15-Specifications and Requirements.pdf

SPECIFICATIONS AND REQUIREMENTS

LOST AND FOUND SOFTWARE

1. Introduction: The County seeks to procure Lost and Found Management Software to improve recovery rates, customer service, and accountability for the Broward County Aviation Department (BCAD) to replace the current system, 24/7 Software.

The software shall include operations modernization through secure online claims, mobile access, automated notifications, inventory reports, barcode workflows, dashboards, AI assisted matching, Optical Character Recognition (OCR), image recognition, and stronger least privilege security controls. Software Subscription shall include maintenance and support.

2. Core Requirements:

a. Keep track of Found Items (Records of items found in the building that are kept in inventory). Audit trail of any changes made to a lost claim or found item.

b. Recover deleted records.

c. Add Notes to a lost claim or found item.

d. Multi-facility supports the track of items based on where they were found or claimed to be lost. Unique ID number given to each lost claim, found item, and claimed item record.

e. Printer support for 8.5x11" and 80mm receipt paper.

f. Barcode for each receipt to quickly scan and retrieve records. Categorize found items into specific {customizable} categories.

g. Automatically, items expire and are removed from inventory based on the type (category) of item after a specified number of days.

h. Keep track of when items were entered, and who entered them.

i. Ability to view potential matches of inventory by clicking on a lost claim. Quickly search for an item by the ID# or the name.

j. Use an advanced search feature to find an item by the person's first name, last name, item name, location, notes, lost date, category, and facility.

k. Ability to mass edit & delete lost claims. Ability to mass edit & delete found items.

l. Ability to export all reports to an excel document.

m. User customizable HTML Web Form that can be placed on customer's website to allow guests to submit a lost claim.

n. Ability to customize the list of locations.

o. Ability to customize the list of sections.

p. Ability to customize the list of storage locations for found items. Ability to have custom statuses for found items.

q. Ability to have custom email notification templates for receipts. Ability to upload attachments (such as video or images) to an item.

r. Ability to add comments to an item that are stamped date/time and the user's name is recorded

s. when the comment is added.

t. Chat features to communicate with other users that are logged into the system. Ability to customize the arrangement of columns in each of the grids.

u. Ability to re-size the columns in each of the grids.

v. Ability filter each of the columns in the grid to find specific data.

w. Ability to sort each column in the grid ascending or descending. Ability to choose how many records are displayed on a single page.

x. Setting to enable/disable the ability to upload attachments to items.

y. Announcements feature to send announcements to users.

z. Ability to create a labeling process system where the found items are assigned a control number in the field via the Airport issued computer using the Airport generated form. The control number is sent to a labeling printing system (provided by the vendor) for printing the control number which is to be affixed to the found items being brought to lost and found office.

aa. Web Based. The system is accessible anywhere in the world with a computer that has access to the internet via a web browser.

bb. Record claimant's signature when releasing an item back to the guest.

cc. Keep track of who found the item and subsequent chain of custody. Unlimited users.

dd. Unlimited number of items added.

ee. Unlimited number of attachments.

2.1 Users with permission to run reports can run the following reports:

a. All reports to exports into Excel.

b. Count of Lost Claims by Category.

c. Count of Found Items by Category Found Items Added Daily.

d. Lost Claims Added Daily

e. Items Claimed Daily

f. Deleted Lost Claims

g. Deleted Found Items

h. Found Items

i. Lost Claims

j. Claimed Items

k. All Expired Items

2.2 Users can be given specific permission for certain functions of the Lost & Found Management Software System:

a. View the list of found items.

b. View the details of a found item.

c. Edit a found item.

d. Delete a found item.

e. Add a found item.

f. Match a lost claim to a found item. View the list of lost claims.

g. View the details of a lost claim. Edit a lost claim.

h. Delete a lost claim.

i. Add a new lost claim.

j. View list of claimed items.

k. View the details of the claimed item.

l. Edit a claimed item.

m. View the list of items that have a potential match.

n. View the details of items that have a potential match.

o. Edit a matching found item.

p. Delete a matching found item.

q. View the analytics/reports.

