Computerized Maintenance Management System

The Vendor is required to provide a comprehensive, cloud-hosted Computerized Maintenance Management System (“CMMS”) solution to support facilities operations, preventative maintenance, reactive maintenance, asset management, inspections, reporting, inventory management, and long-term capital planning activities across District facilities and properties.
- The District intends to implement a modern Computerized Maintenance Management System (CMMS) platform that improves operational efficiency, increases visibility into maintenance activities, enhances reporting and analytics capabilities, supports mobile field operations, and provides long-term scalability to support future District operational needs.
- Objectives:
• Establish a centralized maintenance management platform for all District facilities and operations.
• Improve response times and communication for reactive maintenance requests.
• Improve scheduling and completion of preventative maintenance activities.
• Enhance asset tracking, equipment lifecycle management, and capital planning capabilities.
• Improve operational reporting, analytics, and dashboard visibility.
• Provide mobile-friendly field access for technicians and supervisors.
• Reduce manual processes and improve workflow automation.
• Support long-term planning using Facility Condition Index (FCI) and System Condition Index (SCI) metrics.
• Provide configurable inspections and scoring capabilities for facilities.
• Support future integrations and scalability requirements.
- Provide a fully integrated CMMS solution including, but not limited to:
• Service Request / Reactive Maintenance Management
• Preventative Maintenance Management
• Asset & Equipment Management
• Work Order Management
• Inventory & Parts Management
• Building Inspection Management
• Condition Assessment & Capital Planning
• Reporting & Dashboard Analytics
• Mobile Technician Functionality
• User Administration & Security
• Data Migration Services
• System Configuration Services
• End User & Administrative Training
• Ongoing Support & Maintenance
• Optional Future Enhancements and Integrations
- Functional Requirements Matrix Language
• Fully Comply
• Partially Comply
• Does Not Comply
• Available Through Configuration
• Available Through Third-Party Integration
• Available in Future Release/Roadmap
- The system shall:
• Be web-based and mobile compatible.
• Support mobile devices with talk-to-text functionality.
• Allow service requests to be submitted by authorized District personnel.
• Support configurable request categories and service types.
• Allow user-defined workflows and routing rules.
• Support work order prioritization.
• Allow assignment and reassignment of work orders.
• Support escalation workflows and automated notifications.
• Allow attachment uploads including photos and documents.
• Support “child” work orders associated with a master work order.
• Allow users to add followers/watchers to work orders.
• Provide complete audit trails and history tracking.
• Support technician labor tracking.
• Support material and cost tracking.
• Support technician notes and completion comments.
• Provide service rating functionality.
• Allow multiple technicians to log time against the same work order.
• Provide dispatch, acceptance, response time, and completion tracking.
• Provide email and/or text notifications for overdue or delayed work orders.
- The system shall support configurable Service Request categories including, but not limited to:
• Electrical
• Elevator
• Fire/Life Safety
• General Maintenance
• Grounds
• HVAC
• Plumbing
• Snow Removal
• Trash Services
• Roofing
• Environmental
• Door Access Control
• Irrigation
• Athletic Fields
• Pest Control
• Fuel Systems
• Lighting
• Outdoor Event Support
- The CMMS solution shall include a comprehensive Preventative Maintenance (“PM”) module:
• Equipment-based preventative maintenance scheduling.
• User-defined maintenance task libraries.
• Recurring maintenance scheduling.
• Seasonal scheduling exclusions.
• Automated PM work order generation.
• Technician assignment workflows.
• PM completion tracking.
• PM history retention.
• Breakdown repair work orders linked to asset history.
• Estimated versus actual labor tracking.
• Custom recurrence schedules.
• Weekly, monthly, quarterly, semiannual, annual, and custom schedules.