Complete Lost Property Service
Managed lost property service tender specification
Use these requirements as a starting point for a request for information, tender, contract review or supplier due-diligence exercise. Tailor them to your organisation’s procurement rules and risk profile.
Service scope
- Sites, operating hours, estimated volumes, item categories and forecast changes
- Containers, collection triggers, service frequency, urgent requirements and geographic coverage
- Item intake, photography, registration, storage, claims, verification, return and disposal responsibilities
- Explicit exclusions and escalation routes for sensitive, hazardous, suspected illegal or evidence-related items
Security and assurance
- Documented chain of custody and reconciliation from client handover to final outcome
- Physical security, CCTV, access control, visitor management, incident response and business continuity
- Personnel screening, role-based access, training and confidentiality controls
- Current certification evidence, scope statements and independent verification
Data protection and information security
- Controller and processor roles, lawful instructions, data minimisation and retention responsibilities
- System security, authentication, logging, backups, vulnerability management and breach notification
- Sub-processors, hosting locations, international transfers and secure deletion
- Handling requirements for phones, computers, documents, payment cards and other data-bearing items
Owner and client experience
- Claim channels, accessibility, response targets, ownership-verification approach and complaint handling
- Return options, packaging, tracking, failed delivery and disputed claim processes
- Client contacts, escalation levels, service reviews and operational change control
Reporting and performance
- Items received, processed, aged, claimed, returned, disposed and awaiting exception decisions
- Collection performance, processing time, claim response, return time, complaints and incidents
- Data quality, stock reconciliation, audit findings, corrective actions and trend analysis
- Environmental measures, disposal outcomes and evidence supporting stated sustainability claims
Commercial and implementation requirements
- Transparent pricing assumptions, minimums, variable charges, indexation and exit costs
- Implementation plan, responsibilities, pilot, training, communications, migration and acceptance criteria
- Insurance, liability, subcontracting, audit rights, continuity, termination assistance and data or item return
- Reference sites or evidence of comparable operating capability
Published and reviewed by Complete Lost Property Service on 10 August 2026.
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