Infrastructure Asset Management Program Advancement and CMMS Implementation Support System

The Vendor is required to provide completed Phase 1 of its Infrastructure Asset Management Program (IAMP), establishing the foundational framework for long-term asset stewardship. phase 1 included defining levels of service, developing a limited asset inventory and data management framework, conducting criticality assessments, identifying “high level” lifecycle strategies, preparing financial projections, and producing key program documents, including the asset management plan and strategic asset management plan.
- Services will include refinement of asset management best practices, risk and criticality methodologies, the Agency’s long-range asset management framework, and support for the evaluation, selection, and implementation of a best-fit Computerized Maintenance Management System (CMMS) to support planning, operations, maintenance, and full lifecycle management.
- The CMMS selection is expected to involve a separate, vendor focused procurement process that the selected consultant will help the Agency develop and manage.
- The objective of this phase is to transition from foundational planning to practical implementation and long-term program sustainability.
- Asset Inventory and Data Collection
• Identify and document all anticipated data sources (e.g., SCADA, as-builts, GIS, spreadsheets, maintenance records, staff input, prior reports).
• Develop a comprehensive inventory of pipelines and associated facilities, including size, material, age, condition, and location, verifying all buildings, pump stations, valve vaults, and other structures.
• Evaluate, clean, reconcile, and validate collected data, resolving discrepancies, removing duplicates, and standardizing asset naming conventions and hierarchies.
• Deliver a consolidated, clean, and verified asset data set suitable for system integration and long-term use.
- Criticality and Condition Assessment
• Develop or apply asset risk scoring methods, clarifying if the methodology will be provided by the selected firm or co-developed with Agency staff to customize the Agency's needs.
• Conduct a criticality assessment to rank assets by operational impact, risk, and replacement priority based on operational commitments provided by the Agency.
• Perform field inspections and condition assessments of pipelines and structures.
• Evaluate structural, mechanical, and operational performance for each asset.
• Estimate remaining useful life and performance trends for prioritized assets.
- Lifecycle Cost Modeling and Capital Planning
• Develop lifecycle cost models for pipeline and facility assets, including projected maintenance, rehabilitation, and replacement costs.
• Provide capital planning and forecasting, including short-term and long-term replacement and rehabilitation schedules.
• Recommend maintenance strategies to optimize performance and minimize the total cost of ownership.
- Program Implementation and Integration
• Review and support improvement of work management processes in the field, including use of work orders, redlines, photos, parts usage, lock-out/tag-out steps, and standard operating procedures (SOP) checklists.
• Develop clear governance, procedures, and standards for the Agency’s Enterprise GIS system, including documented processes for maintaining and updating asset data.
• Ensure seamless integration of the asset inventory with existing GIS systems and the to-be-procured CMMS.
• Develop Key Performance Indicator (KPI) dashboards and reporting tools to monitor asset condition, performance, and risk.
• Provide training and documentation to Agency staff on program use and maintenance.
- Program Sustainment
• Define program ownership, specifying responsible departments and staff for adding, modifying, and maintaining asset records.
• Provide procedures for ongoing updates and maintenance of the asset database to ensure long-term sustainability and accountability.
• Offer ongoing program support, validation, and continuous improvement recommendations.
• Provide advisory support for the periodic re-evaluation of asset criticality, condition, and lifecycle planning during the term of the professional services agreement, and for up to two additional years thereafter, if approved by the Agency.
- CMMS Implementation Support
• Overseeing data migration from existing systems (GIS, Excel-based tracking, legacy records) into the new CMMS.
• Supporting system configuration, integration with Agency systems (GIS, ERP, SCADA), and user acceptance testing.
• Developing and delivering a training program for Agency staff (planners, field crews, supervisors, and administrators).
• Providing implementation quality assurance, including verification that the deployed system meets the requirements specification.
• Proposed solutions shall integrate with agency existing backup system strategy and/or include a recommended backup and recovery strategy implementation plan.