Asset Management and Computerized Maintenance Management System

The Vendor is required to provide an enterprise asset management (hereinafter "EAM”)/computerized maintenance management system (hereinafter "CMMS”).
- The City requires a secure, supported, and sustainable solution to manage assets, work orders, inspections, inventory, and related operational data.
- The City’s intent is to implement a single enterprise-wide system for use across participating departments to improve cross-department collaboration, support role-based access and auditability, and provide consolidated reporting.
- System should also support integration with existing City systems, mobile field operations, and efficient migration of current data and historical records.
- Solution shall be configured to support multiple departments within a single enterprise environment, with appropriate role-based access, auditability, and consolidated reporting capabilities.
- Services shall include the following:
• Provide software licensing, system deployment, configuration, and implementation services for the proposed EAM/CMMS solution.
• Configure the system to support asset management, work order management, preventative and predictive maintenance, inspections, service requests, inventory, labor, equipment, projects, and reporting functions.
• Support GIS integration and map-based workflows, including the ability to select, view, and associate assets, work orders, inspections, and service requests to GIS maps and coordinates.
• Provide interfaces and integration capabilities with City systems, including SharePoint, Active Directory/Azure, AD/SSO, PowerBI, SCADA where applicable, and other identified third-party applications.
• Migrate existing data from the current asset management system, including asset records, work orders, attachments, GIS links, inventory records, labor records, equipment records, and related historical data, without loss of data integrity.
• Provide testing, validation, and support for development and test environments to ensure successful implementation and transition to production.
• Deliver initial training for administrative users, supervisors, forepersons, field personnel, and other designated City staff, along with documentation and user support materials.
• Provide post-implementation support, system maintenance, upgrades, and ongoing technical assistance for the term required.
- Business Requirements
• The system must support audit logging that displays current and previous values.
• The system must provide the ability to choose what records and fields are audited based on record type.
• The system must provide the ability to audit who created, updated or removed a record.
• The system audits must include the date and time of changes to records.
• The system must support the ability for administrators to manage access and permissions to the program.
• The system must support user level rights that are specific and can be modified.
• The system must provide preset access rights for requestors, supervisors, and administrators with the ability for administrators to adjust or revoke specific rights.
• The system must provide the ability to create user group subsets.
• The system must provide differentiated administrative levels below the lead administrator.
• The system must provide the ability to issue read only access for non-employees or general report usage.
• The system must provide the ability to group users and assign permissions by groups.
• The system must provide the ability to put users in multiple groups.
• The system must provide the ability to set permissions depending on the employee’s role.
• The system must provide the ability to place users or groups in multiple roles.
- Asset Management
• The system should have a flexible hierarchy system for asset management.
• The system must have a menu tree with the capability of displaying in a Location > Assets > Parent and Child assets hierarchy.
• The system must have the ability to organize assets according to asset hierarchy.
• The system must have the ability to designate different hierarchical levels as critical (by group or class).
• The system must have the capability to assign assets to a location with an asset ID and name.
• The system must have the ability to place assets in an inactive or retired status.
• The system must have the ability to create assets via copying and pasting multiple versions of an asset while carrying over basic data.
- Documentation
• The system must have the ability to link to or pull from SharePoint.
• The system must have the ability to append, attach, or otherwise provide a clickable link to maintenance procedures in a work order.
• The system must have a library for classification of Plant Maintenance Procedures (PMPs).
• The system must have the ability to activate or deactivate Plant Maintenance Procedures (PMPs).
• The system must have the ability to add or create custom forms as needed for specific departments that link to the preventative maintenance.
• The system must have an asset documentation database for SOPs, PMPs, JHAs, safety procedures/policies, manuals, etc.
• The system must have the ability to link assets to SOPs, PMPs, safety requirements, JHAs, and other documents critical to the operation of the asset.
• The system must have the ability to organize asset documentation according to status (e.g. In Progress, Active, Archived), asset hierarchy, or workgroup/crew.
• The system should have the ability to link to files on a file share.
- GIS/Mapping
• The system must have the ability to select assets from a GIS map (point and click interface).
• The system should be able to integrate locating (811 services).
• The system must have the ability to see work orders on a map.
• The system should have the ability to see citizen complaints (service requests) on a map.
• The system should have the ability to see inspections on a map.
• The system must have the ability to select one or more assets from a map and attach them to a single work order.
• The system must have the ability to select one or more assets from a map and attach them to an existing work order.
• The system must have the ability to link assets on a map to TV inspection reports.
• The system must have the ability to see assets on a map labeled with work being done on my crew’s open work orders.
• The system must have the ability to see assets on a map labeled with work done and completion date of last known work on that asset.
• The system must have the ability to see status of stormwater inlets on the map to follow the workflow of the maintenance.
• The system must have the ability to add notes, warnings, and restrictions to assets on a map. When clicked, the asset should provide more detailed information.
• The system should have the ability to add notes and markups to the map that can be shared with other users.
• The system should have the ability to show the results of an application query as a separate layer on the map with custom symbology and labeling for that layer.
• The system must have the ability to manually set or override the location of a work order, inspection, or service request.