The vendor is required to provide consulting services for the replacement of its current computerized maintenance management system (CMMS) system with an enterprise asset management system (EAMS) solution.
- Consulting services to achieve the following objectives:
• Assess the city’s current asset management systems and process.
• Conduct a needs assessment to identify requirements, best practices, and opportunities for improvement.
• Develop a vision and strategic plan for the implementing best practices and a new enterprise asset management (EAM) solution.
• Assist the city in procuring the necessary software solution(s).
• Provide consulting and implementation support throughout the project.
- Assessment, planning, and procurement
1. Current system and process review
• Sub-task: work management:
o Review systems and processes for managing service requests, work orders, resource allocation, public requests, and integrations with other city software.
o Deliverable: a report summarizing current work management workflows, system integrations, and data flows.
• Sub-task: strategic asset management:
o Review systems and processes for asset condition assessment, valuation, risk analysis, maintenance and project development strategies, budget forecasting, funding strategies, and reporting.
o Deliverable: a report detailing current strategic asset management practices, data utilization, and reporting capabilities.
• Sub-task: map and data sharing:
o Review systems and processes for sharing asset-related maps and data across departments.
o Deliverable: a description of current map and data sharing platforms, data accessibility, and interoperability.
• Sub-task: technology evaluation:
o Evaluate the effectiveness of the city’s current technology and software solutions in supporting asset management requirements.
o Deliverable: an assessment of the current system’s strengths, weaknesses, limitations, and upgrade potential.
2. Needs assessment and improvement opportunities:
• Sub-task: education sessions:
o Conduct educational sessions with the city team to explain the purposes and objectives of an EAM solution and its benefits.
o Deliverable: presentation materials and summaries of education sessions
• Sub-task: current practices evaluation:
o Evaluate the city’s current practices and solutions for managing the lifecycle of its enterprise assets, gathering input from relevant stakeholders.
o Deliverable: documentation of current practices, stakeholder feedback, and pain points.
• Sub-task: gap analysis and readiness assessment:
o Identify expectation gaps and evaluate the city’s organizational readiness (including change management considerations) for EAM solutions.
o Deliverable: a gap analysis report and an organizational readiness assessment with recommendations.
• Sub-task: technology evaluation:
o Evaluate the effectiveness of the city’s current technology and software solutions in supporting asset management requirements.
o Deliverable: an assessment of the current system’s strengths, weaknesses, limitations, and upgrade potential.
3. Vision and strategic plan development:
• Sub-task: vision and plan:
o Establish a clear vision and strategic plan to address the needs identified in tasks 1 and 2.
o Deliverable: a documented vision statement and strategic plan document.
• Sub-task: actionable recommendation:
o Provide actionable recommendations to improve the city’s EAM systems and processes.
o Deliverable: a prioritized list of recommendations with supporting rationale.
• Sub-task: action plan:
o Develop a detailed plan of action outlining the specific steps to be taken to enhance the city’s asset management capabilities.
o Deliverable: a detailed action plan with timelines and responsibilities.
• Sub-task: implementation roadmap:
o Develop a detailed roadmap for implementing the strategic plan, including phasing and dependencies.
o Deliverable: an implementation roadmap with key milestones and decision points.
• Sub-task: budget and timeline:
o Outline a budget and timeline for implementing the vision and strategic plan through the project duration.
o Deliverable: a high-level budget and timeline for the project.
4. Software solution assistance:
• Sub-task: functional requirements:
o Assist in planning and documenting full software and functional requirements.
o Deliverable: a comprehensive document of functional requirements for the EAM.
• Sub-task: RFP development:
o Assist in developing a request for proposal in coordination with the city’s procurement department as needed.
o Deliverable: specifications and cost proposal form and review of draft/final RFP document prepared by the city.
• Sub-task: solution evaluation:
o Assist in the city’s evaluation process of proposal responses received.
o Deliverable: assist as requested by the procurement division in developing any required matrices that may be needed to assist the evaluation committee with the proposal evaluation process.
• Sub-task: vendor demonstrations:
o Assist in the participation of any interviews and demonstrations that may be requested of shortlisted vendors.
o Deliverable: assist in developing an agenda of functionality that will be required to be demonstrated during the interview/evaluation process and develop any needed questions.
• Sub-task: final selection:
o Assist the procurement team as needed to provide any support for writing and explaining the final selection process.
o Deliverable: a final evaluation report.
• Sub-task: contract negotiation:
o Assist the city in negotiating a contract with the successful software vendor.
o Deliverable: support in contract negotiation.
- The city’s 2025 budget to support these services is $228,778,440 and adopted six-year capital improvement program anticipates spending over $408,800,000 (city share: $224,800,000) on capital infrastructure and equipment.
- Contract Period/Term: 3 years
- A pre-proposal conference Date: May 27, 2025
- Questions/Inquires Deadline: May 29, 2025