The vendor is required to provide that investigative electronic database and submission system for a database of stolen bicycles so that the public can conduct a theft check of stolen bicycles within the city and county.
- The system to accept, store, and maintain digital photographs that may capture the transaction of an article that was sold or pawned at a dealer, including receiving employee’s digital signature and photograph of person who sold/pawned the article, the seller’s valid government identification, and negotiated financial agreement.
- The system must also provide department investigators with search functions that can conduct investigative queries with advanced algorithms of the transactional data or transactions that can ascertain the following parameters with high probability to:
• Locate, identify, and determine that an article that had been sold or pawned at a dealer;
• Identify the person(s) who sold that stolen item to the dealer;
• The dealer does not re-sell article(s) that have been located, identified, and determined to be stolen;
• Assist in the recovery and submittal of stolen article(s) into department evidence until a determination can be made of the rightful owner(s) are; and
• Articulating the facts and circumstances on how the sold article was located, identified, and determined to be stolen as well as identifying the person(s) who sold that stolen article(s) to the dealer.
- Provide a software as a service (“SAAS”) system.
- Provide a secured web-based system that authorized department personnel, dealers and the public can access 24/7, every day of the year, unless approved for scheduled downtimes by the officer-in-charge.
- Provide security and access control for the system as follows:
• Provide a system with security measures in place such as firewalls, off-site portals not connected to the main server, encryption services, etc. to prevent ransomware, data breach, or cyber-attacks on the system
1. Network security.
• Facilitate a defense in-depth approach to the network security design by following industry best practices.
• The network has protection at multiple layers and by multiple technologies
• Monitoring and logging shall be performed by automated log servers and monitoring tools that will alert technicians of problems 24/7.
- Multi-factor authentication (“MFA”).
- The system must support and enforce multi-factor authentication to ensure secure access.
- Audit log tracking. the system must track and record all system activities, providing detailed audit logs that be reviewed and analyzed for security and compliance purposes.
- Role-based access controls. the system must implement role-based access controls to ensure that access permissions are granted based on user roles, limiting access to sensitive information and function to authorized personnel only.
- Single sign-on (“SSO”) support. the system must support the integration of department SSO solution, enabling seamless and secure user authentication.
- Data encryption: All data must be encrypted at rest and in transit, ensuring the protection of sensitive information from unauthorized access and breaches.
- Secure and maintain all stored data of personal and confidential information with the ability to backup database, and backup retrieval of data
- Provide an electronic program to collect, organize, associate, and interpret the rots data received from dealers.
- Collect, organize, associate, and interpret personal information and historical transaction data and compare that data against other transactions will associate known sellers, where they reside, phone contact information, known associates, pawn or sell items and types of items they sell both locally and nationwide.
- Collect, organize, and associate images of people who have sold or pawned items at a dealer in order to advance property crime investigations
- Collect and organize property and seller images associated with transactions to positively identify stolen property to ultimately return stolen property to its rightful owner(s).
- Data entry access:
• Authorized department personnel shall have data entry access to electronically submit rots that have been submitted to department via facsimile or hard copy.
• Authorized dealers, their employees/representatives shall have data entry access into the system to electronically submit rots.
• The system shall employ department security features to all users that are designated with data access to prevent unauthorized access.
- Audit access: Access for department to audit business transactions as needed to verify and monitor reporting practices.
- Dealers are able to submit and input their rots information to be submitted and inputted includes, but is not limited to:
• Seller’s or pawn borrower’s name;
• Seller’s or pawn borrower’s address;
• Seller’s or pawn borrower’s contact phone number;
• Seller’s or pawn borrower’s age and date of birth;
• Seller’s or pawn borrower’s valid government identification number, expiration, and issuing government agency;
• Seller’s or pawn borrower’s height, weight, hair color, and eye color;
• Complete description of the article being sold or pawned, including, but not limited to, size, weight, patterns, engravings, serial numbers, or any unusual identification marks;
• Negotiated price and quantity of the article(s) that are sold or pawned;
• Seller’s or pawn borrower’s signature, date, and time;
• Receiving dealer employee’s signature, date, and time;
• Photograph or the article;
• Photograph of the seller or pawn borrower;
• Photograph of the seller’s or pawn borrower’s valid
• Government identification;
• Seller’s or pawn borrower’s digital signature;
• Seller’s or pawn borrower’s digital fingerprints;
• Pawn transaction agreement (“PTA”), form hpd-531e
- Printed, scanned, and uploaded into the system for the rot, which includes information such as:
• The type of identification presented by the customer(s) or pawn borrower(s);
• The transactions number;
• The date on which the PTA is signed;
• The net amount paid to, received by, or paid or payable for the account of the customer(s) or pawn borrower(s), expressed as the “amount financed”;
• The dollar amount or the pawn finance charge, expressed as the “finance charge”;
• The rate of the pawn finance charge as applied to the amount financed, expressed as the “annual percentage rate”;
• The total amount that must be paid to redeem the pledged goods on or before the maturity date, expressed as the” total of payments”;
• The maturity date of the rot;
• A written statement to the effect that the customer(s) or pawn borrower(s) is not obligated to redeem the pledged goods or the pledged goods shall be forfeited to the pawnbroker upon the
expiration of the last holding period, provided that the pledged goods may be redeemed by the customer(s) or pawn borrower(s) within the holding period by making payment of the originally agreed total of payments plus an additional pawn finance charge in accordance and;
• The date on which the hold period expires
• Dealer’s notarized declaration for catalytic converters which must be able to be printed, scanned, and uploaded into the system for the rot, which includes information such as:
1. A written statement signed by the seller(s) certifying that the seller(s) has the lawful right to sell and dispose of the catalytic converter;
2. Seller(s) name, business or residential address, and occupation;
3. Including serial numbers and other identifying marks, when practical, of every catalytic converter;
4. Amount paid to the seller(s);
5. Date, time, and place of the sale;
6. License plate number of any vehicle and/or trailer used to deliver the property for a scrap seller transaction;
- Investigative queries with advanced algorithms that can ascertain the following parameters with high probability:
• Transactions;
• Personal information of sellers/pawn borrowers;
• Residential addresses of sellers/pawn borrowers;
• Phone contact information of sellers/pawn borrowers;
• Known associates of sellers/pawn borrowers with identifying markers outlining associates are connected;
• Sellers/pawn borrowers’ transaction history information;
• Sellers/pawn borrowers associated with person(s) of interest should be able to be run automatically as individuals or a list of individuals;
• Sellers/pawn borrowers with known associates’ transactional history;
• Same-day transaction images of sellers/pawn borrowers and articles being sold;
• Sold or pawned articles by description;
• Sold or pawned article serial number searches (partial/whole);
• Vehicle description and license plate (partial/whole) searches;
• Image search with local and national coverage;
• Advanced algorithms to search articles that were sold or pawned, and compare known associate transactions to identify possible organized retail theft groups, and has the ability to cross-check those numbers against millions of transactions;
• Phone number queries which can identify people, known associates, and transaction data associated with particular phone numbers;
• Recognize and highlight patterns using advanced analysis/algorithms, and ability to share data using standardized reports;
• Access to search phone numbers in order to identify the owner of that phone number and the phone carrier; and
• Access to templates that will expedite search warrants, subpoenas, and preservation requests to phone carriers;
• Search transactional data by name of the potential seller;
• Using an image or description of an article to ascertain if that article was sold or pawned at a dealer.  - Contract Period/Term: 5 years
- Questions/ Clarification/Inquires Deadline: March 3, 2025