Computerized Maintenance and Management Solution

The vendor is required to provide computerized maintenance and management solution that will enable the county to improve the management of equipment including but not limited to preventive maintenance, equipment, and systems reliability thereby decreasing equipment and system downtime, and costly repair costs due to missed preventive maintenance performance.
- The solution should improve capital planning by tracking key performance indicators including but not limited to time to complete work orders, workforce utilization, time between equipment failures, reactive maintenance repair costs and time, unscheduled failures, downtime, and reactive response times. 
- The solution will enable increased communication efficiency between the plant operations and maintenance department, housekeeping and our customers thereby improving customer satisfaction.
- The solution is sought to improve work order tracking, auto-generate preventive maintenance, scheduled inspection work orders, key control, equipment tracking, maintenance related inventory, project management, document control, reporting, and employee management (including tracking training), which will improve regulatory compliance regarding life safety, asset management and repair services.
- Requirements
•    The solution shall be accessible from any computer with microsoft edge, google chrome, Firefox, or safari browsers. 
•    The system shall support new versions of these browsers within sixty (60) days of release. 
•    The system shall not use flash, java or other plugins not included with the browser.
•    The solution shall be accessible and fully compatible with android based and iOS based mobile devices and have a mobile application option with full system useability and capabilities.
•    The solution shall be capable of supporting multiple users at the same time. 
•    The solution shall allow unlimited service requestors without licensure fees. 
•    The solution shall be updated and enhanced regularly with no additional charge to the county. 
•    The system shall be scalable to growth and contraction as the county needs may change from time to time
•    The system shall be user-friendly and able to be managed by non-technical users. 
•    Solution storage shall be in an open non-proprietary format so all data shall remain usable if software is non-functional or no longer exists. 
•    The facility shall maintain ownership of all solution system data. 
•    The solution shall have a primary recovery and disaster recovery data center ensuring that all facility data is segmented. 
•    The solution shall have a continuity plan in case of failure or attack. 
•    The solution shall have security features in place to protect against intrusion, data leaks and attacks and shall include firewalls, intrusion detection systems, and vulnerability assessments. 
•    The solution shall maintain a ninety-nine percent (99%) rate of availability. 
•    The solution shall have american with disability act (ADA) accessibility features and those shall be specified in the offeror’s proposal. 
•    Those features shall include but are not limited to, the ability to adjust font size, use of screen readers, etc. 
•    The solution shall have auto-logoff settings that are configurable and shall support two factor authentication, including allowing users the ability to reset their password.  
•    The solution shall support numerous user roles and access level privileges based on user classifications including but not limited to: account administrator and director of plant operations manager, maintenance supervisor, building superintendent, maintenance technician requestors, contractor, vendor, inventory manager, executive housekeeper, housekeeping supervisor and building service worker, for various functions such as approvals, updates, modify, view, query, and deletion. 
•    The solution shall be both real time location system (RTLS) capable and enabled to facilitate the location of rolling stock with room level accuracy. 
•    The solution shall be commercial-off-the-shelf, (cots), with only minimal configurations required to meet the requirements of the county. 
•    The solution shall have center for medicare and Medicaid (CMS) and joint commission (JC) integrated life safety resources, k-tag survey readiness checklist and crosswalk with codes and standards reference capable of automating, organizing, and storing compliance reporting documents in one easily accessible location for presentation to surveyors and other individuals. 
•    The solution shall ensure that all forms and fields are customizable by the end user with no back-end coding required to edit the user interface. 
•    This front-end customization will ensure that the end users can tailor the forms and fields to include data that is needed in a layout that is user friendly.
•    The solution shall ensure that county asset records are customizable. 
•    This customization allows end users to select what data fields to include for each type of asset. 
•    Our goal is to use only the fields that the facility users want to track. 
•    This will prevent unnecessary data fields from being recorded and provide clarity for facility users. 
•    The solution shall be capable of recording criticality and prioritization ratings, tracking life cycle costs, and conditions assessment processes that will allow the county to be proactive with maintenance and critical asset replacement.

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: October 2, 2025