Enterprise Asset Management System

The Vendor is required to provide a comprehensive and integrated Enterprise Asset Management (EAM) system.
- This initiative is a key component of the Town’s broader digital transformation strategy, aimed at modernizing service delivery, enhancing operational efficiency, and improving transparency across departments.
- The envisioned EAM solution will serve as a foundational platform for managing the Town’s diverse and complex infrastructure portfolio, which spans transportation networks, water and wastewater systems, stormwater assets, fleet and equipment, facilities, parks, and emergency services, as well as its inventory and spare parts. 
- The system will support both strategic planning and day-to-day operations, enabling staff to make data-informed decisions that optimize asset performance and extend service life. 
- It is envisioned the solution could comprise a mix of one or more systems with integration to other Town systems.
- The objectives
•    Gathering market intelligence on available EAM solutions and their capabilities
•    Understanding vendor approaches to implementation, integration, and support
•    Identifying opportunities for innovation and alignment with the Town’s roadmap
•    Informing the development of a future Proposal.
- The EAM system must support a wide range of infrastructure categories, including:
•    Transportation assets including roads, streetlights, sidewalks, streets aping, traffic controls, traffic calming, cycling lanes, bridges, culverts, retaining walls.
•    Drinking water assets including water mains, hydrants, valves, service connections, auto flushers, sampling stations and bulk water stations.
•    Wastewater assets including sewers, force mains, pump stations, pump station vertical asset components, maintenance holes, and service connections.
•    Storm water assets including sewers, maintenance holes, catch basins, inlets and outfalls, culverts, ditches, watercourses, ponds, pond asset components, low impact development (LID) features, oil grit separators, and structural storage facilities.
•    Light and heavy duty fleet, construction equipment, fire apparatus, general equipment, lawn equipment and ice maintenance equipment.
•    Civic and recreational facilities including all building elements and plant equipment.
•    Parks, open spaces, and trails including recreational amenities, horticulture, and site infrastructure.
•    Trees and woodlots.
•    Fire services including vehicles, specialty equipment, and facilities.
- Vision for Enterprise Asset Management
•    Effectively manage over $3 billion in municipal infrastructure
•    Optimize maintenance and performance of aging assets
•    Support work order management and scheduling functionalities
•    Track all maintenance and operational activities across all assets including labour and resources assignment and materials and inventory consumption.
•    Comply with regulatory frameworks for asset management and municipal operations
•    Equip staff with modern, mobile-friendly tools
•    Establish a single source of truth for asset data
•    Ensure scalability and flexibility to meet future needs
•    Manage competing operational demands in a resource-constrained organization and a fast-paced environment.
- Fleet and Equipment Management
•    Manage warranty by vehicle or equipment component. Automate workflows to manage asset warranties including reminders/alerts, work order triggers, etc.
•    Manage rented assets with the ability to create exceptions for maintenance strategy, availability, reporting metrics, etc.
•    Conduct fleet preventive maintenance based on time, usage, fuel consumption, or custom intervals.
•    Shop floor management - View work in progress, labor activity, and technician assignments in real time, with the ability to reassign tasks, track deferred repairs, and monitor job completion.
•    Record, pause, and resume equipment downtime. Report downtime by cause, status, and duration. Associate downtime with multiple work orders.
•    Calculate vehicle replacement needs based on age, usage, maintenance cost, inflation, salvage value, and condition to generate vehicle replacement schedules.
•    Import fuel and fluid transactions from multiple external systems, track usage per vehicle, job type, etc.
•    Allow departmental fleet and equipment users to request repairs to their assets, view asset history, submit meter readings, and receive automated notifications when work is complete.
•    Support safety and regulatory processes for fleet maintenance and fleet utilization, including incident tracking, compliance management, and CVOR processes.
•    Provision of industry standard fleet management libraries for job types, vehicle/equipment types, work order specifications, inventory and spare parts, etc. 
•    Subscriptions for ongoing fleet management library updates.
•    Electrical vehicle charging workflows to manage fleet and equipment availability/utilization according to power consumption and recharge times. Manage charging locations used by multiple assets.
•    Integration with Geotab for mileage and other fleet metrics.
•    Location tracking of moveable assets.
- Asset Registry & Lifecycle Management
•    Centralized master asset registry with hierarchy and class definitions
•    Lifecycle tracking: planning, acquisition, maintenance, renewal, retirement
•    Risk modeling (Consequence of Failure, Likelihood of Failure), condition forecasting, scenario analysis
•    Alignment with service levels and performance reporting
•    State of Infrastructure reporting and automated annual updates
•    Support for future growth asset planning
- Maintenance, Work Management, & Reliability
•    Full work order lifecycle: creation, assignment, scheduling, execution, findings, close-out, cost tracking
•    Preventive, reactive, and predictive maintenance
•    Mobile access for field staff (online and offline)
•    Contractor portals and service request tracking
•    Crew scheduling and time tracking
•    Failure tracking and root cause analysis
•    Integration of service requests from public and internal departments
- Inventory & Supply Chain Management
•    Materials, supplies and direct purchase inventory management
•    Procurement planning and cost recovery
•    Integration with external supply chain systems for forecasting and restocking.
•    Connections to asset tracking and lifecycle costing
- Risk
•    Risk registers and escalation protocols
•    Supports organizational risk management processes like monitoring, treatment, and escalation protocols.
•    Reliability-centered maintenance (RCM), Failure Mode and Effects Analysis (FMEA)
•    Automated Consequence of Failure (CoF) and Likelihood of Failure (LoF) calculations
- Financial Management
•    Asset costing, depreciation, and inflation adjustments.
•    Work order cost tracking and reconciliation.
•    Integration with JD Edwards for financial reporting
•    Lifecycle costing and capital account reconciliation
- Inspection and Condition Assessment
•    Scheduling of inspections based on condition, regulatory requirements, or planning cycles
•    Support for detailed and operational inspections, including customizable forms 
•    Photo documentation and defect tracking
•    Automated workflows triggered by inspection results (e.g., maintenance initiation, attribute population)
•    Management of inspection records, asset updates, and reconciliation of new/retired assets
- Capital Projects
•    Tracking of capital projects within the work management system
•    Logging of project completion against assets with associated costs and documentation
•    Warranty management and asset handover processes
- Reporting, Analysis & Business Intelligence
•    Configurable dashboards and reports for asset attributes, performance, work activities, workforce, cost, inventory, condition, and risk
•    Version control for historical asset registers and back-calculation of performance trends
•    Advanced trend analysis and forecasting for total lifecycle cost
•    Historical and forecasted reporting on asset quantity, age, condition, and replacement cost
•    Data exploration tools for asset-level insights including histories, failures, inspections, performance, and costs.

- Questions/Inquires Deadline: October 13, 2025