Election Management and Administrative Services

Background
The Commonwealth of Pennsylvania, through the Public School Employees’ Retirement System (PSERS), is seeking proposals for Election Management and Administrative Services to facilitate the election of trustees for the Public School Employees’ Retirement Board.
This initiative aims to ensure a competent and independent contractor is responsible for managing the election process, which includes ballot preparation, distribution, vote validation, tabulation, and certification of results.
The elections will involve approximately 157,000 active certified members, 122,000 non-certified members, 250,000 retirees, and 4,500 school board members over a five-year period from June 1, 2025, to December 31, 2029.

Work Details
The contractor will be responsible for:
1. Preparation and distribution of election ballots to eligible constituencies.
2. Receiving, validating, and tabulating votes.
3. Certifying election results.
4. Utilizing electronic voting methods via internet and IVR telephone systems while also being capable of conducting paper ballot elections if necessary.
5. Maximizing ballot response rates through effective design and validation systems.
6. Ensuring ballot security to prevent tampering or fraud while maintaining voter secrecy.
7. Providing comprehensive reports including certification of results by calendar year end.
8. Maintaining records for six months or until 30 days after notifying non-elected candidates (whichever is longer).
9. Offering timely support throughout the election process from design to final record disposition.

Period of Performance
The contract will commence on the Effective Date and will last for five years until December 31, 2029.

Place of Performance
The services will be performed in Pennsylvania as required by the PSERS.