REQUEST FOR INFORNATION: COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM

PROPOSAL INTENT and GENERAL DESCRIPTION The Maricopa Community College District invites interested software vendors to submit a proposal to provide a Computerized Maintenance Management System (CMMS) for a number of the District’s colleges. The system will be web-based (SaaS- “software as a service”), hosted and fully supported by the vendor. This Request for Information (RFI) is specifically intended for software firms with an established CMMS, along with the necessary experience and personnel to provide and implement a complete system. The District is particularly interested in an affordable “off-theshelf” product that requires no or minimal customization by the Vendor. Desired features not present in the basic CMMS system should be available by adding optional standard modules to the basic system. The services to be provided by the system vendor include software, licensing, implementation, training and support services. The District’s goals for the implementation of a CMMS include: • Accurately capture the condition and performance of existing assets, and the resources required to maintain and renew them • Streamline preventive maintenance and proactive asset renewal programs • Improve life cycle cost tracking • Implement an electronic work order management system to log labor, material, and equipment costs related to maintenance as well as non-maintenance projects • Ensure long-term reliability of asset data storage and retrieval, including associated documentation such as standard operating procedures and O&M manuals • Improve recording and assessment of failures and incidents • Provide an information base related to maintenance and operations work, such as recommended preventive maintenance processes, material SDS sheets for common chemicals and substances used by facility maintenance trades, etc. Base functionality to be provided by the new CMMS includes: • generating work orders and both standard and customized reports • tracking detailed maintenance, operations, and financial information for each asset • attaching documentation such as photos, standard operating and maintenance procedures, and O&M manuals to asset records • tracking preventive maintenance work orders and remaining useful life and life cycle costs based on operator-entered parameters Eight of the District’s ten colleges currently use a system developed by Facilligence that now is owned and hosted by MicroMain. The Facilligence system is being discontinued and users will be transitioned to a MicroMain system. A number of the colleges have expressed an interest in evaluating and potentially switching to another system.

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While this is a single, information gathering Request for Information, EACH college individually will review and evaluate the responses and EACH college may select its own system from among the submitted systems. There is no predetermination that more than one college may select the same system, so information should be submitted on the assumption that each college selects a different system. The following colleges in the Maricopa Community College District have expressed an interest in switching to another system (the numbers shown in parenthesis are the college’s gross square feet of building area, current student headcount enrollment for fall semester, and total number of faculty + staff): • • • • • • •

Gateway Community College, including the Maricopa Skill Center (532,700 GSF/ 5,950 students/ 325 employees) Glendale Community College, including Glendale Community College North (809,900 GSF/ 20,500 students/ 630 employees) Mesa Community College, including Mesa Community Vendor at Red Mountain and Mesa Community College Downtown Center (1,019,300 GSF/ 22,700 students/ 712 employees) Paradise Valley Community College, including Paradise Valley Community College at Black Mountain (440,200 GSF/ 8,900 students/ 240 employees) Phoenix College, including multiple smaller sites (753,600 GSF/ 12,100 students/ 389 employees) Rio Salado College, including multiple smaller sites throughout the Phoenix area (465,500 GSF/ 20,200 students, most in distance learning/ 486 employees) South Mountain Community College, including the Guadalupe Center (302,000 GSF/ 4,300 students/ 193 employees)

Once a system evaluation and preliminary vendor selection is made, the college will provide additional information required for final pricing of the selected system to be negotiated with the preferred vendor(s). For the system cost and seat licensing calculations requested below, assume that any person with access to the college’s website can enter a work order request. Only college facilities maintenance staff will be daily users of the system. Unless otherwise stated, all contracts are for a period of three (3) years with an option to renew annually for two additional one (1) year periods if mutually agreed to by the college and the awarded vendor, for a total initial agreement period of five years. The Maricopa County Community College District (MCCCD) consists of ten campuses, two skills training centers, and multiple satellite education centers throughout the County. MCCCD educates and trains more than 250,000 persons year around, which equates to about 76,000 full time student equivalent (FTSE). Maricopa owned facilities exceed 5,500,000 square feet. MCCCD ranks as the largest multi-location community college system in the nation, and is the largest provider of post-secondary education in Arizona. Our students, faculty and staffs are diverse and reflect the communities within Maricopa County, an area the size of Connecticut, and which contains a population of 2.8 million residents.

