Asset Management Software Solution

The vendor is required to provide to implement a comprehensive asset management software solution to improve the management, tracking, maintenance and lifecycle planning of its physical assets.
- Solution is expected to enhance operational efficiency, support decision making, and align with regulatory and reporting requirements.
- Current environment
• Oracle fusion for enterprise resource planning (financial software) (cloud)
• Maintenance connection (facilities, transportation, some engineering)
• Fleet maintenance system (heavily customized fleet system) (FMS)
• ArcGIS enterprise (latest long-term support release)
• Excel
• Citizen request system and work order generator (salesforce)
• Kronos UKG
• Road matrix (engineering departments road analytics tool)
• Fleet timecard system
• EKOS/gas boy
- The current systems within the city of, features older asset themed systems (maintenance connection, FMS) which in need of a refresh. 
- Whilst doing so, the city desires to move towards an integrated approach with systems tying into the oracle fusion platform for financial reporting, whilst utilizing our robust enterprise GIS system to enhance and improve our maintenance data.
- The city’s enterprise GIS environment is an on-premise ArcGIS enterprise deployment (latest long-term support release).
- This environment manages spatial data, with a centralized digitization team that requires a draft to acceptance workflow by the GIS department.
- Business objectives
• Complete replacement of the two existing asset maintenance systems
• Integration with city’s existing GIS and ERP systems
• Improve usability by field workforce
• Improve client relationship management capabilities
• Leverage investment in GIS through integration with central GIS resource as a system of record (a rest URL)
• Enhance city’s ability to streamline processes and improve service levels through improved integration
• Reduce support cost for asset maintenance / management technology
• Reduce implementations and long-term maintenance costs
• New technology to analyze costs of data on sample assets to measure safety and other risks
• Use of artificial intelligence to enhance reporting and forecasting
• Risk based and informed maintenance forecasting for asset replacements a SaaS solution (hosted off-premises)
- Asset management objectives
• Total cost of ownership transparency: enhance reporting capabilities to track and analyze the total cost of ownership (TCO) for city assets across all lifecycle phases: planning, acquisition, operations, maintenance, and disposal. 
• Comprehensive asset visibility: maintain an accurate, consolidated view of all city assets to support lifecycle management, future planning, and resource allocation. 
• Data accuracy and integrity: improve the reliability and accuracy of asset-related data to support informed decision-making. 
• Operational efficiency: coordinate, and control asset management activities to increase efficiency and reduce operational waste. 
• Lifecycle data interoperability: ensure consistent and connected data flows across all stages of the asset lifecycle, from planning to disposal.
• Enterprise-wide asset perspective: provide a reliable, organization-wide view of assets— across departments, locations, and facilities—for improved governance and resource management. 
• Business continuity: support uninterrupted asset management operations, even in the face of system changes or disruptions. 
• Insightful analytics and reporting: enable detailed reporting across asset hierarchies to ensure accurate reliability, cost, and performance data is available to guide sustainable improvements. 
• Strategic alignment: ensure asset management strategies support and align with the city’s broader corporate goals and the council’s strategic plan. 
• Lifecycle cost optimization: apply a whole-life cost approach to manage assets, minimizing lifecycle costs while maximizing asset value and financial sustainability. 
• Cross-departmental collaboration: facilitate data sharing and collaboration across departments to support unified, city-wide asset management.
- Maintenance management objectives
• Lifecycle asset maintenance: maintain and repair assets effectively throughout their lifecycle to control and reduce overall costs. 
• Risk-informed maintenance planning: use risk-based data to more accurately predict asset repair and replacement timelines. 
• Preventative maintenance scheduling: implement preventative maintenance based on time intervals or asset risk profiles to minimize failures and extend asset life. 
• Asset performance and uptime: improve the reliability and availability of physical assets by reducing downtime and maximizing operational performance. 
• Project bundling for efficiency (capital projects): optimize workforce scheduling by bundling maintenance tasks across multiple assets into consolidated work packages. 
• Labor management integration: integrate with systems such as UKG to accurately track labor hours and manage workforce efficiency. 
• Supply chain and procurement tracking: manage and monitor the full lifecycle of asset acquisition, renewal, and inventory through integrated supply chain visibility. 
• Third-party maintenance documentation: track and manage maintenance activities performed by external vendors, ensuring accountability and compliance. 
• Vehicle identification number (vin) lookup: enable vin-based data retrieval for more accurate vehicle and equipment records. 
• Cost control and budget alignment: manage maintenance operations within set budgets, using cost-per-unit metrics (e.g., cost per kilometer) for transparency.
• Inspections and condition ratings: conduct asset inspections to assess condition, increase accountability, and support data-driven maintenance planning. 
• Detailed maintenance cost reporting: generate historical and real-time reports on asset maintenance costs by type, category, or specific asset. 
• Service request and incident management: manage, track, and resolve issues, tickets, and service requests within CRM a centralized maintenance management system.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: June 20, 2025