Computerized Maintenance Management System

The Vendor is required to provide computerized maintenance management system (CMMS), a comprehensive system for receiving and tracking work orders for maintenance, security, custodial issues, and special projects across the entire county for the department.
- General specifications: 
•    System software shall be universal for all facilities management department divisions.
•    The web application shall, at a minimum, support google chrome and Microsoft edge browsers.
•    System shall have an uptime of 99.9% or higher.
•    System shall provide a mobile application for internal facilities management users to utilize while in the field. 
- Security specifications: 
•    System have internal controls and audit trails for transparency and accountability, allowing tracking and reporting of access, transactions, modifications, and deletions. 
•    Logs shall be protected from modification or deletion and shall be retained per customer requirements.
•    System shall have role-based access, segregation of duties, and least privilege access enforcement.
•    System shall provide a method for centralized account management by integrating with the county enterprise identity provider using SAML 2.0, or comparable. 
•    Available support for secure authentication methods such as SAML 2.0, azure ad integration, and multifactor authentication.
•    System shall have configurable session timeouts and account lockout after failed login attempts. User accounts shall be unique.
•    System shall logically segregate county data from other customers for multi-tenant isolation. 
•    System shall employ multi-factor authentication (MFA) to access administrative side of application. 
•    System shall perform input validation to ensure only properly formatted data enters the system.
•    System shall provide segregation of components via security control, firewall rules, API gateways, reverse proxies, or cloud-based network security groups.
•    System shall encrypt data at rest and in transit in a manner that is FIPS 140-3 compliant. Encryption keys shall be securely managed and rotated.
•    Shall perform regular data extractions and backups to a format that is usable without the SaaS provider.
•    Shredding, erasing, and crypto shredding shall be performed for secure destruction of any personal identifying information in production, backups, and archive in accordance with customer's retention policy.
•    System shall use trusted TLS version 1.2+ certificates.
•    System shall collect and provide the ability to review logs from all systems in the environment, including those that store, transmit, and receive sensitive data.
•    Solution shall operate within a supported version of operating system and application. 
•    This includes patching and upgrades as necessary.
•    Solution shall perform security scans and log correlation for anomalies and remediation.
•    Solution shall apply secure coding practices (OWASP top 10).
•    Solution shall store user-uploaded files outside of the web root.
•    Provide documented evidence of a defined system development life cycle (SDLC) that outlines the framework, phases, review gates, testing procedures, and security integration practices used to ensure quality, integrity, and compliance in the development and maintenance of the proposed solution.
•    Proposer shall comply with the county information security requirements.
- User-end modules: 
•    System shall possess the ability to manage and retain historical data.
•    System shall possess the ability to reflect relevant details of a vendor.
•    System shall allow internal facilities management users to generate customized reports based on available fields for view and export to csv/XLSX/pdf/txt
•    System shall provide data validation against user defined rules to prevent data entry errors.
•    System shall include document management system for all users to upload documents as needed.
•    System shall allow and support import of legacy data.
•    System shall be configurable to assign work requests to specified users based on division, location, and work type requested. 
•    System shall allow users to select a location based on either street address or building name.
•    System shall generate automatic emails to be delivered to requestor highlighting any changes made to their work order request.
•    System shall generate an automatic email delivered to the internal facilities management user assigned to the work request. 
•    System shall deliver regular reminders on a scheduled basis to assigned technicians while work request is still open.
•    System shall generate a configurable customer satisfaction survey to be sent to requestors upon completion of their work requests. 
•    Responses shall be able to be shared with technician supervisors and division managers. 
•    System shall allow admin to remove erroneous data.
•    System shall set an expected completion date based on the determined priority of a work request.
•    System shall have the ability to assign fixed building assets to their respective buildings.
•    System shall record information on a fixed building asset such as; asset name, asset #, make, date of manufacture, barcode, serial #, model, tag number, warranty expiration, warranty vendor).
•    System shall have a section for internal facilities management users to enter notes and comments that are not viewable by the requestor.
