Request for Proposal: Pension Administration Software System

Deadline Date: April 23, 2026

The purpose of this RFP is to solicit proposals from qualified firms to select and implement a commercially available Pension Administration Software System (PASS) that will modernize SamCERA’s business operations from its current environment to one where key business processes are centralized, more automated, and streamlined for maximum efficiency, while remaining auditable and compliant with governing statutes and policies. SamCERA seeks a Bidder to provide the software, implementation services, and post-implementation support related to the PASS. The successful Bidder must demonstrate long-term viability, commitment to its product and the public retirement industry, product adaptability and enhancement plans, and must have a client base to provide and sustain a long-term solution for SamCERA.

SamCERA seeks to enter a long-term business relationship with a PASS Bidder that:

Has a history of successful implementation of comparable projects with agencies of similar size and complexity as SamCERA.
Has a long-term commitment to the pension administration system business and has long-term viability as a company.
Has a robust product enhancement strategy for both software functionality and architecture that will keep it current with industry trends, standards, compliance, and regulations without the need for customization by SamCERA.
Can provide an efficient and proven set of implementation services to ensure SamCERA has a structured, timely, and complete deployment of the new PASS.
Can provide a product and support that allows SamCERA to leverage the capabilities of the software to add efficiency to business processes and achieve its business goals.
Offers a hosting option with the staffing and facilities to support SamCERA security, performance, availability, reliability, disaster recovery, business continuity, and operational requirements.
Provides high quality, responsive software maintenance and support services for the installed system.

Detailed requirements are set forth in the full RFP.

Proposal Submission Process

To be considered, all submission materials must be received electronically at SamCERA by 4:00 pm PDT on April 23, 2026. Please email electronic submissions to SamCERA at [email protected].

The schedule of RFP Events is set forth in the chart below and may be subject to change:

Activity	Time	Date(s)
Request for Proposals (RFP) issued	6:00 p.m. PDT	March 12, 2026
First round written questions from Bidders due	4:00 p.m. PDT	March 19, 2026
Response to written questions posted	5:00 p.m. PDT	March 24, 2026
Notice of Minimum Qualifications and Intent to Bid due	4:00 p.m. PDT	March 26, 2026
Second round written questions from Bidders due	4:00 p.m. PDT	April 2, 2026
Response to written questions posted	5:00 p.m. PDT	April 9, 2026
Proposals due	4:00 p.m. PDT	April 23, 2026
Finalists selected	5:00 p.m. PDT	May 21, 2026
Finalists’ oral presentations and demonstrations	TBD	June 11, 2026
Best and final offer process	4:00 p.m. PDT	June 18, 2026
Bidder Selected / Contract Negotiations	N/A	June 19, 2026 – July 21, 2026
SamCERA Board of Retirement Approval	10:00 a.m. PDT	July 28, 2026