Enterprise Asset Management Capital Planning Solution

The vendor is required to provide that enterprise asset management capital planning solution to manage asset data across all departments, and multiple systems are used to complete various functions.
- This solution is expected to implement the following high level system functions:
• Asset management
• Cost management
• Management strategy planning
• Risk matrix generation
• Mapping capability
• Lifecycle cost analysis
• Funding analysis
• Project bundling
• Project prioritization
• Custom reporting and dashboard
- The configuration and implementation of the software solution and associated training, licensing, on-going maintenance, support, and related professional services. this includes:
• System configuration and implementation
o The solution should ultimately accommodate all assets of the city, however, the initial implementation will focus on public works data, integration with fleet management software, import of the city’s pavement condition survey data, and import of facility condition assessment data.
• Training
o Initial training on the solution as well as ongoing training as needed.
• Hosting and licensing/subscription costs
• Ongoing maintenance and support
• Professional services
- Ability to manage any type of asset; including, but not limited to horizontal infrastructure, vehicles/equipment, facility infrastructure and assets, pavement infrastructure, Parks/park assets, traffic signal equipment
- Creation - The asset is proposed or in the process of being acquired so it an be deployed.  This can be achieved through integration with other City asset management systems (Cityworks, RTA, etc.)
- Operations - The asset is actively being used for its intended purposes. This can be achieved through integration with other City asset management systems (Cityworks, RTA, etc.)
- End of Life - The asset is no longer in use and disposed. This can be achieved through integration with other City asset management systems (Cityworks, RTA, etc.)
- Ability to track the owner of an asset with ability to update as department/division restructuring occurs.
- Ability to maintain the probability, risk and impact of failure for each asset or asset category.
- Ability to define multiple risk models and associate them with asset categories
- Ability to support multiple asset condition rating systems, including the ability to calculate condition ratings based on a deterioration curve.
- Ability to define an asset hierarchy (parent/child relationship) so that an asset can be broken down into subcomponents of assets using the following classifications:  Asset Class, Asset Category, Asset Sub-Category, Method of Depreciation, Condition, Risk, and Levels of Service
- Ability to relate assets together as part of a unit (ex – all infrastructure on a street, corridor, block, neighborhood).
- Ability to apply asset changes in bulk using common criteria such as geographic area.
- Ability to create a Management Strategy for each asset type including the formula or calculation used to determine the risk score.
- Ability to assign a priority score per asset.
- Ability to assign a risk score per asset.
- Ability to attach pictures or documents to assets.
- Ability to support service requests for internal and external work.
- Ability to automatically generate a work order and route to the appropriate staff from a service request.
- Ability to link service request to a work order to provide the lifecycle history of issues.
- Ability to track the lifecycle of a work order through the different stages of its creation to its resolution.    
- Ability to individually manage all resources associated with service requests and work orders including labor, equipment inventory, materials and supplies, third party vendors.
- Ability to create and maintain labor types, rates and lifecycles
- Ability to associate labor resources with work orders to calculate utilization and costs
- Ability to track labor resource work order history.
- Ability to create and maintain equipment inventory types, rates and lifecycles.
- Ability to associate equipment inventory with work orders to calculate utilization and costs.
- Ability to track equipment inventory work order history.
- Ability to create and maintain materials and supplies types, rates and lifecycles.
- Ability to associate materials and supplies with work orders to calculate usage and costs.
- Ability to track materials and supplies with work orders to calculate utilization and costs.
- Ability to track materials and supplies work order history.
- Ability to create and maintain third party vendor types, rates and lifecycles
- Ability to associate third party vendor with work orders to calculate usage and costs.
- Ability to track third party vendor work order history.
- Ability to store and track the inspection results and condition of each asset.
- Ability to apply different condition score indexes per asset.
- Ability to apply a condition score programmatically from another system.
- Ability to collect, summarize, rate and report on the condition of any asset.  This should include capture of qualitative stats (such as observation and judgement) and quantitative stats (such as age, hours used, mileage, etc.)
-  Ability to attach images and information to an inspection.
- Ability to see where an asset falls along a lifecycle or performance curve for an asset group based on its current condition rating and age.
- Ability to provide maintenance cost recommendations for a group of assets based on the condition, failure risk and failure impact of each asset.
- Ability to prioritize asset maintenance/repair needs based on risk.
- Ability to generate reporting of various states of assets using data attributes such as:  Age, Condition, Size, Material, Owner/Department, etc.
- Ability to calculate the value of assets managed
- Ability to calculate future replacement needs with expected costs for each asset type
- Ability to calculate the total cost of service for an asset
- Ability to calculate the investment need year by year asset by asset
- Ability to conduct a work backlog analysis based on a funding plan for an asset type.
- Ability to support a predictive management process cycle:  Condition, Investigate, Plan, Prioritize, Fix.
- Ability to create ad-hoc reports with unique selection criteria and data display requirements.
- Ability to use predictive analysis to determine assets that need repairs/replacement.
- Ability to visualize asset data geographically in order to make decisions based on asset work orders, inspections, age or other.
- Ability to provide tools to identify patterns in the condition data like repair frequency by location.
- Ability to show the source behind the recommendations/scores that are calculated using AI or predictive analytics for transparency.
- Ability to view compliance against asset program requirements using a simple report
- Ability to generate alerts for condition thresholds (similar to a car's check engine light) to proactively manage issues.
- Ability to support long-range asset rehabilitation and replacement planning
- Ability to develop a five year plan for funding repair/replacement by asset and asset group.
- Ability to reflect assets on a five year plan based on available/partial information on cost, priority, risk and condition.
- Ability to predict future points of failure to develop a ten year forecast for funding asset maintenance and replacement.
- Ability to enter budgeted allocations per asset or asset group and update plan based on available funding.
- Ability to perform "what if" analysis on funding amounts against a plan in order to present options and related impact.
- Ability to track and use different funding streams (operational budget, capital funding, bonds, etc.)
- Ability to report on cost of deferred repair/replacement over a time period.  
- Ability to report on cost of deferred repair/replacement over a time period applying escalation or inflation rates.
- Ability to apply role based access restrictions by user or group
- Ability to create an audit trail which tracks system activity.  It should contain at a minimum:  what data was changed, by whom and the date/time of it changed.
- Ability to create user defined fields to track data elements that are currently unknown.
- Ability to export data from all reports for further analysis externally.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: February 13, 2025