Specifications include, but are not limited to: 1. The vendor must be able to adhere to the timeline outlined in Section (C). 2. Regardless of ballot type (electronic or paper), the ballot must be branded with KPPA logo. 3. Regardless of ballot type (electronic or paper), the ballots shall include instructions on voting for a candidate. a. Regardless of ballot type (electronic or paper), the ballot must allow for write-in candidates. Only first and last name must be provided for write-in candidates. b. Regardless of ballot type (electronic or paper), the ballots must include candidate biographies (provided by KPPA). Electronic ballots can include a link to the candidate biographies. Biographies do not have a required layout or a maximum word count; they are limited to the following information: i. Candidate picture, ii. Candidate name, iii. Candidate work experience related to KPPA, iv. Candidate education, v. Candidate professional associations, and vi. Statement on why the candidate wants to serve on the Board. 4. Vendor must prepare and mail paper ballots (see guidelines in section (E) from address file provided by KPPA (see specifications in section (F). a. Vendor must provide a process to mail paper ballots to individuals whose electronic ballot notification is returned due to an invalid email address or whose electronic ballot is otherwise undeliverable. 5. Vendor must include pre-printed, postage paid business reply envelope with paper ballots (see guidelines in section (E). 6. Regardless of voting method, vendor must ensure ballots are unique to each voting member. 7. Vendor must be able to ensure voters are only allowed to vote one time during an election. 8. Vendor must ensure that votes cannot be altered or manipulated after they are cast. 9. Vendor must provide call center support to the voting membership in order to answer questions and provided assistance related to the electronic ballots. a. Call Center support should be available every weekday during the hours of 8:00 a.m. to 6:00 p.m. Eastern Time. b. Call Center support should be available for the duration of the voting window – January 20 to March 1. 10. Vendor must certify the accuracy of election results in writing. There is no specific layout required for the certification of the results; however, the Vendor must provide written results that include, at a minimum, items a-e below: a. Total number of votes each candidate received, b. Total number of ballots cast online, c. Total number of paper ballots received, d. The number of voters who returned a paper ballot after casting an online vote, and e. The number of invalid ballots received. In accordance with Board Election policies, valid ballots must contain at least one vote, but not more than the maximum number of allowable votes; ballots must be cast (or postmarked) by March 1; and paper ballots must be signed. In addition, if multiple ballots are received from one member, only the first received ballot is considered valid. If there are updates to what constitutes an invalid ballot, KPPA will provide the additional information to the selected vendor prior to the development of the ballots. f. Not required, but it would be preferable if we could see the number of electronic votes and number of paper votes received by each candidate. g. Not required but would be preferable if we could also see voter results by member status – active, inactive, or retired.
