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RFP: EDUCATION AND TRAVEL POLICY, EXPENSES, AND PRACTICES

The Los Angeles County Employees Retirement Association (LACERA) is seeking proposals from consulting firms with substantial and relevant experience with regard to public pension finances and governance in order to review LACERA’s Education and Travel Policy, expenses, and implementation practices.

Scope of Services Requested

The selected consultant will provide consulting services regarding LACERA’s Education and Travel Policy, Board and staff expenses, and implementation practices, including but not limited to the following:

  1. Review and evaluate the current Education and Travel Policy.
  2. Review and evaluate Board and staff education and travel expenses during Fiscal Years 2016, 2017, 2018, and 2019 under the current policy and in comparison to peer systems, other organizations, and best practices. LACERA’s fiscal year runs from July 1 to June 30.
  3. Review and evaluate compliance with the current Education and Travel Policy on the part of Board and staff travelers, including consistency of compliance.
  4. Review and evaluate compliance with the current Education and Travel Policy on the part of staff responsible for processing and accounting for travel expenses, including consistency of application of standards to payment approval and consistency of enforcement when there are deviations from policy.
  5. Review and evaluate the current Education and Travel Policy, expenses, compliance, processing, accounting, enforcement practices, and other aspects of the policy and its implementation against peer systems, other organizations, best practices, and make recommendations.
  6. Preparation of a written report and presentation to the Board of Retirement at a public meeting with regard to the consultant’s findings and recommendations with regard to the subjects listed above.

Submittal of Proposals

Proposals shall take the form of a letter, not to exceed 15 pages, excluding permitted attachments, with the following:

  • a) A brief description of the firm and scope of its practice, including information relating to its organization.
  • b) A statement of relevant experience.
  • c) A statement of proposed approach to the Scope of Services.
  • d) Names, qualifications, and experience of personnel to be assigned to the project. Biographies may be attached separately.
  • e) Three client references.
  • f) A detailed fee and expense structure, including retainer, timing of the invoicing, pay schedule, and a summary of associated expenses.
  • g) Confidentiality safeguards.
  • h) Proposed engagement letter, which may be attached separately.
  • i) Other information applicable to the project.

Delivery of Proposal

The deadline for submission of proposals has been extended to 5:00 p.m. PDT, on Monday, September 16, 2019 to:

Los Angeles County Employees Retirement Association
Steven P. Rice, Chief Counsel
300 North Lake Avenue, Suite 630
Email address: srice@lacera.com

By submitting a proposal, the proposer represents that it has thoroughly examined and has become familiar with the requested services and the contents of this Request for Proposal ("RFP") and that it is capable of performing quality services to achieve LACERA’s objectives. The proposer is responsible for requesting clarification of any deficiency, ambiguity, error or omission contained in this RFP, or any provision in this RFP that the proposer fails to understand. Any communication regarding this RFP must be submitted by email.

The information you submit in response to this RFP becomes the exclusive property of LACERA. LACERA will not return your proposal or reimburse you for proposal preparation expenses.

Proposed Timeline

The goal for completion of the Scope of Services has been extended to December 31, 2019.

Below is the updated timeframe for selection of a Search Partner and execution of a contract under this RFP.

Task Date
RFP Issue Date August 12, 2019
Submission of Questions September 12, 2019
Responses to Questions 5:00 p.m. PDT, September 13, 2019
Deadline for Proposals 5:00 p.m. PDT, September 16, 2019
Telephone Interview of Finalist Firms and Selection September 18, 2019
Completion of Scope of Services December 31, 2019

RFP Materials

Addendum: Extension of Time for Responses and Project Completion
RFP: Education and Travel Policy, Expenses, and Practices
Addendum: Procedure for Questions
Responses to Questions