Building Asset Management System

The vendor is required to provide a building asset management (BAM) hosted system and all related services, including licensing, data migration, configuration, implementation, training, maintenance requests for end customers, work order issuance and tracking, inventory control and other related maintenance services.
- Project conversion. project conversion plan shall address the following:
1. Plan:
• Provide, as a part of their technical solution, a project plan that demonstrates contractor’s approach to achieving the requirements outlined in this section.
• The project plan shall include an execution approach, the general process that will be utilized, resource expectations from staff, in addition to duration estimates and reporting outputs.
• The plan shall include a schedule of showing all activities with completion dates to successfully implement the proposed solution.
2. Best practices:
• Recommended asset management best practices and principles.
• Recommended key performance indicators (KPI) for each business process within each asset group.
• Recommended workflow and data entry standards for each business process (industry best practices as they relate to the property/building management), including work order types and priorities, asset categories, and criticalities, work order process flow.
3. Status conversion reporting:
• Provide progress reports and meeting minutes/presentation materials.
• Project management team meetings shall occur at an interval acceptable to red staff, initiating at contract award through six months after go-live.
• Official agenda and minutes to be recorded by the contractor and submitted to red for review and comment within 72 hours.
• Weekly status progress reports to include the following details:
i. Provision of progress reports and meeting minutes/presentation materials.
ii. Planned activities for upcoming period.
iii. Planned and actual deliverables.
iv. Schedule progress.
v. Concerns, risks, gaps, and mitigation proposed.
vi. Action items for stakeholders.
vii. Any contract action, as needed. - Software and technical requirements
1. General BAM solution requirements
• The BAM solution is a cloud-based system and is fully configurable.
• The BAM solution has the ability to support management for the city buildings listed in section 1.i. below, as well as for future expansion, within a single department/organization.
• The solution has the ability to connect to the city’s microsoft 365 suites for select-only queries and scheduling only.
• Contractor has a mobile solution as part of its cloud-based system that is supported on iOS, android, and other mobile solution devices (smartphones, tablets, pcs, etc.).
• The solution provides seamless integration between mobile solution and the BAM cloud-based system.
• The BAM system has the ability for preventative maintenance forecasting and the flexibility to adjust that forecasting, as needed.
• The system has the ability to attach documents.
• The system has the ability to capture asset conditions and perform trending analytics.
• The system has visitor and resource scheduling management.
• Warranty and contract tracking is fully integrated in the solution.
• Work order and project management processing shall furnish:
a) The ability for service requests to feed work orders.
b) The ability to show open work orders against same asset or location.
c) Auto-closing of work orders after a complete status has occurred and a set number of days has passed; this feature must be configurable.
d) The ability to cancel/document project management work (e.g., works with a “not completed” status, etc.).
• The system shall have the ability to establish location hierarchy as well as provide detailed asset registry
• The system will supply project management forecasting and lookahead scheduling.
2. The BAM system will include, at a minimum, the following modules/functions:
• Work order management
• Preventative maintenance scheduling and management
• Asset management
• Web service requests
• Planning and scheduling function
• Inventory management
• Mobile application
• Visitor and resource scheduling management
• Cost management
• Incident reporting
• QR codes to tag equipment
• Analytics
• Inspection tracker
• Compliance tracker
• The capability to send email notifications on change of work order status
• Impairment reporting
3. General functionality
• Solution will be able to track assets, associated costs, histories, and failures of a serialized asset as it moves through different locations.
• Solution will have the ability to track life cycle accountability for assets such as labor and material costs for specified time frames.
• Solution will have the ability to define failure classes, criticality, and failure hierarchies to record equipment problems for immediate analysis.
• Solution will be able to track the location of assets as they are moved between buildings, repair shops, and vendors.
• Solution will be able to define problem class, problem, cause and remedy codes and link them in a hierarchical structure to an asset record for use on work order analysis.
• Solution will have a classification system for equipment that includes classification, sub-classification, and unlimited specifications for each piece of equipment.
• Solution will have the ability to track asset costs, history, and failures.
• Solution will have the ability to capture, trace, and report on costs associated with various levels of an asset, location, site, assembly, and asset failures, etc.
