The vendor is required to provider of comprehensive work order management software solutions for a five-year service price agreement that will support county facilities management in processing work order requests
- Facilities management to track and manage all assets, service requests, work orders, inspection reports, and preventative maintenance through a centralized database of information that is user-friendly and accessible from both desktop and mobile devices. it must provide tools for capital planning, budgeting, and projections of future expenditure.
- The work order management system solution must meet all of the basic requirements, which at a minimum include the following:
• Assigning a project manager or an account management team to serve as the county’s advocate
and a single point of contact and accountability partner throughout the life span of the contract.
• Maintaining the best practice management methodology to ensure all phases of the project are completed on time and within budget for implementation and acceptance, meeting the business
requirements of the stakeholders.
this includes the use of microsoft project software to create all project scheduling artifacts.
• Provide a scalable, configurable solution capable of meeting the work order management needs of
the facilities department and the ability to accommodate an unlimited number of concurrent users.
• Providing end-user training for all county staff, estimated 1,300 individuals.
• Providing system administrative training for pre-determined facilities and information technology (it) department personnel.
• Working collaboratively with the county facilities department and it in all aspects of the project, including planning sessions, key employee group briefings, and developing go live acceptance criteria and coordinate go live acceptance testing.
• Providing ongoing technical support via a term maintenance agreement.
- Include for services
• The software solution may be compatible with oracle fusion.
• The software solution must include bar code scanning software.
• The software solution must include a complaint management system.
• The software solution must be compatible with microsoft office suite.
• The mobile software solution must be apple iOS based.
• The software solution must offer email distribution of reports, approval requests, etc. from within the system
• The software solution must be able to configure role-based security for viewing, editing, or uploading and downloading of any stored documentation and support simultaneous multi-user access.
• Offers mobile access with capabilities similar to the desktop version.
• The software solution must provide an audit trail of record changes that includes the user, date, and time.
• The software solution must have the ability to attach unlimited documents, photos, or videos to work orders, asset files and inventory item files.
• Ability to identify parts and equipment needed for a selected activity.
• Ability to include notes in work orders or asset records with unlimited text fields and edit/spell check tools.
• The software solution must be user friendly and have a convenient home dashboard.
• Ability to import pre-collected data including asset records, maintenance history, and inventory records from the existing county IBM trivia system.
• If the system is a non-cloud-based system or is an on-premises system, the county prefers the centralized database platform to be microsoft SQL server 2019 or higher.
• This preference is established to ensure compatibility with existing infrastructure and to leverage the advanced features and security capabilities
• Provided by microsoft SQL server.
• Vendors are expected to detail how their proposed solutions align with this preference and to provide justification if an alternative database platform is proposed.
• The county reserves the right to evaluate the suitability of any alternative platforms proposed in terms of compatibility, performance, security, and cost-effectiveness.
- Work orders
• Ability to support multi-user work order requests that include unlimited items.
• Offers automatic assignment of unique work order numbers to requests.
• Provides a warning if the type of work requested for an asset is addressed by an existing open work order for the same asset.
• Ability to duplicate work orders to support reoccurring needs.
• Ability for requestors to view requests, status, and resolutions.
• Ability to escalate workflow approval process for emergency requests and priority requests.
• Allow work orders to be created with or without assets tied to them.
• Ability to link several assets to a single work order.
• Allows user definable work order categories such as reactive, maintenance, chargeable, etc.
• Identifies parts and equipment required to complete the work order, reserves the same in the inventory system and assigns corresponding job costs.
• Ability to assign and manage work orders to individuals, crews, or outside contractors.
• Offers schedule balancing by crew, person, or geographical location.
• Provides automatic notification of new work orders to sender and assigned user(s).
• Allows an unlimited number of work orders open at one time.
• Provides estimated and actual labor, equipment hours, tools, materials, outside resources, and costs
associated with the work order.
• Ability to generate a daily work list for staff based on work orders, assigned tasks, and estimated time to complete them.
• Allows personnel to select and review work orders using multiple selections and sorting criteria.
• Ability to map and display location and status of selected work orders.
• Identify delinquent work orders.
• Ability to access file attachments on mobile devices.
• Ability to charge work by line item to cost centers or general ledger accounts.
• Ability to assign a unique asset number with scannable QR code to each asset.
• Provides location management of assets by building, floor, room, etc.
• Asset location can be viewed on graphical interface of building floor plans.
• Ability to transfer an asset and all related records and history to another person, location, or facility.
• Ability to provide condition assessment ratings and create a corresponding report.
• Requestor's phone# or email should be mandatory on all requests through trivia work orders
• The vendor must provide an option for automatic notifications of completion to be sent to the end-user after each work order has been finalized.
• This action will help streamline communication updates for each work order to all parties involved.
• The vendor must ensure to always provide a work order management system that allows tasks to be easily executed promptly to ensure resources are well-allocated and customer expectations are met or exceeded.
• The vendor must supply the necessary resources, tools, and sequential steps required to complete each work order efficiently.
• Forecasting must be at the forefront for any planning requests providing visibility and streamlining job complexities.
