Attachment K - Commonwealth's Response to 2nd set of Vendors' Written Questions RFP 758 2000000126.xlsx
XLSX spreadsheet 15 KB Posted
- Attached to
- KRS Election Ballot Administration
- Solicitation number
- RFP 758 2000000126 4
- Issued by
- Elliott County, Kentucky
About this file
This document is the Commonwealth of Kentucky's response to the second set of vendors' written questions regarding RFP 758 2000000126 for election services provided by the Kentucky Retirement Systems (KRS). The RFP solicits comprehensive election services for the upcoming CERS (County Employees Retirement System) election scheduled for January 20, 2021 through March 1, 2021. Services requested include candidate biography preparation and printing, ballot design and production, electronic voting platform development, call center support, IVR services, ballot distribution via first-class mail with return service requested, and ballot processing. The election will feature nine candidates on the ballot. The contract includes a one-year initial term with two optional one-year renewal periods; however, pricing for renewal elections will be negotiated at the time of contract renewal, and the current cost proposal form applies only to the 2021 CERS election.
Call center support must be staffed by counselors during weekday hours from 8:00 a.m. to 6:00 p.m. Eastern Standard Time throughout the voting window, with an estimated call volume based on historical 11 percent participation rates and average call duration of approximately 10 minutes per technical assistance call. The commonwealth specifies that ballots must be returned to a PO Box located within Kentucky per Kentucky Revised Statute 61.645(4)(e), though subcontractors may access the box and forward returns to the processing center. All ballot returns must be addressed to Kentucky Retirement Systems. The vendor is expected to travel to KRS at least once for meetings, though virtual meetings are acceptable alternatives. No additional requests or travel beyond those outlined in the RFP are anticipated.
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Text version
Sheet1
| Question # | RFP Section / Requirement Number | Document | Document Page Number | Vendor Questions | Commonwealth Response |
| 1 | Section 50.6 B.4. & Section 50.6 B.12. | RFP | 21 | Does the Kentucky Retirement System require call center and IVR services included in the RFP response pricing? If so, please answer the following questions below. | Yes, call center pricing should be included in the RFP response. |
| 2 | Section 50.6 B.4. & Section 50.6 B.12. | RFP | 21 | How many live calls into the call center does KRS estimate? | This is a new service for KRS. The last election with this population we had a 11% of the poplulation cast a vote. |
| 3 | Section 50.6 B.4. & Section 50.6 B.12. | RFP | 21 | What is the average time of a call into the call center? | KRS call center is made up of counselors, we do not have a level one call center that is typically used in call centers. The average call for a phone counselor is around 10 minutes. Calls for voting would be more technical in nature and would be used to assist members accessing the voting site. |
| 4 | Section 50.6 B.4. & Section 50.6 B.12. | RFP | 21 | Will IVR services be required to allow member voting by telephone and to answer frequency asked questions? | (1) Voting is not allowed via telephone. |
(2) The Call Center should be available to respond to frequently asked questions related to electronic balloting.
| 5 | Section 50.6 B.4. & Section 50.6 B.12. | RFP | 21 | What is the duration of time that the call center and IVR will need to staffed to support Election Services voting? | As indicated in the RFP, Call Center support should be available every weekday during the hours of 8:00 a.m to 6:00 p.m. Eastern Standard Time for the entire duration of the voting window. For the upcoming election, the voting window is January 20, 2021 to March 1, 2021. |
| 6 | Scope of Work Requirements 50.6 E. 4 | Addendum Two Attachment A - Terms and Conditions - RFP 758 2000000126-3 | 25 | The RFP states the return PO Box must be in Kentucky by statutory requirement. Can you provide a reference to the relevant statute? Would you have any objection to a subcontractor having access to the PO Box and forwarding returns to our processing center? | (1) Kentucky Revised Statute 61.645 (4)(e) states, "The ballots shall be addressed to the Kentucky Retirement Systems in care of a predetermined box number at a United States Post Office located within Kentucky or submitted electronically as provided by paragraph (j) of this subsection." |
(2) There would be no objection to a subcontractor accessing the PO Box and forwarding the returns to the processiong center.
Link to statute:
https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=49342
| 7 | Scope of Work Requirements 50.6 A.3.b | Addendum Two Attachment A - Terms and Conditions - RFP 758 2000000126-3 | 22 | Do candidate biographies have a word count or other limitations? Can you provide a sample of previous printed candidate biographies? | There is not a word count. We have attached a copy of the application. The biography includes the candidates' picture, name, education, work experience related to KRS (as detailed in the box on page four of the application). Any information noted on page three of the application will also be included in the biography. |
| 8 | Scope of Work Requirements 50.6 A.4 | Addendum Two Attachment A - Terms and Conditions - RFP 758 2000000126-3 | 22 | What class of mail will outgoing ballots be mailed with? | Ballots are first class postage with return service requested. |
| 9 | Scope of Work Requirements 50.2 | Addendum Two Attachment A - Terms and Conditions - RFP 758 2000000126-3 | The "Term of Contract and Renewal Options" seems to indicate two one year renewals. Thought he pricing form appears to be only for 2021. Is this bid and pricing only for CERS? Will KRS require multiple pricing sheets for the renewals? | The bid and pricing is related only to the upcoming CERS election. Pricing for the additional elections will be discussed at the time of contract renewal. | |
| 10 | Attachment B- Cost Proposal Form | Attachment B - Cost Proposal Form - RFP 758 200000012 | 1 | Can you tell me the average number of candidates that KRS has in recents years or any projection for the 2021 election? | The last CERS election included 16 applicants. The ballot is limited to nine candidates. We expect there to be nine candidates for the upcoming CERS election. |
| 11 | Attachment B- Cost Proposal Form | Attachment B - Cost Proposal Form - RFP 758 200000012 | 1 | Is there any expected travel or other planned requests not included in RFP? | (1) We would expect that the selected vendor would travel to KRS at least once to meet the team and discuss the process. However, we are open to doing this through on-line meeting if all parties believe that is sufficient. |
(2) We do not have planned requests outside those listed in the RFP.
Attachment K - Commonwealth's Response to 2nd Set of Vendors' Written Questions RFP 758 2000000126
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