Contract will be for blended election services for two (2) elections; one State Employee Representative and one Municipal Employee Representative.
| Location: | Mississippi |
|---|---|
| Posted: | Nov 12, 2025 |
| Due: | Dec 2, 2025 |
| Agency: | State Government of Mississippi |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | 1531-26-R-RFQF-00001 |
| Publication URL: | To access bid details, please log in. |
Procurement Details
| Smart Number | 1531-26-R-RFQF-00001 | Advertised Date | 11/12/2025 5:00 PM |
| RFx # | 3140004440 | Submission Date | 12/02/2025 12:00 PM |
| RFx Status | Open | Major Procurement Category | PERSONNEL SERVICES NON-IT |
| RFx Opening Date | 12/02/2025 12:00 PM | Sub Procurement Category | PERSONNEL SERVICE - NON-TECHNOLOGY |
| RFx Type | RFQ - Formal | ||
| Agency | MS PUBLIC EMPLOYEES RETIREMENT | ||
| RFx Description | Contract will be for blended election services for two (2) elections; one State Employee Representative and one Municipal Employee Representative. | ||
Contact Information
| Name | JUDY MILLER | jmiller@pers.ms.gov | |
| Phone | Fax |
RFx Items
| PRODUCT CATEGORY | PRODUCT DESCRIPTION |
| 96258 | Serv MiscNo2Profess |
Awarded
| VENDOR NAME | VENDOR NUMBER | AWARD DATE | AWARD AMOUNT | FUNDING SOURCE |
Bid Attachments
|
Attachments
Election Services RFQ 3140004440 FINAL jm 111225 |
Attachment Preview
Request for Proposals
Election Services for PERS Board Positions
RFQ #3140004440
November 12, 2025
Table of Contents
Public Employees’ Retirement System of MS
429 Mississippi Street
Jackson, MS 39201-1005
jmiller@pers.ms.gov
www.pers.ms.gov
Section
Page
I. Transmittal Letter………………………………..3
II. General Information……………………………..4
III. Specifications……………………………………7
IV. General Requirements…………………………..10
V. Submission of Bids………………………………11
VI. Preparation of Bid Response .…………………...12
VII. Contracts……………………………………….. 13
Attachments
Page
A. PERS Contract for Services.……………………. 14
B. Bid Form for Election Services.………………… 29
C. Confidentiality Agreement....……………………. 30
Page 2
Section I - Transmittal Letter
To:
Interested Vendors
Date:
November 12, 2025
Re:
Transmittal Letter
The Public Employees’ Retirement System of Mississippi (PERS) invites bids for blended election
services for the PERS Board positions representing State Employees and Municipal Employees. The
schedule of events for this solicitation is:
1. Request for Proposals Released
Wednesday, November 12, 2025
2. Vendor Questions Due
Monday, November 17, 2025 5:00 p.m. CST
3. Response to Questions Released
Thursday, November 20, 2025 5:00 p.m. CST
4. Proposals / Responses Due
Tuesday, December 2, 2025 12:00 p.m. CST
5. Contract Awarded
Tuesday, December 9, 2025
All questions related to this Request for Proposals should be submitted via email to Judy Miller (e-mail
below) in the PERS Accounting Department. Questions must be emailed to the email address below
by Monday, November 17, 2025, by 5:00 p.m. Please label your email as Questions for Proposal
#3140004440 for Election Services.
Public Employees’ Retirement System of Mississippi
Accounting Department
Attention: Judy Miller
429 Mississippi Street
Jackson, Mississippi 39201-1005
jmiller@pers.ms.gov
Bids must be submitted to the mailing address above. Bids must be received in the PERS office on
Tuesday, December 2, 2025, by 12:00 p.m. CST. Please mark your envelope as a sealed bid.
PERS reserves the right to reject any or all proposals and to accept the proposal deemed best for PERS.
Material not in accordance with specifications returned at vendor’s expense.
