Work Order Management Solution

The Vendor is required to provide the availability and capabilities of Commercial Off-The-Shelf (COTS) Geographic Information System (GIS)-centric work order management systems.
- Gather insights into market solutions that can support the County’s operational needs for managing linear transportation infrastructure assets such as roads, signs, culverts, drainage systems, and vegetation control.
- The County is investigating a work order management system to improve management of service requests and the execution of the related work orders to better manage linear assets (transportation related).
- This solution will benefit the County by enabling agency operations to streamline management of work orders and asset information. Implementing a commercial work order management system can provide consistency in the management of work orders across asset types.
- The system can provide additional functionality such as automated assignment of work orders, tracking of work order progress, and reporting capabilities that can improve data-driven decision making.
- The system can also replace the smaller work order systems created internally for specific assets and can provide a more comprehensive and integrated view of all assets and work orders with less custom support from the County’s GIS specialists.
- The County is seeking a solution that:
•    Leverages GIS for asset inventory and work order visualization
•    Supports mobile data collection and offline capabilities
•    Integrates with ESRI ArcGIS Enterprise and other County systems (e.g., ERP, CRM, and Microsoft Dynamics)
•    Provides robust reporting and analytics, and
•    Is scalable and configurable to meet evolving operational needs.
- Potential solution requirements:
•    Point, line, and polygon layers corresponding to assets or related tables can be viewed, created, deleted, and edited on a map;
•    Symbols for different attributes (asset types, severity of deficiency, or statuses of work order) can be customized;
•    Support for base maps, including consuming county's on premise hosted orthoganol aerial imagery, base mapping content, and custom layers as needed;
•    Support consuming the county's cloud-hosted oblique imagery, such as eagle view Pictometry;
•    Point, line, and polygon layers and attributes visible and editable in a table view;
•    Point, line, and polygon layers and attributes table can be exported in table view;
•    Asset records and associated table records visible when selecting asset from map or table view;
•    Search for asset or related record using any table attribute or location information;
•    Filter map or list view using any asset or related record attribute, or combination of attributes, including, but not limited to the following:
o    Filter by attribute (e.g., asset, severity, status, etc.)
o    Filter / query by condition (e.g., work orders from last week, month, etc.), and 
o    Ability to have multiple filter query clauses (e.g., work orders assigned to john doe and status is completed);
•    Browser based application accessible through latest versions of google chrome, Microsoft edge, safari, and Mozilla Firefox on mobile and desktop devices, with support for global position system (GPS) location services for field services;
•    Mobile application compatible with the county’s service provider (currently bell country / mobility) and can be managed with Microsoft Intune MDM;
•    Export all data grids in csv format or XLS format;
•    Ability to download data for offline use in the field for field activities and sync edits when returning to depot;
•    Role based access, specifically the ability to allow limited access and viewing and editing abilities to relevant parts of the application for groups such as:
o    Supervisors
o    Managers
o    Departments
o    Field staff, and
o    Contractors;
•    Colours and text according to necessary accessibility and branding standards;
•    System designed to accommodate users with a range of disabilities;
•    Version control on work orders and ability to rollback to previous versions of work orders;
•    Ability to easily navigate through the application with intuitive menus, clearly labeled sections, fast load times, and resizable interfaces based on display size;
•    Ability to accommodate 50 to 75 concurrent users, and 100 named users;
•    Display editing history of work order, including all users who edited or were assigned the work order;
•    Ability for elevated administrative privileges for app configuration, data management, user management, etc.
