The vendor required to provide computerized maintenance management system (CMMS) software is required to have the ability to grow with the district.
- Software and user base requirements:
• Unlimited users, including administrators, technicians, supervisors, requestors, and external users
• Ability to set up and manage distinct user types, including:
o Internal district staff
o External vendors and contractors
• Role-based security with configurable permissions allowing district administrators to manage users, workflows, and system settings without vendor intervention, except where mutually agreed
• Single-login access to all modules without requiring multiple browser windows, supporting:
o Active directory (on-premises) via LDAPS
o Azure active directory (cloud-hosted)
o Single sign-on (SSO) using district identity protocols
• Ability to embed district-branded maintenance and facilities use request portals into district websites
• Ability to upload unlimited documents, photos, videos, and attachments, including files linked to assets, work orders, preventive maintenance tasks, and facility use events via unique identifiers
• Advanced search and filtering across work orders, assets, inventory, locations, facilities, and requests
• System-generated notifications in multiple formats (email, SMS, push notifications)
• Reporting outputs available for preview and export in standard formats (pdf, excel, word)
• Custom report creation with role-based access controls
• Full audit trail of all record changes, including user, date, time, and action taken
• Browser accessibility using chrome, safari, microsoft edge, and Firefox
• Ability to synchronize schedules, PMS, and facility use events with outlook, Gmail, and similar calendar platforms
• Cloud-hosted architecture with defined cybersecurity controls, data integrity safeguards, backup procedures, and disaster recovery
- Core CMMS functional requirements:
1. Asset management
• Full asset inventory across all maintainable assets
• Asset hierarchies (parent and child relationships: site → building → space → system → component) add: “using the Esri indoor data schema”
• Unique asset identifiers with scannable QR and barcode support
• Able to manage the asset history including installation data, warranties, serial numbers, photos, maintenance records, costs, condition assessments, and retirement and disposition many of these fields are already in the Esri indoor data
• Asset transfers between locations while retaining full historical records
• Asset lifecycle and replacement-cost reporting
2. Work order management
• Web and mobile submission of work requests
• Automatic assignment of unique work order numbers
• Ability to create work orders with or without associated assets but associated with a particular facility.
• Ability to link multiple assets to a single work order
• Configurable work order categories, priorities, and approval workflows
• Escalation rules for emergency and priority requests
• Crew, individual, contractor, and geographic assignment options
• Schedule balancing and daily work lists
• Estimated vs. actual labor, materials, equipment, and external costs
• Cost charging by line item to cost centers or general ledger accounts
• Identification of delinquent, overdue, or stalled work orders with flagging after a predesignated time frame
• Attachment access in the field (photos, manuals, documents)
3. Preventive maintenance (PM)
• Calendar-, runtime-, seasonal-, and condition-based pm scheduling
• Automatic PM work order generation
• Pm grouping by asset, system, location, or trade
• Pm compliance tracking and reporting
• Scheduled closures and shutdowns (school-wide, building, or room-level)
• Access to procedures, checklists, manuals, photos, and maintenance history
4. Facilities use and space scheduling
• Scheduling and reservation of district facilities and certain designated rooms
• Querying or filtering by building, floor, capacity, availability, room type, and activity type
• Ability to restrict entire-building reservations to designated approval roles
• Ability to blackout dates and times for instruction, testing, or maintenance
• Multi-level approval workflows with routing and notifications.
• Notifications if someone is no longer in an approval workflow
• Differentiation between district use and public and community use
• Support for repeating and multi-date events
• Event modification and cancellation with automated notifications
• Request-based scheduling of support services (custodial, security, HVAC coordination) defaulting to a minimum number for each of these services.
• Enforcement of staffing, inventory, and resource limits
• Upload, tracking, and expiration notifications for certificates of insurance (COI)
• Facility usage fee tracking with automated invoice generation
• Invoice status tracking (pending, paid, overdue, voided)
• Export of billing data for district business office processing
• Assignment of internal cost codes and cost centers to facility use events
5. Inventory and materials management
• Real-time inventory visibility
• QR and barcode scanning functionality for physical inventory counts that directly integrates with and updates the inventory management system
• Warehouse and location-based inventory tracking
• Reservation of shared tools and equipment
• Inventory assignment to work orders
• Automatic alerts for low stock, reserved stock, and items on order
• Preferred vendor, manufacturer, and model tracking
6. GIS, spatial and mapping capabilities
• Ability to associate assets, spaces, and work orders with floor plans and maps
• Preferred integration with Esri ArcGIS and ArcGIS indoors for indoor space and asset referencing
• Interactive map views within asset and work order records
• Mobile map access for field technicians
• Ability to update spatial references as facilities change
7. Mobile and field operations
• Native mobile applications for iOS and android
• Offline capability with automatic synchronization when connectivity is restored
• QR and barcode scanning for assets and inventory
• Field entry of labor, materials, photos, notes, and status updates
8. Safety and risk management
• Association of safety documentation (lockout and tagout, confined space, hot work, etc.) With work orders
• Safety data sheet (SDS and MSDS) tracking and access
9. Reporting, dashboards and KPIs
• Work order aging and backlog
• Response and completion times
• Preventive maintenance compliance rates
• Asset condition and lifecycle cost trends
• Facility use and space utilization summaries
• Custom dashboards by role (administrators, supervisors, trades)
10. Integrations
• Financial system integration capability (Tyler Munis)
• Microsoft office and google workspace compatibility
11. Implementation, training and support
• Import of historical asset, work order, pm, inventory, and facility use data
• Vendor-provided data templates and validation support
• On-site and virtual training for administrators, supervisors, and technicians
• Electronic user manuals and training materials
• Dedicated implementation team and account manager
• Defined support model with response targets and escalation procedures.
- Training, implementation and support:
• Develop a comprehensive computerized maintenance management system (CMMS) implementation plan with a defined timeline spanning from project award through completion of user training.
• Outline explicit roles and responsibilities for both the provider and the district at each stage, ensuring alignment with maintenance operations and it protocols.
o CMMS training and implementation plan
o Training scheduling checklist for facility and IT staff
o End user manual for CMMS functions
o Data import and migration procedures
• During the implementation and training phases, present best practices tailored to ensure that the CMMS aligns with current district maintenance workflows, asset management standards, and IT security policies.
• Include initial authorized user training for all district-designated personnel as part of the stated cost proposal.
• Ensure a qualified representative is available on-site during CMMS installation, configuration, and initial deployment.
• Offer unlimited technical support services for the CMMS, accessible 24/7/365.
• Provide full-time, country-based customer service professionals specializing in k-12 public school facility and technology management, specifically trained on CMMS applications.
• Submit detailed specifications for all required hardware and software, including operating system compatibility and network requirements.
• Clearly identify responsibility for supplying servers or cloud hosting, software licensing costs, and outline all available configuration options.
- Questions/Inquires Deadline: February 18, 2026