• The vendor’s work order management system must generate an option for a report or alert in regard to all unresolved work orders and provide an estimated time of resolution.
this action will ensure preventive maintenance measures and proper planning steps can be executed in a timely fashion to avoid any day-today interruptions.
• Ability to capture asset history that includes:
a. Images
b. Warranty information.
c. Serial numbers.
d. Asset tag number.
e. Model information.
f. Installation dates and locations.
g. Operation and maintenance instructions.
h. Maintenance and repair history.
i. Retirement and dispositions.
j. Ability to search, select and display assets, asset conditions, work history and pending work inf1.  - The software solution must have the following technical functions:
• The home dashboard must be convenient and user friendly.
• View and navigate work tasks.
• Ability to input time manually for work tasks.
• Create work tasks on mobile devices and desktops.
• Hold tasks (customize why it’s on hold).
• Complete tasks (time entry, comments).
• Have access to open completed tasks or retired tasks.
• Users must be able to view all completed tasks for the day, for the week, and for the month.
• Access to view requestor attached with their contact information.
• Access to notify requestors of a status update from their requests.
• One work order # for requestor and technician.
• Distinction between work orders and self-made work orders. searchable letter extension for ex. e for
emergency, t for technician, r for requests.
• Color code notifications from receiving a new work order.
• A simplified filter to locate a specific work order by number, location, or description.
• When a work order is overdue, notification prompts must be sent.
• Ability to communicate within the system in regard to the status of a work order by mgr., tech, and requestor information
- Manager dashboard requirements
• Have access on mobile devices to view entire work groups (workloads, completed tasks, tasks on hold).
• Assign work orders to technicians.
• Add or remove technicians from workgroups.
• Ability to create work tasks.
• Access to assign multiple technicians to one request.
• No paper clipping of duplicates, separate each task.
• Notifications from receiving a new work order in real time on mobile devices.
• Simple filter to locate a specific work order by number, location, or description (search menu).
• Assign work orders on mobile device.
• User friendly to create preventative maintenance plan.
• When a work order is overdue, notification prompts must be sent.
• Ability to communicate within the system the status of a work order by manager, technician, and requestor.
• Ability to filter out individual workloads for each technician.
• Ability to transfer a work order to the appropriate work group.
• Receive notification when a work order is transferred to your work group.
• User friendly way to search without using the request numbers.
• Ability to send notifications when a work order is urgent.
• Fix time to actual time and have everyone open and close work as it is performed and completed. remove the close later function.
• Only have one open or close column instead of all different time columns.
• Microsoft edge, and Firefox, as well as android and iOS-mobile devices.
• Allows for multiple labor rate assignments.
• Ability to mass update fields across like records.
- Service dashboard requirements:
• Single sign on for requesters.
• View completed and on hold tasks.
• Ability to communicate between requestor and technician for a status update.
• View all active tasks.
• View all tasks associated with buildings.
• Satisfactory survey when the work order is stated that it has been completed.
• Unlimited requestors.
• Notifications from when a work order is overdue.
- Preventative maintenance management system (pm):
• Supports pm management and asset management for vertical assets (building and its components) and lineal assets (systems comprising the whole main system)
• Provides automatic notification to drivers when vehicle pm is due or maintenance technicians when
equipment pm work is due.
• Ability to trigger automatic creation of pm work orders based on calendar time or equipment run time.
• Ability to schedule seasonal or cycle PMs (i.e., “between June and September”)
• Ability to group assets by location to create and schedule pm.
• Ability to schedule closures and shutdowns by date and time.
• Ability to access procedure checklists, equipment manuals, maintenance and repair history, photos, and other related resources or attachments.
- Materials management system:
• Provides real-time access to inventory information.
• Ability to reserve shared equipment and tools.
• Ability to issue inventory to work orders, between storage areas and to record all other transactions affecting inventory supply level.
• Ability to designate multiple areas as warehouses and assign multiple warehouses to one part.
• Provides automatic notification for parts reordering (with quantity) based on current quantity on hand, quantity already on order, and work order reservation.
• Ability to identify the manufacturer, model number, and preferred vendor for a part.
• Supports multiple inventory valuation methods
- Safety and risk management:
• Ability to integrate safety information such as confined space entry permits, lockout/tagout, hot work
activity tracking, etc.
• Offers accident reporting by employees via desktop or mobile application.
• Allows for permission-based access to accident information.
• Allows for safety data sheet tracking and interfacing with online compliance sites.
- Capital projects management
• Ability to identify future capital investment that addresses life cycle needs and deferred maintenance, along with optimizing the current and future stock of assets.
• Ability to optimize capital spending, reduce operating costs, lower energy consumption, and reduce carbon footprint.
• Ability to track project budget and schedule at both the project and program levels.
• Ability to assign and track projects and tasks, project milestones and general ledger accounts for specific projects.
- Contract Period/Term: 5 years
- Pre-Proposal Conference Meeting Date: March 19, 2025
- Questions/Inquires Deadline: March 27, 2025