation and benefits, develops and assists with effective implementation of plan changes, and provides public sector management/labor relations consulting. Jeff's background includes: Four terms as president and chief executive officer of a large municipal firefighters union. Two terms as a Presidential appointment to the US National Fire Academy Board of Visitors (USFA /FEMA). Served as the Director of Collective Bargaining and Labor Issues; and later the Director of Field Services for the International Association of Firefighters based in Washington, DC. Twenty -plus years of Human Resources Management experience, specializing in Employee /Labor Relations. His experience includes work that required analyzing and interpreting broad range of HR/LM case studies, principles, practices, and regulations. [10] Bolton Partners, Inc. RFP 021 /09 /JD Pension Plan Actuarial Services Drafting and presenting proposals, communications and reports to advise leadership about complex issues often resolving workplace issues in diverse and fluid circumstances. Labor relations experience involving work that established and thereafter maintained, positive and effective relations with labor organizations, boards of trustees, senior level managers and leadership of state and local governments. Served as a chief negotiator, expert witness or as a consultant in hundreds of contract negotiations and arbitrations thought -out the United States, its territories and Canada. Served as a Trustee (staff pension plan) for the International Association of Fire Fighters. Jeff is a graduate of the Trenner Academy, Catonsville College, the Leadership and the Negotiating Institute, with continuing education from the University of Baltimore and Strayer University. Ann M. Sturner, FSA, EA, MAAA Ann Sturner is a senior actuary with Bolton Partners, Inc. Ann has 21 years of actuarial experience in both the private and public sectors. Prior to joining Bolton Partners in 2008, Ann worked for Mercer. She is a Fellow in the Society of Actuaries, an Enrolled Actuary and a member of the American Academy of Actuaries. Ann is responsible for daily client interaction and overall management of client retirement consulting relationships. Her experience includes: Performing and supervising pension plan cash funding and accounting valuations Studying changes to help organizations meet their business objectives and ensure compliance with government regulations Retirement plan design including defined benefit, defined contribution and nonqualified programs Conducting experience analysis studies Consulting on complex plan administration issues including discussions with the IRS on plan qualification issues Ann holds a BBA in actuarial science from the University of Wisconsin Madison. While at Mercer, she was a member of the firm's Actuarial Resource Network which provided guidance and interpretation to consultants within the firm on actuarial issues and policies and worked closely with Mercer's Chief Actuary. She was also a member of the Plan Termination Steering Committee. Bolton Partners, Inc. Please include a breakdown of the dollar amount of and the basis for your fees as appropriate based on the following categories (generally defined in Scope of Services): Benefits Administration Functions Annual Valuation and SPD Preparation Ad hoc Calculations and General Analysis Total proposed annual fee for base services as per scope of work 1 Estimate based on $300 per benefit calculation (assuming 15 calculations /buy -backs per year) and $5,000 for annual benefit statements 2 Based on $12,000 for annual actuarial valuation including one meeting with the Board and $4,000 for one SPD 3 Estimate only; the scope of services for individual projects will determine the actual fees and fees will be based on the hourly rates shown below Fee /Rate Schedule for any additional services (above and beyond that stated in the base scope of services) that may be requested: Category of Employee Senior Actuary (FSA and EA) Senior Consultant Actuary (ASA and /or EA) Actuarial Assistant Administrative Assistant VENDOR RATE /FEE SCHEDULE [12] 7 Hourly Rate $350 $300 $300 $230 $70 9,500 (estimate) $16,000 4,000 (estimate) $29,000 For all additional work, vendor is requested to provide a proposal which shall include a breakdown of the hourly rate which will be applicable, in determining the cost of these services, by major category of employee (actuary, associate, clerical, etc.); for these additional services, billing will be broken down into time per category by major task. These fees will be fixed for the initial period of two years, and negotiated thereafter. Prior to accepting an assignment for additional work, you will be requested to provide a proposed fee for the task on a "not to exceed" basis prior to receiving authority to proceed. This Form Must Be Completed and Returned With Your Submittal. Bolton Partners, Inc. DISPUTES DISCLOSURE FORM Answer the following questions by answering "YES" or "NO". If you answer "YES", please explain in the space provided, please add a page(s) if additional space is needed. 