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Pension staff to seek vendor quotes after city says ERP should cover administration software

5501782 · July 30, 2025

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Summary

Staff reported the city and its ERP consultant expect the city, not the pension plans, to pay for new pension administration software; staff will gather updated vendor quotes and take the proposal to council.

Pension staff told trustees they will pursue updated vendor quotes for pension administration software after the city and its consultant signaled the city should pay for the new system as part of a broader enterprise resource planning (ERP) review.

Staff said the pension office had paused an earlier software purchase while the city evaluated its ERP systems. According to staff, the city’s consultant concluded the ERP project should fund the pension administration software because current city employees — not retirees — will be the primary users. "The city... believes that they should be the one to pay for the software, not the pension plans," a pension staff speaker said during the meeting.

Staff reported difficulty obtaining multiple competitive quotes: several vendors declined to bid for a system the size of Jacksonville Beach, saying their typical clients are much larger municipalities. Staff said they have two viable vendor quotes that meet the needs — including member self-service projections, accumulation tracking and payroll integration — and that they will update quotes and bring a proposal to city council.

No council action was recorded in the pension meeting; staff said they will contact trustees after the city completes its council selections and that a special meeting before March 31 may be scheduled to finalize pension-board appointments and related procurement steps.