Smart Building Technology Software

The vendor is required to provide smart building technology software must be a SaaS hosted solution, have the ability to deliver instant access to building information anywhere in the office or offsite from a mobile app for iOS, android, and windows platforms (phone and tablet), and have a web application for connection through a personal computer web browser.
- Provide software as a service (SaaS) smart building technology (SBT) software and services that can be accessed using a mobile application for both iOS and android platforms and as a web application for both a mac and a browser.
- Provide a solution with:
•    The ability to integrate with the state’s facilities management software, FMX. 
•    The ability to share files by sending URL links. 
•    Fillable forms for use with inspections, maintenance logs and checklists. 
•    Offline access to shut offs and emergency information on mobile devices even without an internet connection. 
•    Mark-up ability with annotation tools and basic measuring tools. 
•    A layered map view of renovation locations by building and floor that displays all renovations and tenant improvements (tis). 
•    The map view must include, but is not limited to:
o    Links into original building plans and changes that were made during original construction (as-builts); and 
o    Device and system location maps with photos and descriptions.
- The SBT software and services must include:
•    Optical character recognition (OCR) of as-builts, operations and maintenance documents (O&MS), and interactive mechanical floor plans (MEP) with specific equipment details to enable content search of documents; 
•    Document search capability, including filename, metadata, and content; 
•    Mobile application for both iOS, android (phone and tablet); 
•    Web application for connection through a pc or mac browser; 
•    Offline access to as-builts, shut-offs, device and system location maps, and emergency information on mobile devices (after initial sync); 
•    Ability to share files by sending URL links; 
•    Mark-up capability, annotation tools, and basic measuring tools; 
•    Location pins with photos, descriptions, and customizable icons; 
•    Fillable forms for use with inspections, maintenance logs, and checklists; 
•    Quick response (QR) code access to location pins and fillable forms; and 
•    An uptime standard of no less than 99.95% of time.
- Their solution has the ability to integrate with the state’s facilities management software, FMX, including:
•    Moving content between the selected vendor’s solution and FMX, including data on parts, work orders and equipment.
- The equipment and O&M information includes:
•    Equipment information, with a photo of each piece of equipment; 
•    QR codes with QR code stickers for direct access scanned from within the vendor’s software application to access equipment information; 
•    Operating and maintenance manuals; 
•    Fillable maintenance and inspection forms; 
•    Ability to import an equipment list, with manufacturer, model, and serial number information; 
•    Warranties, including start date and expiration date; and 
•    Customizable search tags.
- Ensure a building plan is entered into the SBT software, and must use chain of custody procedures to:
•    Create and enter a QR code for each item; 
•    Inventory documents; 
•    Pick-up hard copy documents and electronic media; 
•    Provide inventory to the state for reference during the conversion process; 
•    Arrange transport to local-based fulfillment center; 
•    Provide return of documents after imaging is complete or arrange for shredding and destruction of documents if desired; 
•    Import existing as-built drawings of architectural, mechanical, plumbing, HVAC, and electrical building components of the hosted solution within the first year’s period of performance; 
•    Add and update with additional as-built documents related to renovation projects as needed, at the request of the state. 
•    Organize, remove duplicates, and collate as-builts into a master set for each building; and 
•    Perform quality checks for accuracy.
- Ensure building plan information includes:
•    As-builts linked with touch-based navigation across sets and sheets;
•    Layered map view of renovation locations by building and by floor;
•    Renovations and tenant improvements (tis) linked into original as-builts; and
•    Device and system location maps with photos and descriptions.
- Ensure emergency information is entered into the SBT software and must:
•    Import, scan, upload, and link available life safety and emergency documents; 
•    Add or update additional life safety and emergency documents related to renovation project, as needed, at the request of the state; 
•    Map emergency equipment locations on floorplans; and 
•    Ensure emergency information includes:
o    emergency and life safety plans, including action plans, emergency exits, and evacuation plans; 
o    emergency contact lists; 
o    mapped emergency equipment locations, with a photo of each location; and 
o    device and system location maps with photos and descriptions.
- Ensure joint commission compliance documentation is entered into the SBT software, and must:
•    Import and scan, upload, and link available compliance documents to the associated joint commission code standards;
•    Provide training for the state to update future documentation
•    Ensure joint commission compliance documentation includes:
- The ability to share documentation with joint commission inspectors.
- Provide customer support services including, but not limited to:
•    Providing a dedicated customer service representative from contract execution through implementation and the delivery of all services and initial training; 
•    Providing project coordination as required by the state; 
•    Completing updates to SBT for changes to equipment, documentation and other requirements on an as-needed basis, as requested by the state; and
o    Establish, monitor, and submit reports as required by the state;
o    Provide periodic business updates;
o    Share best practices being utilized by similar customers; and
o    Provide technical support via e-mail and phone.

- Contract Period/Term: 1 year
- Non-Mandatory and Optional Virtual Vendor Conference Date: November 7, 2025
- Questions/Inquires Deadline: November 7, 2025