Asset Management Information System

The vendor is required to provide asset management information systems (AMIS) to support the effective and sustainable management of its core and non-core municipal assets.
- Interested parties for 2 parts:
•    Written submission 
•    Video demonstration
- Written submission
1. Maintenance management
•    Preventative maintenance scheduling
•    Work order generation
•    Inspection integration
•    Maintenance history tracking
•    Alerts and notifications to users around tasks, etc.
2. lifecycle planning and optimization
•    Asset depreciation tracking (cost vs. actuals)
•    Forecasting replacement needs
•    Repair vs. replacement decision support
•    Cost-benefit analysis tools
•    Multi-year capital budget planning (value of assets end of year)
•    Lifecycle scenario planning
•    Portfolio optimization
•    Compliance with state 588, firs, internal policies (TCA)
3. Compliance and reporting
•    Automated documentation
•    Regulatory compliance tracking
•    Standardized reporting
•    Audit trail capabilities
•    Report customization and import and export
•    Exception and non-compliance alerts
4. Fleet and equipment management
•    Maintenance history tracking
•    Fuel consumption monitoring
•    Operation downtime reporting
•    Telematics integration
•    Real-time monitoring and reporting
•    Route optimization
•    Fleet lifecycle management
5. Field and mobile capabilities
•    Mobile application capability (i.e., field application)
•    Offline access and syncing
•    Route optimization
•    Task assignment
•    GPS capabilities
•    Handling data conflicts
6. Data integration and interoperability
•    Integration with other systems
•    Data import and export functionality
•    Interoperability standards (e.g., iso 55000, open311)
7. Improved accuracy and efficiency
•    Compatibility with other devices
•    Data quality via user entry
•    Integration with sensors and devices
8. Security and privacy
•    Data security, including compliance with security standards
•    User log-in controls
•    User access and permission controls
•    For cloud and hybrid solutions: breach incident reporting and response protocols
•    Data auditing capabilities
9. Types of data stored
•    Provide example data models for service requests, inspections and work orders
•    The AMIS creates data links with GIS data
•    Provide any data architecture diagrams for the proposed solution, focusing on how the different datasets relate to each other (e.g., entity relationship diagram)
10. Platform hosting
•    Back-ups
•    Disaster recovery capabilities
•    Software updates and patching
•    Data privacy
•    Data security and access controls
11. Implementation and costing estimate
•    Licensing cost and model (i.e., assigned user, pooled licensing, etc.) of the proposed solution 
•    Typical implementation approach and plan, including the sequencing of activities, duration, etc. 
•    Description of resourcing and staffing the town should have available for implementation
•    Training and change management strategies
- Video demonstration submission
•    Platform ease-of-use for end users (including desktop and mobile environments)
•    Functionality from service request > inspection > work order
•    Out of the box reporting capabilities (custom reporting if available)
•    System capabilities at the technician, management and senior management levels
•    List of all active finance platforms of which you are integrated with.
•    Predictive maintenance to reduce downtime and extend asset life
•    Any ai-driven analytics
•    Integration with emerging technologies (including MS 365)
•    VPN access and remote access
•    Dashboard interface.
•    Betterment of assets.

- Questions/Inquires Deadline: October 14, 2025