The vendor required to provide enterprise asset management (EAM) and enterprise resource management (ERM) system shall support the full lifecycle management of fleet assets, facilities, infrastructure, and related equipment, while providing comprehensive functionality for financial management, procurement, inventory, safety, and enterprise reporting.
- The solution is expected to replace or consolidate disparate systems, improve data integrity, enhance internal controls, and support informed operational, financial, and capital planning decisions.
- The system must be scalable, configurable, secure, and capable of supporting continuous 24/7 transit operations.
- Functional requirements – enterprise asset management (EAM)
1. Asset management:
• Has the ability to provide a fixed assets module that is integrated with all other system modules including (but not limited to) general ledger, budgeting, purchasing, and accounts payable.
• Has the ability to capitalize and depreciate assets according to user-defined rules.
• Track lifecycle of vehicles, facilities, equipment, and other assets.
• Support asset hierarchies, parent and child relationships, and component-level tracking.
• Tag assets by department, location, or project for reporting and workflow purposes.
• Store specifications, acquisition data, condition assessments, warranties, manuals, photos, regulatory documentation, and historical maintenance records.
• Track asset status, utilization, downtime, availability, and performance.
• Display out-of-service vehicles in real time.
2. Work order management:
• Create, assign, schedule, and track work orders.
• Allow creation of mechanic and shop user accounts and assignment of work orders to these roles.
• Track labor hours, parts used, outside services, and total costs.
• Mobile and desktop access for technicians, supervisors, and managers.
• Integration with inventory and asset records to automatically track parts usage and costs.
3. Preventive and predictive maintenance (PMS):
• Configure time, mileage, usage, or condition-based preventive maintenance schedules.
• Automatically generate pm work orders and send alerts for upcoming maintenance.
• Track completion status and out-of-service indicators.
• Generate compliance and audit-ready reports.
4. Inventory and parts management:
• Track inventory quantities, locations, usage, and reorder points.
• Maintain vendor catalogs, pricing, and purchasing history.
• Support automated reorder or low-inventory triggers.
• Track shipping and receiving of inventory items.
• Integration with work orders, projects, and financial modules.
- Functional requirements – enterprise resource management (ERM)
1. Financial management:
• Support general ledger, AP/AR, cost allocation, and budget reporting.
• Track costs by asset, work order, project, grant, and department.
• Support invoice processing linked to work orders, projects, or assets.
• Enable budget monitoring, variance analysis, and grant reporting.
• Support multi-year funds
• Has the ability to produce balance sheets and other financial reports from a prior closed year and period with an option to include inactive accounts with activity or a balance
• Has the ability to carry a range of the chart of accounts forward to eliminate the need to manually key these accounts into the system.
• Automatically do rollovers for the next fiscal year without the prior year end being completed
• Has the ability to provide a single chart of accounts file that is referenced by all other system modules.
• Supports quick codes - predefined combinations of fund, department and account numbers as short cuts.
• Flexible chart of accounts will accommodate varying lengths for fund, department, division, object, program, section, unit, activity, account, sub-account etc.
• The system has the ability to perform "soft closes" on periods so that a period may be opened again with proper permissions for the purposes of posting activity to that period.
• Can accommodate fund, department, division, classification and cost or revenue object
• Supports the ability to consolidate the retained earnings to a single account by fund.
• Supports children accounts to use hierarchies for reporting
• Has the ability to provide a financial statement report writer either within the system or through an integrated third-party to allow end users to create user-defined financial statement and statistical reports without users needing to know the table structure.
• Has the ability to provide reporting that crosses multiple modules and interfaces with general ledger transactional data
• Has the ability to generate financial reports that reference data structures to determine whether presentation of that information should be allowed or identified as "redacted" based upon user permissions and system level of access, as well as user defined field
• Provides a library of "standard" reports
• Provide all query and reporting capabilities by summary or detail
• The ability to schedule and to distribute reports via electronic workflow.
• The ability to provide comparison reports (e.g., between different periods, as user defined).
• The ability to generate reports that cross fiscal years and funds
• Has the ability to produce compliance reports
• Has the ability to produce annual financial statements. (e.g., income sheet, balance sheet).
• With the ability to run period to date.
• Has the ability to produce monthly, quarterly, and annual financial statements.
• With the ability to run period to date.
• Has the ability to produce monthly, quarterly, and annual financial statements (cash flow).
• Has the ability to produce ad-hoc monthly, quarterly, and annual financial statements at user-defined levels.
• Has the ability to have a dashboard of data presentation.
• Has the ability to project and report on end of year accruals
• Available budget by expense, revenue, and job code
• Cash balance (i.e., by department, fund, organization, etc.)
• Budget to actual by all budget line items
• Open encumbrance report
• Trial balance activity (debits and credits)
• Capital projects
• Detail and summary project report
• Summary trial balance across multiple fund
• Multi-year grants for revenues and expenses
• Has the ability for the budgeting module to use the same chart of accounts as the rest of the system
• Has the ability to allow departments to further drill down to at least one level below the lowest level of chart of accounts for detailed tracking purposes.
• The system has the ability to enforce the budget at the fund level
• Has the ability to enforce the budget at the department level
• Supports multi-year budgeting
• The system supports grant budget, including sponsor fiscal year and organization's fiscal year
• The system has the ability to load budget information from third-party software (e.g., MS excel).
• Has the ability to import bank statements.
• Has the ability to support bank reconciliations.
• System integrates with bank
• Has the ability to allow multiple accounts receivable control accounts.
• Has the ability to identify each transaction by a reference number that is sequentially generated automatically.
• The ability to allow direct entry of invoices, cash receipts, or adjustment transactions with appropriate access permissions.
• Has the ability to deactivate a customer and warn if the customer has an outstanding balance, but keep the customer history.
• Has the ability to reactivate a deactivated customer, e.g., not having to create a new customer.
• Has the ability to allow the viewing of all outstanding invoices when applying payments to a customer account.
• Has the ability to use laser-printed forms for invoices.
- Procurement and contract management:
• Allow users to create purchase requisitions routed through hierarchical approvals with cost thresholds.
• Allow purchasing manager to generate pos and automatically notify vendors.
• Maintain vendor records and integrate vendor data with finance systems.
• Track all contracts, including purchase, lease, labor rate, and master contracts.
• Enable custom terms and conditions templates attached to every po.
• Use automated communication templates for notifications to staff.
- Contract Period/Term: 5 years
- Pre-Proposal Meeting Date: February 5, 2026
- Questions/Inquires Deadline: February 12, 2026
