Final_RFI_758_1900000027_1_SO_FORM.PDF
PDF 244 KB Posted
- Attached to
- Electronic Ballots for KRS Elections RFI
- Solicitation number
- RFI-758-1900000027-4
- Issued by
- Elliott County, Kentucky
About this file
This is a Request for Information (RFI) solicitation issued by the Commonwealth of Kentucky, specifically the Kentucky Retirement Systems (KRS), seeking qualified vendors to provide electronic balloting services for Board of Trustees elections. The RFI was issued on July 1, 2019, with a closing date of August 2, 2019, at 3:30 PM. KRS requires election administration services utilizing a combination of delivery methods including online, mail, and potentially phone voting. Three separate system elections are planned: the County Employees Retirement System election in 2021 with approximately 250,000 members, the Kentucky Employees Retirement System election in 2022 with approximately 140,000 members, and the State Police Retirement System election in 2023 with approximately 3,000 members. Each system holds elections every four years, though staggered terms may result in annual elections. Ballots must be delivered on or before January 20th of each election year and must be unique to each voting member, allow for write-in candidates, prevent duplicate voting, and ensure votes cannot be altered or manipulated after casting.
Vendor proposals must address KRS's need to securely accept and process member data while maintaining transparency of election procedures and results. The solicitation requires vendors to submit responses electronically or with authorized agent signatures, and all offers are subject to terms and conditions detailed in Attachment A of the solicitation. A Vendor Questions Form (Attachment B) is provided for clarification purposes. Billing and shipping information should be directed to Kentucky Retirement Systems at 1260 Louisville Road, Frankfort, Kentucky 40601. Additional information regarding the solicitation is available from Jennifer Taylor at 502-564-4510. Online bidding is prohibited for this opportunity.
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Text version
Document ID: RFI 758 1900000027 Page: 1 of 3
Commonwealth of Kentucky
SOLICITATION
Addenda: No Addenda #:
TITLE: Electronic Ballots for KRS Elections RFI
Date Issued:
7/1/19 Record Date:
2019-07-01
Solicitation Closes Date:
8/2/19 Time:
15:30
Solicitation No:
RFI 758 1900000027
Online Bidding Prohibited: Yes
For Information Call:
Jenifer Taylor 502-564-4510
Bid Receiving Location:
Finance - Office of Procurement Services Bid Clerk 702 Capitol Ave, Capitol Annex Room 095
Frankfort KY 40601
Vendor Customer Number:
Vendor Name:
Phone Number:
Fax Number:
Email Address:
Ordering
Address:
City, State, Zip:
Contact Name:
Contact Email:
Contact Phone Number:
Payment
Address:
City, State, Zip:
Contact Name:
Contact Email:
Contact Phone Number:
Ownership Type
__ Sole Proprietorship __ Partnership __ Corporation __ Other_________________________
SIGNATURE OF AUTHORIZED AGENT IS REQUIRED UNLESS RESPONSE
IS SUBMITTED ELECTRONICALLY. FAILURE TO SIGN SHALL RENDER
THE BID INVALID.
Signature X_________________________________________ FEIN#____________________ Date____________
All offers subject to all terms and conditions contained in this solicitation.
Document ID: RFI 758 1900000027 Page: 2 of 3
Line Items
Commodity Group: Default Commodity Group
Line CL Description Quantity UOM Unit Cost Line Total or Contract Amnt
1 Electronic Ballots for KRS Elections
Comm Code Comm Description Manufacturer Model # Manuf Part #
92017 Electronic Forms Services
Extended Description Kentucky Retirement System is seeking a Request for Information (RFI) from qualified vendors to provide proposals for election services for our Board of Trustees elections. Elections should be administered using a combination of options including on-line and by mail, and possibly by phone.
Transparency of election procedures and results is of the utmost importance.
There are three separate system elections. Elections for each system take place every four years, but because of the staggered terms, an election may be held each year.
County Employees Retirement System election will be held in 2021 with a member population of approximately 250,000.
Kentucky Employees Retirement System election will be held in 2022 with a member population of approximately 140,000.
The State Police Retirement System election will be held in 2023 with a population of approximately 3,000.
Currently, Kentucky Retirement Systems does not have a unique electronic balloting system in place and are seeking vendors to provide information about the balloting options provided by their company.
Ballots must be unique to each voting member, allow for write-in candidates, and be available on or before January 20th of an election year. Vendor must be able to ensure voters are only allowed to vote one time during an election. Vendor must ensure that votes cannot be altered or manipulated after they are cast, and must be able to securely accept data provided by KRS.
See Attachment A - Terms and Conditions which include detailed specifications.
See Attachment B - Vendor Questions Form
Shipping Information
Billing Information Kentucky Retirement Systems
1260 Louisville Road
Frankfort KY 40601
Document ID: RFI 758 1900000027 Page: 3 of 3
Submission Checklist
The following items will be required to be submitted with bid:
Item
See “Attachment A” for Terms and Conditions. The terms and conditions set out in “Attachment A”, and any subsequent addenda, are incorporated into and are a part of the Solicitation.
By signing the face of the Solicitation document, the vendor affirms that they have read and understood the Solicitation and the terms and conditions (Attachment A) and any subsequent addenda. Should the vendor fail to comply with the provisions of the Solicitation and the terms and conditions (Attachment A) and any subsequent addenda, then the Finance and Administration Cabinet reserves the right and retains the ability to deem the vendor ineligible from further participation in the Solicitation in question.
Document Description Page 3
1900000027 Electronic Ballots for KRS Elections RFI of 4
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