Facility Management Software

The Vendor is required to provide a facility management software to manage work orders, maintenance, and inventory.
- Facility Management Software must be equipped with the following:
•    The software shall be a computerized maintenance management software (CMMS) that you can use on a mobile device or on desktop, through a web browser.
•    The software shall include communication via a mobile platform with a dashboard (browser user interface). Must be compatible with iOS/ Department state-issued mobile phones.
•    The software shall include the ability to set up user roles/permissions – only specific roles can create a pick-ticket, key in inventory used, return supply to inventory, etc.
•    We estimate 10 users (one Space planner, one drafting worker, two electricians, two laborers, one carpenter, and three admins)
- The software shall include real time input from the field for work orders:
•    Unlimited work orders – updates and completion indicators. Ability to save/share voice memos, pictures, and floor plans (AutoCAD and/or PDF) and attach agency specific forms (e.g. Word and PDF). Notification of updates should be sent to users via email. Ability to filter work orders by priority, overdue, pending approval, and completed. Ability to navigate to assets and messages in mobile app as well.
•    Templates for work orders or forms - User should be able to create user defined templates within the system as well as import pdfs, etc. of current forms.
•    To include: Name of work order, location, procedure, photos, description, ability to assign a work order to an employee, set a recurring date, assign priority, choose associated asset(s).
- The software shall include Calendar view and/or Ghant Chart showing all jobs scheduled
- The software shall include Procedure creation
•    User should be able to speak steps into the mobile platform and the system creates an editable, written procedure
•    Attach procedures to work orders, maintenance, and inspections.
- System should have unlimited storage limits, allowing to maintain full history.
o    System should perform daily database backups, continuous incremental backups, and daily file system backups, all of which are duplicated in other regions for redundancy.
o    Backup and restore procedures should be tested every 3 months
o    Disaster recovery policy should ensure quick recovery of the system under 1 hour.
o    Incremental backups should allow restoration of a database at any point within the last 30 days.
o    Software should allow the user to export data and save it internally.
- Step-by-step videos including but not limited to: Work order creation and completion, sharing work orders, creating assets, tracking asset status, importing assets, creating locations, creating procedures, adding parts, time, and costs to work orders, accessing work orders via QR code, configuring minimum stock notifications, customization of roles, locating work orders and work order history, parts management, creating work order templates.
- Provide 24x7 live customer support including day-to-day support, technical support, ad-hoc training, and ticket reporting with support available through in-app chat, email, and a dedicated support team/account manager/implementation specialist/customer success team.

- Contract Period/Term: 3 years