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Protection of Sensitive Information The District takes important steps to protect Sensitive Information by treating Sensitive Information as confidential and encouraging its personnel and consultants to take care in handling Sensitive Information. Personally identifiable information, personally identifiable education records, individually identifiable health information, personally identifiable financial information and payment card information are examples of Sensitive Information covered under the Arizona Revised Statutes (ARS), The District limits access to Sensitive Information to those who need it to perform their jobs. Access may be achieved through direct physical connection into the Owner’s technology infrastructure and/or equipment through cabling and/or other direct physical connection, Personal Devices, and/or other Owner owned or operated networks. Indirect access to the Owner’s technology infrastructure, equipment and/or data through remote electronic access, such as the Internet, unsecured/public WIFI networks provided by the Owner, or networks not owned and/or operated by the Owner. The District’s external service providers must also protect Sensitive Information, and use it only to meet The District’s business needs. The District also takes steps to protect its computer systems from unauthorized access and works diligently to comply with applicable information security, data privacy and related laws, rules and regulations. Consultants, vendors or individuals that will require access to The District’s technology systems, either through direct physical connection or indirect access, and consequently may have access to Sensitive Information, will be required to undergo significant screening and reviews to assure the security and privacy of The District’s systems and information. Contact the project manager for additional information regarding the security screening process and additional requirements. Where vendors or contractors have access or need Sensitive Data or access or use of the District’s information technology network, see the Exhibit located at the end of this Request for more specific requirements. Proposal Due Date Proposal responses should be received by 3:00 p.m.(local tme), May 13, 2015 and be delivered to the reception desk in the District Support Services Office lobby at 2411 W. 14th St., Tempe, Arizona, 85281. Please be sure to acknowledge any addenda and be sure to include the NonCollusion Affidavit with your response. For Fed Ex, UPS and similar direct delivery services, address the package to Keith Killourie, Buyer, at this address, contract phone 480-731-8518. General Questions or Project Location Visits No pre-proposal meeting is planned for this Request. All questions about this Request must be submitted in writing and delivered to MCCD’s assigned representative a minimum of five (5) work days before the required due date. Answers to the questions will be provided by written addenda to all holders of the Request. For questions regarding this RFI: Keith Killourie, Buyer III Purchasing, 480-731-8518 [email protected] 3

Proposing firms shall not make any direct contact with college or district staff except for the Purchasing Department once this Request is issued, until the time that final selection is made. Any deviation from this policy, or attempt to or actual direct contact or attempt to influence any Maricopa Community College Board member, college administration, employee or representatives, from the time of the issue of this Request until final award, may result in disqualification of the Respondent. This includes any casual contact not directly related ongoing work, in which case all conversation and contact should be strictly limited to the current work issue alone. Any oral communications with MCCD’s assigned representative will be considered unofficial and non-binding on MCCD.

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VENDOR CONTRACT AND SIGNATURE FORM Signature Form The undersigned hereby proposes and agrees to furnish goods and/or services in strict compliance with the terms, specifications and conditions at the final negotiated prices proposed. The undersigned further certifies that he/she is an officer of the company and has authority to negotiate and bind the company named below and has not prepared this bid in collusion with any other vendor and that the contents of this proposal as to prices, terms or conditions of said bid have not been communicated by the undersigned nor by any employee or agent to any person engaged in this type of business prior to the official opening of this proposal. Company name: Address: City/State/Zip: Contact printed name: Position with company: Telephone Number: Fax Number: Email address: Authorized signature: __________________________________________

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COMPANY PROFILE Please provide the following information about your company. The “company” is the entity that owns, supplies, supports and maintains the proposed CMMS software. 1. Company's official registered name: 2. Parent organization or other company ownership, if any, including headquarters location: 3. Brief history of your company, including the year it was established. Include predecessor companies under a different name or other CMMS companies purchased by your company: 4. Company’s primary corporate office location: 5. Location of any local or regional office servicing Arizona, if any. 6. List the names of key contacts with title, address, phone and e-mail address for the proposed system: 7. Who do you consider your competition in the CMMS marketplace? 8. What differentiates your company from those competitors? 9. Overall annual CMMS system sales and public sector sales (EXCLUDING the Federal Government) for the previous three years: Calendar year 2012 2013 2014

Total number of new customers/new systems installed

Total annual dollar volume of CMMS sales $ $ $

Total annual dollar value of public sector sales $ $ $

10. Provide information regarding if your firm, either presently or in the past, has been involved in any bankruptcy, or reorganization or litigation directly related to the proposed CMMS product: 11. Provide information on your company's Customer Service and Support Department (Help Desk), including hours of operation, number of service centers, etc.: 12. Provide a list of any open purchasing agreements or cooperative purchasing agreements held with any national purchasing group, network or any awards made through an open, competitive process by any public entity within Arizona. For each agreement, provide the name of the agency or group that originated and manages/managed the procurement request, an agreement or other identifying number, date of the original award and contact information: 13. Provide a list of any other public, institutional or governmental users that are located in Arizona. Provide the name of the entity, current contact information and initial date of implementation for the system:

