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 Name | Date | Pages |
|---|---|---|
| Election Services Vendor for Board of Trustees Election | March 13, 2023 | 35 |
| Appendix H – Sample Contract | March 13, 2023 | 14 |
| Question and Answer Document | April 21, 2023 | 2 |
Schedule
| Description | Date |
|---|---|
| Quiet Period Begins | March 13, 2023 |
| RFP Issued | March 13, 2023 |
| Responder Questions Due | April 14, 2023, 4:30 p.m. CT |
| Responses to Questions | April 21, 2023, 4:30 p.m. CT |
| RFP Responses Due on or Before | April 26, 2023, 4:30 p.m. CT |
| Evaluations and Interviews | May 1 – 12, 2023 |
| Internal Selection Committee | May 17, 2023 |
| Board Selection Approval | June 2, 2023 |
| Anticipated Project Start | June 30, 2023 |
| Petition Portal Start Date | October 1, 2023 |
| Petition Portal Available | October 1, 2023 – January 31, 2024 |
| Candidate Bios and Ballot Order to Vendor | No later than February 9, 2024 |
| Draft of Election Materials Approved by SURS | February 20, 2024 |
| Address Files to Vendor from SURS | March 15, 2024 |
| Election Materials Printed and Assembled by Vendor | February 20, 2024 – March 28, 2024 |
| Voting Period | April 2, 2024 – May 1, 2024 |
| Certification of Election Results to SURS | May 2, 2024 |