3. Support and Maintenance:

a. Vendor to provide 24/7 FAQ, Knowledge Base.

b. Vendor to provide two (2) Hard Copy Users Manuals and Electronic User Manuals.

c. Vendor to provide training

d. Vendor to provide Live Phone, Chat, and Email support between 9am-5pm EST

Monday-Friday (Except holidays).

e. Vendor to provide 24/7 emergency after hour support in case of issues preventing usage.

f. Vendor to provide the system to change password every 90 calendar days.

4. Retrieval Process:

When reuniting customers with a found item, customers are provided with several retrieval options.

a. In person pick-up (self or authorized person).

b. Commercial Shippers, Customers must arrange shipping on their own.

c. Packing materials are to be provided by customers if using retrieval options:

i. UPS store

ii. Pakmail Shipping Center

iii. FedEx

iv. U.S. Postal Service

d. The software will be required to have the function of creating and printing mailing address labels to affix to item being sent out.

5. Reporting:

a. Count of Lost Claims by Category

b. Count of Found Items by Category.

c. Domestic Currency Category within the item claim

d. Foreign Currency Category within the item claim

e. Domestic and Foreign Currency Categories

f. Found Items Added Daily.

g. Lost Claims Added Daily.

h. Items Claimed Daily.

i. Deleted Lost Claims.

j. Deleted Found Items.

k. Found Items.

l. Lost Claims.

m. Claimed Items.

n. All Expired Items

o. Accounting/tracking of US Currency

6. Security/Permissions:

a. Users may be granted specific permissions for viewing, adding, editing, deleting, matching, claiming, and reporting functions.

b. Users Password shall be prompted for change every 90 days

7. Modern Enhancements:

a. AI assisted matching with confidence scoring

b. OCR extraction from labels and documents.

c. Image recognition for common articles.

d. Duplicate claim and anomaly detection.

e. Natural language search.

f. Public online and mobile claim portal with status lookup.

g. Email and SMS notifications.

h. Role based least privilege access control.

i. MFA and SSO via Entra ID, SAML, or OAuth.

j. Encryption in transit and at rest.

k. Comprehensive audit logs.

l. Dashboards for recovery rate, aging inventory, top categories, locations, and productivity.

m. REST API and Microsoft 365 / SharePoint / Power Platform / Power BI integration options.

n. Configuration, migration, training, go live support, uptime SLA, backups, and disaster recovery.

8. Technical Approach:

8.1 Phase I – Configuration and Deployment

Duration/Deadline: Completed within Fifteen (15) business days from the date of purchase order.

Contractor shall initiate the project and configure the System for County use. Activities shall include:

a. Conduct a project kickoff meeting with County Stakeholders

b. Review project objectives, implementation requirements, and deployment schedule

c. Establish administrative accounts, user roles and permissions

d. Configure accessibility dashboards reporting tools and notification settings.

e. Deliver initial administrator training and knowledge transfer session.

The objective of this phase is to deploy and configure the System in preparation for testing and validation activities.

Deliverables:

a. Project Implementation Plan: Project plan delivered and approved by County, including implementation schedule, communication procedures, project contacts, and deployment of approach.

b. System Configuration and Deployment and deployment of Lost and Found Management Software.

8.2 Phase II – Testing and Validation

a. Duration/Deadline: Completed within forty-five (45) business days after Phase I deliverables.

b. Contract shall validate System functionality and accessibility services prior to production deployment.

c. Validate automated document accessibility remediation functionality

d. Validate website accessibility monitoring functionality

e. Validate accessibility dashboard, reports and administrative controls.

f. Validate accessibility user tools and interface of any customization features.

g. Conduct preliminary user acceptance testing with designated County personnel.

h. Identify and resolve configuration issues, defects, or accessibility processing concerns.

The objective of this phase is to confirm that all required functionality operates in accordance with these Specifications and Requirements and County requirements.