Page 3
Section II - General Information
Statement of Understanding
The Public Employees’ Retirement System (PERS) of Mississippi is seeking to establish a contract for
blended election services for two elections. The two elections are for one State Employee Representative
and one Municipal Representative position on the PERS of Mississippi Board of Trustees. The election
services required include:
• Secure handling of confidential election participant information
• Printing and mailing of election information packages
• Toll-free telephone customer assistance available to participants provided by vendor
• Vote collection and tabulation from telephone responses
• Vote collection and tabulation from mailed paper ballots
• Vote collection and tabulation from secure internet site provided by the vendor
• Assurance that each participant is allowed only one vote using only one of three methods
• Certification of election results and overnight transmittal of results to PERS
• Reporting of election statistics to PERS
Conference or Visit
Immediately following the contract start date, at a date and time to be determined, the selected vendor is
required to meet with PERS in an agreed upon format, Teams, Zoom etc. or in person at 429 Mississippi
Street in Jackson, Mississippi. The purpose of this conference or visit will be to review the project
timeline and process, materials needed, and any other information necessary for delivery of services in
accordance with the required timelines. The date and time of this meeting will be coordinated by the
designated PERS representative.
Hours of Operation
The Public Employees’ Retirement System’s normal hours of operation are CDT 8:00 a.m. to 5:00 p.m.
The communications between PERS and the vendor will not be limited by these hours of operation but
used as a baseline to expect more timely responses during that period.
Data Security
Because of the sensitive information involved in elections, the vendor must provide security throughout
the election process to ensure the confidentiality and safety of this information. The vendor will be given
a partial Social Security number and most recent home address for each participant. The vendor must
provide a secured portal or SFTP website that utilizes HTTPS SSL encryption for the transfer of our data
file. This file will be in ASCII standard fixed length format. A signed confidentiality agreement from the
vendor will be required before any transfer of data occurs. The vendor must destroy all data files supplied
by PERS 90 days after the PERS Board of Trustees has certified the election results. PERS must receive
written confirmation of this destruction.
Confidentiality Agreement
The selected vendor will be required to complete a confidentiality agreement, guaranteeing that the
confidentiality of all PERS-related data and information will be safeguarded. The agreement is included
as Attachment C.
Expenses Incurred in Preparing Bid
All parties participating in the procurement process with regard to this solicitation shall bear their own
costs of participation, pursuant to Section 1.4.4 of the Public Procurement Review Board Office of
Personal Service Contract Review Rules and Regulations.
Page 4
Bid Form
All pricing must be submitted on the Bid Form for Election Services (Attachment B). Failure to complete
and/or sign the bid form may result in the bidder being determined nonresponsive.
Bid Certification and Contract Term
The bidder agrees that submission of a signed bid form is certification that the bidder will accept an award
made to it as a result of the submission.
The contract term and work schedule set out herein represent the schedule that will be followed through
December 31, 2026, or earlier, depending on the completion of the Municipal Employee election and
certification of results, including a potential runoff, by the PERS Board.
PERS Board Election Schedule – Election #1 – State Employee Representative
Term Ends 6/30/26
February 6, 2026
Deadline for preparation of ballot
February 25, 2026
Board approval of ballot at regularly scheduled meeting
March 10, 2026
Deadline to mail ballots
April 14, 2026
Deadline for receipt of ballots/votes
April 22, 2026
Board approval of election results at regularly scheduled meeting
Runoff (if necessary)
May 12, 2026
June 16, 2026
June 24, 2026
Ballots mailed
Deadline for receipt of ballots/votes
Board approval of election results at regularly scheduled meeting
PERS Board Election Schedule – Election #2 –Municipal Employee Representative
Term ends 12/31/26
July 27, 2026
Deadline for preparation of ballot
August 26, 2026
Board approval of ballot at regularly scheduled meeting
September 8, 2026
Deadline to mail ballots
October 13, 2026
Deadline for receipt of ballots/votes
Page 5
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