10-Specifications .pdf

SPECIFICATIONS

SCOPE

Harris County is seeking proposals from qualified vendor(s) for an Election-Centric Asset and Inventory Management

System for the Harris County Clerk’s Office as described herein. The term shall begin on or about November 1, 2025 and ending October 31, 2026 or until all services ordered prior to the expiration date have been satisfactorily delivered and accepted or performed satisfactorily for the using department(s).

PRE-PROPOSAL CONFERENCE

A pre-proposal conference will be held September 16, 2025 at 11:00am local time, Houston, TX via Microsoft Teams.

Attendance is not mandatory; however, all vendor(s) are encouraged to attend in order to have a better understanding of the requirements of this Request for Proposal (RFP). Persons with disabilities requiring special accommodations should contact Office of the Purchasing Agent at 713-274-4400 at least two (2) days prior to the conference.

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It is the responsibility of each vendor to examine the entire RFP package, seek clarification in writing, and review their offer for accuracy before submitting. Questions relating to this RFP must be submitted in writing through

Bonfire. The deadline for submission of questions relating to this RFP is listed on the Event schedule within Bonfire of this project. All questions submitted in writing prior to the deadline will be compiled and answered in writing. A copy of all questions and answers will be released as a Public Notice within Bonfire to all firms. The County will not be bound be any information conveyed verbally.

RENEWAL OPTIONS

Harris County may consider four (4) one-year renewal options, renewable one (1) year at a time, based upon the same terms, conditions and pricing as the original year. Renewal is subject to approval by the Harris County Commissioners

Court. Once renewal options are exhausted, the contract must be rebid. Harris County reserves the right to rebid at any time as is in its best interest and is not automatically bound to renew.

BACKGROUND

Harris County, Texas is the third (3rd) most populous County in the nation, ranking behind Los Angeles County, California and Cook County, Illinois. The County seat is Houston, Texas, the 4th largest city in nation. There are thirty-eight (38) municipalities located within the 1,788 square mile geographical boundary of Harris County. Harris

County has a culturally diverse community with a population nearly five (5) million according to the 2020 U.S.

Census estimate. The County is governed by a five (5) member Commissioners Court, which is comprised of four

County Commissioners (Commissioner Precincts 1 - 4) and the County Judge.

Harris County Clerk’s Office (HCCO) was established in 1836. HCCO stands as one (1) of the oldest and most enduring administrative institutions in the state of Texas. Originally tasked with managing essential civic functions such as property records, marriage licenses, and court documentation, the office has evolved significantly in response to the County’s rapid growth and increasing administrative complexity.

HCCO Election Division is responsible for administering and overseeing all statutory electoral functions as mandated by federal and state laws. This includes coordinating and conducting elections, ensuring compliance with election regulations, maintaining election equipment and security protocols, and certifying election results. HCCO plays a critical role in upholding the integrity, transparency, and accessibility of the electoral process within the County.

Election-Centric Asset and Inventory Management System for the Harris County Clerk’s Office https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTdmYjk1YTAtNTZmZi00ZDNhLTgxMzYtMjUzZTU4ZThmNjQ0%40thread.v2/0?context=%7b%22Tid%22%3a%220d9bc79c-581b-4477-acf7-8d70dd3e555a%22%2c%22Oid%22%3a%22e78dcd2c-7268-4b74-ac8b-a6a6e103294a%22%7d tel:+12819851862,,195876581 https://dialin.teams.microsoft.com/e48917d9-8244-4157-a343-69eb2b79d56b?id=195876581

Existing Environment

HCCO currently utilizes a custom-built inventory application to support the asset and inventory management needs of the Election Division. The existing asset inventory encompasses approximately 100 different asset categories, with individual inventory counts for each type ranging from 1,000 - 20,000 units per category. In addition, consumable inventory includes 250 different item types, quantities ranging from tens of thousands to several hundred thousand units.

SPECIFICATIONS

Harris County Clerk’s Office is seeking proposals from qualified firms to develop and implement an asset and inventory management system that is highly configurable to support election operations. The proposed system shall support complex inventory requirements, ensure accurate tracking and chain of custody, and streamline logistical workflows throughout the entire election lifecycle.

Vendor shall furnish all qualified personnel, supervision, services, materials, equipment, facilities, travel, overhead and incidentals necessary to fulfil the requirements of this solicitation. Please note all travel shall be in compliance with the attachment titled Harris County Travel Policy.

