The vendor required to provide work order and asset management software services for include:
1. Implementation, troubleshooting and issue resolution support
• Implementation support model: consultant must provide structured implementation support including onboarding, configuration, testing, and support post launch.
• Trouble shooting and issue resolution: consultant must provide a clear process for troubleshooting and resolving implementation issues, including software defects, configuration errors, data issues, system access problems, and workflow failures.
• Service and response times: consultant must define support response times and escalation procedures for critical, high, medium, and low severity issues during implementation and post launch.
• Post launch period: consultant must provide on-site or remote support for a defined period after launch to ensure smooth transition, stabilize operations, and resolve user issues quickly.
• Issue log and reporting: consultant must maintain an implementation issue log including issue description, severity, owner, root cause, resolution plan, and closure date, with regular status reporting to city staff.
2. Work management and user adoption
• Ease of use: the system must be highly intuitive and easy to learn for all city staff, including non-technical personnel, to maximize adoption and ensure immediate efficiency gains.
• Intuitive request system: the platform provides a web-based and mobile interface for any staff member to submit service requests.
• Assets and locations can be linked with QR codes or scannable asset tags, automatically populating location and asset data.
• Work order management (full cycle): the system automates the full work order lifecycle, including creation, assignment, scheduling, prioritization, and tracking of work orders (WOS) linked directly to assets, inventory, and labor.
• Mobile functionality: a mobile application for field staff to manage WOS, update status, record labor, parts and costs, and close out tasks in the field, including offline capability.
3. Asset data collection
• Asset data collection and system population: it is the consultant’s responsibility to enter and populate the assets into the system.
• Asset data responsibility: the consultant is responsible for identifying, collecting, organizing, and inputting all asset information required to populate the system, including linking assets to locations, categories, and preventive maintenance schedules.
• Facility and asset verification: the consultant must conduct field verification as needed to confirm asset existence, location, and key attributes when city records are incomplete.
4. Asset tracking
• Asset categories: assets are organized using a hierarchical asset model and tracking data for the following specific building systems:
o Structure and shell: floors, exterior enclosures, roofing, stairs.
o Interiors: interior constructions, interior finishes, spaces.
o Mechanical and plumbing: plumbing, HVAC, fire protection.
o Electrical: facility electrical, site electrical utilities.
o Other: facility equipment, furnishings, special construction
• Comprehensive asset registry: the system must maintain a configurable database of all facility assets listed above, tracking condition, maintenance history, warranty, and documentation.
• Visual location tracking: the system integrates with GIS platforms for exterior assets and the crucial ability to utilize internal floor plans to precisely map and locate assets within facilities.
• Preventive maintenance (PM): automated scheduling and management of pm tasks based on time, usage, or condition to proactively extend asset life and ensure compliance.
• Asset condition and capital planning: functionality to track asset condition scores and use this data to inform and forecast long-term capital improvement planning (CIP) for major replacements and facility upgrades.
5. Inventory and financial control
• Inventory control: a dedicated module to track all spare parts, supplies, and materials (quantities, storage location, suppliers).
• Must include automated low-stock alerts to trigger reorder processes.
• Tool management: ability to track shared equipment used by crews, including check-out and check-in functionality.
• Accurate cost tracking: seamlessly integrate labor hours, parts used, and contractor costs against specific work orders to calculate the true maintenance and lifecycle cost of every asset.
• Financial integration: clear methods for integrating or exporting cost and expenditure data to the city's primary financial and ERP system for budget reconciliation.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: February 12, 2026
