Computerized Maintenance and Enterprise Service Management System

The Vendor is required to provide for a comprehensive enterprise service management (ESM) system.
- The solution must incorporate both CMMS (Computerized Maintenance Management System) and ITSM (Information Technology Service Management) capabilities, providing unified support for Facilities, Food Services, Transportation, Safety, Human Resources, Academic Services, Construction Operations, and Information Technology.
- A comprehensive project implementation plan, including data migration strategies
- A fully functional demonstration of customization across multiple domains (Facilities, IT, HR, Transportation, Logistics)
- Centralized Asset Management:
o    Repository for IT and physical assets with barcode/QR code scanning to create an asset or perform work on an asset
o    Asset lifecycle management (procurement through disposal)
o    Warranty and contract tracking
o    Custom asset fields for site-specific needs
•    Example: Barcode scanning a projector to view its maintenance history and submit a service request directly.
- Work Order and Ticket Management:
o    Unified portal for requests (maintenance, IT, facilities)
o    Customizable ticket types with SLA-based prioritization
o    Automated routing and escalation workflows
o    Role-based approvals before closure
•    Example: Principal’s secretary reviewing and approving a classroom repair before the ticket is closed.
- Preventive Maintenance and Scheduling:
o    Recurring and future-dated task scheduling
o    Calendar and checklist views for compliance
o    Automated generation of tasks from templates
•    Example: Automatically generating annual fire alarm inspections or IT server patching schedules.
- Incident, Problem and Change Management:
o    Incident categorization with audit trails
o    Root cause analysis and automated problem ticket creation
o    Change approval boards (CAB) with rollback plans
o    CMDB (Configuration Management Database) integration
- Inventory and Parts Management:
o    Multi-site inventory tracking with cost allocation
o    Stock-level alerts and reorder automation
o    Vendor and supplier catalog management
•    Example: Auto-alert when HVAC filters fall below minimum stock level.
- Reporting and Analytics:
o    Real-time dashboards and KPIs (MTTR, downtime, SLA compliance)
o    Exportable custom reports (CSV, Excel, PDF)
o    Compliance audit logs
- User and Access Management
o    Role-based access controls (RBAC) with departmental segmentation
o    Delegated administration for workspace-specific changes
o    SSO integration with Entra/Active Directory
o    Secure external access for vendors and contractors
•    Example: A contractor submitting a repair completion request without requiring a licensed user account.
- Communication and Collaboration
o    In-ticket communication with internal and external parties
o    Automated email/SMS notifications
o    Integration with collaboration tools such as Microsoft Teams and Slack
- Mobility and Accessibility
o    Mobile apps for iOS and Android with offline capabilities
o    Verbose natural-language search and AI-assisted self-help
o    Accessibility compliance for diverse user needs
- Budget: $500,000.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: October 23, 2025