Deliverables:

a. Testing and Validation: Perform testing and validation for document accessibility processing, software accessibility, monitoring, accessibility dashboards, accessibility reporting, and end-user accessibility tools.

8.3 Phase III – Production Implementation:

Duration/Deadline: Completed within thirty (30) business days after Phase II deliverables.

Contractor shall deploy the System into production.

Activities shall include:

a. Activate production document accessibility services.

b. Activate production website accessibility monitoring services.

c. Activate accessibility reporting and dashboard functionality.

d. Complete final training and knowledge transfer activities.

e. Support County final acceptance testing.

f. Transition the solution into ongoing operational support.

Deliverables;

a. Production Deployment: document processing, website accessibility monitoring, accessibility dashboards, reporting services are operational in the production environment.

Final Acceptance: Written confirmation by County of successful completion of Final Acceptance Test Plan.

9. Interfaces:

The System shall interface with and provide services for County-owned, County-operated, or County-Managed public-facing websites, subdomains, document repositories, and digital content platforms designated by the County. Contractor shall fully support all interfaces for the duration of the contract.

Covered websites may include, but not limited to:

a. Broward.org

b. Aviation Department websites

c. Other County websites and subdomains designated by the County.

Interfaces may be modified during the term of the contract upon notification by County to Contractor as County websites, repositories and content sources are added, removed or reconfigured.

10. Contractor Responsibilities:

a. Configure and deploy System.

b. Provide implementation services.

c. Provide training and documentation.

d. Provide Accessibility Report.

e. Account Representative. The Contractor shall provide, an account representative able and authorized to quote, recommend, and resolve all account-related issues.

11. Security/Access:

a. Contractor will cooperate with County and provide all relevant information that County may request to determine appropriate security and network access restrictions and verify Contractor compliance with County security standards.

b. Contractors will not be given access to the County network.

12. Training:

a. Contractor shall provide ten (10) days of online instructor-led training session, at dates and times mutually agreed upon by the parties, each lasting sixty (60) minutes for up to twenty-five (25) County Personnel, as determined by County. The session will cover:

b. System administrator training;

c. Accessibility dashboard training;

d. Accessibility reporting training;

e. Documents processing and uploading training; and

f. End-user reference materials.

13. Managerial Approach Contractor will ensure that the persons responsible for Contractor’s performance of the services (“Key Personnel”) are appropriately trained and experienced and have adequate time and resources to perform the services in accordance with the terms of this contract. To make a change to the composition of the Key Personnel, Contractor must provide County with thirty (30) days’ advance written notice (or as much advance notice as is possible if thirty (30) days’ notice is not possible) regarding such proposed changes and the management plan associated with such proposed changes. County shall have the right, in its sole discretion, to approve or reject any proposed changes to Key Personnel. County shall not be responsible for any additional costs associated with a change in Key Personnel.

14. Communication & Reporting Contractor and County will meet to review the project at least weekly. At the time of the weekly meeting, Contractor’s Project Manager will provide a written project status report outlining the project’s progress, current state, and any issues which may impact the project schedule or outcome.

15. Deliverable Products and Services:

Contractor shall provide the following Deliverables, which shall be considered preliminarily accepted by County only upon written notice by the Contract Administrator indicating that the Deliverable meets the applicable Requirements or Preliminary Acceptance Criteria.

DELIVERABLES:

No. Description Duration/Deadlines Requirements or Preliminary

Acceptance Criteria

Phase I - Project Plan, Configuration and Deployment

Fifteen (15) number of business days after issuance of Purchase Order.

Project plan delivered and approved by County. Including implementation schedule, Communication procedures, projects contacts, and deployment approach.

Phase II - Testing and Validation

Forty-Five (45) number of business day after Phase I.

Testing and Validation: Perform testing and validation for document accessibility processing, software accessibility, monitoring, accessibility dashboards, accessibility reporting, and end-user accessibility tools.

Phase III - Production Implementation

Thirty (30) number of business days after Phase II.

