Asset Management System

The Vendor is required to provide GIS centric asset management system (AMS) has entered mature support and is scheduled to be retired.
- AMS application, utilized for work order creation in several divisions, must be upgraded or replaced to be compatible and integrated with existing applications used by city staff.
- The proposed asset management system (AMS) must be a stable, scalable, and single platform solution with the capacity to integrate with existing city applications.
- General requirements
•    Cost transparency: provide detailed comments regarding costs, alternatives, and any other pertinent information. 
•    Unspecified quantities: acknowledge that specific quantities may be unavailable; the city prioritizes projects based on assessments and visual inspections. 
•    Projects will be based upon the approved budget and subject to city council approval. 
•    Ability to meet short deadlines: respond and deliver services promptly, particularly for rush orders. 
•    Labor, supplies, and materials: provide all necessary labor, materials, and supplies to perform the required services. 
•    Order fulfillment: adhere to a yearly billing template, reviewed with the awarded vendor. 
•    Effective communication: maintain clear and consistent communication throughout the project lifecycle, providing updates on production status and timelines. 
•    Confidentiality: safeguard and handle any confidential files or data appropriately. 
•    GIS-centricity: must utilize the existing authoritative enterprise ArcGIS geodatabase for all asset data (eliminating data redundancy). 
•    Asset lifecycle management: ability to track asset inventory, condition, performance, risk analysis, and remaining useful life for long-term planning and capital improvement.
•    Work order management (CMMS): full functionality for service requests, preventive maintenance, corrective maintenance, inspections, and ad-hoc work orders. 
•    Mobile functionality: highly functional, easy-to-use mobile application for field crews (online and offline capabilities, GPS and mapping features, data capture). 
•    Inventory and storeroom management: tracking of warehouse transactions, material costs, and quantity adjustments. 
•    Reporting and analytics: out-of-the-box and user-created custom reports, dashboards, and key performance indicators (KPIs) for management. 
•    User interface: must be user-friendly with a common look and feel across modules. 
•    Must be a hosted off-site and capable of consuming real-time ArcGIS web services. 
•    Must integrate with the civic plus, see-click-fix application. 
•    Must be a business partner with pipe Logix Inc. and able to integrate with pipe Logix phoenix application.
•    Must be able to integrate with hosted open Gov financials application. 
•    Must be able to integrate with the corps of engineers’ micro-paver ‘paver’ application (the ‘paver’ pavement management system must consume AMS work order information and apply specific maintenance information to paver’s analytical pavement condition model) 
•    Must be capable of integrating with the government online (MGO) permitting, code enforcement and land management online platform. 
•    Must have the capacity to create web mapping services consumable by the city’s custom applications. 
•    Must be compatible with ESRI’s utility network components. 
•    Active directory integration (SAML) for 2-factor authentication. 
•    Must be an ESRI business partner.
- Product and service specifications
•    Architecture: AMS system must be a cloud-based hosted solution.
•    Security: role-based access, user authentication, and multi-factor authentication. 
•    Integration: ability to interface with key internal systems. 
•    Data migration: vendor's plan for converting existing AMS data for use in the new system. 
•    Expedited services: provide expedited services for rush orders, where feasible, ensuring that time-sensitive needs are met. 
•    Quality control standards:
o    All services shall be supervised or performed by experienced personnel to ensure compliance with this contract. 
o    All services shall follow industry standard practices and manufacturer specifications unless otherwise noted.
•    Equipment: work must be completed using modern, suitable equipment and maintain high standards of workmanship. 
•    Training program:
o    Contractor must comply with all terms, conditions, and specifications contained outlined in this contract.
o    Ongoing training: include periodic re-training, if applicable, to ensure operational compliance and safety.