Election Centric Asset and Inventory Management System

The Vendor is required to provide to develop and implement an asset and inventory management system that is highly configurable to support election operations.
- System shall support complex inventory requirements, ensure accurate tracking and chain of custody, and streamline logistical workflows throughout the entire election lifecycle.
- Responsible for any software customization, design engineering, hardware and equipment installation, integration and configuration, testing, operations, database management, system administration, and maintenance.
- The system shall provide secure, scalable tracking of election assets with inventory control, chain of custody, location validation, and audit reporting supported by recommended hardware for efficient field operations.
- Inventory Control and Categorization
•    Track both durable assets (e.g., voting machines, iPads, laptops) and consumables (e.g., paper, seals, and forms).
•    Support flexible categorization for hundreds of asset types and tens of thousands of items.
•    Provide real-time inventory updates and status tracking.
- Asset Assignments and Nesting
•    Support multi-layer nesting of assets within containers (e.g., laptops, printers, supplies inside a cabinet or case).
•    Assign containers to specific locations, teams, or individuals.
o    Individual asset assignments (e.g., staff laptop, cell phone).
o    Team-based asset assignment (e.g., projector assigned to training team).
- Digital Chain of Custody
•    Full chain of custody management for critical election equipment.
•    Ability to timestamp logs and digital signatures for:
o    Asset transfers.
o    Check-ins and check-outs.
o    Deliveries and returns.
- Location Tracking Capabilities
•    Radio Frequency Identification (RFID)
•    Bluetooth
•    Global Positioning System (GPS)
- Delivery & Deployment Tracking
•    Track delivery and return of assets to/from voting locations.
•    Record who delivered, when, and where each item was deployed.
•    Designate assets to specific locations and validate delivery using:
o    Geo-fencing or similar location verification technologies.
- Audit & Reporting Functions
•    Maintain full audit logs of all users and system activity for compliance.
•    Support customizable report generation for:
o    Asset status and availability.
o    Inventory counts and trends.
o    Movement history.
o    Chain of custody records.
- Hardware Recommendations
•    Handheld barcode/RFID scanners for efficient asset scanning.
•    Mobile devices/tablets for on-site tracking and updates.
•    RFID tags or Bluetooth beacons, if applicable, for automated location tracking.
- System Design and Integration Preferences
•    Provide a web-based, cloud-hosted, or hybrid solution.
•    Documented uptime Service Level Agreement (SLA) is required.
•    Robust Application Programming Interface (API) and/or libraries for data exchange with external systems are strongly preferred.
•    Support bulk import/export of asset lists.
•    User-friendly interface with mobile device compatibility.
•    Compliance with all applicable state and federal policies related to election equipment handling and security.

- Contract Period/Term: 1 year
- Pre-Proposal Conference Date: September 16, 2025
- Questions/Inquires Deadline: September 19, 2025