Due to marketplace and advancement of technology, Harris County may require newer enhanced series product releases, software, as well as advanced support services of products and services offered during the term of the resulting contract, and its renewal options.

The County reserves the right to procure additional components within the proposed solution, provided they align with recommended best practices. Any equipment or services not initially included in the contract scope will require mutual agreement and a formal amendment to the resulting Agreement.

Vendor shall be responsible for any software customization, design engineering, hardware and equipment installation, integration and configuration, testing, operations, database management, system administration, and maintenance of the work to provide a fully functional and operational solution that meets or exceeds the requirements that are presented herein.

1. Key Functionalities

1.1. Asset and Consumable Management Requirements

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.

Key functionalities shall include, but not limited to, the following:

1.1.1. Inventory Control and Categorization

1.1.1.1. Track both durable assets (e.g., voting machines, iPads, laptops) and consumables (e.g., paper, seals, forms).

1.1.1.2. Support flexible categorization for hundreds of asset types and tens of thousands of items.

1.1.1.3. Provide real-time inventory updates and status tracking.

1.1.2. Asset Assignments and Nesting

1.1.2.1. Support multi-layer nesting of assets within containers (e.g., laptops, printers, supplies inside a cabinet or case).

1.1.2.2. Assign containers to specific locations, teams, or individuals.

1.1.2.2.1. Individual asset assignments (e.g., staff laptop, cell phone).

1.1.2.2.2. Team-based asset assignment (e.g., projector assigned to training team).

1.1.3. Digital Chain of Custody

1.1.3.1. Full chain of custody management for critical election equipment.

1.1.3.2. Ability to timestamp logs and digital signatures for:

1.1.3.2.1. Asset transfers.

1.1.3.2.2. Check-ins and check-outs.

1.1.3.2.3. Deliveries and returns.

1.1.4. Location Tracking Capabilities

The system shall provide location tracking capabilities to support internal warehouse operations and shall enable real-time location visibility through the use of technologies such as:

1.1.4.1. Radio Frequency Identification (RFID)

1.1.4.2. Bluetooth

1.1.4.3. Global Positioning System (GPS)

1.1.5. Delivery & Deployment Tracking

1.1.5.1. Track delivery and return of assets to/from voting locations.

1.1.5.2. Record who delivered, when, and where each item was deployed.

1.1.5.3. Designate assets to specific locations and validate delivery using:

1.1.5.3.1. Geo-fencing or similar location verification technologies.

1.1.6. Audit & Reporting Functions

1.1.6.1. Maintain full audit logs of all users and system activity for compliance.

1.1.6.2. Support customizable report generation for:

1.1.6.2.1. Asset status and availability.

1.1.6.2.2. Inventory counts and trends.

1.1.6.2.3. Movement history.

1.1.6.2.4. Chain of custody records.

1.1.7. Hardware Recommendations

Vendors shall provide recommendations for compatible hardware peripherals, including:

1.1.7.1. Handheld barcode/RFID scanners for efficient asset scanning.

1.1.7.2. Mobile devices/tablets for on-site tracking and updates.

1.1.7.3. RFID tags or Bluetooth beacons, if applicable, for automated location tracking.

1.1.8. System Design and Integration Preferences

The following requirements are essential and shall be incorporated in the proposed system:

1.1.8.1. Provide a web-based, cloud-hosted, or hybrid solution.

1.1.8.2. Documented uptime Service Level Agreement (SLA) is required.

1.1.8.3. Robust Application Programming Interface (API) and/or libraries for data exchange with external systems are strongly preferred.

1.1.8.4. Support bulk import/export of asset lists.

1.1.8.5. User-friendly interface with mobile device compatibility.

1.1.8.6. Compliance with all applicable state and federal policies related to election equipment handling and security.

2. Technical Requirements

The technical requirements are constructed to correlate to the Harris County Universal Services Reference

Architecture (USRA) and to determine vendor’s ability to provide technical capabilities. When proposing a response to this RFP, the vendor shall address all subsections of the technical requirements for the proposed solutions and services supporting HCCO needs. Vendors shall respond to each of the statements in the detailed

USRA Checklist.

