ID: RFP-10-23-01

The State Universities Retirement System of Illinois (SURS) is soliciting proposals from qualified candidates to provide election services for the May 1, 2024, board of trustee’s elections. SURS expects to issue a five-year contract to the selected vendor so SURS will have the option of working with the selected vendor for the May 1, 2027, election. SURS participating members and annuitants will be electing board members in a maximum of three potential elections for the May 1, 2024 election: 1) the active participant election where two (2) trustees will be elected for six (6) year terms; 2) the active participant election where one (1) trustee will be elected for a three (3) year term (to fill an unexpired term after appointment) and 3) the annuitant trustee election where one (1) trustee will be elected for a six (6) year term. The number of elections will depend on applicants who successfully submit the required number of petition signatures. See Appendix I for historical ballot counts for the 2018 and 2021 trustee elections.

Document NameDatePages
Election Services Vendor for Board of Trustees ElectionMarch 13, 202335
Appendix H – Sample ContractMarch 13, 202314
Question and Answer DocumentApril 21, 20232

Schedule

DescriptionDate
Quiet Period BeginsMarch 13, 2023
RFP IssuedMarch 13, 2023
Responder Questions DueApril 14, 2023, 4:30 p.m. CT
Responses to QuestionsApril 21, 2023, 4:30 p.m. CT
RFP Responses Due on or BeforeApril 26, 2023, 4:30 p.m. CT
Evaluations and InterviewsMay 1 – 12, 2023
Internal Selection CommitteeMay 17, 2023
Board Selection ApprovalJune 2, 2023
Anticipated Project StartJune 30, 2023
Petition Portal Start DateOctober 1, 2023
Petition Portal AvailableOctober 1, 2023 – January 31, 2024
Candidate Bios and Ballot Order to VendorNo later than February 9, 2024
Draft of Election Materials Approved by SURSFebruary 20, 2024
Address Files to Vendor from SURSMarch 15, 2024
Election Materials Printed and Assembled by VendorFebruary 20, 2024 – March 28, 2024
Voting PeriodApril 2, 2024 – May 1, 2024
Certification of Election Results to SURSMay 2, 2024