3-Final Draft Exhibit I - CMMS approach.pdf

Page 1 of 4 Exhibit I - Final Draft RFP 2025

EXHIBIT I

COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM (CMMS) APPROACH

Background/Overall CMMS Goals

An effective CMMS must meet the needs of both Parties (District and Company). This can only be achieved through a collaborative approach. To this end, the District proposes a CMMS Implementation subcommittee (for the purpose of this Exhibit I, “Committee”) of the Maintenance Committee set forth in Exhibit P that will oversee the activities necessary to design, configure and implement the CMMS. These activities need to occur prior to March 1, 2028.

The District will contract with the Company to develop and implement the CMMS under the guidance of this Committee under a separate contract. The Committee will continue to exist throughout the Term, unless the Maintenance Committee decides otherwise, and will oversee shared system use, approve system-wide configuration changes, provide guidance on enhancements, data integrity, data standards, standards for use, reports, and resolution of issues.

The District will hold the CMMS license and be responsible for paying all costs associated with implementation and licensing, along with costs associated with managing on-going CMMS use and enhancement.

Resulting from the collaborative efforts of the District and Company, prior to issuance of this Request for Proposal, all Parties have agreed the CMMS to be utilized throughout the Term of this Agreement is NEXGEN.

CMMS Functionality

A single CMMS will be utilized to initiate work orders, plan, schedule, execute, track the work, track costs, and report all maintenance activities performed under this Service Agreement, including PM, CM, PdM, inspections, and track related performance measures as part of the Asset management program. The CMMS will also be used to manage Asset inventory, labor hours, material usage, maintenance costs and key performance indicators. A single CMMS system will include all District Assets and the Company will have requisite access to those Assets that are operated and maintained by the Company. Both the District and the Company will adhere to the governance framework established by the Committee for system permissions, use and administration.

The Company will utilize the CMMS according to the procedures in Exhibit B to ensure that the District has complete information on its Assets and is able to utilize that information in decision making. District staff will have the ability to enter maintenance work orders for the Company to complete. The Company will be responsible for providing all mobile devices and cellular services for its use of the CMMS.

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Initial Phase January 2026- September 2026

• District reviews proposals and negotiates with qualified firms, District selects winning proposer. The winning proposer and the District will:

o Immediately formulate the Committee to oversee the CMMS implementation and on-going CMMS related activities for the duration of the service agreement. The Committee will create governance rules and procedures.

o Further develop and finalize CMMS implementation plan, including schedule and each party’s responsibilities. Plan must address how to select appropriate data and then transfer data from existing CMMS to new CMMS while maintaining data quality and attributes.

o Develop a change management plan and training program and materials. This will be done in collaboration with the Committee, to ensure alignment between staff changes, user roles, training needs and system functionality.

o Adjust and finalize Company costs for pre-term implementation, change management and training activities.

• September 2026: Contract award and Service Agreement Execution.

Implementation Phase (this will be a separate agreement)

September 2026- February 2028

• CMMS is required to be functional on or before March 1, 2028 to meet the CMMS requirements of the Agreement.

• The Committee will oversee all aspects of the implementation of the shared CMMS.

• The Company, in conjunction with District, executes agreed upon implementation plan

(from Initial phase) under guidance of the Committee.

o Committee regularly monitors implementation activities and makes adjustment recommendations as necessary.

o Committee will develop a CMMS change management and training plan for both parties based on user roles.

• The CMMS supplier will develop training materials for use by future employees based on user roles.

• The CMMS supplier will develop CMMS documentation and user guides based on user roles.

• The Committee will develop and maintain a Risk Management Plan specific to the

CMMS implementation for the duration of the implementation.

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Committee work in the period from March 1, 2028-February 28, 2038

• The Committee will oversee all aspects of the shared CMMS. It is intended that this framework ensures a collaborative, transparent, and efficient process that effectively supports the operational and maintenance requirements of the Company and the compliance, planning, asset management, and oversight requirements of the District.

• This Committee will include equal representation from the District and the Company.

The Committee may also include a non-voting liaison from the CMMS vendor. Both the Company and the District will participate in regular (quarterly at minimum) CMMS governance meetings to review system performance, configuration needs, data integrity, reporting accuracy, issues and any other items necessary to resolve to ensure the CMMS meets both Parties’ needs. Both Parties will collaborate to identify updates to workflows, reporting tools, and dashboards as operational needs evolve to ensure that the CMMS supports a transparent, data-driven approach to asset management and maintenance decision-making.

• Either the Company or the District may request changes and enhancements to the Committee.

• The Committee’s responsibilities include:

o Review and prioritize all proposed changes, integrations, and enhancements to the

CMMS that impact joint operations. Specific level of detail that will require review will be defined by the Committee.

o Oversee maintenance and updates to CMMS standards.

o Authorize the District and/or Company to make any updates, changes, integrations, and enhancements to the CMMS that require review by the Committee.

o Approve schedules and timing for updates, changes, integrations and enhancements.

o Approve training program and material for the benefit of both Parties. Training program will ensure new employees are trained and existing employees are trained based on user roles as the CMMS is modified.

o Decision making:

Make decisions by consensus whenever possible.

If consensus cannot be reached, decisions will be made by majority vote If there is a tie. Decisions will be forwarded to the Maintenance

Committee, and if necessary, the Executive Committee for resolution.

On-Going Requirements

• The following on-going CMMS requirements generally apply only to the Facilities that are the responsibility of the Company.

• The Company will utilize the CMMS to meet agreed upon functional and performance requirements as defined in the Implementation Phase.

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• The Company will assign qualified personnel to administer and oversee CMMS use.

• The District and/or Company will make updates, changes, integrations and enhancements to the CMMS following authorization procedures developed by the Committee. The Company is responsible for their costs associated with managing and making changes to the CMMS, but only for Assets that are part of the Facilities that are the responsibility of the Company.

• The CMMS will serve as the primary record for all maintenance activities performed under this Service Agreement.

• The Company will provide training consistent with the agreed upon training plan.

• The Company will keep training materials up to date.

• The Company will provide training when onboarding new employees or to employees on a quarterly basis at a minimum.

• All data entered or generated by the CMMS will be the District’s property.

• Data Integrity: All data entered by the Company into the CMMS will be timely, accurate, complete, and subject to audit by District. The Company will ensure data integrity by entering accurate and complete information, prevent unauthorized changes to asset records or historical data and comply with District cybersecurity policies.

EXHIBIT I