•    Create new work orders related to liabilities identified in a map-based interface;
•    Create and attach attributes as tags to work orders for easy identification;
•    Provide a notification to the user when a work order involves replacing or installing a new asset;
•    Create new work orders in a form interface;
•    Create a work order from verified county connect tickets;
•    Update work order fields;
•    Support for customizable notifications triggered by the creation or update of records;
•    Attach files and links to work orders. Links (e.g., SharePoint link) should be opened within the system in an embedded browser;
•    Create and set work order templates for common work order types;
•    Maintain a central repository of maintenance documents that can be attached or linked to work orders or assets;
•    Duplicate existing work orders for similar tasks or recurring issues;
•    Assign staff, crews, contractors, equipment, and materials to a work order. Work orders assigned should be viewable as both a table and a map, and should have the ability to be filtered based on attributes;
•    Highlight or have visual identification of overdue work orders in both table and map view;
•    Validate required training and certificates to complete the work order;
•    Create optimal assignment of staff, crews, contractors, materials, and equipment to a work order;
•    Artificial intelligence (AI) integration to optimize work order assignments (i.e., based on risk; and/or routes, etc.);
•    Create a schedule of work orders for current and future years, with options for different views (calendar view, list view, etc.);
•    Push planned work orders with scheduled date and resources to county public communication channels;
•    Import and view planned capital work and work to be done by other departments and peer agencies to each asset to support maintenance planning;
•    Comprehensive reporting and analytics for staff, materials, equipment, asset classes, and individual assets;
•    Schedule recurring work activities and inspections for preventative maintenance and asset inventory updates;
•    Identify a checklist of prerequisite activities for work activities (e.g. Locates, health and safety requirements);
•    As a person assigned to a work order, view assigned work order information, crew, equipment, and materials;
•    Create a daily schedule of work activities for field staff, including suggestions on order of events and travel between work sites;
•    Update prerequisite activities for work activities as they are completed (e.g. Locates, health and safety requirements), including indicators for completion;
•    Adjust crew composition due to planned absences;
•    Create a resource planning calendar view that shows availability of equipment, materials, and staff absences;
•    Track usage of materials and equipment by work order;
•    Create a checklist of equipment and materials required for a work order for staff to verify before proceeding with field maintenance;
•    Link a physical asset tag (e.g., QR sticker on asset or id number of asset) to an asset record and associated records of the asset;
•    Create comments on work order as it is completed, both on site and at desktop;
•    Assist with failure modes and effects analysis (FMEA);
•    Summarize currently active work orders for all asset types in a dashboard view with maps, graphs, and KPIS, such as completion time, completion percentage, etc.;
•    Flexible business rules for inspections, as determined by asset type, work order type, asset attributes, etc.;
•    Trigger follow-up events based on work order attributes and defined business rules (e.g., billing);
•    Inspect the completion of work orders with support for deficiencies and imagery;
•    Rate the quality of work completion using configurable criteria;
•    Flexible business rules for closing and archiving work orders, including informing source of work order of completion;
•    Comprehensive reporting and analytics for comparing planned versus actual staff, materials, equipment, timelines, and cost for all asset types;
•    Work orders can be managed to comply with an established records retention schedule; 
•    Data and case records need to match and align with corporate records retention standards. Should also include archiving ability;
•    Provision of documentation for the application, including at least an interface control document, user guide, and administrator guide;
•    Respondent must be able to support implementation, training for administrators and end-users, and technical support during standard mountain time business hours;
•    Built on modern web GIS to enable internet data transfer;
•    Ability to access live work order data from the system and integrate with other software of choice via a rest API;
•    Asset records and associated tables should be saved in ArcGIS enterprise version 11.5 or newer;
•    User authentication using Microsoft Entrana id (formerly known as azure active directory);
•    System should allow map-based viewing and interaction while maintaining intuitive usability for non-GIS-trained users;
•    System deployment must support a phased rollout approach that allows piloting with one division or asset group before full implementation across departments;
•    System design must accommodate requirements gathered across all public works divisions, ensuring that common needs are captured even if the initial rollout focuses on a subset of operations;
•    System must support flexible licensing models, including shared crew access and cost-effective seat allocation, without compromising data integrity;
•    Respondent must provide structured training programs and change management support for both administrators and field users during and after deployment;
•    System must be extensible using established platforms for additional workflows or automation needs; and
•    System should allow integration with corporate financial systems to support tracking of work order costs, labor, materials, and contractor expenses.
- Key features including:
•    Asset management;
•    Work order lifecycle tracking;
•    GIS integration (e.g., ESRI compatibility);
•    Mobile field support (including disconnected capabilities);
•    Reporting and dashboards; and
•    User roles and permissions.

- Questions/Inquires Deadline: November 26, 2025