Space Planning and CMMS Services

The Vendor is required to provide space planning and computerized maintenance management system (CMMS) services for include:- Space planning & categorization
• Hierarchy: manage multi-tier records structured by campus and building with room attributes to include building organization, department, floor, and room.
• Specialized & clinical space: support department) clinical capacity metrics and specialized research space types labs, simulation suites), including multi-use categorization within a single space.
• Multi-department allocation: support fractional, percentage-based room allocations split across multiple departments.
• Dual-track occupancy & survey workflow: simultaneously track daily occupancy changes (moves, arrivals, departures) while running a retrospective annual research space survey capturing a 1-year snapshot of PIS, occupants, users, and associated grants.
• Cascading updates: provide a single process where changing a record automatically cascades updates to all related fields and integrated systems without manual data entry.
• Move management: highlight how faculty and staff moves, arrivals, and departures are tracked within the solution. Ensure there is no limit on the number of move requests that can be supported.
• Customization and configuration: ability to customize the selected solution to align with the specific workflows, terminology, customer access, and reporting requirements.
- Asset lifecycle & condition monitoring
• Lifecycle tracking: monitor assets seamlessly from procurement, installation, and active service life down to final disposal.
• Asset tagging & scanning: full support for unique asset identification via barcode, QR codes, and RFID. Ability to identify assets via a hierarchical structure with user-defined fields
• Condition & compliance scoring: track and record physical asset conditions over time, featuring built-in asset-level scoring to support alternative equipment maintenance (AEM) programs.
• Dynamic linking: map equipment directly to cad/floor plan locations to pull up localized maintenance histories. Support unlimited attachments (manuals, diagrams, photos) per asset record.
- Energy management
• Meter tracking: track utility meters, commercial meters, production meters, virtual meters and daily readings and supplier invoices for meters.
• Support billing of customer consumption of utilities.
- Work order & inventory management
• Corrective & preventive maintenance: create, assign, and track on-demand work orders (WO) alongside automated, recurring preventive maintenance schedules. Schedule preventative maintenance by time or meter readings.
• Auto-create follow-up WOS for failed tasks.
• Customer self-service portal: provide an online request intake interface for campus customers and facilities staff to submit maintenance or billable work orders via web, mobile, and QR codes. Auto-assign WOS by location, trade, and priority. Allow receiving notifications via email, text, and push.
• Parts & materials inventory: real-time tracking of spare parts and consumables, featuring automated reorder alerts, warranty alerts, risk ratings, contracts, stock replenishment recommendations, and physical inventory auditing tools.
• Asset-inventory association: link specific parts and materials lists directly to asset records and planned maintenance profiles for streamlined wrench-time preparation.
- Interactive floor plans & wayfinding
• Bi-directional CAD/BIM sync: support global data updates across all affected CAD/Revit drawings when standard attribute values change.
• Interactive viewers: allow space administrators and maintenance technicians to view active floor plans, pin work tickets, and locate equipment or other room attributes. The ideal system will allow this via the desktop and mobile applications.
• Community wayfinding: support public-facing, interactive mobile wayfinding for the broader campus community.
- Unified mobile application
• Cross-platform accessibility: native iOS and android application optimized for both mobile phones and tablets.
• Field tooling: equipped with barcode scanning for instant asset/work order filtering and part-use recording.
• Field data entry:
• Allow remote technicians and surveyors to log labor hours, create work orders, assignment, timer, notes, and upload photos directly to work orders.
• Conduct remote space audits and research surveys.
• Full functionality offline.