RFP - Election-Centric Asset and Inventory Management System for the Harris County Clerk’s Office

Harris County is seeking proposals for an Election-Centric Asset and Inventory Management System for the County Clerk's Office through a Request for Proposal (RFP) process. The procurement aims to acquire a comprehensive system that provides secure, scalable tracking of election assets with advanced inventory control, chain of custody, location validation, and audit reporting capabilities. Vendors must have at least five years of experience implementing similar systems for government or private entities and propose a web-based, cloud-hosted, or hybrid solution with robust API functionality and mobile device compatibility. The evaluation criteria will assess proposals based on scope of service and methodology (30%), qualifications and experience (25%), project team (15%), vendor presentation/demo (10%), and pricing (20%), with a mandatory pass/fail cybersecurity review. A pre-proposal conference is scheduled for September 16, 2025, via Microsoft Teams, and the final proposal submissions are due by October 6, 2025, with the anticipated contract term beginning approximately November 1, 2025, and running for one year with potential for four additional one-year renewals.

The RFP encourages participation from diverse vendors and includes provisions for subcontractor involvement, with specific requirements for minority-owned, women-owned, and hub-certified businesses. Vendors using subcontractors for services exceeding $25,000 must obtain a payment bond for the full proposal amount. While a specific contract value is not explicitly stated, the system must support approximately 100 different asset categories with inventory counts ranging from 1,000 to 20,000 units per category and 250 different consumable inventory item types. Vendors must comply with extensive cybersecurity requirements, including annual security training, background checks, multi-factor authentication, and providing artifacts such as SOC2 Type 2 Reports and penetration test reports. Additional compliance requirements include immigration law adherence, E-Verify system checks, and maintaining comprehensive insurance coverage, with most individual coverage limits set at $1,000,000. Harris County reserves the right to award the contract to a single vendor or multiple vendors based on the proposals received.