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14. List vendor sponsored/vendor hosted support groups for the system, including chat groups, blogs, Q&A, discussion groups, blogs, meetings (in person or on line) that provide a venue for users to increase their skills and awareness of the system, meet other similar users, pose and answer questions, distill best practices, etc. FUNCTIONAL REQUIREMENTS General Requirements The vendor will need to demonstrate its ability to meet the college's needs by a thorough presentation of the product and its capability related to the characteristics and performance areas listed below. The form responses shall NOT indicate functionality that is not in the release version adopted by a majority of the vendor's customers. Vendor shall provide future upgrades that will keep the Vendor's CMMS current with evolving technologies. Software shall be usable by employees with widely varying computer skills. The vendor shall provide a system that is modular for cost effective implementation, expansion and upgrades. Vendor shall provide an “out-of-the-box” system with maximum flexibility and minimal or no customization required by the Vendor, preferably with all changes done by the college’s system administrator through built-in configuration of existing software. Vendor user and IT staff will have appropriate permissions for administration and configuration changes and updates, as required. The vendor hosting service must include full backup, disaster recovery and come with a complete service level agreement proposal that includes software upgrades, support and maintenance contracts. PROPOSED SYSTEM List the base CMMS system that is being proposed, including manufacturer, version and standard options or modules that would be proposed, upon which the matrix responses are premised: Base System: ___________________________________________________________ Optional standard modules to be included with the base system to meet functionality requirements: ______________________________________________________________________ ______________________________________________________________________

Additional third party software needed to be able to view and operate the system, develop or print reports, etc. that is not an integral part of the vendor’s basic system: ______________________________________________________________________ 7

All third party software needed must be fully tested and operate integrally with the proposed basic system. Third party software must be supplied with the vendor’s basic system, including all licenses, integration, and cost. Available updates necessary to continue using the third party software with the vendor’s system shall be provided through the vendor during normal system updates.

Products and Services Summary Matrix Fill in the system capabilities matrix to allow the college to evaluate the proposed product and services offering versus other responding vendors. Definitions 1.

Administrative: Provides system administration functions such as security, system-wide defaults and the content of functions and forms.

2.

Work Order Management: Controls work order processes for routine response and periodic preventive maintenance.

3.

Preventative Maintenance: Provides the functionality for users to establish preventative maintenance practices to meet their unique environments.

4.

Materials and Parts Inventory Management: Streamlines parts and materials management by monitoring inventory.

5.

Reports Generation: Reports are a key to any facility management system. This information may either be generated from the individual modules, from a single Reports Module or a combination

6.

Portable Wireless/Mobile Technology Management: Allows maintenance and operations professionals to receive and complete work in the field via a wireless/mobile device.

7.

Asset Management: Identifies, tracks, locates and analyzes physical assets.

8.

Data Import and Conversion: Allows historic work orders and asset records to be imported from the prior system into the new system

9.

Fleet Management and Key Management Modules: Tracks and manages vehicle fleets, including maintenance. Tracks and manages keys and the locks that they serve.

10. System Documentation, Training and Support: Provides initial user training, general system documentation and training materials, and on-going user support for system difficulties.

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Specification Matrix Using the following tables, identify whether the system capabilities, functions or characteristics are available within the proposed CMMS system. Check the columns as appropriate to indicate how the proposed system would meet the specifications of this Request, as follows: Meets: Feature is standard and available in the current release of the basic software package. No upgrade, optional module or customization is required. Meets with optional upgrade: The listed feature is available in an upgraded version of the basic software package or through the addition of a standard optional feature(s) module. Features requiring custom programming by the vendor are NOT a desirable solution. Does Not Meet: The feature is not available in either the basic software package, an upgraded system or an optional module. Future Release: The requirement will be available in the next update release. Indicate anticipated release month and year in the Comments column. Administrative System and General System Characteristics User Interface The system shall be intuitive and easily usable by all levels of staff in the college’s maintenance group, with data entry and access through easy navigation, field tabbing, and pull down menus. Navigation within the system shall be intuitive (drop down boxes) to field personnel and in a logical sequence. System security shall allow for logins to appropriate modules and data entry points by system administrator defined user or role. Data entry for the system should be able to pre-populate fields already present in the database. Data entry shall support several methods of input (i.e. keyboard, scan, PDA's, laptops, GPS device, etc.). Reports shall be relatively easy to generate with an intuitive interactive generator as part of the software or third party report generators. The reports shall have the ability to present information in a graphical chart format. The system should have the ability to work with Microsoft Office applications for document creation and attachments to requests. The system should allow attaching, storing and viewing of Adobe .PDF documents, pictures (JPG, TIF, PNG, and GIF formats) and CAD/D drawings (.DWG format) to be attached and viewed.

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Description

Meets

Meets with optional upgrade

System is usable on a variety of common internet web browsers including Firefox, Internet Explorer, Google Chrome, Firefox and Safari, without the addition of third party conversion/intermediary software System allows power users with full access from single log-in System provides full application interface for administrators and streamlined application, Web, or mobile device interfaces for vendors, staff, and requesters System has multi-level security and passwords. Users can access part of all of system features depending on the type of password and rights that they have been issued. System allows only a supervisor or System Administrator may approve or edit a history or change schedules. System shows a user’s functional permission level displayed System provides help text and error messages System permits multimedia file attachments (word files, graphic images, audio or video clips) to records as work orders System is compatible with Microsoft Office applications System can attach, store or view Adobe .PDF documents System can attach, store or view pictures (JPG, JPEG, TIF, PNG, PCX, BMP, GIF and Windows Metafile formats) System can attach, store or view videos System can attach scanned documents directly into the system CAD/D Viewer and Information Linking System can read CAD/D drawings in multiple formats, minimally AutoCAD 2014 System can attach, store or view CAD/D drawings (.DWG, .BAK and other common CAD/D file formats) System can read, convert, mark-up, save, and print CAD drawings without using an outside CAD program System can hot-link asset and equipment lists to drawings

