Asset Management and Capital Planning Software System

The vendor is required to provide asset management and capital planning software system and facility condition assessment (FCA) will facilitate informed decision-making on building condition, capital layouts, project costs, building lifecycle, and deferred maintenance into a central location.
- Solution is expected to implement the following high level system functions:
•    Asset management
•    Facility and asset cost management
•    Facility and capital management strategy planning
•    Risk matrix generation
•    Lifecycle cost analysis
•    Funding analysis
•    Project bundling
•    Project prioritization
•    Custom reporting and dashboard
- Core capabilities
•    Solution shall support the continual update of all data, management of deferred maintenance reduction, and forecasting of future capital renewal needs.
•    The system shall allow the attachment of photos to various data elements.
•    The solution shall display projects using uniform at level 4 classification.
•    the system shall enable the generation of facility condition index (FCI) and net asset value (NAV) based on industry standards.
•    Assist with creation and management of a comprehensive asset inventory, including HVAC units, pumps, infrastructure, equipment, building structures, asset age, condition, and replacement schedule.
•    The system shall support export of all data in standard formats (e.g., csv, xlsx).
- Asset management and tracking
•    Provide comprehensive detailed asset database of all fixed assets including descriptions, locations, acquisition dates, costs, and useful life.
•    The system shall depreciation calculations with the ability to automate and customize depreciation schedules, including straight-line, declining balance, and units of production methods.
•    The system shall have functionality for asset valuation to include real-time and historical valuation of assets.
•    The system shall be based on a construction cost database to include estimates, calculations and reporting integrated within the software.
•    The ability to provide an audit trail with detailed logs of all asset additions, disposals, and transfers.
- Reporting and analytics
•    The system shall include reporting and analytics with customizable reports and the ability to generate custom reports on asset inventory, depreciation, spending scenarios, maintenance, and more in a variety of formats (e.g., microsoft excel or adobe acrobat pdf). 
•    The system shall include facility cost annualizing and reporting capabilities that include multiple year forecasting based on life cycle of all building assets that make up the total lifecycle cost to help financially forecast costs or planning decisions.
•    The system shall have the ability to develop accurate project estimates using updated construction cost data.
•    The system shall include dashboard analytics that provide real-time data with key performance indicators (KPIs) and metrics.
•    The system shall include compliance reporting function that provides pre-built reports to comply with government regulations and standards.
- Assessments
•    Provide a qualified and experienced assessment team to conduct comprehensive evaluations of facilities, including facility condition assessments (FCA) and system lifecycle assessments for selected in-scope facilities as outlined in attachment g - in scope building list.
•    The assessments, the contractor shall collaborate with county to develop a strategic multi-year investment plan, using collected data to construct building portfolios, prioritize projects, and generate capital plans.
•    A construction cost database that integrates with the county’s capital planning software to produce cost estimates.
- Financial management
•    The system shall include general ledger interface with ability to generate asset-related journal entries. 
•    The system shall have the ability for audit report footnotes that incorporate roll-up statements for annual audit footnotes.
- Portfolio and asset support
•    The solution shall support multiple building types and associated site assets.
•    The solution shall allow for the creation of multiple or unlimited portfolios.
•    The system shall provide visualization tools to display needs by space, timeframe, buildings, systems, and portfolios.
•    The system shall include filtering and drill-down functionality within visualizations.
- Planning and prioritization
•    The solution shall include an embedded cost estimating system, including localized cost indices and annual updates.
•    The system shall allow prioritization of projects and requirements based on both condition and non-condition data.
•    The solution shall offer configurable scoring and ranking aligned with county’s strategic objectives.
•    The system shall allow capital planning data to connect directly with estimating and procurement workflows or applications.
- Mobile and data collection (see technical requirements for mobile data: offline access, sync, security and performance)
•    The solution shall support mobile data collection devices
- Hosting
•    The system shall be delivered as a software-as-a-service (SaaS) solution for all county-owned and operated assets.
•    The minimum client-side hardware and software requirements (e.g., browser, OS, plugins) necessary to access and use the system.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: August 27, 2025