Facility and Construction Management Platform

The Vendor is required to provide a facility and construction management platform for district.
- Facility and Construction Management platform must include the following capabilities:
1. Asset Management –
•    Centralized asset and equipment database for all district facilities including all asset types.
•    Ability to assign assets to specific sites
•    Version control and audit trial for any manual edits
•    Ability to add / edit asset details
2. Preventative Maintenance Management –
•    Ability to store O&M manuals and supplier-specified preventative maintenance tasks
•    Ability to generate maintenance schedules and alerts for upcoming, due, or overdue maintenance tasks.
•    Capability to log and track completed maintenance tasks with associated costs and labor, as well as notes and photos.
•    The platform needs to have an interactive dashboard for task visibility and performance metrics
3. Corrective Maintenance Ticketing System –
•    Work order submission from select district and school personnel using a desktop or mobile device.
•    Categorization of tickets based on the type of issue, urgency, and location.
•    Ability to submit photos on work order/ticket.
•    Real-time status tracking, notifications, and feedback loop with submitter.
•    Analytics for tracking repair times, recurring issues, and technician productivity.
4. Warranty Management & Compliance Tracking 
•    Store and track asset warranties from manufacturer, installer, and general contractor, with associated warranty requirements and expiration dates.
•    Dashboard view of all active, inactive, and voided warranties with searchable filters.
•    Automated alerts for upcoming warranty expirations and required PM tasks to keep warranties active.
•    Ability to link warranty contacts and submission instructions.
•    Track historical records of claims submitted, approved, or denied.
5. Capital Planning and Lifecycle Forecasting –
•    Ability to track useful life based on asset type and manufacturer data.
•    Forecasting replacement timelines and values using inflation-adjusted cost modeling.
•    Capital planning reports by site and asset category, including short and long-term needs.
6. System Architecture, Integration Requirements, and Support
•    Cloud-hosted deployment model
•    Secure multi-user access with granular permission controls.
•    Ability to easily configure user roles and permissions based on access to asset management, warranty management, preventative maintenance, and capital planning.
•    Mobile capabilities for both administrative users and end-users for iOS and Android.
•    Systems that utilize AI to accomplish the needs/requirements specified in this RFP will be given preference. AI capabilities should include but not be limited to asset management and tracking useful life of all asset types, building preventative maintenance schedules and reminders, creating searchable records from O&M manuals, plans, and other logged documents, tracking asset warranties, and creating reports and projections on corrective maintenance, capital projects, budgeting, and labor.
•    Role-based access controls
•    General business hour support
•    Dedicated Customer Success Manager during implementation and onboarding.

- Contract Period/Term: 5 years