Turn Key Asset Management System

The Vendor is required to provide a comprehensive, cloud‑based Asset Management (EAM) system.
- The resulting contract will include software licensing, configuration, implementation, data migration, integration services, training, documentation, and ongoing technical support necessary to deploy a fully operational EAM system for agency.
- Asset Management:
• Has the ability to capitalize and depreciate assets according to user-defined rules.
• Track lifecycle of vehicles, facilities, equipment, and other assets.
• Support asset hierarchies, parent/child relationships, and component-level tracking.
• Tag assets by department, location, or project for reporting and workflow purposes.
• Store specifications, acquisition data, condition assessments, warranties, contracts, manuals, photos, regulatory documentation, and historical maintenance records.
• Track asset status, cost, utilization, downtime, availability, and performance. Display out of service vehicles in real time.
- Work Order Management:
• Create, assign, schedule, and track work orders.
• Allow creation of mechanic/shop user accounts and assignment of work orders to these roles.
• Track labor hours, parts used, outside services, and total costs.
• Mobile and desktop access for technicians, supervisors, and managers.
• Integration with inventory and asset records to automatically track parts usage and costs.
- Preventive and Predictive Maintenance (PMs):
• Configure time, mileage, usage, or condition-based preventive maintenance schedules.
• Automatically generate PM work orders and send alerts for upcoming maintenance.
• Track completion status and out-of-service indicators.
• Generate compliance and audit-ready reports.
- Inventory and Parts Management:
• Track inventory quantities, locations, usage, and reorder points.
• Maintain vendor catalogs, pricing, and purchasing history.
• Support automated reorder or low-inventory triggers.
• Track shipping and receiving of inventory items.
• Integration with work orders, projects, and financial modules.
- Procurement and Contract Management:
• Allow users to create purchase requisitions routed through hierarchical approvals with cost thresholds.
• Allow purchasing manager to generate POs and automatically notify vendors.
• Maintain vendor records and integrate vendor data with finance systems.
• Track all contracts, including purchase, lease, labor rate, and master contracts.
• Enable custom terms and conditions templates attached to every PO.
• Use automated communication templates for notifications to staff and vendors.
- Reporting, Dashboards, and Analytics
• The system shall provide robust reporting and analytics capabilities for operational, financial, safety, and procurement oversight. Standard and customizable reports shall cover work orders, preventive maintenance, inventory, projects, procurement activity, invoices, contracts, safety incidents, and shipping/receiving. Reports shall be exportable in Excel and PDF formats.
• Role-based dashboards shall provide real-time KPIs for technicians, supervisors, managers, procurement staff, finance staff, and executives. Users shall have the ability to filter, drill down, and analyze data across departments, assets, projects, and funding sources.
- Implementation and Data Migration
• The Contractor shall provide a detailed implementation plan including milestones, deliverables, staffing, communication, and risk management. Requirements validation, design, configuration, and testing shall ensure all functional requirements, including IT-requested features, are addressed.
• Data migration shall include all asset records, work orders, preventive maintenance history, inventory items, vendor data, contracts, purchase orders, requisitions, invoices, and project data.
• Validation and reconciliation must be performed before go-live.
• The Contractor shall provide go-live support and post-implementation stabilization, including troubleshooting, training reinforcement, and monitoring system performance.

- Site Visit: June 4, 2026