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Does not meet

Will meet with future release

Comments

System can view equipment information by clicking on a CAD building., floor, room, equipment for drawing-based queries System can highlight a portion of a drawing, zoom in, and print the selected view

Additional comments:

Work Order Management and Tracking System (Required) A complete, automated system that identifies, confirms, tracks, records and costs all work requests is required. Further, the system shall be able to provide statistics on response time, cost and effort by activity. The system shall be able to schedule the work orders and be able to retrieve work orders for a specific time interval or asset type to aid supervisors to group and assign work orders. Users shall be able to change the routing, review and approval steps, along with the final shop or individual assignment without custom programming. The system shall have the ability to create multiple work orders (multi-tasking) linked to individual assets. Technologies for distributing work orders, such as e-mail, personal data assistant, mobile computer, IPad and other tablet computers are required. The College requires having multiple time frame scheduling capability on at least an annual, quarterly, monthly, bi-weekly and weekly basis for routine preventative maintenance and non-routine work. Ability to document work accomplished in a paperless environment is required. The system shall be able to automatically generate a receipt email (or other electronic notification) back to the service requester upon initial receipt of the work order, any changes in status, and upon completion of the requested work. The software shall include a complete tracking system to compile daily work done by activity and specific locations and assets with all labor, equipment, material and contractor resources. Work history information can then be related to the annual plan and comparisons made on unit cost, accomplishment and productivity. The software shall also have the capabilities to identify, trend and document work by location or asset. Queries and filtering for information shall occur at various levels and shall allow searches using multiple criteria in order to simplify data gathering. The software application shall be capable of operating at the maintenance activity level or the work order level with integration between the levels. 11

Software shall be capable of the following: 1. The handling of service requests, planned maintenance, predicted maintenance and efforts generated by work orders. 2. The tracking of a service request from inception to completion with continual status (open, closed, pending, backlogged) indication is necessary. 3. Work and cost can be tracked to the location, asset, job number and/or account/fund number. 4. Tracking and reporting force accounts and contractor furnished labor, equipment, material, and operating costs. 5. User-definable fields to record such information as special work projects and programs. 6. Ability to separate data planned and tracked by management/department units or by activity (sign maintenance, sewer line cleaning, etc.).

Description

Meets

Meets with optional upgrade

GENERAL SYSTEM CONTENT and ABILITY Basic Work Order system is fully integrated with related modules including preventative maintenance, asset, inventory and reporting System allows the System Administrator to easily customize who may request a work order (for example, to any student or staff with web access, down to limiting work order initiation from college staff/faculty only, down to maintenance staff only System allows the System Administrator or department supervisor to easily customize the internal routing and internal approval of work orders System allows the System Administrator or department supervisor to easily customize approval levels or approving parties that allow the work to continue Provides a number of open user-definable tracking fields without additional programming or customization Provides simple interface to check work order status with selection masks Provides search capacity on work order number or description key

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Does not meet

Will meet with future release

Comments

Automatically generates notification back to the service requester to acknowledge the initial request, for changes in the request status, and upon completion of the work order request System allows the work requester data (name, email, phone number, etc.) to be stored after the requester enters their contact information on a work order. The requester information then is stored on the vendor’s system and can be auto-filled for any subsequent work orders requested by the same requester. System does not maintain work order requester contact data (name, email, phone number, etc.) from work order to work order System allows work requester contact data either to be stored or not be stored. The System Administrator can determine and easily select which option that the system will use without custom programming. System allows employees or students to request work orders from their Web browser System allows administrators and maintenance staff to receive, close, enter orders via the Web, email, or mobile device anywhere that an internet connection is available WORK ORDER MANAGEMENT AND WORK ORDERING Ability to show standard work order tracking fields such as trade, purpose, budget and other codes Ability to request dates and completion dates Ability to estimate work by time and materials Ability to automatically compute work costs using manually entered labor rates in employee system Ability to show initially estimated labor and material transactions for each work order Ability to capture actually used labor hours, contract costs and material costs for each work order Ability to track labor hours worked for a defined period of time for individual employees to an aggregate total for a group of employees Ability to automatically generate cost estimate of work