2.1. HCUS Reference Architecture (USRA)

The USRA is a compact, comprehensive, abstract illustration of the technology components and business processes supporting County operations and has been developed to provide guidance on how solutions shall deploy and operate within the County’s Technology (IT) environment. The USRA serves as a reference for the specific architectures the vendor shall implement to solve County business objectives.

The USRA is composed of six interrelated domains and provides the foundation for the delivery of service to the County as illustrated in the attachment titled Harris County Universal Services Reference Architecture

(USRA).

2.1.1. The USRA Six (6) Interrelated Domains:

Vendor shall respond to technical requirements pertaining to the domains of:

2.1.1.1. Data Management.

2.1.1.2. Application Management

2.1.1.3. Infrastructure Management (including Server and Network Services)

2.1.1.4. Security Management

2.1.1.5. Service Management

2.1.1.6. Program Management

2.1.1.7. Disaster Recovery and Business Continuity Management

2.1.2. USRA Questionnaire, Checklist Q-38QR

Vendors shall complete the questionnaire as part of vendor’s proposal response. "Complete” is defined as responding to all questions. A response is still required for non-applicable questions. The questionnaire will assist the County in understanding the scope, capabilities, technical implementation, and deployment features of the proposed solution.

2.2. Methods of Delivery

Vendor shall present the County with details on at least one (1) of the following delivery options for the proposed solution, along with any alternative delivery methods that may be available:

2.2.1. Premise-based

Premise-based solution; all servers will be provided by the vendor, installed at County location(s), and maintained as part of the enterprise. The solution (all hardware and software) is owned by County and is often viewed as a capital expense. County maintains control of the servers and maintains their security.

2.2.2. SaaS (Software as a Service)

SaaS, an on-demand, and a hosted model; in this case the provider licenses an application that is hosted at a remote location (i.e., Network Operations Center) to customers through a subscription model, generally a monthly or yearly fee. This approach can also take into consideration a “cloud computing” model where all the technology is in the “cloud” and accessed over the Internet as a service.

2.2.3. Hybrid Model

Hybrid model in which the solution (hardware / software) is hosted at the County location and the provider will perform the day-to-day responsibility of managing (maintain and support) the software/hardware for the County. The managing of the solution could be either through onsite presence or remote. The provider’s expertise and experience in this subject area is important for more efficient operations.

The County requires vendors to propose at least one (1) approach that provides an efficient solution while meeting both the County’s functional requirements and its technical standards, including the data-centric architecture approach. At all points, the County will have ownership of its data and shall be able to access or be provided the required data to support the proposed service or other services deemed necessary to access the information. If otherwise, the vendor shall state the reasons (functional and technical), as to why they cannot meet the County’s requirements.

2.3. Platform Administration/ Professional Service

Vendor shall provide the County with platform administration (maintain & run). System administration and maintenance of implemented platform, as well as the addition of new software components if needed, is expected to be provided by the vendor based on the method of delivery (Section 2.2) adopted.

2.4. Data Management

Vendor is expected to provide the County with details on their approach to the following data management areas:

2.4.1. Data Governance

2.4.2. Data Quality

2.4.3. Data Security

2.4.4. Data Operations

3. Acceptance Criteria

Vendor shall comply with the following acceptance criteria:

3.1 Product delivery, configuration, and training, which successfully meet all requirements outlined in the RFP shall be provided by the specified dates. Any changes to delivery dates must have prior approval (in writing) from the County.

3.2 The County has the sole responsibility of determining the completeness of vendor’s work. The County will complete a review of delivered products, configuration, and training within ten (10) business days from the date of receipt.

3.3 In the event the County does not approve a product or service provided herein, vendor will be notified in writing with the specific reasons. Vendor will have fifteen (15) business days to correct the unaccepted product or service.

3.4 Vendor shall correct any latent defects identified after the acceptance of a product or service (where appropriate) at no additional charge to the County.

4. Maintenance/Support/Warranty

Upon Final System Acceptance (FSA) and training, the maintenance/support/warranty of the system shall commence on the first day of the official operation of the system as designated by Harris County. At a minimum, the system shall include twelve (12) months of maintenance/support/warranty to include upgrades, patches, fixes and support via phone, web, and email. Pricing shall also reflect annual renewal, and maintenance or license fees for subsequent and continued use of the system.