Production Deployment: document processing, website accessibility monitoring, accessibility dashboards, reporting services are operational in the production environment.

4 Final Acceptance Fifteen (15) number of business days after Phase III.

Final Acceptance: Written confirmation by County of successful completion of Final Acceptance Test Plan.

16. Final Acceptance Test Plan:

Duration/Deadline: Completed within fifteen (15) business days after Phase III. Upon successful Go-Live and notification from Contractor that the System and all related services are ready for Final Acceptance Testing, County shall commence testing. Final Acceptance of the System will be based on all Final Acceptance Test Criteria listed below. Function failures or defects found during testing will be documented, including screenshots, where applicable. Unresolved failures or defects will be reported to Contractor within three (3) business days of the test and Contractor will correct the defect and notify County so that County can perform retesting of the defect or failure. County's Contract Administrator will provide written Final Acceptance only upon successful completion of all the Final Acceptance Test Criteria stated below:

No. 1 Final Acceptance Test Criteria Pass/Fail 1 System successfully creates, updates, searches, and maintains

Lost Claims, Found Items, Claimed Items, Expired Items, Destroyed Items, and inventory records.

2 System assigns and maintains unique identification numbers for Lost Claims and Found Items.

3 System records a complete audit trail of additions, edits, deletions, matches, claims, status changes, and other record activity.

4 Authorized users can recover deleted records in accordance with configured permissions.

5 Notes and comments are retained with the applicable user, date, and time stamp.

6 System successfully supports configured categories, locations, sections, storage locations, statuses, item types, and retention rules.

7 Automatic item expiration and the required 15-day upcoming expiration notification operate according to configured retention rules.

8 System successfully searches Lost Claims and Found Items using the required search fields, including claimant name, item, location, notes, dates, category, and facility.

9 Potential Lost Claim/Found Item matches are generated and presented to authorized users, including AI-assisted matching were provided by the solution.

10 Confirmed and possible-match passenger notifications can be generated in the required email format.

11 Public online/mobile Lost Claim submission and status lookup operate successfully, where enabled as part of the implemented solution.

12 Email and SMS notifications operate successfully using the configured notification events and recipient information.

13 Authorized personnel can attach and retrieve supported files, including images and video, from applicable records.

14 Claimant signature can be captured and retained when a Lost and Found item is released.

15 Required Lost and Found reports can be generated accurately, including Lost Claims, Found Items, Claimed Items, Deleted Records, Expired Items, daily activity, categories, and domestic/foreign currency reporting.

16 System successfully exports applicable reports or record information to supported formats including Excel, Word, and Power BI as provided by the solution.

17 User roles and permissions successfully restrict viewing, adding, editing, deleting, matching, claiming, and reporting functions according to assigned access.

18 MFA and SSO authentication operate successfully using the County-approved authentication configuration implemented for the System.

19 System confirms encryption of data in transit and at rest and produces the required audit/security logging available to authorized administrators.

20 Lost and Found dashboards display operational information including recovery rate, aging inventory, categories, locations, and productivity as configured.

21 OCR and image-recognition functions successfully process representative test records where those capabilities are included in the implemented solution.

22 Natural-language search successfully returns relevant Lost and Found records where that capability is included in the implemented solution.

23 System successfully supports multiple configured facilities while maintaining appropriate facility identification and record separation.

24 Supported printing functions successfully produce required 8.5 × 11 documents, receipts, barcode labels, and other configured printed output including mailing labels.

25 County-designated administrators successfully perform routine administrative functions, including user/role administration, configuration, reporting, and notification management.

26 Contractor demonstrates that production backup, recovery, disaster-recovery, uptime/SLA, and ongoing support services are operational in accordance with the awarded solution and contract requirements.

27 All defects identified during Final Acceptance Testing that prevent compliance with a required function have been corrected and successfully retested.

28 County-designated personnel confirm that the production System is operational and that required configuration, migration, training, documentation, and knowledge-transfer activities have been completed.