1 Has your firm, or any of its officers, received a reprimand of any nature or been suspended by the Department of Professional Regulation or any other regulatory agency or professional association within the last five (5) years? NO 2 Has your firm, or any member of your firm, been declared in default, terminated or removed from a contract or job related to the services your firm provides in the regular course of business within the last five (5) years? NO 3 Has your firm had filed against it or filed any requests for equitable adjustment, contract claims or litigation in the past five (5) years that is related to the services your firm provides in the regular course of business? NO If yes, the explanation must state the nature of the request for equitable adjustment, contract claim or litigation, a brief description of the case, the outcome or status of suit and the monetary amounts or extended contract time involved. I hereby certify that the statements contained herein are true. I agree and understand that any misstatement or misrepresentation or falsification of facts shall be cause for disqualification of the submittal, immediate cancellation of any contract with the City that might arise from the representations contained herein, and forfeiture of rights for further consideration for work in the City of Winter Springs. Firm: Bolton Partners, Inc. Name Title: Thomas B. Lowman/ Vice President. Chief Actuary Authorized Signature Date: 9/15/09 This Form Must Be Completed and Returned with your Submittal 8 [13] Bolton Partners, Inc. INSURANCE REQUIREMENTS FORM 1 The vendor shall be required to provide to the Purchasing Coordinator, prior to signing a contract for or commencing any work, a Certificate of Insurance which verifies coverage in compliance with the requirements outlined below. Compliance of said certificate must be acknowledged by the Purchasing Coordinator prior to start of work. Any work initiated without completion of this requirement shall be unauthorized and the City of Winter Springs will not be responsible. 2 The City of Winter Springs reserves the right to require coverage and limits as considered to be in its best interests. Insurance requirements shall be on a case by case basis determined by the project, conditions and exposure. 3 Except for Professional Liability and Workers Compensation Policies, when required, all policies are to be endorsed to include the City of Winter Springs as Additional Insured. In the cancellation clause the number "30" shall be inserted into the blank space provided prior to the words "days prior notice... All vendor policies are to be considered primary to City coverage and shall not contain co- insurance provisions. 4 In the event that the insurance coverage expires prior to the completion of services, a renewal certificate shall be issued 30 days prior to said expiration date. 5 Subvendors or sub contractors retained by the primary vendor are the responsibility of said primary vendor in all respects. 6 Insurance requirements: COVERAGE REQUIRED Workers' Compensation Commercial General Liability including Contractual Liability, Products and Completed Operations, XCU and Owners and Contractors Protective Comprehensive Auto Liability, CSL, shall include "any auto" Professional MINIMUM POLICY LIMITS Statutory 1,000,000 Occurrence 1,000,000 CSL $1,000.000 Occurrence (NOTE: All limits are per occurrence and must include Bodily Injury and Property Damage. Deductibles and self insured retentions must be approved by the City of Winter Springs, and all insurers must have an A.M. Best rating of at least A: VII.) 7 Bonding Required: None This Submittal 8 Vendor will be required to provide a certificate of insurance in compliance with the above, within four (4) days of notification of award with continuing coverage, without a break. 9 I hereby certify that the insurance and bonding requirements outlined above shall be met as required, if I am awarded a contract for the services specified herein. Firm: Bolton Partners. Inc. Name Title: Thomas B. Lowman/ Vice President. Chief Actuary Authorized Signature Date: This Form Must Be Completed and Returned with your Submittal [14] 9 09/15/09 Bolton Partners, Inc. FLORIDA STATUTES ON PUBLIC ENTITY CRIMES FORM THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER OFFICIAL AUTHORIZED TO ADMINISTER OATHS. 1. This sworn statement is submitted to the City of Winter Springs by: Thomas B. Lowman on behalf of: Bolton Partners, Inc. whose business address is: 7279 Panache Wav Boca Raton, FL 33433 Federal Employer Identification Number (FEIN) 52- 1231144 or Social Security of the person signing this statement: 2. I understand that a "public entity crime" as defined in Paragraph 287.133(1)(g), F.S., means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any public entity or with an agency or political subdivision of any other state or with the United States, including, but not limited to, any bid or contract for goods or services, any lease for real property, or any contract for the construction or repair of a public building or public work, involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation. 3. I understand the "convicted" or "conviction" as defined in Paragraph 287.133(1)(b), F.S., means a finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any federal or state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, non jury trial, or entry of a plea of guilt or nolo contendere. 