Computerized Maintenance Management System and Facility Management Solutions

The Vendor is required to provide a statewide, centralized computerized maintenance management system (CMMS) and facility management solutions.
- The potential to procure, host, and support a single platform that provides consistent preventive maintenance processes, asset management tools, and real-time facility oversight across all districts.
- This initiative aims to reduce duplication of effort, improve data quality, streamline compliance reporting, and ensure equitable access to modern facility management technology—regardless of district size, capacity, or geographic location.
- These inconsistencies create challenges for long-term planning, preventive maintenance, major maintenance forecasting, and facility condition tracking. 
- Districts—particularly those in rural or remote areas—face barriers related to staffing, technical capacity, and cost that limit their ability to procure, implement, and maintain a robust CMMS independently.
- A centralized CMMS solution would strengthen this oversight role by providing consistent data statewide, supporting compliance with preventive maintenance requirements, and enabling more accurate, data-driven decision-making related to capital planning and major maintenance prioritization.
- By hosting and funding a statewide system, the State would reduce the financial and technical burden on individual school districts while increasing alignment in preventive maintenance practices.
- The centralized model would allow districts to operate within a shared, secure platform with local user access controls, district-level autonomy in day-to-day operations, and statewide reporting capabilities managed by department.
- System Capabilities
•    Asset lifecycle management
•    Preventive and corrective maintenance management
•    Work order creation, scheduling, and tracking
•    Facility inspections, monitoring, and performance tracking
•    Energy management or sustainability tools
•    Property and space management
•    Event scheduling
•    Budgeting and cost tracking
•    Reporting and analytics
•    Records management
•    Mobile access (mobile app or responsive web interface)
•    User-based access controls
•    Internal and external communications tools
•    Billing functionality (if available)
•    Integrations and available APIs
- Hosting and Technical Requirements
•    Available hosting models (State-hosted, vendor-hosted, cloud-based SaaS, on-premises, hybrid)
•    System architecture and security protocols
•    Hardware, software, and network requirements
•    Recommended configurations for multi-tenant or statewide implementations
•    Data storage, backup, retention, and disaster recovery procedures
•    Options for statewide single sign-on (SSO)
- Implementation Approach
•    Statewide rollout strategies for multi-district implementation
•    District onboarding process, including data migration
•    Training, technical support, and ongoing user assistance
•    Typical implementation timelines and staffing expectations
•    Change management support.