SRA 21-03 Election Services - Questions and Answers 04.12.21.pdf

SRA 21-03 – Election Services - Questions and Answers

1. What is the expected turnout of voted ballots (overall and by method)?

Example of the 2015 Election – 63% of votes via IVR, 37% of votes via web, less than 1% were paper ballots.

2. Can SRA share PDFs of election material mailers from a recent cycle?

A Sample of the letter, voting instructions and paper ballot will be posted on eMMA. The bio sheet will be limited to 250 words per candidate.

3. What is the volume of help desk calls that SRA anticipates for the contractor’s customer support? An Example pf the 2015 Election - Customer support received 497 phone calls and made 962 outbound phone calls.

4. In the RFP, SRA requires live support; which we can certainly provide. In our experience, having voicemail with live call back and email support during business hours can save on costs without affecting customer service and overall voter experience. Representatives will validate voter info prior to calling back voters. Is live customer support a requirement and would SRA be open to our cost-saving option?

Live support is the Agency’s preference.

5. Would SRA be interested in the vendor collecting email addresses as a part of the election process, and providing this report to SRA after the election close at no additional cost?

No, not at this time.

6. We recommend opening online/IVR voting at the same date as mail date of the election materials in case a voter receives the materials before the “open” date and cannot login to their ballot and vote. This has affected turnout poorly in other elections. Would SRA have any objection to opening online and IVR voting on the same date at the mail date?

No objection, this is acceptable to the Agency.

7. In the IFB, it states that the vendor should be prepared and able to provide paper ballot packages to all voters if SRA decides, “However, the selected Contractor must have the capability to conduct an election entirely via paper ballots, if necessary.” On the Attachment B – Bid Form, where can the vendor include the costs for mailing a paper ballot to all voters? Or, should this be included on a separate form with the Bid submission?

A revised Attachment B – Bid Form will be posted on eMMA. There are now 2 Tabs to fill in pricing.

8. On the Attachment B – Bid Form, can you clarify what “Post Termination/ Expiration Assistance” means?

This has been removed on the revised Attachment B – Bid Form and will be posted on eMMA.

9. Since our inception, our firm works with subcontractors specifically for the print production and mailing of election materials. Can SRA provide more information on how to receive approval to use subcontractors? We can include our subcontractor information within our bid response, and certify that we are the primary point of contact (SRA will not have to communicate with the subcontractor at any point during the process).

Yes, we will accept subcontractors. Please provide SRA with all subcontractor information.

10. Regarding the insurance requirements listed in the IFB Section 3.6, the stated policy amounts are higher than what we currently provide for our retirement/pension system clients. Our firm currently provide $2million aggregate with $1million per occurrence for our General policy, and $1million aggregate with $1million per occurrence for our Cyber policy. The amounts stated in the IFB, are these a strict requirement?

This question is being researched and the Agency will forward the response as soon as possible.

11. For our print/mail subcontractor, what are the insurance requirements?

All Subcontractors are subject to the same insurance requirements as the Prime Contractor.

12. What conditions would warrant a recount? If so, what would the recount procedures be? Please provide any Maryland legislation regarding the recount.

COMAR 22.03.01.11 Within 15 days after certification of the election results, an unsuccessful candidate may request a recount of the ballots.

13. Our firm provides different tiers of recount services. How can the pricing for the recount services be included on the Bid Form?

The revised Attachment B – Bid Form has included “recount services” on both Tabs of the Bid Form.

14. Section 2.3.2.10 - Deliver the presorted envelopes in the approved First Class mail trays to the

Business Entry location at the main Baltimore, Maryland United States Post Office located at 900 East

Fayette Street, Baltimore, MD 21202.

Freighting the mail is common for mailing Standard Class mail, but not First Class mail. The time window of delivery for USPS First Class mail is 2-5 days, and that's regardless for where the mail enters the system. Although SRA can pay extra to have the mail entered in Baltimore, it will not change the USPS delivery estimate but will cost additional. Does SRA still want to move forward with the delivery?

The current Retirement Administrator is fine if the mail is not entered in Baltimore.