Facilities Maintenance Management System

The vendor is required to provide leading business practice and business process improvement education to the district and provide and implement a complimentary facilities maintenance management system (FMMS) or like solution.
- The identified software solution will, at a minimum, aid in facilities work order management, facilities asset lifecycle management and maintenance schedules, inventory management, warehouse management, workflow management, and document management.
- FMMS solution that may have functionality the district may utilize in the future for: it asset management, service desk and help desk functionality and eases end user experience in seeking assistance with all needs, questions, etc. would be a separate and future implementation.
- Deployment models
• The district is most interested in finding a solution that will best meet the functional needs of the district with a sound and proven implementation approach and utilizes a software-as-a-service (SaaS) model.
• Any remote access to district data by offshore resources that is contemplated should be detailed appropriately in the proposal response, identifying the roles and types of activities that offshore resources would be engaged in.
- Ownership of data and transition
• Incur no further financial obligations for materials, services, or facilities under the agreement without prior written approval of the district;
• Terminate all purchase orders or procurements and any subcontractors and cease all work, except as the district may direct, for orderly completion and transition; and
• Make available to the district in a mutually agreeable machine-readable format, at no cost, all district data stored within the system, stored on the proposer’s servers, or within the proposer’s custody, within fifteen (15) days of termination or district request. 
• In the event resulting agreement is terminated for any reason, or upon expiration, and in addition to all other rights to property set forth, the district shall
• Retain ownership of all data, work products, and documentation, created pursuant to the resulting agreement.
- Software upgrades
• The district shall be entitled to all upgraded versions of the software covered in the contract that becomes available from the proposer.
- System requirements
• The district is seeking as software-as-a-service, on a modern cloud platform.
• The application should have a highly capable mobile applications, (over and above a browser based mobile experience) to aid in end-user functionality and processes.
• The software shall integrate with workday to further optimize district business processes and internal business functions.
• A fully integrated system that will allow for maintenance technicians and other primary users of the selected product to complete all of the day-to-day business needs within the system.
- Integrations with workday / data to be passed between systems includes but is not limited to. 
• Financials
1. General ledger (GL)
2. Business assets
• Human resources (HR)
1. Employee data
a. Job title
b. Location
2. Hierarchies/ org chart – supervisory orgs
• Strategic sourcing
1. Inventory replenishment requisitions
2. Receiving details
• Accounting details to enable a “funded work orders” type solution where funds can be encumbered against location specific budgets.
- Provide the software and professional services as so necessary to successfully:
• Assess current business processes and workflows,
• Define areas of alignment to the proposed software solution as well as gaps and define action plans to better align any processes and gaps to out-of-the box software functionality within a reasonable tolerance,
• Train district staff on the use/configuration/maintenance/security/etc., of the proposed software solution,
• Provide and assist with the development of training documentation
• assist with the configuration of the software solution,
• Develop defined integrations with other software systems,
• Lead the data conversion/migration process from legacy systems to the selected system,
• assist with testing the proposed software solution including resolution of defects and configuration errors,
• Support the overall implementation process with those tasks and deliverables as is commonplace to the implementation of like software-as-a-service solution including but not limited to:
1. Project management,
2. Project governance,
3. Organizational change management advising,
4. Communication strategies, and preparation of the district for live production use of the proposed software solution.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: June 12, 2025