Facility Management Software

The vendor required to provide facility management software for include:
- Information technology solution
1. General system specifications
•    Solution's role-based access control.
•    Solution’s ability to be used in a mobile environment.
•    Solution is a web-based platform or if there are other installation requirements.
•    Solution's scalability; specifically support for multiple buildings across the state.
•    The solution supports customizable dashboards allowing personalized user interfaces to display relevant data and tasks.
2. Data and documentation
•    Solution's ability to centralize facility data and documentation.
•    Solution's ability to enable real-time reporting and analytics.
•    Solution's ability to store parts diagrams and operations and maintenance manuals.
•    Solution's ability to provide secure access to facility site and floor plan utilization reports.
•    Solution's compliance reporting for audits and state legislative briefings.
•    Solution's ability to migrate data from various systems.
•    Solution will test and validate the system. 
•    Solution will provide go-live support and post-launch monitoring.
3. Asset lifecycle management
•    Solution will track location, condition, value and depreciation of assets.
•    Solution will manage acquisition, maintenance, and disposal history.
•    Solution will support facility-specific asset and monitoring lifecycles of these assets.
•    Solution will perform life-cycle costing and forecasting for long-term asset replacement.
•    Solution will integrate with capital improvement plans and funding requests.
•    Solution will support tens of thousands of assets without software performance degradation.
•    Solution will automate preventative and corrective maintenance workflows.
•    Solution will manage work order and maintenance requests.
•    Solution will support real-time work order tracking including status, labor hours, and parts used.
•    Solution will schedule preventive and predictive maintenance.
•    Solution will prioritize and escalate workflows.
•    Solution will support mobile (tablet) access and support for field technicians.
•    Solution will provide offline mode for areas with no network coverage.
•    Solution will provide customizable dashboards for executives, facility managers, and maintenance teams.
•    Solution will provide KPI tracking including downtime, maintenance backlog, asset utilization, cost per asset.
- Enterprise specifications
1. Enterprise IT standards
•    The solution will only authenticate state users by integrating with the state's azure active directory and active directory.
•    Solution will comply with the state's state entity authentication standard.
•    The solution will only authenticate external users by integrating with the state’s azure b2c federated identity provider service via OpenID connect. 
•    Solution will comply with the state's public authentication standard."
•    All publicly accessible services provided by the solution will be served
•    Include the technology stack, including the software products used to create the solution
•    Include the network architecture, including security levels, connectivity points, and capacity
•    Include the storage architecture, including security controls (i.e., Encryption)
•    Include related architectural diagrams
•    Solution’s integration points with other applications or datasets, and other external dependencies.
•    The solution’s ability to provide high availability.
•    The solution’s ability to be enhanced to implement changing business and technical requirements.
•    The solution’s ability or limitations for migrating solution elsewhere in the future with regard to either party terminating services.
2. Data
•    Solution ensures the state can access all provided data anytime (API, SQL, batch export, etc.) And detail data export options
•    The practices and procedures used to provide electronic discovery of specific records or data, and any legal positions regarding subpoenas, jurisdiction and potential confiscation of data.
3. Artificial intelligence
•    Solution uses artificial intelligence (AI) and machine learning (ML) technology, model, or service
•    Indicate AI and ML model name.
4. Security
•    SaaS solutions containing federal tax information, social security administration, or criminal justice information must be fed ramp authorized.
•    The controls used to measure and meet regulatory requirements and certifications. 
•    Include any application scanning reports, vulnerability scanning reports, and penetration testing reports. 
•    Include schedules for recurring and updated reports.
•    The controls used to manage operational logs for troubleshooting and regulatory compliance.
•    The controls used to ensure that privileged users cannot perform unauthorized or unlawful activities.
•    The ability to configure and implement a session timeout due to inactivity.
•    Solution's privacy and consent controls.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: January 16, 2026