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order Ability to add/update/delete estimated costs by crew Ability to allow requesting departments to approve work orders based on estimated costs Ability to link multiple pieces of equipment to a work order Ability to initiate a new work order by duplicating an existing work order Ability to assign work priority Ability to define type of work Ability to add/modify/delete basic data about a work order after issuing the work order, such as the lead shop, job location, full job description, completion information, description of work done, requester, contact info, date work is to be done, source of work, etc. Ability to disallow entry of time and material costs against a closed work order Ability to reopen a closed work order Ability to assign progress status code Ability to support repetitive work order time slots Ability to print work order to any printer on the network Ability to print bar coded work order number on work order ticket Ability to assign tasks to multiple shops and employees within a shop Ability to set internal thresholds/benchmarks for maintenance activities and issue notifications via e-mail and/or reports when benchmarks exceeded, e.g. due dates and work request response time WORK ORDER MANAGEMENT AND TRACKING Ability to support work order status reporting Ability to show estimated and actual hours Ability to support work order scheduling via priority and first-in-first-out Ability to track job status and resource coordination Ability to schedule labor, material and other resource allocations Ability to provide lists by outstanding jobs by equipment, asset class, location

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Ability to report work order backlog Ability to plan and schedule tasks within work orders Ability to query by status and assigned crew Ability to view or report on individual employee utilization Ability to maintain equipment specifications and parts lists Ability to track warranty date for claims tracking Ability to support a maintenance procedure library Ability to track work order/job history, with ability to query in numerous ways for work orders (i.e., by number, date, requestor, building, crew, craft) Ability to track status of each shop assignment (in progress, done, etc.) Ability to view work order by shop and employee assigned Ability to allow outside departments to enter work requests on-line via web interface Ability to automatically or manually archive work orders based on aging after completion Ability to recover data from archive Ability to automatically send work completion notification to requester Ability for facilities personnel and requesting department to interact on line, e.g. the requesting department to approve an estimate or facilities personnel to request more information Ability to charge work to any cost center Ability to handle standing work orders differently, e.g. not requiring an estimate Ability to track changes to the scope of the work order. Provides electronic document management (e.g. attachments such as PDF documents, Word documents, and pictures) Ability to trigger notification if actual costs exceed estimated Ability to retrieve work order costs by shop, crew, function, sub function, sub-sub function, building, equipment, work order, and change orders, et cetera. WORK ORDER MANAGEMENT AND ACCOUNTING

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Ability to add/update work order actual labor and material costs Ability to create productivity reporting for all resources (e.g. labor, equipment, materials) Ability to link employees or crews to work orders for online time recording Ability to capture, manage, accumulate, and report costs for all material, labor, and other transactions Ability to capture, manage, accumulate, and report costs by labor type for each job Ability to capture, manage, accumulate, and report costs by campus zone, shop, crew, building, and equipment Ability to report on job cycle time (i.e., time from initiation to final bill) Ability to provide actual vs. estimated cost comparison Ability to report on job completion rate (open vs final billed jobs for a time period) Ability to report on actual vs. estimated costs Ability to run historical reports on cost data Ability to create historical cost and analysis and reporting BUILDING AND EQUIPMENT INFORMATION BASES Ability to assign unique alphanumeric identifiers to buildings, rooms, equipment, etc. and enter accompanying data. Building identifiers include annex, wing, floor, and room. Accompanying data for equipment includes manufacturers notes, recommended. Ability to support flexible naming and numbering of buildings, floors, and rooms Ability to provide for a building coordinator list with name, phone, mailbox number and e-mail address Ability to categorize buildings by a campus geographical code Ability to create/update inventory records for buildings, rooms, systems, equipment, etc. Ability to record equipment purchase data Ability to record equipment maintenance materials cost and usage history

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Ability to generate equipment lists Ability to maintain and use equipment status codes, e.g. in service, lost, stolen, vandalized, etc. Ability to maintain equipment repair cause history Ability to track and record equipment downtime and cause. Ability to maintain equipment drawings Ability to maintain equipment specifications data. Ability to maintain equipment repair procedure history Ability to maintain equipment maintenance labor history. Ability to track warranties on-line to vendor/manufacturer Ability to activate/deactivate an existing inventory record and all related data Ability to store and manage meter types, including description and unit of measure (e.g. water/cu. ft). PERSONNEL TRACKING Ability to enter and store a database of employees along with position/title and labor rate information Ability to restrict who can read and change employee data Ability to add/modify/delete basic employment information such as job class, budget number, shop and crew designations plus spare future fields Ability to use Personnel ID numbers other than SSN as the primary employee identifier Ability to maintain different classes of employees, e.g. salaried, hourly, professional, and classified, etc. Ability to charge multiple wage rates Ability to designate employee as active or inactive Ability to store and report on employee hours and overtime

Additional comments:

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Preventative Maintenance for Facilities (Required, with some additional Desired and Optional features) Preventive Management and Scheduling must be able to issue work orders through the system. The system shall allow for the development of routine cyclical planning of maintenance work and shall give staff a guide to use in the scheduling and establishment of routine programs to proactively perform maintenance. Software shall have an automated scheduling process inclusive of all work to be accomplished in each time period. The ability to review anticipated activities by any time period is desirable. The system shall be bar code enabled, allowing field personnel to access preventive maintenance records by scanning a bar code or other unique identifier on the equipment. Desired: The system will contain recommended preventive maintenance procedures for standard equipment types, including the recommended schedule (by time frame or metered data), the estimated manpower hours and materials, and generate a step by step preventive maintenance work order including the required parts (generic description, with the ability to modify the information to provide specific part information) for the work order. Optional: Users can enter information that identifies specific hours, alters the steps, and lists the required parts by manufacturer, model, size, etc. for the specific piece of equipment.

