Asset Management System

The Vendor is required to provide a comprehensive asset management system to enhance the efficiency, accountability, and transparency of our election logistics operations, including the storage, packing, tracking, and transport (drayage) of election supplies, equipment, and ballots.
- Services include:
• Streamline the inventory and asset management of election supplies, equipment, and materials
• Improve the accuracy and efficiency in the packing, staging, and delivery of election supplies, equipment, and materials
• Improve the accuracy and efficiency of testing and maintenance history of voting equipment
• Improve the tracking of equipment and ballots during transport to and from In-Person Voting Locations
• Enable real time tracking and chain of custody of the daily collection of ballots from Vote-by-Mail Drop Boxes
• Improve the tracking and chain of custody of Vote-by-Mail Ballot Envelopes in our possession as they move through the process
• Provide centralized data access for staff with appropriate permissions and audit logs.
• The ideal system must be a proven software and hardware solution that includes robust features, tools, and security measures to support the effective management and tracking of election-related assets.
- Inventory Management:
1. Catalog and manage all election related assets such as ballots, ballot containers, voting equipment, and supplies
2. Support barcode scanning with the possibility of moving to RFID tagging in the future
3. Support barcode scanning with a portable handheld device to track the movement of ballots, supplies, and voting equipment in the field
4. Track asset location, status, condition, and life cycle
- Packing and Deployment:
1. Plan, organize, and track contents of supply and equipment containers
2. Create and assign packing list by in-person voting location and/or delivery routes
3. Print packing slips, labels, and tracking tags
- Tracking and Drayage:
1. Track round trip movement of assets from storage to drayage facility, to in-person voting locations, and back
2. Real time scan-based status updates for delivery and pickup
3. Project management tools to create delivery schedules and chain of custody logs
- Ballot Collecting Tracking:
1. Record pickup of ballots from official ballot drop boxes
2. Track individual pickup events that include a timestamp, location, personnel involved, and quantity of ballot containers
3. Provide audit trail and reporting to ensure transparency and legal compliance
- Reporting and Audit Logs:
1. Customizable reports for chain of custody, asset status, delivery logs, inventory, and ballot collection
2. Maintain secure logs of user actions and asset movements
- Support and Training:
1. Onboarding and training of elections staff
2. Ongoing technical support and maintenance
3. Documentation and user manuals
- Technical Requirements:
1. Secure login with role-based access controls to restrict data access to authorized personnel only
2. Software should be required to use strong encryption protocols for data at rest and in transit
3. Audit trails to maintain comprehensive logs of all system activities for accountability and forensic analysis
4. Interval security updates to protect against emerging threats
5. Backup and recovery to ensure data preservation and restoration in the event of loss or damage
6. Data migration support
7. Designated availability and uptime, especially around election peak times.
- Contract Period/Term: 2 years
- Questions/Inquires Deadline: July 15, 2025