•    System shall have a section for internal facilities management users to detail the work that was done to complete a work request that is viewable by the requestor.
•    System shall provide a method for requestor to communicate with assigned technicians on their work order.
•    Work orders can be exported to pdf to include necessary relevant information - configurable to different "views" (i.e.: technician's view, requestor's view, admin's view).
•    System shall allow an administrative level user to make changes to configurable items in groups as well as individually.
•    System shall allow users to separate work orders by division. 
•    System shall display work orders in a configurable list type format.
•    System shall have the ability to display "known issues" for items affecting multiple users in a location in order to mitigate duplicate requests. 
•    System shall have the ability to generate configurable preventative maintenance work orders on a varying basis detailing what actions need to be completed. 
•    System shall have the ability to separate preventative maintenance work orders from non-preventative maintenance work requests. 
•    System shall have an option to create projects where work requests related to that specific project can be tracked.
•    System shall provide an inventory system to track inventory of both frequently used and major parts used.
•    System shall have the ability to provide a list of locations within a division and their assigned technicians. 
- User requirements: 
•    System shall have a simple requestor type level - user shall have the ability to place work requests, view their own work requests, and print work requests. 
•    User shall not have the ability to edit details of the work order once it has been placed. 
•    System shall have a super requestor type level - user shall have the ability to place work requests, view all work requests for a specific building or specified buildings, and print work orders. 
•    User shall not have the ability to edit details of the work order once it has been placed. 
•    System shall have an internal facilities management maintenance technician type user level - user shall have the ability to view and edit all work requests assigned to them. 
•    System shall have an internal facilities management supervisor type user level - user shall have the ability to view and edit all work requests placed for their division and edit all work requests placed for their division. 
•    System shall have an internal facilities management division manager type user level - user shall have the ability to view and edit all work requests for their division, edit all work requests for their division, and run configurable reports for their division. 
•    System shall have an internal facilities management administrator type user level - user shall have the ability to place work requests, view all work requests for all divisions, edit all work requests, assign work requests, run configurable reports for all divisions, make global changes to configurations and settings.
•    System shall have the ability for all users to access the software system through central. 
•    System shall connect with the active directory to add new users, update user contact information, and deactivate users that are no longer with county.
•    System shall provide a way for private tenants that are not county employees to place and view work requests in line with the county employee requestor user levels.
•    System shall provide a configurable dashboard type page for internal facilities management users that shows accurate work order data and KPIs.
•    System shall allow for user profiles to be configured to only be able to view certain locations and divisions.
- Work order form requirements: 
•    The system shall allow administrators to configure the fields displayed on the work order form.
•    System shall allow for fields to be marked as either required or not required in the work request form.
•    The system shall generate and display a unique work order reference number.
•    The system shall allow users to enter an expected completion date.
•    The system shall record the date the work order was originated.
•    The system shall record the date the work order was marked as complete.
•    The system shall provide a selectable work order status from a configurable list.
•    The system shall provide a selectable work order priority from a configurable list.
•    The system shall provide a title field for each work order.
•    The system shall provide a detailed description field for users to describe the requested work.
•    The system shall provide a selectable division field to route work requests.
•    The system shall restrict available work categories based on the selected division.
•    The system shall provide a selectable assignee list filtered by division.
•    The system shall capture the requestor’s name.
•    The system shall capture the requestor’s contact information.
•    The system shall support internal notes that are not viewable by the requestor.
•    The system shall support external notes that are viewable by the requestor.
•    The system shall allow entry of labor hours associated with a work order.
•    The system shall allow entry of parts and materials used.
•    The system shall allow users to attach documents and photos to a work order.
•    The system shall support multiple attachments per work order.
•    The system shall allow work orders to be linked to an associated project when applicable.
•    The system shall maintain a log of all changes made to each work order.
•    The system shall record the user, timestamp, and nature of each change
•    The system shall validate required fields prior to submission.
•    The system shall enforce appropriate data formats (dates, contact info, numeric fields).
•    The system shall restrict visibility of internal notes to authorized users.
•    The system shall restrict editing privileges based on user roles.