Asset Management Solution

The Vendor is required to provide asset management solution to acquire and implement a modern, scalable platform that streamlines municipal operations, enhances field efficiency, and elevates community engagement through an intuitive public portal.
- Functional requirements
1. Asset and work management:
• Spatial: allow navigation through a filterable and sortable attribute table directly connected to spatial visualization.
o System must support GIS Symbology, including configurable symbols, colors, shapes, and patterns for visualizing asset and work data on maps.
• Mobile field operations: provide a mobile app for android and iOS with online and offline access to current and historical data.
• Support editing work orders but not historical asset information.
• Role-based access: support role-based groups to manage access and customize views and actions.
• Supported modules: include asset management (storm water, transportation, facilities, dry utilities, parks and recreation), fleet, inventory, and work order management.
o Indicate which modules satisfy these needs and their fee schedule.
• Features: include task prioritization, automated task creation, cascading workflows, and in-app image and attachment upload tied to assets and work orders.
2. Financial planning, reporting, and analytics:
• Reporting: allow scheduled automated reporting within the software, with the option for email notification.
• Current conditions: support real-time statistical dashboards of asset health.
3. Public requests, permitting, and citizen services:
• Public platform: implement a secure public platform that allows open access to public information, including estimated fee calculation, and streamlined account creation for formal submissions.
• Communications and notifications:
o Manage communications and attachment version history.
o Generate automated real-time status updates through the applicant portal, with the option to trigger direct emails.
o Allow automated department-based workflows, routing to a department administrator for manual individual assignment rather than a pool of staff.
o Allow external entities access for routing outside of the town (i.e. metro district in charge of maintenance)
• Permitting:
o Allow expiration or follow-up inspection notifications and scheduling.
o Indicate which modules satisfy this need, and its itemized fee schedule should it be implemented after the asset management module
• Connectivity: link permits to associated GIS assets and the applicant account.
• Allow creation of work orders from citizen requests via permit or service request.
• Auto-detect redundant requests across multiple applicants spatially.