Enterprise Asset and Work Order Management System

The vendor is required to provide enterprise asset and work order management system (EAWOMS) requirements, costs and development or upgrade option through deployment, avoiding costly mistakes, and ensuring a seamless transition to a new system.
1. Documentation and requirements: 
• Develop department enterprise system business and user needs into two categories: minimum requirements and preferred requirements to support cost estimation and distinguish essential needs from desired features in a new system. 
• Assess organizational readiness for new systems by assessing it architecture, data readiness for migration, and identify potential resistance and challenges to ensure smooth transition. 
2. Cost analysis scenarios: 
• Providing cost estimations for implementing a new system, considering the number of assets, users, and existing and desired EAWOMS configurations (including mobile technologies). 
• Provide estimated cost analysis for three scenarios of upgrading Infor, minimum requirements implementation, preferred requirements implementation.
3. EAWOMS implementation plan- development or system upgrade: 
• Based on the determined user, business, IT requirements, and estimated cost scenarios, either develop a comprehensive to get ready for identification of a new EAWOMS or develop a comprehensive implementation plan for upgrading and migrating to an existing city EAWOMS
- Core services
• Asset management - asset investment consulting services
o Research
o Cost-benefit analysis
o Evaluation
o Documentation
o Recommendations
o Strategizing
o Governance approach
o Change management assessment
o Project management
1. Change management
• Assess organizational readiness for new system and identify potential resistance and challenges. analyze data quality in current EAWOMS, Infor, and assess what issues a new system or upgrade can address versus what is an organizational change management or workflow opportunity. 
• Develop a change management plan that outlines how to guide department teams through the transition of a new or upgraded system by ensuring clear communication, training, and support. 
• This plan should include aligning leadership and ensuring adoption through continuous feedback and improvement. 
• Develop training materials for department asset groups on asset management best practices and action items based on current state in preparation for a new EAWOMS.
2. Business and user needs
• Document the business capabilities that different asset groups within department need from the EAWOMS to improve work order management, inspections, equipment management, mapping, collision assessment, asset onboarding and data maintenance inefficiencies, reporting, and development of future workplans.
• Develop minimum and preferable system requirements based on business capabilities and user needs identified. 
• Document the business and user stories. 
• Validate takeaways and implementation plans from past and current department initiatives and reports such as asset onboarding and maintenance assessments, strategic roadmap report, GIS modernization, and data governance framework. 
• Identify commonalities and develop strategies and roadmap of how certain components of an EAWOMS can remediate pain points identified in these current and past initiatives and reports. 
o Identify key departmental decisions that need to be made prior to upgrading to new EAWOMS as discussed in previous reports, i.e.- whether we need to update our linear referencing system (LRS).
3. IT architecture and integrations
• Develop an understanding of the impact of new EAWOMS on existing department applications and integration with various databases, including documentation of data flows
• Develop existing EAWOMS data architecture diagram incorporating alternative existing applications and tools being integrated and utilized. 
o Develop a proposed data architecture diagram using the ArchiMate modeling language, based on capabilities and possible connections with new EAWOMS
• Develop recommended EAWOMS minimum system requirements: 
o Required enterprise system integrations for payroll, personnel information, permitting, content management, and others
o Necessary API connections
o Server requirements (if department hosts data or software)
o Required technical support from point of system implementation and continued maintenance 
o Necessary GIS integration to ESRI enterprise
▪ Estimate costs associated with additional ESRI licenses 
• Develop required future state asset onboarding workflow processes and integrating GIS mapping requirements where applicable.
o Estimate costs for any additional ESRI credits required for process
• Develop mobile asset onboarding, data collection and work order management future state minimum requirements
o Define minimum and preferred requirements for mobile asset onboarding and data collection or work order management 
o Develop strategy to deploy mobile technologies and identify additional associated costs
▪ Equipment costs and network connection costs and licensing costs
4. asset management and performance management and technical metrics
• identify data migration stages and data quality issues for asset level information held in existing EAWOMS (Infor), GIS, and other applications and systems and development of steps to migrate before EAWOMS implementation.
o develop data improvement plans to improve our data structure to best prepare for migrating to a new system and protect regulatory data from loss or corruption.
• document key performance indicators (KPIs) and all performance measures across various asset classes.
• assess department defined KPIs and PMs to determine how the system can calculate, quantify and report out. 
• Document asset deterioration and modeling need across all assets to ensure that performance can be tracked and modeled for future budgetary needs and work planning. 
• Identify the capabilities department groups require for developing future workplans including but not limited to:
o Single-asset decision matrix
o Multi-asset decision matrices
o Project segmentation 
o Incorporation of priority networks 
o Capital and maintenance activities
5. System evaluations and cost estimations
• Examine the available system options by performing an analysis of system requirements against the current EAWOMS (Infor) and “commercial off the shelf” vendor solutions, including other enterprise systems being used by other city of departments. 
• Develop preliminary analysis of which systems will meet the requirements set forth in previous tasks.
• Provide estimated cost for implementing a new system, considering the number of assets, users, existing EAWOMS configurations, and costs for additional equipment, network connections.
provide estimated cost analysis for each of the potential scenarios defined below
6. EAWOMS implementation plan or Infor upgrade
• Develop a comprehensive) to get ready for identification of applicable EAM applications and vendors. 
• Department need to implement an enterprise system, not a siloed system.
• Assist in the development of a scoring framework for vendor submittals which aligns with the user and business requirements for future EAWOMS.
- Contract Period/Term: 1 year
- Optional Pre-Submittal Conference Date: June 12, 2025
- Questions/Inquires Deadline: June 25, 2025