Lost and Found Management Software

Broward County is requesting proposals for Lost and Found Management Software to replace its current 24/7 system for the Broward County Aviation Division and other county agencies, with proposals due July 8, 2026. A certified SBE or CBE vendor scoring within 5% of the highest-ranked non-certified proposer shall be considered the highest-ranked proposer and proceed to contract negotiations; vendors must submit proof of current Broward County OESBD certification at solicitation opening to qualify.

The scope includes web-based software with secure online claims, mobile access, automated notifications, inventory management, barcode and image-recognition workflows, AI-assisted matching, and comprehensive reporting (Excel, Word, Power BI). Core functionality must track found items, lost claims, claimed items, and destroyed items; maintain complete audit trails; enable mass edits and deletes; support unlimited user accounts; and provide multi-facility operations with advanced search, customizable categories, and automatic expiration alerts. The contractor must be the manufacturer or an authorized reseller with direct manufacturer interface capability. Implementation deliverables include requirements validation workshops, data migration, configuration and security setup, user acceptance testing, staff and administrator training, go-live support, and quarterly KPI reviews. Security requirements mandate role-based least privilege access, multi-factor authentication (Entra ID, SAML, or OAuth), 90-day password changes, encryption in transit and at rest, SOC 2 Type II compliance, annual penetration testing, and incident response within 24 hours. Reporting must include daily metrics for lost claims, found items, claimed items, and expired items with domestic and foreign currency tracking.

The initial contract term runs one year from award (or September 8, 2026, whichever is later), renewable for up to four additional one-year periods at the Director of Purchasing's discretion. No price increases are permitted during the initial term; renewal increases require 90 days' notice and are capped at CPI/PPI unless otherwise approved. The Service Level Agreement mandates 99.99% uptime during Prime Time (business days 7 a.m.–7 p.m. Eastern) and 98% non-Prime Time, with geographically separated disaster recovery sites at least 250 miles apart, eight-hour Recovery Time Objective, and four-hour Recovery Point Objective. Weekly encrypted full backups and daily incremental backups with 30-day off-site retention are required. Refunds up to 100% of monthly fees apply for downtime exceeding guaranteed levels. Electronic license delivery is due within five business days; physical deliveries within 21 calendar days of purchase order receipt. Vendors must submit responses through Bonfire BPRO; questions are due by a date not specified in the source. All submissions must include a completed Vendor Questionnaire, Enterprise Technology Services Vendor Security Questionnaire (167 questions covering SaaS/hosting, audit, identity management, compliance, incident management, and AI considerations), Subcontractors/Subconsultants/Suppliers listing, Location Certification (with Broward County local business tax receipt to qualify for tiebreaker), Domestic Partnership Act Certification, Anti-Human Trafficking Affidavit, Litigation History Disclosure (material cases within three years), and Insurance Requirements verification (including Commercial General Liability with County as Additional Insured, authorized Florida insurer with A.M. Best A- or better, unless waived). Vendors must also comply with FAA requirements including Buy American preferences for AIP-funded contracts, Title VI Civil Rights, Davis-Bacon Act, debarment certification, DBE participation where applicable, and BABA requirements for iron, steel, and manufactured goods. Award will be made to the lowest responsive, responsible bidder on total bid price basis, though the County reserves the right to award on a group or item-by-item basis. No guaranteed minimum quantity is specified; a $5,000 allowance applies for future additional purchases with a fixed balance-of-line minimum percentage discount off manufacturer's suggested retail price. Software maintenance and support fees are invoiced annually in advance; the County has 15 business days post-delivery to reject products failing to function or meet specifications, with 30 days for contractor remedy before termination and full reimbursement.