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Q23002274 BOARD OF TRUSTEE'S ELECTION SERVICES 2023

General Information
Solicitation Number
Q23002274version:    01
Status
Awarded
Department
Budget & Finance
Division
Employees Retirement System
Islands (where the work/delivery is to be performed)
Oahu
Category
Services
Release Date
04/24/2023
Amendment Date
04/28/2023
Amendment Reason
1. Updated election ballot quantity from 150,000 to 130,000 2. Added research statement: Conduct research of address and provide ERS procedures for handling returned mail with no forwarding addresses so offeror can mail new ballot to new address found (if any), etc. Scheduled solicitation dates remain the same, no change. (sjm)
Offer Due Date & Time
05/15/2023 02:00 PM
Description
This is an electronic competitive bid, Request for Quotation governed by State of Hawaii HRS 103D. hardcopies will not be accepted, all communications thereof concerning this RFQ to be through HIePRO. Awardee will provide all labor, materials, equipment, and supervision to complete election services as described herein per the specifications contained in this RFQ and per State of Hawaii Administrative Rules Title 6, Chapter 24, for Election of Members and Retirant of the System to the Board of Trustees. Awardee to provide services as required to fill 1 elected seat on the Board of Trustees of the Employees’ Retirement System of the State of Hawaii (ERS). All services and expenses to complete the election shall be the responsibility of the Contractor exclusively and their subcontractor (if used). The Awardee shall be required to complete the services as specified herein per specifications and Procurement Timetable. to fill one (1) seat on the Board of Trustees of the Employees’ Retirement System (ERS) of the State of Hawaii. The Quote by the Contractor shall be firm and fixed for minimum of 60 calendar days. The confidential information made available to the contractor shall survive the termination of the contract and that information shall be returned back to ERS upon contract completion.
Contact Person
MELENDREZ, PMO, STEVEN J.
Email
steven.melendrez@hawaii.gov
Phone
808-586-1776
General Comments
This is an electronic competitive bid, Request for Quotation governed by State of Hawaii HRS 103D. hardcopies will not be accepted, all communications thereof concerning this RFQ to be through HIePRO. Awardee will provide all labor, materials, equipment, and supervision to complete election services as described herein per the specifications contained in this RFQ and per State of Hawaii Administrative Rules Title 6, Chapter 24, for Election of Members and Retirant of the System to the Board of Trustees. Awardee to provide services as required to fill 1 elected seat on the Board of Trustees of the Employees’ Retirement System of the State of Hawaii (ERS). All services and expenses to complete the election shall be the responsibility of the Contractor exclusively and their subcontractor (if used). The Awardee shall be required to complete the services as specified herein per specifications and Procurement Timetable. to fill one (1) seat on the Board of Trustees of the Employees’ Retirement System (ERS) of the State of Hawaii. The Quote by the Contractor shall be firm and fixed for minimum of 60 calendar days. The confidential information made available to the contractor shall survive the termination of the contract and that information shall be returned back to ERS upon contract completion.
Procurement Officer
Thomas Williams, Executive Director
Attachments
Confidentiality Agreement.pdf
HAR TITLE 6 Chapter_24 ERS BOT ELECTIONS.pdf
Trustee_Election_Address_File_Format 2023 FIN.pdf
Attachment SAMPLE BALLOT fin sjm.pdf
Attachment ENVELOPE_SAMPLE sjm fin.pdf
230426. RFQ SPEC & AMENDMENT # 1, BOARD OF TRUSTEES ELECTION SERVICES 2023 fin.pdf
Amendment No. 1 to TRUSTEES ELECTION SERVICES 2023 fin.pdf
103D-1 General Conditions.pdf

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Direct all questions regarding this Solicitation, and any questions or Issues relating to the accessibility of this Solicitation (Including the appendices and exhibits to this Document, and any other document related to this Solicitation), to: MELENDREZ, PMO, STEVEN J..