• Solution will have the ability to roll-up maintenance costs across hierarchical systems, subsystems, and locations
• Solution will have the ability to track all aspects of a warranty including vendor, warranty dates, repair history, purchase date, and expiration date.
• Solution will have the ability to track barcode, radio frequency identification (RFID), QR code, or other such technology through a scanner built in the mobile solution which can fetch the first-hand information.
• Solution will have resource and visitor scheduling and tracking history.
4. Location functionality
• Solution will have the ability to easily add additional location attributes to the screens and database tables as required without the need for external consultants.
• Solution will have the ability to easily change field length for location attributes without the need for external consultants.
• Solution will have a classification system for locations that includes classification, sub-classification, and unlimited specifications for each location.
• Solution will have the ability to link identified assets to floor plans. 5. Work order functionality
• Solution has the ability to easily add additional work order attributes to the screens and database tables as required without the need for external consultants.
• Solution has the ability to easily change field length for location attributes without the need for external consultants.
• Solution has the ability to close, defer, or archive work orders.
• Solution has the ability to perform mass operations on multiple work orders, such as release, complete, close, print, etc.
• Solution has the ability to have unlimited tasks and subtasks for individual work orders.
• Solution has the ability to generate work orders for scheduled and nonscheduled tasks.
• Solution has the ability to sequence work orders for multiple assets based on location and/or equipment.
• Solution has the ability to edit closed and historical work orders.
• Solution has the ability to assign multiple crafts to a work order.
• Solution has the ability to issue parts/materials to a work order, funding code, equipment record, or employee.
• Solution has the ability to identify work orders awaiting parts/materials and notify user(s) when items are received.
• Solution has the ability to access online catalogues of inside or outside inventory from the work order planning application.
• Solution has the ability to provide a method to project the workload and material usage by week, month, or year.
• Solution has the ability to view comprehensive and detailed planning information such as work plans, schedules, costs, materials, equipment, failure analysis, and related documents.
• Solution has the ability to automatically generate work orders by monitoring measure point.
• Solution is able to enter work requests on the spot without equipment details or background data.
• Solution is able to schedule work orders based on real-time criticality and logistics.
• Solution is able to sequence work orders for multiple assets based on location and/or equipment.
6. Workflow functionality
• Solution has the ability to create user-defined workflow processes via a graphical user’s interface for any status able transactions, including work orders, work requests, job plans, etc.
• Solution has an expression builder to help build SQL statements within the workflow design application.
• Solution has the ability to define user roles for approvals.
• Solution has the ability to apply multi-level approvals.
• Workflow engine is able to route transactions as defined.
• Solution has the ability to automatically send notifications via email when designated alerts occur (i.e., equipment failures, low inventory, etc.)
• All e-mailed assignments, alerts, and messages from the server on receiving the information from solutions shall have:
a) Automated routing;
b) Complete audit trail;
c) Analysis capabilities to spot areas for improvement.
• Solution is able to specify how assignments “escalate,” such as after a predefined time period.
• Solution has pre-built templates that can be modified.
• Solution has the ability to send workflow notification emails.
• Solution has the ability to define calendar-based assignment due dates.
• solution has the ability to escalate assignments.
7. Mobility
• BAM solution has a native mobility option to support a variety of devices (android, iOS, windows) in both connected as well as disconnected modes of operation.
• Mobile solution has lightweight applications built on a powerful technology platform to support persona-based user experience.
• Mobile solution has capabilities to use native device capabilities like camera, barcode scanning, voice to text and make use of this information to use along with BAM native capabilities.
• After work is completed, end user will be able to take a photograph and attach it with the work order as a proof of work completion using his/her handheld device.
• While filling out the actuals, mobility option has capabilities to convert the verbal instructions into text form for further references.
• Mobile users have options to track various timings by simply clicking the timer on and off.
• Mobile solutions allow users options to take the meter readings, filling out of actuals, and necessary approvals.
• Mobile platform supports the inventory functions such as physical counts and assets reconciliations
• Mobile users are able to capture or update the work orders and other maintenance activities during offline sessions.
- Contract Period/Term: 3 years
- Pre-Proposal Conference Date: April 04, 2025
- Questions/Inquires Deadline: April 11, 2025