Description

Meets

Meets with optional upgrade

GENERAL SYSTEM RESOURCE CONTENT The system contains standard recommended PMs for different types of equipment and systems commonly found in facilities Built-in preventive maintenance Task library to aid in defining preventive maintenance tasks and procedures System contains Material Safety Data Sheets (SDS) for materials, substances and chemicals commonly found in facility management and operations System oversees and contains OSHA Safety Standards such as lock out/tag out (for example, the system issues a

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Does not meet

Will meet with future release

Comments

notification to do an annual review), extension cord inspections: (for example, the system issues a monthly reminder), fire pumps (for example, the system keeps track of fire pump testing schedules and history), machine guards (for example, the system issues reminders to check safety switches), blood borne pathogens (for example, the system provides exposure control and clean up procedures) CREATING Ability to automatically generate preventive maintenance work orders through an integration with work order system Ability to initiate PM work orders manually and automatically Ability to manually or automatically generate preventive maintenance work orders Ability to manually schedule PM work orders Ability to create recurring maintenance schedules on a daily, weekly, monthly or annual basis Ability to store schedule templates for quick creation of frequently used schedules Ability for users to define inspection tasks, populate a preventive maintenance calendar and set up automatic reminders to technicians assigned to complete the tasks Ability to support scheduling for intervals greater than one year, e.g. 2, 5, 10 years, etc. Ability to create a PM work order for an entire system of equipment, etc. (for example, for multiple pieces of equipment that work together as a single system) Ability to manually associate a repair work order with a PM Ability to combine multiple maintenance items into one PM work order Ability to allow multiple work orders to be created by a PM based upon user entered criteria Ability to perform predictive maintenance analysis Ability to assign an unlimited number of PM procedures

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to a system or piece of equipment Ability to document complex PM task descriptions Ability to duplicate a PM Ability to obtain maintenance procedures, required materials and tools from an equipment module Ability to maintain user-defined PM types Ability to maintain shutdown information and coordinate shutdowns using multiple work orders if necessary Ability to list consumables needed for a PM Ability to assign multiple crew to a PM work order SCHEDULING Ability to schedule preventive maintenance by elapsed days Ability to schedule preventive maintenance by specific calendar date Ability to schedule preventive maintenance by usage data sources such as time based or meter/usage based Ability to schedule preventive maintenance tasks for downtime/outage Ability to automatically assess PM schedule adherence Ability to suppress automatic generation for a particular PM for a time period Ability to suppress automatic generation of all PMs scheduled over a specific time period Ability to suppress automatic generation of PM scheduled for a specific piece of equipment or location over a specific time period Ability to perform maintenance requirement forecasting Ability to manually sequence PMs Ability to add, delete, update and duplicate a PM schedule Ability to create leveling of PM requests Ability to provide reporting on equipment/location confidence testing NOTIFYING Ability to notify a shop/crew via e-mail of a pending PM Ability to provide shop/crew query screens of pending

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PM LINKING Ability to link operating and maintenance manuals, and OSHA guidelines to equipment records Ability to maintain required procedure certification information CUSTOMIZING Ability to customize a standard PM for different steps, for particular pieces of equipment, for linking specific materials or replacement parts for the recommended PM, etc. VIEWING The system provides a maintenance calendar for viewing current and future preventive maintenance activities Ability to view labor, material and tool cost for anticipated tasks Ability to display upcoming scheduled work in a calendar format for resource scheduling TRACKING Ability to track all scheduled maintenance Ability to track equipment information including manufacturer, model and serial numbers, in and out service dates and warranty Ability to automatically track preventive maintenance cost accumulation PRINTING OR ISSUING Ability to automatically and manually print preventive maintenance work orders Ability to print multiple PM tasks on a single sheet

Additional comments:

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Fleet Management and Key Management Modules (Optional) Fleet Management System In the future, the college may desire to add a standard software module to be capable of managing fleet operations including repair work orders, preventative maintenance work orders, scheduling and tracking of all maintenance costs, repair costs and fuel costs. Key Management System In the future, the college may desire to add a standard software module to be capable of managing key issuing and management, including the ability to track, monitor and manage keys including the ability to document key inventory, distribute keys, track key distribution and key holders, and report on key information

Description

Meets

Meets with optional upgrade

The system offers a standard module for fleet vehicle management that includes features such as: Ability to schedule maintenance by creating regular and recurring preventive maintenance, and non-routine (emergency) maintenance work orders Ability to track vehicles and equipment by class, category, and individual equipment serial number or identifier Ability to allow users to list all parts and materials needed for individual preventive maintenance procedures Ability to provide maintenance calendaring alerts to protect against missing or falling behind on maintenance schedule Ability to provide a separate set of standard reports related to vehicles Ability to provide asset listing and performance metrics such as costs per vehicle, location and type Ability to automatically create scheduled preventive maintenance work orders and work order timelines for vehicles based upon vehicle or asset classes, etc.

