FROM: Debby Cherney, Chief Executive Officer
SUBJECT: SBCERA Board Elections - Contracted Election Services
RECOMMENDATION:
title
Approve an agreement with MK Election Services, LLC for Contracted Election Services for the elections from 2024 through 2028.body
BACKGROUND:
In January 2024, staff released a Request for Proposals (RFP), which was posted on sbcera.org and publicized through social media. The RFP indicated that the firm selected would conduct all aspects of a hybrid paper ballot/electronic voting election for the Board of Retirement, in accordance with the County Employees Retirement Law of 1937 (CERL) and General Board Policy No. 006 - Board of Retirement Elections (the Election Policy).
SBCERA received four proposals in response to the RFP. Staff reviewed each proposal for a demonstration of professionalism, compliance with the requirements of the RFP, a strong understanding of services needed by SBCERA, and for providing a clear and detailed process for the scope of services required. Staff also evaluated relative cost and value for each firm, which is highlighted below:
1. MK Election Services, LLC: $68,260
• Cost includes a postage estimate based on 26,000 mailed ballots,
• Cost includes fees for onsite representative,
• Cost ladder for each year to accommodate inflation of 2.5% per year, or CPI minus 1%, whichever is higher,
• Replacement ballots/credentials will be charged at $6.00/action, plus $.68 postage if sent by paper,
• Currently serves SBCERS and ACERA in similar elections, and
• Based in California
2. Integrity Voting Systems: $115,808
• Cost does not include postage, and estimated cost per piece is not provided,
• Cost includes fees for onsite representative,
• Replacement ballots/credentials will be charged at $10.00/action, plus postage and $2.50 for undeliverable handling fee,
• Cost for 2025, 2027, and 2028 are not included in proposal,
• Currently serves CALPERS and CALSTRS in larger elections, and
• Based in Washington.
3. Survey and Ballot Systems: $26,975
• Quote does not include postage, at $0.60/per package, and $0.66/ per returned paper ballot,
• Replacement ballot/credential costs are not included,
• Costs for onsite representative are not included,
• Substantial changes to SBCERA’s legal agreement were suggested,
• Does not currently work with any CERL systems, and
• Based in Minnesota.
4. Simply Voting: $41,580
• Quote does not include postage, and estimated cost per piece is not provided,
• Costs for replacement ballots/credentials are included,
• Travel costs for onsite representative are not included,
• Currently serves LACERA in similar elections,
• Based in Canada, and
• Proposal was not in compliance with the requirements of the RFP, and thus, will not be considered.
Three (3) proposals were in compliance with the requirements of the RFP; of which the firms are well-qualified to perform a hybrid paper ballot/electronic voting election. Given cost, experience with other CERL systems, positive feedback from references, professionalism and ability to perform required services, staff recommends that MK Election Services, LLC be selected to conduct the Board of Retirement Elections for the years 2024-2028.
One proposal was not in compliance with the requirements of the RFP, and thus, will not be considered.
A copy of MK Elections proposal is attached as Confidential Exhibit A, SBCERA General Policy No. 006 (Board of Retirement Elections) is attached as Exhibit B, and screenshots of their online voting system to demonstrate the ease of useability to members who will vote electronically is attached as Exhibit C, respectively.
COMMITTEE REVIEW:
An Elections Ad Hoc Committee consisting of Chair Bracco, Vice Chair Basle, Trustee Stafford and Trustee Fiorino met on April 2, 2024 to review the staff recommended proposal.
BUDGET IMPACT:
Costs for this item are included in the current year administrative budget.
STRATEGIC PLANNING GOAL/OBJECTIVE:
Operational Excellence & Efficiency
STAFF CONTACT:
Debby Cherney
Barbara Hannah
Christa James
ATTACHMENTS:
Exhibit A: Proposal from MK Election Services, LLC - Confidential
Exhibit B: General Policy No. 006 (Board of Retirement Elections)
Exhibit C: MK Election Services, LLC online voting system screenshots