4. I understand that an "affiliate" as defined in Paragraph 287.133(1)(a), F.S., means: A predecessor or successor of a person convicted of a public entity crime or an entity under the control of any natural person who is active in the management of the entity and who has been convicted of a public entity crime. The term affiliate" includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in the management of an affiliate. The ownership by one person of shares constituting a controlling interest in another person, or a pooling of equipment or income among persons when not fair market value under an arm's length agreement, shall be a prima facie case that one person controls another person. A person who knowingly enters into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall be considered an affiliate. [15] Bolton Partners, Inc. 5. I understand that a "person" as defined in Paragraph 287.133(1)(e), F.S., means any natural person or entity organized under the laws of any state or of the United States with the legal power to enter into a binding contract and which bids or applies to bid on contracts let by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term "person" includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in management of an entity. 6. Based on information and belief, the statement which I have marked below is true in relation to the entity submitting this sworn statement. (Please indicate which statement applies.) X Neither the entity submitting this sworn statement, nor any of its officers, director, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, nor any affiliate of the entity were charged with and convicted of a public entity crime after July 1, 1989. The entity submitting this sworn statement, or one or more of the officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or any affiliate of the entity was charged with and convicted of a public entity crime after July 1, 1989. The entity submitting this sworn statement, or one of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or any affiliate of the entity was charged with and convicted of a public entity crime subsequent to July 1, 1989. However, there has been a subsequent proceeding before a Hearing Officer of the State of Florida, Division of Administrative Hearings and the Final Order entered by the Hearing Officer determined that it was not in the public interest to place the entity submitting this sworn statement on the convicted vendor list. (Attach a copy of the final order.) understand that the submission of this form to the City of Winter Springs is for the City of Winter Springs only, and that this from is valid through December 31, 2007. I also understand that I am required to inform the City of Winter Springs prior to entering into a contract in excess of $25,000 of any change in the information contained in this form. Signature Thomas B. Lowman Date 9/15/09 State of Florida, County of Palm Beach On this 15 day of September 20 09 before me, the undersigned Notary Public of the State of Florida, personally appeared: (Name(s) of individuals who appeared before notary) 11 [16] Bolton Partners, Inc. whose name(s) is/are Subscribed to the within instrument, and he/she/they acknowledge that he/she/they executed it. Sworn to and subscribed before me this 15 Day of September 20 09 X Personally Known Produced Identification: (Type) Did take an Oath Did Not take an Oath This Form Must Be Completed and Returned with your Submittal [17] 12 7 P Nb Public My Co mission expires: 6:': Con mission Bolton Partners, Inc. Firm: Bolton Partners, Inc. Authorized Signature [)ate: DRUG-FREE WORK PLACE FORM The undersigned, in accordance with Florida Statute 287.087 hereby certifies that the company named below does: 1 Publish a statement notifying employees that the unlawful rOonufactune, diotribudon, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that wHI be taken against employees for violations of such prohibition. 2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counae|ing, rehabi|itadoO, and employee assistance programa, and the penalties that may be imposed upon employees for drug abuse violations. 3. Give each employee engaged in providing the commodities or contractual services that are proposed a copy of the statement specified in subsection (1). 4. In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any etate, for a violation occurring in the workplace no later than five (5) days after such conviction. 5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's oopnnnunity, by any employee who is so convicted. G. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section. Name Title: Thomas B. Lowman Vice President/Chief Actuary This Form Must Be Completed and Returned with your Submittal [18] 13 09/15/09 Bolton Partncrs, Inc. CONFLICT OF INTEREST STATEMENT Thomas Lowman of Bolton Partners, Inc. deposes and states that Thomas Lowman Bolton Partners, Inc. Name of Affiant Name of Company the above named entity is submitting a proposal to the City of Winter Springs for the project identified above. 1. The Affiant has made diligent inquiry and provides the information contained in this Affidavit based upon his own knowledge. 2. The Affiant states that only one submittal for the above project is being submitted and that the above named entity has no financial interest in other entities submitting qualifications for the same services. 3. Neither the Affiant nor the above named entity has directly or indirectly entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive pricing in connection with the entity's submittal for the above project. This statement restricts the discussion of pricing data until the completion of negotiations and execution of the Agreement for this project. 4. Neither the entity nor its affiliates, nor anyone associated with them, is presently suspended or otherwise ineligible from participating in contract lettings by any local, state, or federal agency. 