Enterprise Asset and Work Management Systems

The Vendor is required to provide enterprise asset and work management systems to enterprise modernization initiative to strengthen asset management, work management, financial integration, and long-term infrastructure planning across the organization.
- Potential solutions that support phased implementation across the following asset classes:
1. Initial phases may include:
• Parks, trees, trails, recreation assets
• Fleet (heavy and light-duty vehicles, heavy and light equipment, and specialized mobile equipment)
• Solid waste assets (including containerized programs such as automated garbage cart systems, customer-linked assets, and service-based collection operations)
• Roads, bridges, culverts, sidewalks, traffic and street lighting
2. Future phases may include:
• Linear water, wastewater, and storm water infrastructure
• Water, wastewater, and storm water facilities and structures
• Public art installations
• Equipment
• Facilities
• Additional non-TCA asset classes.
- Functional requirements
• Support enterprise work order management across multiple asset classes
• Manage customer or address-linked assets (e.g., containers, automated garbage carts)
• Preventative and predictive maintenance programs
• Multiple maintenance triggers, including time, meter, and consumption-based drivers such as fuel usage
• Support labour management, including direct and indirect labour tracking and productivity metrics
• Asset identification and tracking technologies, including integration with handheld scanners and mobile devices
• Asset usage, utilization, and performance tracking
• Support asset lifecycle management
• Inventory and parts management
• Contract and project management
• Mobile field enablement
• Capital planning integration
• Reporting and performance analytics
• Phased enterprise implementation and rollout over multiple years
- Architecture and data governance
• System-of-record architecture do you recommend in a municipal environment where ERP, GIS, and lifecycle modelling tools are already in place
• Platform manage asset hierarchies, unique asset identifiers, and prevention of duplicate asset datasets across integrated systems
• Manage assets linked to customers, properties, or service locations, including one-to-one and one-to-many relationships
• Data ownership and system-of-record boundaries defined and maintained across integrated systems (e.g., GIS, ERP, EAM)
• Governance controls are available within your platform (e.g., audit logs, change tracking, role- based permissions)
• Complex asset classes with dynamic attributes, including mobile assets with changing status, ownership, user groups, and billing structures over time
• Asset data be automatically populated or enriched using external data sources (e.g., vin decoding, manufacturer specifications)
- Integration capabilities
• Native integration with ESRI GIS data without requiring external synchronization tools
• GIS integration technically achieved, and how frequently is data synchronized
• Integrate with telematics, fuel management systems, and other operational data sources used to support mobile asset management.
• Integrate with asset identification technologies, and how is scanned data captured, validated, and synchronized with asset and service records
• Integration approaches are supported (e.g., APIs, middleware, event-based integration), and how is data consistency maintained across systems
• Require manual creation of unique asset ids
• Asset identifiers created, managed, and maintained over time and across integrated systems
• Fuel consumption data integrated and used to support maintenance scheduling, utilization analysis, and lifecycle planning
• Integrate with emerging asset technologies, including electric vehicle (EV) charging management systems, and how can charging data be incorporated into asset performance, utilization, and lifecycle management
- Financial and capital planning alignment
• Ensure sap remains the authoritative financial system of record
• Middleware, APIs, or third-party tools are typically required to support integration with sap
• Support internal service delivery models, including cost recovery, lease and rental rate structures, and internal billing
• Integrate with citywide asset manager or similar lifecycle modelling platforms
• Asset attributes (e.g., condition rating, useful life, replacement cost) synchronized and maintained across integrated systems
• Capital planning decisions and renewal programs incorporated into operational work programs and maintenance activities
• Lifecycle cost tracking across the full asset life, including acquisition, maintenance, refurbishment, and disposal
• Tools or approaches are available to support replacement decision-making and visualization of cost-of-ownership trends over time
• Categorize and report maintenance activities (e.g., preventative, planned, unplanned, incident-related) consistently across asset classes.