Information Technology Software Asset Management Solution Implementation Services

The Vendor is required to provide to implement and configure a Software Asset Management (SAM) solution using the Service Now IT Asset Management Module.
- establish a centralized, enterprise-wide view of all IT assets—software, subscriptions, and mobile applications.
- This solution will support agency transition toward a comprehensive district-wide IT asset framework, while enabling improved cost control, operational efficiency, and risk reduction.
- The current tool is limited to only "desktop" software, and no other tool exists for tracking "Enterprise" licensing. This project would facilitate compliance by having an enterprise software management tool.
- Asset Tracking & Inventory Management
•    Track all software, mobile applications, and cloud assets across the organization
•    Add, edit, and manage barcodes
•    List inventory details by barcode, employee, or device
•    Identify software details, including license number, expiration date, requisition date, purchase order, department, approval history, and assignment history
•    Track department or group for all purchases to maintain budget and availability records
- Employee Lifecycle Management
•    Onboard employees with standard and role-specific software
•    Off board employees and automatically reassign or return licenses to inventory
•    View an employee’s complete software license history
•    View license availability by product/application and department
- License & Subscription Management
•    Approve or deny license requests and purchases based on departmental inventory
•    Automatically assign and remove licenses for Adobe, Microsoft 365, IBM, and other integrated site licenses
•    Bulk update version records and expiration dates
•    Generate alerts prior to license or subscription expiration at configurable intervals
•    Import licenses in bulk via Excel/CSV or equivalent formats
•    Renew subscriptions and licenses with configurable group or manager approval workflows
- Reporting & Analytics
•    Provide end-of-year and lifecycle reporting for both hardware and software
•    Track software/hardware costs at departmental and organizational levels
•    Generate inventory and utilization reports by employee, department, license, or product
•    Track cloud service costs and usage
•    Detect and report on unauthorized or un-requisitioned software
•    Create dashboards with configurable views based on agency specifications
- Search & Usability Features
•    Enable advanced search across multiple fields: barcode, employee ID, employee name, device, software, hardware, expiration dates, etc.
•    Support barcode transfer between employees or devices
•    List “standard” imaged software separately from purchased licenses
•    Track software/hardware lifecycle, including expiration and upgrade timelines
•    Approximate lifecycle data were not available
•    Detect new software on the network and flag for assignment or review
- System Administration & Integration
•    Add, edit, or soft-delete hardware and software records
•    Upload and maintain associated documentation (e.g., requisitions, approvals, purchase records)]
•    Requisition purchases must include employee assignment and department designation with a clear approval trail
•    Track purchases by department or purchase order
•    Seamlessly scale to incorporate cybersecurity, network systems, enterprise applications, and server assets as part of future ITAM integration.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: September 18, 2025