Vendor shall describe each SLA associated for each applicable service offering. Vendor shall meet all SLA requirements to include but not be limited to the delivery of service offerings, maintaining service offerings, measuring Key Performance Indicators (KPIs), reporting compliance and issuance of credits when performance fails to meet performance objectives. Vendor shall disclose its methodology for measuring each of its SLAs, including but not limited to the formulas for calculating those measurements. Vendor shall disclose how vendor shall address failures to perform to SLA levels and any billing adjustments, credits or other compensation offered.

SLA provided shall not be less than what is commercially available.

5. Training The County requires a comprehensive training for its system administrators and users to support the system after its initial implementation and all future configurations. Training must assure that the users will be capable of continued operation of the system, and that the systems development staff will be capable of maintaining the software and handling the diagnosis of application problems. Appropriate training, knowledge transfer, and system documentation shall be provided to ensure operations, maintenance, and troubleshooting. Vendor training plan shall include associated training materials, i.e. Reference Guides, User Guides and Online Tutorials, etc.

Vendor shall explain their proposed approach to training, including the nature of training, time allocation recommendations, the number of people the training sessions can accommodate, the number and duration of trainings, the target audience for each proposed training. Knowledge transfer should include walk through of system design access methods, along with verification of transfer of relevant configuration files, source code, and executable code.

6. Project Management Plan

Vendor shall provide a comprehensive Project Management Plan (PMP) for HCCOs review and approval within ten (10) days of contract award.

The PMP shall outline the methodology and strategies to implement and rollout an asset and inventory management system including, but not limited to, the following:

6.1. Project start-up, system integration, service transition to go-live training, go-live activities, operations, and end-of-term transition activities.

6.2. Describe how it proposes transition to go-live and how it will work in parallel with other providers for a period of time if needed.

6.3. Assignment of a dedicated project manager to oversee execution.

6.4. A detailed organization chart defining the structure and roles of the project personnel.

6.5. Development and maintenance of a milestone schedule as part of the project management plan, detailing all tasks and key events.

6.6. Change order requests not relating to the project schedule or monetary changes (may be submitted for review at any time).

6.7. Communications: Define the procedures for controlling all correspondence, submittals and other communication between vendor and Harris County.

6.8. Problems and Resolutions: Identify methodology for identifying problems and the resolution process.

6.9. Submission of weekly progress reports to ensure transparency and accountability.

6.10. Development of a testing plan with clearly defined acceptance criteria to validate system functionality.

6.11. Completion of a go-live checklist to confirm readiness for deployment.

7. Capacity and Resources

Vendor shall maintain and assign a sufficient number of competent and qualified professionals to meet Harris

County requirements. Vendor shall provide Harris County with a staffing plan that identifies the staffing levels, types, and any applicable certifications necessary to meet the requirements of this RFP. Vendor shall also indicate space, technology and telecommunications infrastructure requirements so that Harris County can allocate workspace for the project team to use during the implementation.

7.1. Project Manager (PM)

7.1.1. Vendor shall dedicate a PM for the length of the project to act as the vendor’s representative for all communication and activities with Harris County. The PM shall be the prime point of contact for

Harris County for project matters. The PM shall maintain a detailed and accurate project schedule at all times.

7.1.2. The percentage of the PM’s time dedicated to this project shall be defined. The PM shall have overall responsibility for day-to-day project management. Vendor shall submit a resume for the

PM candidate for Harris County to review and approve. At a minimum, the PM candidate shall possess the following qualifications:

7.1.2.1. Five (5) years of project management experience with specific experience related to asset and inventory management system implementations.

7.1.2.2. Demonstrated experience creating detailed dependency-driven schedules and tasks required to implement recommended changes.

7.1.2.3. Demonstrated experience facilitating and supporting formal review sessions with executive stakeholders.

7.2. Key Staff

7.2.1. Vendor shall provide resumes for all key staff for Harris County to review and approve. Key staff is defined as all Subject Matter Experts (SMEs) to be utilized during the project. The resumes shall indicate the key staff knowledge and experience specific to implementation of an asset and inventory management system, background, years of experience and skill sets to ensure project success.

Changes to the key staff, anticipated or unforeseen, shall be immediately relayed to Harris County.

8. Optional/Value-Added Services

Vendor may propose optional or value-added products and/or services related to the scope of goods and/or services described in the specifications and/or listed on the Pricing/Delivery Information sheet(s) of this RFP by identifying other items and/or brands not identified by Harris County in this RFP. At a minimum, discuss product/service capabilities and reasons why it would be valuable for this project.