Asset Management Information System Consulting Services

The vendor is required to provide consulting services for the replacement of its current computerized maintenance management system (CMMS) system with an enterprise asset management system (EAMS) solution.
- Consulting services to achieve the following objectives:
• Assess the city’s current asset management systems and process.
• Conduct a needs assessment to identify requirements, best practices, and opportunities for improvement.
• Develop a vision and strategic plan for the implementing best practices and a new enterprise asset management (EAM) solution.
• Assist the city in procuring the necessary software solution(s).
• Provide consulting and implementation support throughout the project.
- Assessment, planning, and procurement
1. Current system and process review
• Sub-task: work management:
o Review systems and processes for managing service requests, work orders, resource allocation, public requests, and integrations with other city software.
o Deliverable: a report summarizing current work management workflows, system integrations, and data flows.
• Sub-task: strategic asset management:
o Review systems and processes for asset condition assessment, valuation, risk analysis, maintenance and project development strategies, budget forecasting, funding strategies, and reporting.
o Deliverable: a report detailing current strategic asset management practices, data utilization, and reporting capabilities.
• Sub-task: map and data sharing:
o Review systems and processes for sharing asset-related maps and data across departments.
o Deliverable: a description of current map and data sharing platforms, data accessibility, and interoperability.
• Sub-task: technology evaluation:
o Evaluate the effectiveness of the city’s current technology and software solutions in supporting asset management requirements.
o Deliverable: an assessment of the current system’s strengths, weaknesses, limitations, and upgrade potential.
2. Needs assessment and improvement opportunities:
• Sub-task: education sessions:
o Conduct educational sessions with the city team to explain the purposes and objectives of an EAM solution and its benefits.
o Deliverable: presentation materials and summaries of education sessions
• Sub-task: current practices evaluation:
o Evaluate the city’s current practices and solutions for managing the lifecycle of its enterprise assets, gathering input from relevant stakeholders.
o Deliverable: documentation of current practices, stakeholder feedback, and pain points.
• Sub-task: gap analysis and readiness assessment:
o Identify expectation gaps and evaluate the city’s organizational readiness (including change management considerations) for EAM solutions.
o Deliverable: a gap analysis report and an organizational readiness assessment with recommendations.
• Sub-task: technology evaluation:
o Evaluate the effectiveness of the city’s current technology and software solutions in supporting asset management requirements.
o Deliverable: an assessment of the current system’s strengths, weaknesses, limitations, and upgrade potential.
3. Vision and strategic plan development:
• Sub-task: vision and plan:
o Establish a clear vision and strategic plan to address the needs identified in tasks 1 and 2.
o Deliverable: a documented vision statement and strategic plan document.
• Sub-task: actionable recommendation:
o Provide actionable recommendations to improve the city’s EAM systems and processes.
o Deliverable: a prioritized list of recommendations with supporting rationale.
• Sub-task: action plan:
o Develop a detailed plan of action outlining the specific steps to be taken to enhance the city’s asset management capabilities.
o Deliverable: a detailed action plan with timelines and responsibilities.
• Sub-task: implementation roadmap:
o Develop a detailed roadmap for implementing the strategic plan, including phasing and dependencies.
o Deliverable: an implementation roadmap with key milestones and decision points.
• Sub-task: budget and timeline:
o Outline a budget and timeline for implementing the vision and strategic plan through the project duration.
o Deliverable: a high-level budget and timeline for the project.
4. Software solution assistance:
• Sub-task: functional requirements:
o Assist in planning and documenting full software and functional requirements.
o Deliverable: a comprehensive document of functional requirements for the EAM.
• Sub-task: RFP development:
o Assist in developing a request for proposal in coordination with the city’s procurement department as needed.
o Deliverable: specifications and cost proposal form and review of draft/final RFP document prepared by the city.
• Sub-task: solution evaluation:
o Assist in the city’s evaluation process of proposal responses received.
o Deliverable: assist as requested by the procurement division in developing any required matrices that may be needed to assist the evaluation committee with the proposal evaluation process.
• Sub-task: vendor demonstrations:
o Assist in the participation of any interviews and demonstrations that may be requested of shortlisted vendors.
o Deliverable: assist in developing an agenda of functionality that will be required to be demonstrated during the interview/evaluation process and develop any needed questions.
• Sub-task: final selection:
o Assist the procurement team as needed to provide any support for writing and explaining the final selection process.
o Deliverable: a final evaluation report.
• Sub-task: contract negotiation:
o Assist the city in negotiating a contract with the successful software vendor.
o Deliverable: support in contract negotiation.
- The city’s 2025 budget to support these services is $228,778,440 and adopted six-year capital improvement program anticipates spending over $408,800,000 (city share: $224,800,000) on capital infrastructure and equipment.
- Contract Period/Term: 3 years
- A pre-proposal conference Date: May 27, 2025
- Questions/Inquires Deadline: May 29, 2025