Asset Management System

The vendors to provide and implement an asset management system to track and maintain public assets.
- Manages assets using a combination of spreadsheets, manual processes and multiple disconnected systems, resulting in inefficiencies, limited visibility into asset conditions, inconsistent reporting capabilities, and increased administrative effort
- Solution should support the management of various types of asset categories including, but not limited to, facilities, infrastructure vehicles, technology equipment, tools, Sewer and Wastewater components, and other organizational assets
- The system should provide capabilities for inventory tracking, maintenance scheduling, work order management, reporting, lifecycle planning, and mobile accessibility.
- project management services necessary to successfully implement the proposed solution, including:
• Designation of a project manager as the primary point of contact
• Development of a project schedule with milestones and deliverables
• Regular project status meetings and progress reporting
• Risk identification and mitigation planning
• Coordination with designated agency staff throughout implementation
- Vendor shall configure the system to meet organizational requirements, including:
• User roles and permissions configuration
• Asset categories, classifications, and hierarchies setup
• Workflow configuration
• Notification and approval processes
• Dashboard and reporting configuration
• Mobile application setup (if applicable)
- Asset Inventory and Lifecycle Management
• Asset inventory management and tracking
• Asset categorization and tagging
• Asset lifecycle management from acquisition through disposal
• Warranty and replacement tracking
• Depreciation tracking capabilities (if applicable)
• Asset location management
- Maintenance and Work Order Management
• Preventive maintenance scheduling
• Corrective maintenance tracking
• Work order creation, assignment, and completion
• Labor, materials, and cost tracking
• Service history retention
• Maintenance forecasting capabilities
- Data Migration Services
Vendor shall provide services necessary to migrate data from existing systems and files into the new platform, including:
• Data mapping and migration planning
• Import of existing asset records
• Data validation and quality assurance
• Testing migrated datasets
• Documentation of migration procedures
- Reporting and Analytics
• Standard and ad hoc reporting
• Asset condition reporting
• Maintenance history reports
• Lifecycle and replacement forecasting
• Dashboard visualization tools
• Export capabilities for common file formats
- Mobile and Field Operations Support
• Mobile device compatibility
• Offline functionality (preferred)
• Field inspections and updates
• Barcode or QR code scanning capabilities
• Photo attachments and documentation upload