Election Services for PERS Board Positions

2026-11-03

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 .

Mississippi

2026-04-29