5. Neither the entity, nor its affiliates, nor anyone associated with them have any potential conflict of interest due to any other clients, contracts, or property interests for these services. 6. I certify that no member of the entity's ownership, management, or staff has a vested interest in any aspect of or department of the City of Winter Springs. 7. I certify that no member of the entity's ownership or management is presently applying for an employee position or actively seeking an elected position with City of Winter Springs. 8. In the event that a conflict of interest is identified in the provision of services, I, on behalf of the above named entity, will immediately notify the City of Winter Springs in writing. 09/15/09 Signature of Affiant Date Vice President/Chief Actuary Thomas B. Lowman Title Typed or Printed Name of Affiant State of Florida, County of Palm Beach On this 15 day of September 20 09 before me, the undersigned Notary Public of the State of Florida, personally appeared X and [19] 14 Bolton Partners, Inc. Thomas Lowman (Name(s) of individuals who appeared before notary) whose name(s) is/are subscribed to the within instrument, and he/she/they acknowledge that he/she/they executed it. WITNESS my hand and official seal. NOTARY PUBLIC, STATE OF FLORIDA NOTARY PUBLIC SEAL OF OFFICE: 1 (Name of Notary Public: Print, Stamp, or Type as Commissioned.) This Form Must Be Completed and Returned with your Submittal 15 [20] Bolton Partners. Inc. CERTIFICATION OF NON-SEGREGATED FACILITIES FORM By affixing his signature to this form, the consultant certifies that he does not maintain or provide for his employees any segregated facilities at any of his establishments, and that he does not permit his employees to perform their services at any location, under his control, where segregated facilities are maintained. The consultant certifies further that he will not maintain or provide for his employees any segregated facilities at any location under his control where segregated facilities are maintained. The consultant agrees that a breach of this certification will be a violation of the Equal Opportunity clause in any contract resulting from acceptance of this Bid. As used in this certification, the term "segregated facilities" means any waiting rooms, work areas, restrooms and washrooms, restaurants and other eating areas, time clocks, locker rooms and other storage and dressing areas, parking lots, drinking fountains, recreation or entertainment area, transportation and housing facilities provided for employees which are segregated by explicit directive, or are in fact segregated on the basis of race, color, religious disability or national origin, because of habit, local custom, or otherwise. The consultant agrees that (except where he has obtained identical certifications from proposed subcontractors for specific time periods) he will obtain identical certifications from proposed subcontractors prior to the award of subcontracts exceeding $10,000which are not exempt from the provisions of the Equal Opportunity clause, and that he will retain such certifications in his files. The nondiscriminatory guidelines as promulgated in Section 202, Executive Order 11246, and as amended by Executive Order 11375 and as amended, relative to Equal Opportunity for all persons and implementations of rules and regulations prescribed by the United States Secretary of Labor are incorporated herein. NOTE: The penalty for making false statements in offers is prescribed in 19 U.S.C. 1001. By: Date: 09/15/09 Thomas B. Lowman Print Name Title Vice President/Chief Actuary Official Address: 7279 Panache Way, Boca Raton. FL 33433 This Form Must Be Completed and Returned with your Submittal 16 [21] Bolton Partners, Inc. PUBLIC RECORDS FORM All proposals are subject to the Florida Public Records Act, F.S. 119. The submission of a proposal authorizes release of your firm's credit data to the City of Winter Springs. Responsive proposals are "public records" and shall be subject to public disclosure consistent with Chapter 119.07(3) (o), Florida Statutes. Vendors must invoke any exemptions to disclosure provided by law in the response to the proposal, and must identify the data or other materials to be protected, and must state the applicable statutory exemption for exclusion from public disclosure. Please list below any exemptions to disclosure as provided by law and sign and date the form where indicated.: If you are not claiming any Public Records Exemptions, please check the box below and sign and date the form where indicated. We resoectfullv reauest that our fees and/or our client lists are not released to other entities. 0 We are claiming no exemptions 9/15/09 Vendor Signature/Date This Form Must Be Completed and Returned with your Submittal [22] 17 Bolton Partners, Inc. Why select Bolton Partners? RFP 021/09/JD Pension Plan Actuarial Services We are offering your plan an exceptional actuarial and consulting team with a broad depth of relevant experience. Our public experience allows us to get a quick and clear understanding of your plan. And we'll translate that to you in the clearest of terms; no "mumbo jumbo" here. Moreover, our team will provide the Winter Springs Pension Board of Trustees with the advantage of our qualified perspective and a fresh and independent look at your plan and its complexities. Finally, we want the Winter Springs Pension Plan as our client and pledge our dedication, integrity and efforts to meeting all fiduciary responsibilities; as well as, the plan's important mission. Your consideration and vote is appreciated. [23] Bolton Partners, Inc.