Election Ballot Package Contractor shall provide the design, layout, and printing of the election packages. Each package will contain voting instructions, voter-specific personal identification numbers (PIN), candidate biographies, and the ballot. The ballot may be designed as a separate sheet, postcard, or perforated removable portion of the voting instructions and candidate biographies. The return mailing address should be printed on the ballot card or return envelope provided by the contractor. The PERS logo shall be included in the election package. The three colors used for voting instructions will be black, Pantone Blue 302 (or CMYK 100, 25, 0, 50), and Pantone Green 392 (or CMYK 7, 0, 100, 49). Each candidate biography will be text only (no photos) and is limited based on space available and the number of candidates. The size of paper and number of pages in the ballot package is subject to the number of approved candidates. Contractor’s design and layout sample is subject to PERS’ approval. Mailing Services Contractor shall provide mailing services and packaging materials for the ballot package, including provision of such services and materials for a runoff election. Postage will not be included in the bid for election services. PERS will provide the funds necessary for all postage charges. Postage is considered a pass-through cost for the purpose of this request for quotes, but the election services vendor must facilitate a postage permit account to handle postage costs associated with the election. Invoicing for postage costs will be separate from invoicing for election services. The vendor is responsible for management and reporting of mail activity related to the elections. The outbound election materials will be sent using a presorted standard rate of postage. The reply mail activity will be sent using a first-class rate. Any replacement ballots will be sent using a first-class rate. Contractor shall ensure all mailings take place according to the election schedule agreed upon by PERS prior to commencement of each election. The contractor shall provide U. S. Postal Service receipts verifying quantities of mailed pieces and applicable rates for all mailing activity associated with PERS elections. Voter Tracking System The Contractor shall develop a voter tracking system that will provide a barcode scanning system for return ballots and Personal Identification Numbers (PIN) for online and telephone ballots for tracking and control purposes. All bar code and PIN numbers must be randomly generated and must not reflect any personal data. Paper Ballot Voting The Contractor shall process ballots for the primary election and for a runoff, in no candidate receives more than 50 percent of the votes cast. Punch-hole ballots will not be accepted. The ballots must be counted by an automated system. The Contractor will be required to receive and organize ballots that are returned as undeliverable and provide a list of those undeliverable addresses to PERS. The Contractor shall establish controls to assure that each voter may only cast one eligible vote for the board seat. The first vote tabulated is the vote to be counted. Election materials must be stored at the Contractor’s off-site facility during the election cycle and maintained for 90 days after the Board of Trustees has certified the election results.
