Computerized Maintenance Management System

The Vendor is required to provide for a computerized maintenance management system (CMMS) that includes software, implementation services, training, and technical support from a single vendor to serve university campus.
- Goal is to select and implement a CMMS that will maximize operational efficiency, simplify inventorying of assets, support scheduling of preventative and annual maintenance of assets.
- System that supports asset management, work order tracking, service request management, preventative maintenance scheduling, mobile workforce integration, and GIS / map-based functionality.
- The system should be flexible, user-friendly, and fully integrated to improve efficiency and support informed decision-making as the university grows and asset management becomes more complex. 
- It must be easy to use for a wide range of staff and offer technical support through email, phone, and remote assistance. 
- A cloud-based system is preferred.
- Asset Management
•    Ability to create asset inventories and track asset attributes
•    Setup preventative maintenance schedules on assets and trigger work based on asset condition, time, and usage
•    Ability to create custom assets
•    Associate asset to requests and work
- Request Management
•    Intake requests from students and staff and various departments of the University
•    Provide multiple ways to take requests (smartphone, phone, website, etc.)
•    Provide a way to avoid duplicate or redundant requests
•    Associate multiple tasks and work orders to requests
- Work Management
•    Create and complete work on both assets and non-assets
•    Easily create, assign, prioritize, and complete work activities
•    Identify activities with their cost to maximize the life of assets
•    Auto notification via email related to assigned and completed work
- Resource Management
•    Ability to track labor, equipment, and materials costs (including 3rd party vendors)
•    Ability to expense equipment in either time or miles
•    Materials inventory management with quantity on hand and adjustable settings
•    Auto notifications for material reorder alerts
- Mobile/Field Access
•    Tablet application to perform request tracking, work, and inventory assets in the field
•    Smartphone application to perform work and inventory assets in the field
•    Mobile application must be able to create and complete work, enter resources, create assets, and edit existing assets and attributes
•    Offline capability for tablet application and smartphone applications
•    Configure data available in application
- Reporting and Exporting Data
•    Standard reports included
•    Create and Edit Reports
•    Allow for export to CSV and/or Excel
•    Ability for field-level queries, sorts, and reports.
•    Ability to present various report or query information in GIS
•    Ability to create “maps” based on pre-defined, or filtered criteria
•    Real-time data updates, preferably Cloud storage

- Contract Period/Term: 3 years