Computerized Maintenance Management System

The Vendor is required to provide future maintenance/support of a robust and efficient computerized maintenance management system (CMMS) tool to support our business processes.
- User management & experience
• User authentication and authorization: secure user authentication to ensure only authorized personnel can access or modify work orders.
• Single sign-on (SSO): integration with board existing SSO solution or active directory for seamless access.
• User permissions: different user roles (administrator, manager, technician, etc.) with clearly defined access permissions.
• Custom user permissions: ability to assign custom roles and permissions to control access to specific features.
• Support for multiple locations: manage users, assets, and tasks across board branches with individual reporting and monitoring.
• User-friendly interface: an intuitive, simple and easy-to-navigate interface that reduces training time and enhances daily use.
• The system should be visually clear and accessible, with a focus on minimizing steps to complete tasks.
• Mobile access: optimized mobile access, allowing users to manage tasks, submit requests and work orders, and access relevant information from tablets or smartphones.
• Notification & alerts customization: ability for users to customize notification preferences and alerts for request and work order updates, completion statuses, and scheduled tasks.
• Detailed user activity tracking: track user activities within the system for transparency and accountability.
• This includes a clear audit trail for work orders, task assignments, and completion statuses.
• User feedback mechanism: built-in capability for users to provide feedback.
• This could be in the form of a survey or a rating system to provide users with the ability to express their level of satisfaction with the work performed.
• Helping to identify pain points or areas for improvement.
• Guided user support: on-demand guidance such as tooltips, help docs, or integrated support features for users unfamiliar with certain functions, improving user experience and reducing the support burden.
- Work order management
• Request maintenance and repair work: users should be able to submit work order requests with relevant information (location, description, priority, attachments).
• Unlimited requests and users: no cap on the number of work order requests or users, ensuring scalability.
• Customizable workflows: workflow flexibility is key.
• For example, some requests may require approval from a branch manager before moving to the maintenance team, while other straightforward requests can go directly to the designated maintenance coordinator for the location for processing
• Assignment and scheduling: work orders can be assigned manually or automatically to the appropriate team or vendor based on skillset, workload, and location.
• Attachments: users should be able to attach images and documents to requests, work orders, and asset records for better documentation.
• Assign assets to work orders: link specific assets to work orders for accurate maintenance tracking.
• Scalability: the CMMS should grow with board, accommodating the inclusion of future facilities and assets.
• Custom inspection checklists: create customizable checklists for inspections of a facility
- Asset management
• Asset tracking and life cycle: track all assets (e.g., equipment, shelving, furniture) by location, condition, and maintenance history.
• Preventative maintenance planning: schedule recurring monthly maintenance checks (e.g., branch lighting) and set up seasonal tasks based on asset usage or calendar triggers (e.g., act checks in winter).
• Custom inspection checklists: create customizable checklists for facility and asset inspections.
• Asset tagging/scanning: support for barcode or QR code scanning of assets.
• Asset disposal: automate the asset disposal process, including user initiation, approval, and updates to the asset register.
• Scalability: support the growing needs of board by easily adding new assets to the system.
- Reporting and analytics
• Dashboards: customizable dashboards with real-time insights into key performance indicators (KPIS) like work order status, asset performance, and costs.
• Analytics: ability to integrate with Microsoft Power BI to provide real-time reporting, including analyzing trends such as peak periods for work orders, identifying common types of requests, and predicting future maintenance needs.
• Time and cost tracking: track labor hours and associated costs for each work order.
• Export and import data: data export options (csv, excel, pdf) and import capabilities for seamless reporting.
- Communication and collaboration
• Integrated communication channels: support real-time communication through in-app messaging, email notifications, and comment threads between requesters, maintenance staff, and managers.
• Mobile app: mobile app supports both iOS and android, enabling users to submit work orders, receive updates, and scan assets from the field.
- Customization and flexibility
• Custom fields: add and configure custom fields to capture specific data for board work orders.
• User interface: configure the user interface to display relevant fields based on user roles or request types.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: May 30, 2025