Maintenance Management System

The Vendor is required to provide to implement, integrate and support a maintenance management system (MMS) software solution for use by the department.
- Global Features and Functionality
•    Online help and support for both the supervisory desktops and employee mobile devices
•    Online training for new employees
•    On-premise solutions preferred; Web and/or cloud-based solutions accepted.
•    District retains permanent ownership of all data, setup files, transaction files, etc.
- Desktop Application/Web Portal
•    Assign work orders to employees
•    Set/change/upgrade work order priority
•    Set/change work order type (emergency, repair, replace, install new, PM, etc.)
•    Track work order status and work-in-progress. Enter and associate vendor invoices to specific work orders. Ability to scan and attach invoices preferred.
•    Track asset inventory.
•    Ability to automate portions of asset inventory preferred. Ability to mass update inventory.
•    Ability to classify equipment with at least three tiers/or levels.
•    Ability to print QR codes that allow staff to view information associated with specific asset/equipment.
•    Create labor and material statements and invoices for work orders/contracted work
•    Create/schedule/track preventative maintenance work orders and tasks to maintain District assets, systems and equipment.
•    Asset inspection tracking with the ability to create custom inspection checklists. Ability to attach photos taken during the inspection to the inspection record.
•    Manage district fleet including maintenance tracking, mileage tracking, and depreciation.
•    Ability to track tool kits associated with each vehicle.
•    Provide a library of specific maintenance tasks that can be reviewed, modified and appended to preventative maintenance work orders by the supervisor
•    Ability to export any CMMS data in CSV or tab delimited form to MS Excel
- Mobile Device Environment
•    Proposed solution should allow both Android and IOS devices
•    Enter shift start/stop, break start/stop and lunch start/stop times
•    Receive work orders/requests as dispatched from supervisors
•    Enter individual labor hours associated with specific work order(s) and other repetitive tasks
•    Start/stop/suspend/cancel work orders
•    Entry percentage completion of work orders in progress
•    Enter material items, part numbers, quantities and costs associated with work orders
•    Enter invoice number(s) for purchased materials and associate them with specific work orders
•    Take photographs and associate them with specific work orders
•    Add notes associated with specific work orders
•    View parts lists for selected assets
•    View vendor phone numbers and addresses
•    Review and complete inspection check lists
•    Scan QR codes to view safety labels
•    Scan QR codes attached to equipment to view information about asset.
- Reporting
•    Custom query and report configuration
•    Standard reports
•    Work order time and cost by site, employee, trade, work order type or asset over selectable time periods
•    Work order days to completion by site, employee, trade, work order type or asset over selectable time periods
•    Work order aging over selectable time periods
•    Number of work orders by site, employee, trade, employee assignment (crew) or asset over selectable time periods
•    Site costs by total, trade or work order type over selectable time periods
•    Asset costs over selectable time periods
•    Project time, labor costs, material costs with complete detail, e.g. invoices
•    Equipment/fleet maintenance pattern analysis.
•    Ability to compare inspections side by side.
- Provide onsite training for staff during the initial migration and implementation.
- Provide user support from 8 am to 5 pm Mountain Time, Monday thru Friday.