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Actuarial Services RFP

BID NOTICE

 

The City of Austin Employees’ Retirement System (COAERS) is seeking proposals for full scope actuarial services provided by qualified firms that abide by the Code of Professional Conduct published by the American Academy of Actuaries in accordance with the specifications contained in the Request for Proposal (RFP).

This webpage provides all the information you will need to provide a proposal. Keep checking this site as COAERS will use it as the primary source of information about the RFP. 


Proposal Deadlines and Dates

COAERS reserves the right, at its discretion, to change the dates and times in the schedule of events. 

Schedule of EventsDate
RFP IssuanceJune 26, 2025
Deadline for Submission of QuestionsJuly 16, 2025 by 5 pm CST
Pre-Proposal ConferenceJuly 24, 2025 at 12 pm CST
Deadline for Submission of ProposalsJuly 30, 2025 by 5 pm CST
Public Proposal OpeningJuly 31, 2025 at 12 pm CST

 

Proposer Registration

Proposers should register with COAERS as potential respondents to the RFP in order to receive communication about the RFP before the submission date.  Registration does not legally bind your organization or COAERS nor does it create any enforceable promises. It simply allows COAERS to notify your organization of information about the RFP and the RFP process. 

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Pre-Proposal Conference

A pre-proposal conference is scheduled for 12 pm, Central Time on July 24, 2025.  Attendance at the pre-proposal conference is not mandatory. Registered proposers will be provided instructions for participation.

 

Pre-Proposal Meeting Details

The pre-proposal conference will be held virtually.  Instructions for remote participation will be posted to the COAERS website here.

 

Question Submissions

The Authorized Contact Person for this RFP is Russell Nash, Deputy Executive Director. Questions about the RFP shall be submitted in writing to Russell Nash, Deputy Executive Director by email to russell.nash@coaers.org on or before 5 pm Central Time on July 16, 2025. COAERS will officially respond to all questions in writing after the pre-proposal conference.


Bid Opening

COAERS will conduct a public bid opening meeting at 12 pm, Central Time, on July 31, 2025.  At the bid opening, firm names that responded to this RFP will be read aloud.  This meeting will be held virtually.  Information about the public bid opening meeting will be posted on this page.

 

RFP and Related Documents

Click the links below to access the RFP and related documents:

COAERS Actuarial Determined Contribution Rates & Corridor.pdfCOAERS Schedule of Legacy Liability Payments.pdfCOAERS 2024-12-31 Experience Study.pdfCOAERS 2024-12-31 Valuation & Risk Sharing Valuation Study.pdfCOAERS GASB67 Sample Report.pdfCOAERS GASB68 Sample Report.pdfCOAERS Sample Interest Credit Recommendation Letter.pdfCOAERS QEBA Communication.pdfCOAERS Investment Rate of Return Reasonableness Memo.pdfCOAERS Letter to Auditor - Firm Independence.pdfCOAERS and City of Austin Joint Funding Policy.pdfCOAERS Benefits Administration Policy.pdfCOAERS Statute Art 6243n.pdfCOAERS Actuarial Census Data File Layout Description.pdfCOAERS Census Data File Format.xlsxExhibit G. Scope of Services & Requirements Acknowlegement Chart.xlsxExhibit H. Cost Proposal.xlsx

 

Proposal Submission

  • Respondents shall submit one electronic original of the Proposal. Proposal pages should be numbered and contain an organized, paginated table of contents corresponding to the parts and pages of the Proposal.
  • All Proposals shall be received via email with a received date on or before 5 pm, Central Time, on July 30, 2025. Once electronic copy of respondent’s proposal shall be emailed to rfp@coaers.org.  It is the Respondent’s responsibility to appropriately deliver the proposal to COAERS by the specified date and time.  COAERS reserves the right to reject any proposal submitted after 5 pm, Central Time on July 30, 2025.
  • Respondents to this RFP are responsible for all costs of this Proposal including preparation, submission, and travel.
  • COAERS will not consider any Proposal that bears a copyright. Proposals shall be subject to the Texas Public Information Act, Tex. Government Code, Chapter 552, and may be disclosed to the public upon request. Subject to the Act, Respondents may protect trade and confidential information from public release. Trade secrets or other confidential information, submitted as part of a Proposal, shall be clearly marked “Trade Secret” or “Confidential” on each page it appears. Such marking shall be in boldface type at least 14-point font. It is Respondent’s responsibility to appropriately mark the RFP.  Respondents will also complete and provide Exhibit D with their proposal.

 

Proposal Submission Deadline

July 30, 2025 at 5 pm CST

 

No Contact Period in Effect

From the RFP release date until COAERS formally selects the successful Respondent, Respondents shall not contact COAERS Board Members (listed below) concerning this RFP or the resulting contract. All communications must be directed to russell.nash@coaers.org. Any other communication could be considered attempts to lobby or market services and is therefore prohibited. Firms will be disqualified from contractual consideration if this prohibition is not honored. This section does not prohibit communications that are part of a COAERS Board or Committee meeting or pertain to an existing business relationship between COAERS and the Respondent.