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Does not meet

Will meet with future release

Comments

Ability to list vendor services that contain information about fleet repair standards, agreed-to pricing, discount structures, warranties, work orders and invoicing. Includes computerized fuel management system Includes vehicle warranty and recall management Includes vehicle parts inventory control and tracking The system offers a standard module for key management that includes features such as: Ability to identify which keys each key holder has and the doors they can open Ability to track issuing keys to people Ability to create key records or reports, and tracking lost or damaged keys and related responsibility Ability to track keys by department, function or other user determined groupings Ability to managing master keys, sub-master keys and change keys Ability to maintain key inventories and numbers of copies Ability to log quantities of keys created, issued, lost, and destroyed Ability to record information about each key and its specific bittings Ability to track, sort and report bittings by manufacturer and keyway Ability to view bittings in a separate window or bitting report Ability to categorize keys by level, including master keys, listing which assets are keyed alike (multiple locks opened by same key) and which assets are cross-keyed (single locks opened by multiple keys

Additional comments:

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Asset Tracking System The system shall be capable of defining all features maintained by a college in an asset inventory as collected or periodically modified including site location, feature description, manufacturer and model, condition assessment, etc. The college would prefer to transfer its current asset base to the new system (through separate per hour data transfer cost).

Description

Meets

Meets with optional upgrade

Ability to provide built-in drop-down list of values for asset classification Ability for the System Administrator or authorized user to set up pre-defined asset hierarchies Ability to provide display of all assets, locations, classifications Ability to provide standard equipment asset information templates Ability to provide warranty tracking related to specific assets Ability to create graphical asset trees for simple organization and tracking of assets Ability to provide lifetime labor and material costs per equipment, asset classification and location Ability to track historic total of maintenance costs per asset Ability to produce bar code labels and tie to the asset data base The system VENDOR has the ability to provide on-site asset cataloging using vendor personnel to collect and catalogue asset information through field surveys, with direct input into a new system, including developing naming conventions, ID systems, bar coding, etc. ALSO SEE Buildings and Equipment Information Databases in the Work Order section

Additional comments: 24

Does not meet

Will meet with future release

Comments

Material and Parts Inventory Management and Control (Desired) The use of materials and parts in the work effort for both work orders and preplanned work shall be able to be tracked and accounted for. The college desires that the inventory quantity be reduced as utilized from the current inventory with the capability to establish reorder points as the inventory values are depleted. This shall allow for accountability for the use of materials and a more complete costing of work done. The college requires the ability to not only track material and part usage, but a method to reduce or add to the inventory based upon usage reported in the work order system.

Description

Meets

Meets with optional upgrade

Ability to integrate with the work order and preventative maintenance system Ability to manage inventory items by category types such mechanical, custodial and tools Ability to track inventory transactions, including issues, receipts, returns, adjustments, orders and transfers Ability to issue inventory to a location, pick list, project, work order or employee Ability to allow a requestor to select items from inventory catalogs and submit inventory requests online Ability to enables users to request quotes for inventory items from multiple suppliers while reordering Ability to track detailed information on inventory items, including characteristics such as unit of issue, whether on contract, supplier, average or fixed cost, tag number for tools, mark up, backorder quantity, etc. Ability to allow inventory items to be stored and tracked by location such as by aisle, bin number and reorder points Ability to automatically email requestors with inventory requests receipts and updates of order status changes Ability to create pick lists Ability to track stock as assets (spares) Ability to automatically generate a stores work order "pick list" Ability to check on availability of parts in inventory Ability to maintain a "where-used" parts inventory

25

Does not meet

Will meet with future release

Comments

Ability to trigger reorder on minimum quantity Ability to track goods delivered and accounted for Ability to add/modify/delete material reservations Ability to allocate service contract and blanket purchase costs to specific accounts Ability to support a minimum of 17 character commodity code Ability to track blanket purchase expenditures Ability to produce pick lists for scheduled maintenance work orders Ability to record usage against equipment and work order in history Ability to track hazardous/environmental materials Ability to print inventory count sheets for conducting physical counts Ability to adjust on-demand, including assigned and available quantities at time of issue Ability to renumber stock and transfer history Ability to add/modify/delete multiple stockrooms including location, stockroom number and type Ability to allow bar code entry of physical counts, issues, receipts, returns and adjustments Ability to allow inquiry into stock transaction history back at least two years Ability to allow multiple stockrooms to use the same item stock number Ability to automatically update inventory by materials issues and receipts Ability to transfer stock between stockrooms Ability to track critical spares Ability to generate variance reports after physical counts Ability to maintain vendor history, including data on past purchases Ability to schedule physical counts/enter count corrections. Ability to return unused material from jobs Ability to provide monthly totals for quantity and value of issues and receipts by stockroom Ability to produce report of stock and regularly used onstock items for each stockroom, sorted by various means,

