Enterprise Asset Management Platform

The Vendor is required to provide an enterprise asset management (EAM) platform for the city.
- Platform will consolidate asset tracking, work order management, preventive maintenance, inventory, and field operations across the City's utilities, public works, stormwater, parks, fleet, and other asset-intensive departments.
- The platform must integrate with the City's existing financial, GIS, and citizen service systems and be delivered as a modern SaaS solution with a site-wide licensing model.
- The City's core enterprise systems
• Tyler Munis (ERP): Tyler Munis (ERP): System of record for all capital assets, financial transactions, general ledger, accounts payable, and procurement. Inventory is managed in Munis by Utility Department. Tyler Munis remains the financial system of record and will not be replaced by this procurement.
• Salesforce (CRM): Salesforce (CRM): Platform for resident service request intake, case management, and routing. The City currently receives approximately 65,135 cases annually through Salesforce, of which approximately 12,224 generate field maintenance responses. Field Service Lightning (FSL), a Salesforce product, is currently used by most field departments to manage work orders created from resident cases. A primary objective of this procurement is to replace FSL with the EAM as the City's field work order management platform.
• Esri ArcGIS: Esri ArcGIS: The City's enterprise GIS platform, including an authoritative geodatabase maintained by the GIS Division. GIS data underpins asset location, spatial analysis, and field crew navigation across all departments. A deeply integrated, GIS-centric EAM is a key requirement of this procurement. Vertical assets at pump stations and treatment plants are not currently depicted in GIS at the asset level and will need a hierarchial asset structure to facilitate cost and system lifecycle roll up data.
• InfraMap: InfraMap: A GIS-integrated asset and work order management platform currently used by the Utility Department for water, wastewater, and reclaimed water infrastructure. InfraMap serves as the primary condition assessment tool for Utility field staff today. The City will consolidate InfraMap functionality into the EAM.
• Faster Fleet Management: Faster Fleet Management: Fleet management system used for vehicle maintenance tracking. The City may seek to consolidate fleet management into the EAM where superior capability is demonstrated; otherwise, a bidirectional integration is required.
• Samsara: Samsara: City-wide GPS fleet tracking platform providing vehicle location, mileage, and utilization data. Samsara will remain in place; the EAM should be capable of receiving relevant data from Samsara for asset records and maintenance planning. A bidirectional integration is required.
• CivicRec: CivicRec: Recreation program registration and facility booking platform used by Parks and Recreation. CivicRec will remain in place; however, the City is interested in exploring whether facility bookings can trigger maintenance or setup work orders in the EAM.
- Objectives
• Deploy a unified, enterprise-wide EAM platform that consolidates asset tracking, work order management, preventive maintenance scheduling, inventory management, inspection documentation, and field operations across all participating departments.
• Implement a GIS-centric solution with deep, native integration with Esri ArcGIS that enables field staff and supervisors to manage assets and work orders directly from a map interface on both desktop and mobile devices.
• Replace Field Service Lightning as the City's field work order management platform, with all maintenance related work orders from Salesforce cases flowing into the EAM and work order status syncing back to Salesforce cases for resident and customer service visibility.
• Integrate with Tyler Munis to ensure that labor, materials, and maintenance costs post accurately to the general ledger and that capital asset records remain synchronized between systems.
• Consolidate department-level platforms into the EAM where capability is demonstrated to be equivalent or superior, reducing the City's total number of operational platforms and associated licensing and support costs.
• Support regulatory compliance documentation for Florida DEP permits, NPDES MS4 requirements, EPA CMOM obligations, backflow prevention programs, and other inspection-driven regulatory frameworks by providing configurable inspection forms, condition tracking, corrective action timelines, and reporting within the platform.
• Deliver a mobile-first field experience with reliable offline capability that supports field crews working in areas with limited cellular coverage, including photo attachments, GPS-located work recording, asset association from the field, and real-time work order updates.
• Provide role-appropriate dashboards, operational reporting, and a direct connector for Microsoft Power BI to enable data-driven decision making at the crew, supervisor, director, and executive levels.
• Adopt a licensing model that encourages broad adoption across all City departments without penalizing expansion. A site-wide or enterprise licensing structure is strongly preferred.
- Asset Lifecycle Management
• Creation, categorization, and attribution of assets including all relevant operational data fields - installation date, manufacturer, model, serial number, warranty expiration, replacement cost, condition rating, GPS coordinates, and associated documents and photos.
• Support for both point assets (pump stations, hydrants, valves, fire apparatus, park equipment, buildings, vehicles) and linear assets (pipes, roads, swales, ditches, canals, trails, cable runs) within a unified data model.
• Tracking of asset condition through configurable rating scales, with condition data captured during inspections and updated through work order completion.
- Work Order Management
• Work order creation from multiple sources: internally by dispatchers or supervisors, automatically from preventive maintenance schedules, from Salesforce resident cases (via integration), and from inspection findings.
• Assignment of work orders to individual employees or crews, with support for multi-crew, multiequipment, multi-asset work orders on complex jobs.
• Capture of labor time by individual employee against specific work orders, with rates applied for cost accounting purposes.
• Capture of materials and parts used on work orders, linked to inventory records, with costs imported to the appropriate general ledger accounts in Tyler Munis.
• Work order status lifecycle management - from open through in-progress, on-hold, pending parts, and closed - with timestamps at each transition.
• Support for work order types including preventive maintenance, corrective/reactive maintenance, inspection, capital project work, and resident service response.
• Attachment of photos, documents, and field notes to work orders and assets, capturable from mobile devices in the field.
- Preventive Maintenance Scheduling
• Schedule-based PM generation by calendar interval (daily, weekly, monthly, quarterly, annual), runtime hours, or event-based triggers.
• Automatic generation of PM work orders on schedule with assignment to appropriate crews or individuals.
• PM compliance tracking and reporting - what percentage of scheduled PMs were completed on time, overdue, or missed.
• Rolling PM calendars and forecasting - the ability for supervisors to see upcoming PM obligations across their asset inventory weeks or months in advance.
• Support for regulatory inspection schedules as a PM type, with mandatory completion fields and retention of completed inspection records.
• Allow creating preventive maintenance workorders to multiple assets via upload of an excel table.