Enterprise Asset Management Software and Implementation

The Vendor is required to provide a best-in-class, commercial off-the-shelf (COTS) Enterprise Asset Management System (EAM) to replace its existing asset management application(s) with a single solution to support the Aviation.
- The EAM solution must contain the ability to effectively track, analyze, and forecast asset performance, lifecycle and capital replacement costs.
- The EAM solution must contain the ability to effectively track, analyze, and forecast asset performance, lifecycle and capital replacement costs.
- To ensure the continued safety, reliability, and efficiency of aviation operations, the department must effectively manage a broad portfolio of assets, ranging from terminal facilities and baggage systems to airfield pavement, utilities, and specialized facilities & equipment.
- Current Technology
•    ESRI ArcGIS
•    Mapping facility assets
•    Microsoft SharePoint
o    Capital planning, project management, property inventory, facility asset inventory, and fire life safety inspections/findings.
•    Building Automation Systems (e.g. Trane, Delta)
•    Microsoft Excel
o    Report building
•    SimpleK locksmith application
o    Key & lock inventory, lockset and core types, allocation of keys.
•    SAP – Plant Maintenance
o    Equipment creation
o    Work order management to perform scheduled/preventive, reactive, minor maintenance, and major maintenance.
o    Inventory control for warehouse material requisition.
o    Employee labor time sheet.
- The software will incorporate QR-coded, or similar, asset tags, providing instant access to an asset’s complete history, condition, and service records, ensuring accurate tracking and reducing data gaps.
- Additionally, GIS integration will provide spatial insight into facility locations, components, and infrastructure relationships, improving planning and emergency response capabilities.
- The platform will also enhance capital improvement planning by using facility condition data to objectively prioritize long-term investments based on lifecycle data and risk assessments.
- By capturing the full asset lifecycle, the system will enable smarter decisions on preventive maintenance, repairs, and end-of-life replacement. Integrated business analytics and real-time dashboards will allow leadership to monitor maintenance costs, asset performance, and trends, ultimately driving more strategic budgeting and resource allocation.
- This software will transform Facilities Management from a reactive, paper-driven process to a proactive, technology-enabled program that protects City assets, enhances service delivery, and reduces long-term operational costs.
-The new solution will enable the City to meet the following objectives:
•    Tracking and monitoring
•    Maintenance scheduling
•    Centralized asset data
•    Performance and lifecycle management
•    Long-term Capital Replacement Forecasting
•    Financial insights
•    Reporting and analytics
•    Compliance management
•    Workflow automation
•    Improved decision-making
•    Cost reduction
•    Enhanced Productivity
- System Functional Requirement
•    Work & Asset Management / Preventive Maintenance
o    The solution shall support end-to-end work and asset lifecycle management, including: service request intake and triage; work-order creation, routing/approvals, and closeout; asset hierarchies and tagging; preventive and condition-based maintenance scheduling; corrective maintenance; condition monitoring; and work order automation (notifications, SLAs, escalations).
•    Resource Management
o    The solution shall manage labor, crews, skills/certifications, equipment, and tools; support scheduling/assignments and dispatch; capture telemetry/usage (e.g., meters, odometer/engine hours); and allocate labor/equipment to maintenance tasks for planning, execution, and cost tracking.
•    Supply Chain (Inventory)
o    The solution shall have the capability to and/or integrate with existing systems to manage stock and non-stock materials, reservations, issues/returns; support purchasing workflows; and provide inventory visibility. Barcoding/QR/RFID and warehouse/location controls are required.
•    Portals & Stakeholder Access
o    The solution shall provide secure access for external stakeholders (e.g., contractors, vendors) and, if applicable, a public/customer portal for submitting requests and viewing status. Role-based controls, audit logging, and accessibility conformance are required.
•    Mobile & Field Operation
o    The solution shall provide mobile field-service capabilities including: (1) offline operation; (2) field data capture (photos, signatures, GPS, barcode/QR scanning, forms/checklists); (3) reliable synchronization with the core system; and (4) an intuitive, technician-friendly user experience.
•    Reporting, Analytics & Planning (including AI & Predictive Insights)
o    The solution shall deliver dashboards, KPIs, and self-service/ad-hoc reporting for operational and strategic decision-making; support drill-down, scheduling, and export; provide predictive analytics (e.g., failure/risk scoring, anomaly detection) where available; and support capital maintenance/renewal planning and budgeting (e.g., lifecycle costing, prioritization, scenario planning).
•    The solution must support regulatory compliance through robust audit logging, decision tracking, and reporting. Specifically, it must:
o    Log all asset and work order activities with user, timestamp, and action details.
o    Track decisions, risks, and issues with configurable fields and workflows.
o    Maintain risk, issue, and decision logs aligned with compliance standards.
o    Generate reports summarizing audit trails and compliance activities.
o    Allow configurable workflows and integrate with external systems if needed.

- Contract Period/Term: 5 years
- Pre-Offer Conference (Non-Mandatory) Date: October 10, 2025
- Questions/Inquires Deadline: October 24, 2025