Cloud Web Based Computerized Maintenance Management System

The Vendor is required to provide for a cloud web-based computerized maintenance management system (CMMS) for our housing and dining operations, which support over 3,000 students across 4 residence halls, over 675 apartments, and multiple dining venues.
- The CMMS solution shall support:
•    Work order request and tracking,
•    Work order routing to technicians based on location and craft,
•    Preventive maintenance scheduling,
•    Mobile access for field technicians,
•    Cost tracking for labor and materials,
•    Reporting and analytics,
•    Single Sign on (SSO) authentication via Security Assertion Markup Language (SAML), Shibboleth (preferred).
- Online submission portal for students/staff
•    Web-based and mobile-friendly user interface for submitting new work orders.
•    Customizable form fields for different types of requests (e.g., maintenance, IT, custodial).
•    Real-time validation for required fields (e.g., location, issue type, contact info).
- Priority levels and escalation paths
•    Multiple priority levels (e.g., Low, Medium, High, Emergency).
•    Rules-based auto-assignment of priority based on issue type or location.
•    Dashboards to monitor aging work orders.
- Email and text notifications
•    Ability to send messages to customers for follow-up or status updates.
•    Notification settings configurable per user role (requestor, technician, supervisor).
- Ability to attach images/files
•    Support for common file types including but not limited to: JPEG, PNG, PDF, DOCX, XLSX.
•    Mobile upload support, including camera capture directly from smartphone.
•    Storage and access.
- Preventative Maintenance (PM)
•    Calendar-based and usage-based scheduling
•    Auto-generation of tasks
•    Checklists for PM tasks
•    Reporting and Dashboards
•    Customizable reports
•    Key Performance Indicators dashboards (response time, completion rate, etc.)
•    Export to Excel
- Mobile Capabilities 
•    Native iOS and Android apps 
•    Offline functionality 
•    Push notifications.

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: November 10, 2025