FPDR Special Board of Trustees Meeting 10/20/26
FPDR trustees held a $430K contract extension with CGI (the vendor running their ancient benefits database) because they want language guaranteeing the city can walk away once a new system's built. The old contract already expired, and staff says switching vendors now would take 2-3 months of training they can't afford. No decision made.
Summary
A three-year, $430,000 extension of FPDR's contract with CGI, the firm that maintains the fund's aging disability and retirement benefits database, was put on hold so trustees could get clearer contract language. Resolution 571 would extend the contract through October 2029 and raise its total cap to $1.245 million. CGI would dedicate up to half of a full-time programmer to FPDR, with work planned jointly in advance, and would provide extra resources in an emergency. Staff expects billing of about $390,000 over three years, roughly $130,000 a year, compared with about $160,000 a year over the past decade. The cap includes a $40,000 buffer.
Staff said the database must keep running while FPDR replaces it over roughly three years. Any new vendor would need two to three months of training before working on it, and FPDR can't afford that delay. Upcoming work includes IRS-required 1099 updates that members need by the end of January, and automating the report Wells Fargo uses to issue benefit checks. That report is now done by spreadsheet with extra approvals because errors could mean missed or incorrect payments. Trustees Tom, Patrick, and Catherine supported staff's reasoning but raised concerns. Tom preferred a one- or two-year term and asked how much of the current cap has been spent. Patrick and Catherine wanted language spelling out that FPDR pays only for work it requests and can walk away once the new system is running. Staff noted the contract already says services are billed only for actual hours worked, and that insurance and indemnity terms remain in the main contract.
The existing contract has already expired, so staff will work quickly with City Attorney Franco and Stacy on revised language, with Patrick reviewing it before it returns to the board. Trustees indicated they could approve it quickly once that language is resolved. The resolution also still needs sign-off from the Chief Procurement Officer. This was Sam's final board meeting before departing.
Key Points
- Staff presented Resolution 571, which would amend the CGI contract to extend it three years through October 2029 and raise the not-to-exceed amount by $430,000 to $1.245 million.
- CGI would dedicate up to a half FTE to maintaining FPDR's aging home-grown disability and retirement benefits database while it is replaced. Work would be jointly planned, and FPDR would be billed only for actual hours worked.
- Expected billing is about $390,000 over three years, roughly $130,000 per year, which is lower than the roughly $160,000 per year paid over the past ten years. The $430,000 cap includes a $40,000 buffer.
- Staff said switching vendors would require two to three months of training on the database. Near-term work that cannot wait includes IRS-required 1099 updates due by the end of January and automating the high-risk Wells Fargo check-issuance report.
- Trustees asked whether a one- or two-year term would be better, asked for explicit contract language letting FPDR exit or stop paying once the new system is in place, and asked how much of the current not-to-exceed amount has been spent.
- No vote was taken. The resolution was held so that City Attorney Franco could review clarifying language before a quick approval.
- The existing CGI contract has already expired. This was described as staff member Sam's last board meeting.
Action Items
- Sam to discuss with attorney Franco adding explicit language that FPDR is billed only for actual hours it requests and can exit once the new system is in place.
- Franco to listen to the meeting recording and advise on the trustees' concerns.
- Staff to research how much of the current not-to-exceed amount has been spent.
- Staff to consider Tom's request for a shorter one- or two-year term.
- Procurement to replace the outdated signature page, including 'approved as to form' language for the attorney.
- Obtain the Chief Procurement Officer's approval of the extension.
- Sam to coordinate with Franco, Stacy, and Patrick on timing for a quick board approval, since the existing contract has expired.
Issues Discussed (9)
Trustees held off on approving Resolution 571, a three-year, $430,000 extension of FPDR's database contract with CGI (raising the cap to $1.245 million), pending clearer language confirming FPDR pays only for work it requests and can exit once a new system is in place. Staff will revise the contract with the City Attorney's office and bring it back for quick approval, with trustees noting urgency due to upcoming IRS deadlines and the risk of errors in manual benefit-payment processing.
Trustees held off approving Resolution 571, a three-year, $430,000 extension of FPDR's CGI database support contract (raising the cap to $1.245 million through October 2029), pending revised language clarifying that FPDR only pays for requested work and can exit once a new system is in place. Staff will work with the City Attorney to finalize terms, with trustee Patrick reviewing before the resolution returns for a quick approval.
Not mentioned in this meeting; the discussion focused entirely on FPDR's CGI database contract extension and had no connection to the Moda Center renovation funding issue.
Trustees reviewed Resolution 571, a proposed three-year, $430,000 extension of FPDR's CGI database contract (raising the cap to $1.245 million through October 2029), but held off on approval to allow staff to revise contract language addressing concerns about term length and ensuring FPDR only pays for requested work and can exit once a replacement system is operational. Staff will work with the City Attorney to finalize language, with trustee Patrick reviewing before the resolution returns for a vote.
Not addressed in this meeting; the summary covers FPDR's discussion of a CGI database contract extension, with no reference to PBOT reserve or contingency fund purposes.
Not discussed in this meeting; the session focused exclusively on FPDR's database contract extension with CGI (Resolution 571) and had no connection to carbon emissions or climate targets.
Trustees reviewed Resolution 571, a proposed three-year, $430,000 extension of FPDR's database maintenance contract with CGI (raising the cap to $1.245 million through October 2029), but held off on approval to clarify contract language ensuring FPDR only pays for requested work and can exit once a replacement system is operational. Staff will revise the language with the City Attorney and bring it back for a quick vote, as the existing contract has already expired and urgent work like IRS 1099 updates is pending.
Trustees reviewed Resolution 571, a proposed three-year, $430,000 extension of FPDR's contract with CGI to maintain its aging benefits database through October 2029, but held off on approval pending clearer language guaranteeing FPDR only pays for requested work and can exit once a new system is in place. Staff will revise the contract language with the City Attorney, with trustee Patrick reviewing it before the resolution returns to the board for a vote.
Trustees reviewed Resolution 571, a proposed three-year, $430,000 extension of FPDR's database maintenance contract with CGI (raising the cap to $1.245 million through October 2029), but held approval pending clearer contract language guaranteeing FPDR only pays for requested work and can exit once a new system is in place. Staff will revise the language with legal counsel and bring it back for expedited board approval, with urgency driven by near-term needs like IRS 1099 updates and automating the Wells Fargo benefit check report.