Asset Implementation Software

The Vendor is required to provide to procure and implement a configurable Asset Maintenance Management Solution (AMMS) (the “Solution”) to support planning, execution, tracking, and reporting of maintenance activities.
- The City has an increasing need to effectively manage, track and report on maintenance activities related to both linear and vertical assets.
- The City is in the early stages of advancing its asset management data maturity and is seeking a Solution and implementation partner that can support this progression through scalable, practical, and phased approaches.
- These metrics are intended to assess the Solution’s ability to support operational effectiveness, data quality, user adoption, and system performance within the City’s environment.
- Objectives
•    Core system functionality and usability
•    Integration with existing City systems
•    Alignment with City operational processes
•    Data accuracy and reporting capabilities
•    Measure performance against defined success metrics
- Software Solution that:
•    Is configuration-driven, minimizing custom development
•    Is scalable and modular
•    Can be administered and extended by City staff post-implementation.
- Core Functional Requirements
•    Asset registry with hierarchical asset structures
•    Full asset lifecycle management
•    Reactive (break/fix), preventive, and predictive maintenance tasks
•    Configurable inspection workflows and forms
•    Work order management, and scheduling and dispatch
•    Mobile field enablement, including offline capability and synchronization
•    GIS-enabled asset visualization and interaction
•    Cost tracking integrated with financial systems
•    Role-based dashboards and reporting, capable of built in reports and the ability to develop custom reports
•    Configurable business rules and workflows (no-code/low-code preferred)
- Integration Requirements
•    ESRI ArcGIS (v11) - GIS system of record
•    SAP S/4 HANA (2021) – financial and inventory system of record
•    Salesforce CRM – for public-initiated service request
- Data Migration Requirements
•    Migration of existing asset data (structure, attributes, history where applicable)
•    Data cleansing and validation processes
•    Roles and responsibilities (City vs Proponent), including assumptions regarding data quality and completeness
•    Tools and methodologies used
•    Approach to data quality assurance and reconciliation
- Integration Expectations
•    Integration architecture (e.g., REST APIs, middleware, file-based, event-driven)
•    Data ownership and system of record by data domain
•    Data flow direction (bi-directional or one-way)
•    Synchronization approach (real-time vs batch)
•    Expected latency and performance
•    Error handling and reconciliation processes
•    Responsibility for development, testing, and ongoing support
•    Dependencies on third-party tools or middleware.
- The Solution is expected to support integration with specialized inspection systems, enabling automated generation of maintenance work orders based on inspection results.
- A City-hosted solution refers to a system where the application and data are hosted on servers physically located within the City’s infrastructure and administered and maintained by City staff.
- Provide documentation showing that the proposed Solution complies with Web Content Accessibility Guideline (WCAG) 2.1 Level AA standards.