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such as description, location, or class Ability to maintain list of shops that use each stock item Ability to allow vendors of the same stock item to have different purchase quantities Ability to maintain conversion factor for pricing stock from purchased quantities to unit of issue Ability to support physical counts using bar code technology Ability to manually enter, list and track often used suppliers and vendors (internally to the CMMS, not requiring a tie-in to another institutional data base)

Additional comments:

Report Generation (Required) The software, or through a third party report generator provided with the vendor’s software, shall have the capability of using standard reports or creating custom reports by the user without the need for additional vendor support. Report generation shall be straightforward and easy to request. The reporting module shall provide the user with the ability to query options from multiple database tables without the user needing to have scripting knowledge. Reports shall be able to be saved for future use/re-use. The reporting module shall allow the user to specify selection criteria through either a conditional menu approach or a “drag and drop” approach. A condition window shall allow for selection conditions such as equal to, greater than, less than, greater than or equal to, less than or equal to, not equal to, is null, is not null, is like (pattern matched or wild card searches) and is not like. The reporting generator shall offer the ability to provide column options including the ability to change column title, width or attribute.

27

The system should allow for users to customize the look and feel including adding a college logo. Reports must allow for a preview prior to printing, so the user has an opportunity to verify the data and format expected. Report data should be able to be downloaded to an MS Excel worksheet and xml file. Management Reports must be secured to privileged users only. If report writing software external to the vendor's software is furnished, the name and version of the report writer software shall be stated and a licensed copy of the report writer software shall be furnished with the software, along with all future updates to either the report writer software or CMMS software to ensure compatibility.

Description

Meets

Meets with optional upgrade

System includes standard, commonly used preloaded reports (PLEASE INDICATE IN THE COMMENT COLUMN THE NUMBER OF PRELOADED REPORTS THAT COME WITH THE SYSTEM’S REPORT WRITER) System report generator includes a report builder allows users to easily create custom reports and modify standard reports. (New or existing reports can be modified through simple “drag and drop” or other intuitive processes) System requires third party add on report writer and generator software. This software has been thoroughly tested for compatibility and function with the vendor’s system. Report output options include dashboards, graphs and tabular reports in HTML, PDF, .CSV, Excel format, in either text or graphical format Ability to provide searches for reports by defining the criteria in a specified field or fields and the system returning the resulting information. Ability for reports to be auto-generated and emailed on a pre-set schedule Ability to provide "Read Only" and "Private" report security options System reporting includes both standard and customizable key performance indicators

Does not meet

Will meet with future release

Comments

Number of pre-loaded reports provided:

28

(KPIs) Ability to provide dashboard type reporting Ability for dashboards to be customized for individual users Ability for custom report formats or data selections to be saved for future reports Ability to create summary or detailed reports by: Craft Location Budget Employee Craft cost analysis Transactions Outstanding work Workloads and assignments Status of work Ability to create summary or detailed Standard Inventory reports by: Issued inventory Returned inventory Transferred inventory Supplier reports Pick list reports Ability to create summary or detailed Standard Preventative Maintenance reports by: Projected parts and supplies reports Estimated PM labor reports Forecasting labor report Corrective vs. preventative maintenance report Ability to create summary or detailed Standard Facility Scheduling reports by: Location Organization Schedules Budget Invoices Reminders

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Additional comments:

System Use Via Portable Wireless/Mobile Technology (Required) The system shall allow the effective use of data recording and retrieval by portable/handheld devices used in the field such as PDAs, cellphones, laptop computers and/or Tablet PCs, including the use of bar coding, web interfacing, e-mail capabilities, electronic data collection and/or pager. Direct data transfer to the application (sync) is desired for system information gathering and updates.

Description

Meets

Meets with optional upgrade

System is fully functioning, viewable and usable on an IOS or Android based tablet PC, IPad, etc. System is fully functioning, viewable and usable on an IOS or Android based wireless/mobile device (IPhone, Android, Blackberry and Windows based phones or smart phones) Ability for mobile administrators to enter new work orders via the web using a mobile device Ability for mobile workers to receive, process and complete a work order via an IOS, Android, Blackberry or Windows based wireless/mobile device Ability for mobile workers to search and sort through their work orders Ability for mobile workers to record transactions for labor hours at the location of their work Ability for mobile workers to retrieve, view, receive and manipulate the views of .pdf, jpeg, .gif, .dwg, etc. documents that may be related to an assigned work order Ability for system to read bar codes located at assets when a mobile device is bar code reader enabled

Additional comments: 30

Does not meet

Will meet with future release

Comments

Data Import and Conversion The vendor selecting your system will be transitioning from another vendor’s system and would >>