Q23002274 BOARD OF TRUSTEE'S ELECTION SERVICES 2023

Line Items
#
Title
Quantity
Unit of Measure
Commodity Code
 

1
BOARD OF TRUSTEE ELECTION SERVICES FOR ERS
1
JOB
921190 

Code Table
Commodity Code Description
921190 Election boards
General
Quantity
1
Unit of Measure
JOB
Title
BOARD OF TRUSTEE ELECTION SERVICES FOR ERS
Description
ELECTION SERVICES FOR THE TERM STARTING JAN 2, 2024 FOR THE GENERAL EMPLOYEE REPRESENTATIVE ON THE ERS BOT.
Attachments

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Direct all questions regarding this Solicitation, and any questions or Issues relating to the accessibility of this Solicitation (Including the appendices and exhibits to this Document, and any other document related to this Solicitation), to: MELENDREZ, PMO, STEVEN J..

Q23002274 BOARD OF TRUSTEE'S ELECTION SERVICES 2023

Instructions
  • ADDITIONAL FEES AND CHARGES: Vendors shall include all applicable fees, charges, surcharges, shipping/handling, delivery, or any other charges associated with this solicitation in the price submitted.
  • VENDOR COMPLIANCE – PAPER DOCUMENTS : Vendors not utilizing HCE shall provide paper certificates that must be valid at the time of award. All applications for applicable clearances are the responsibility of the vendor, who must be compliant pursuant to HRS§103D-310(c) with the chapters 1) Chapter 237, General Excise Tax Laws; 2) Chapter 382, Hawaii Employment Security Law; 3)Chapter 386, Worker’s Compensation Law; 4) Chapter 392, Temporary Disability Insurance; 5)Chapter 393, Prepaid Health Care Act; and 6) §103D-310(c), Certificate of Good Standing (COGS) for entities doing business in the State. Upon receipt of compliance paper documents (A-6, LIR#27, COGS), the purchasing agency reserves the right to verify their validity with the respective issuing agency.
  • TRANSACTION FEES: The awarded vendor shall pay a transaction fee of 0.75% (.0075) of the award, not to exceed $5,000 for each award. This transaction fee shall be based on the original award amount and the awarded vendor shall be responsible for payment of the fee to Tyler Hawaii, the vendor administering the HIePRO. Payment must be made to Tyler Hawaii within thirty (30) days of receipt of invoice. The invoice is generated based on the date the award is posted.
  • OFFER DEEMED FIRM/AUTHORITY TO SUBMIT OFFER: Submission of an electronic response to the State of Hawaii constitutes and shall be deemed an offer to sell the specified goods and/or services to the State of Hawaii at the price shown in the response and under the State's Terms and Conditions. The electronic response submitter certifies that he/she is authorized to sign the response for the submitting vendor and that the response is made without connection with any person, firm, or corporation making a response for the same goods and/or services and is in all respects fair and without collusion or fraud.
  • HAWAII GENERAL EXCISE TAX (GET): Unless otherwise stated in this solicitation, vendors shall include all applicable taxes in the price submitted. The Hawaii General Excise Tax (GET) shall not exceed 4.712% for the islands of Oahu, Kauai and Hawaii, and 4.1666% for the island of Maui.
  • VENDOR NON-COMPLIANCE : NON-COMPLIANCE may result in a vendor not receiving an award, delay of payment, or cancellation of award. If the vendor does not maintain timely compliance, which is the vendor’s responsibility, an offer otherwise deemed responsive and responsible may not be awarded. State agencies may check for compliance at any time.
  • COMPLIANCE AND DOCUMENTATION: Vendors are required to be compliant with all appropriate state and federal statutes. Proof of compliance is required through HCE or via paper documentation.
  • VENDOR REGISTRATION IN HAWAII COMPLIANCE EXPRESS (HCE) : Vendors can register at https://vendors.ehawaii.gov/hce via an annual subscription fee and should subscribe prior to responding to a solicitation. For more information visit the HCE Section of the FAQs at http://spo.hawaii.gov/faqs/#tabs-4.
  • RESPONSE TO THIS SOLICITATION: Only responses submitted through HIePRO shall be considered for award.
  • QUESTIONS ABOUT THIS SOLICITATION: Unless otherwise indicated, questions regarding this solicitation must be directed to the Buyer listed.