ESBD_File_345477_TRS000463_Addendum 1.docx
DOCX document 62 KB Posted
- Attached to
- Trustee Election Services
- Solicitation number
- TRS000463
- Issued by
- Travis County, Austin City, Texas
About this file
This document is Addendum #1 to Solicitation No. TRS000463 issued by the Teacher Retirement System of Texas (TRS) for Trustee Election Services. The addendum extends the Submission of Proposals Deadline to January 17, 2024 at 5:00 p.m. CT, revises the Scope of Work section by removing paragraphs r. and s., and replaces Appendix A with a new Election Policy Memo. The solicitation is seeking proposals to assist with the administration of TRS' Board of Trustee elections, which generally occur in the spring of every other year, with the next election scheduled to begin in February 2025. This procurement covers multiple jurisdictions within Texas, including Travis County and the City of Austin.
The addendum also addresses respondents' questions regarding TRS' historical spend and pricing for previous trustee elections, as well as information about the election process, including write-in candidates, voter turnout by mail versus electronic methods, and mailing preferences. TRS declines to provide historical cost information, but states it may approve requests for pricing escalation due to circumstances beyond the respondents' control, such as the COVID-19 pandemic and paper shortages. TRS also clarifies that no preference will be given to respondents meeting HUB subcontracting goals.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| ESBD_File_345477_TRS000463_Soliciation_REVISED 1.9.24.docx | DOCX document | |
| ESBD_File_345477_Appendix A - 2022 Policy Memo.pdf |
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Addendum #1 Solicitation No. TRS000463 Teacher Retirement System of Texas (TRS)
January 11, 2024
ADDENDUM NUMBER 1
TO
SOLICITATION NO. TRS000463
FOR
Trustee Election Services
PROPOSAL DUE DATE: January 17, 2024 @ 5:00 p.m. CT
ISSUED BY:
Jacob Bledsoe, Contract Specialist
Date 1/11/2024
NOTE: RESPONDENTS ARE REQUIRED TO ACKNOWLEDGE RECEIPT OF THIS ADDENDUM BY SIGNING AND DATING BELOW AND INCLUDING WITH SUBMITTED RESPONSE. RESPONSE MAY BE CONSIDERED NON-RESPONSIVE IF THIS COVER PAGE IS NOT SIGNED AND RETURNED.
RESPONDENT SIGNATURE DATE
This Addendum is issued to provide answers to questions submitted during the Question and Answer period and provide clarifications to the solicitation.
Solicitation Changes:
1. The Submission of Proposals Deadline has been extended to January 17, 2024 @ 5:00 p.m. CT.
2. TRS modified the TRS000463_Soliciation_Final document, Article IV. Scope of Work, B. (TRS Procedures for Handling Ballots for Nominees to the TRS Board of Trustees), r. and s. by removing both paragraph r. and paragraph s. See the revised TRS000463_Soliciation_REVISED 1.9.24 document.
3. TRS has replaced the Appendix A – 2022 Election Policy with a new Appendix A – Election Policy Memo. The previous Appendix A was the 2020 Election Policy Memorandum titled incorrectly and uploaded by mistake.
| # |
| Submitted Question |
| TRS Response |
| 1. |
| The RFP includes the historical voter population, including mailed ballots and returned ballots, from previous trustee elections from 2011 to 2023. |
Can you provide information regarding TRS’ historical spend for conducing each election over the years? What was the contracted amount for each year? What was the actual cost to TRS each fiscal year?
TRS declines to respond to this question.
| 2. |
| Can you provide information regarding TRS’ historical pricing for conducing each election over the years? Below are the line items included in the RFP for reference. |
· Design of the secure web portal for gathering petition signatures:
· Counting and Verifying Signatures for Electronic and Hard Copy Petitions:
· Design of the secure web portal for casting electronic ballots (internet voting):
· Design of the ballot, out-going envelope, and business reply envelopes:
· Scannable Ballots:
· Out-Going Envelopes:
· Return-Mail Envelopes:
· Counting and Reporting of Ballots:
TRS declines to respond to this question.
| 3. |
| In Section 9 of the Summary section of the RFP, it states that TRS does not allow for escalation of pricing for subsequent renewals under this solicitation. Is that the case even if there is a justifiable reason based on circumstances out of anyone’s control such as the COVID 19 global pandemic and subsequent paper shortage? Are we allowed to send a justification in this situation? |
| TRS may approve a request for escalation at our discretion. |
| 4. |
| In Section 9 of the Summary section of the RFP, it states that TRS does not allow for escalation of pricing for subsequent renewals under this solicitation. How did TRS approach and enforce this decree during the COVID 19 global pandemic and subsequent industry-wide paper shortage? |
| See response to question 3. |
| 5. |
| The RFP states that Texas law does not currently permit the use of telephone voting in TRS Board elections, but TRS would like information regarding telephone voting in our response. Does TRS have any desired Call Center requirements in looking toward this option in the future? |
| TRS Rule 23.5 (l) states the BoT may establish the manner in which to conduct the election and telephone is a listed possibility, but TRS’ Board has not used telephone voting in past elections. Respondents may submit pricing on the telephone voting, but this pricing will not be considered in evaluations. Also, since this is optional pricing, respondents will not be disqualified by not including such pricing & services in their responses. |
| 6. |
| It is understood that TRS desires to support and promote the state’s Historically Underutilized Business, or HUB, program whenever possible. Are there any preferences given to people meeting HUB subcontracting guidelines, and if so, how much? |
| No preference shall be given to Respondents meeting the HUB subcontracting goals of this procurement. |
| 7. |
| It appears that TRS allows for write-in candidates. Can you clarify a bit more about what that process entails? Does TRS go through a process where eligible write-in candidates must qualify? Do the results submitted to the TRS board include the names of all write-in candidates or just a single field that says “write-in” or something to that effect? |
| TRS Rule 23.5 (k) states a write-in candidate must have 250 votes to be considered as one of the three finalists. The results have included the names of every write-in candidate and the number of votes received. For example, if Donald Duck is a write-in candidate, the name appears on the report. |
| 8. |
| What percentage of voters historically have voted by mail? What percentage have voted electronically? Please provide the percentages for the past few elections. |
| 2023 At Large: mail 74.1% (66,566 votes); internet 25.9% (23,307votes); (89,873 total votes) |
2023 Retiree: mail 83.1% (46,395 votes); internet 16.9% (9,402 votes); (55,797 total votes) 2021 Active: mail 63.4% (12,865 votes); Internet 36.6% (7,430 votes); (20,295 total votes) 2019 Active: mail 75% (13,428 votes); Internet 25% (4,470 votes); (17,898 total votes)
| Has TRS traditionally mailed its ballot packets locally in Austin, or wherever the vendor for Trustee Election Services is located? Is there a preference? |
| TRS’ preference is for the least expensive. If cost is the same, then preference would be to have it mailed within Texas. |
| 9. |
| The dates on r. and s. in the Procedures for Handling Ballots section appear to be contradictory. Can you clarify which date determines whether ballots are counted or |
not?
Section IV. Scope of Work, B., paragraphs r. and s. are deleted in their entirety. See updated solicitation document titled “TRS000463_Solicitation_REVISED 1.9.24”
File details come from the government source that posted it. Updated .