Project Management Software Services

The Vendor is required to provide a comprehensive, fully supported cloud-based project management software designed to meet the design and development department’s related needs in project tracking, schedules, and maintaining project budgets that allow for reporting, and may be further configured to department’s workflow needs.
- The new system with replace the current Excel-based tracking process, reducing manual effort and improving accuracy across all project phases.
- The system shall provide robust tools for project status updates, scheduling, cost control, document management, and real-time reporting to ensure efficient delivery of capital projects.
- Key objectives include:
•    Streamlining construction project execution through automated workflows for Request for Information (RFI), submittals, change orders, and approvals.
•    Improving cost and schedule control with real-time dashboards and alerts.
•    Providing integration with existing County systems (Enterprise Resource Planning (ERP), Geographic Information System (GIS)) for seamless data exchange.
•    Supporting strategic planning by offering tools for capital project prioritization and reporting.
•    Ensuring sustainability through comprehensive training and knowledge transfer for full internal adoption.
- Software Licensing
•    Provide unlimited software licenses for all County staff, consultants, and external stakeholders that require access.
•    Licensing shall include full access to all modules, features, dashboards, workflow tools, and administrative functions.
•    Licenses must permit concurrent users, remote access, and the ability to scale as County operations grow.
- System Installation, Configuration, and Deployment
•    Complete installation of the Project Management Software, including all server components, databases, system integrations, and user environment configuration.
•    Configure the system to meet the County’s project, program, and portfolio management workflows, including:
o    Project status/updating reporting
o    Capital planning
o    Project initiation
o    Project budget and cost tracking
o    Invoice processing
o    Schedule management
o    Change orders, RFIs, submittals
o    Reporting dashboards and alerts
•    Work with County’s information technology (IT) team to meet all security, hosting, and technology compliance requirements including:
o    Authentication and user permissions
o    System performance standards
o    Integration capabilities (Application Programming Interface (API) availability, data import/export, etc.)
o    Data retention and backup protocols
- Software Customization
•    Customize the software to align with Department-specific project management and approval workflows.
•    Configure system fields, forms, dashboards, and approval routing.
•    Support County-defined requirements identified across the Project Management Software including but not limited to:
o    Portfolio and capital planning tools
o    Document control
o    Budget and cost module customization
o    Schedule management visibility
o    Audit trails and version tracking
o    Automated alerting and notifications
•    Ensure that all customization remains supportable, upgradable, and compatible with future software versions.
- Provide full-service technical support, including:
o    Helpdesk availability
o    Software updates and system patches
o    Troubleshooting assistance
o    Resolution of system issues and performance concerns
- Include access to all scheduled software upgrades, enhancements, and security releases.
- System Integration
•    Provide integration with existing County systems where applicable, including:
o    ERP or financial systems
o    Document repositories
o    Single Sign-On (SSO)
o    GIS, scheduling tools, or other platforms as identified during implementation
•    Supply all API documentation, middleware, and technical support needed for successful integration.

- Contract Period/Term: 4 years
- Pre-Bid Meeting (Non-Mandatory) Date: February 20, 2026
- Questions/Inquires Deadline: March 10, 2026