Computerized Maintenance Management System

The vendor is required to provide to ensure the efficient operation, safety, and longevity of these assets, agency utilizes a computerized maintenance management system (CMMS) to manage maintenance activities, asset tracking, work order processing, and preventive maintenance scheduling.
- Provide a robust, scalable, and user-friendly solution that supports the full lifecycle of facilities maintenance operations, integrates with existing systems, and offers strong technical support and training.
- Technical requirements
• Cloud-based or/and on-premises deployment options
• Mobile accessibility (iOS and android support)
• API availability for third-party integration
• User access controls and role-based permissions
• Data backup, recovery, and disaster recovery capabilities
- Functional requirements
• Asset registration and hierarchy management
• Preventive maintenance scheduling and tracking
• Reactive/corrective maintenance management
• Work order management (creation, tracking, closure)
• Parts and inventory management
• Vendor and contract management
• Condition-based and predictive maintenance support
• Maintenance history and asset lifecycle tracking
- Reporting and analytics
• Real-time dashboards and KPIS
• Customizable reports (work orders, costs, downtime, etc.)
• Audit trails and compliance reporting
• Export features (pdf, excel, etc.)
- Security and compliance
• Data encryption in transit and at rest
• Compliance with data protection regulations (e.g., PIPEDA, GDPR)
• Regular vulnerability assessments and patch management
• User authentication options (e.g., SSO, MFA) - System include:
1. System supply and licensing
• Provision of a robust, casino-compatible CMMS capable of supporting multiple facilities and user groups across several locations.
• Licensing for all required users (e.g., facilities, it, security, etc.) with modular flexibility for future scalability.
• Ensure the system supports mobile access for on-the-floor technicians and remote monitoring by management
2. System implementation and configuration
• End-to-end implementation of the CMMS across all casino sites with site-specific workflows, asset categories, and user roles.
• Customization of maintenance modules for gaming equipment, surveillance systems, HVAC, kitchen equipment, elevators/escalators, and guest room and public area assets.
• Customize workflows for preventive and reactive maintenance, inspections, and compliance checks.
3. Data migration and validation
• Extract, cleanse, and migrate data from the existing system to the new CMMS platform.
• Ensure accuracy and completeness of historical maintenance records, asset data, and inventory details.
4. Multi-site asset and inventory management
• Centralized database to register and track all assets across casinos, with asset hierarchies, service history, and location-based visibility.
• Preventive and corrective maintenance scheduling specific to regulatory and operational requirements within gaming environments
• Support barcoding or RFID tagging for rapid identification and audit.
• Manage spare parts inventory, including critical components for gaming and hospitality equipment
• Support for automated reordering, stock level alerts, and parts-to-asset association for accurate costing
5. Integration with existing system
• API support and documentation for seamless data exchange and automation.
6. Work order management
• Allow for rapid creation and assignment of work orders from multiple departments (e.g., facilities, it, housekeeping).
• Include mobile work order access with photo attachments and real-time status updates.
• Support priority-based routing and escalation for urgent issues (e.g., gaming floor outages, slot machine outages, HVAC failures, guest room failures).
7. Preventive maintenance scheduling
• Automate pm schedules for critical systems (e.g., elevators, HVAC, fire suppression).
• Include seasonal and regulatory inspection tasks.
• Generate alerts and reports for overdue or upcoming maintenance.
8. User training and documentation
• Provide comprehensive training for administrators, maintenance staff, and end users.
• Deliver user manuals, quick reference guides, and system documentation.
9. Reporting, analytics, and compliance
• Real-time dashboards and performance indicators relevant to casino operations (asset uptime, work order closure rates, compliance inspections).
• Custom reports to support internal audits, licensing inspections, and preventative maintenance compliance.
10. Security, data privacy, and access control
• Role-based access control tailored to the casino environment and audit trail.
• Ensure robust data security, encryption, user access controls, and audit trails.
• Compliance with relevant data privacy and security regulations.
• Support secure cloud hosting with data redundancy and disaster recovery.
11. Technical support and maintenance
• Ongoing technical support, including helpdesk services and issue resolution within defined SLAS.
• Provision of updates, bug fixes, and patches as part of maintenance.
12. Performance monitoring and system enhancements
• Periodic system performance reviews and implementation of recommended improvements.
• Flexibility to scale the system as organizational needs evolve.
13. Service level agreement (SLA) and governance
• Definition of clear SLA metrics including system uptime, response time, resolution benchmarks, and vendor accountability.
• Regular status reporting and participation in performance review meetings.
- Questions/Inquires Deadline: July 25, 2025