The vendor is required to provide digital project management services that include but not limited to the following:
1. Archi bus computerized maintenance management system (CMMS) enhancements and digital implementation projects
a. Project planning & execution
• Draft project charter for each CMMS related initiative.
• Scope definition, schedule, resource planning, and risk management.
• Stakeholder mapping and communications plan.
b. Requirements gathering & workflow mapping
• Facilitate discovery sessions with campus planning and facilities service groups, system admins, and agency it.
• Document existing workflows, pain points, and future state needs.
• Develop process maps for core modules when changes arise as a result of implementation projects (e.g., work orders, preventive maintenance, assets, space).
c. System enhancements and configuration
• Lead and document any module upgrades, reconfigurations, or new feature deployments.
• Coordinate with the archi bus vendor to execute system changes.
• Develop technical documentation for each change.
d. Integrations and data alignment
• Map integration points with other institutional systems (e.g., HR, finance).
• Support data quality improvements and system alignment efforts.
e. Testing, training & deployment
• Develop test plans, lead user acceptance testing (UAT) efforts, and track resolution of issues.
• Deliver training for staff and system administrators.
• Support change management, go live, and cutover planning.
f. Post implementation support
• Provide warranty documentation, and handover materials provided by CMMS external vendor.
• Recommend long-term sustainment strategies.
2. 3d digital scanning, Revit model management, and spatial integration with archibus
a. Strategy & integration framework
• Support the long-term strategy for using 3d scans and Revit models as the authoritative source of spatial truth.
• Develop an integration roadmap linking Revit model data into archibus space management.
b. Coordination with scanning/building information modeling (BIM) vendors
• Plan and manage 3d scanning activities across selected buildings if required by coordinating the work of external vendors.
• Ensure models are delivered to agency standards (e.g., level of detail (LOD), naming conventions).
• Facilitate quality assurance (QA) on point clouds and models by agency subject matter experts before acceptance.
c. Revit to archibus integration
• Implement data exchange standards between Revit and archibus (e.g., room numbers, dimensions, space use codes) according to agency standards that will be provided.
• Coordinate setup or refinement of middleware/tools for data transfer as needed.
• Assist with synchronization testing and validation.
d. Space data governance & documentation
• Coordinate agency stakeholders to outline protocols for maintaining model accuracy and data updates after renovations or usage changes.
• Document workflows for change control and update frequency.
• Support staff training on reading and managing space models.
e. Visualization & use case enablement
• Identify and enable use cases for 3d/Revit models within archibus (e.g., asset tracking, occupancy planning).
• Coordinate integration into reporting platforms or dashboards, where applicable.
f. Sustainability & handoff
• Deliver final documentation, QA reports, and model data repository structure.
• Support transition to long-term management by agency system admins.
- Crosscutting requirements (applies to both focus areas):
• Project management & reporting
o Provide biweekly progress updates, issue logs, schedules, and dashboards.
o Support governance and steering level reporting.
• Security and IT compliance
o Ensure compliance with agency IT policies, data security, and access protocols.
o Ensure all integrations and data handling align with institutional privacy
standards.
• Collaboration
o Liaise with agency internal teams and external service providers.
o Use agency approved collaboration and documentation platforms.
- Questions/Inquires Deadline: May 01, 2025