RFI 36C10B25Q0187 0002 Q_A Response Asset Mgmt.pdf

Request for Information

Questions and Answers

Asset Management VA-25-00053184

36C10B25Q0187

April 16, 2025

# Reference Question Answer 1 2. Background Is this RFI seeking sources to

REPLACE the MAXIMO solution? Or just a replace the licensing for subscription and support?

The purpose of this Request for Information is to conduct market research to determine what capabilities currently exist in the marketplace, be it Maximo or another solution. We are considering any products to see if they meet our current requirements.

1.a Clarification of above

Is the VA seeking sources for subscriptions/licensing and support? Or for a full replacement of the SAM technology?

The purpose of this Request for Information is to conduct market research to determine what capabilities currently exist in the marketplace, be it Maximo or another solution. We are considering any products to see if they meet our current requirements.

2 Could the VA please further define 150,000 active users? Do these all need the ability to login and USE the system (vs just view only access)? What types of roles do these people have, e.g. maintenance, supply chain, etc.

VA requires role-based management. Most of the current “active users” will only need to enter tickets and track them to completion. However, some users within the functional communities will need privileged roles to use the full suite for their individual roles with all options.

User communities include:

• Environmental Services Management

• Facilities Management

• Healthcare Technologies

Management/Biomedical Engineering

• Information Technology Asset Management

• Logistics/Personal Property Management

# Reference Question Answer

3 Can the VA please distinguish the need between active users and concurrent users? It seems like the concurrent user number is low.

“Concurrent users” means the number of users on the system at one time. Many Maximo users only use the system to certify their GFE every six months. Estimated average concurrent Maximo usage is approximately 700 users;

extrapolation to calculate anticipated future concurrent usage would be approximately 2800 concurrent users at Enterprise level.

Maximo currently has approximately 150,000 active users. However, “active users” include those who only log in every six months to certify their GFE.

Maximo current active users with additional supply chain/asset management role permissions are approximated below:

• Environmental Services Management: 700

• Facilities Management: 3600

• Healthcare Technologies

Management/Biomedical Engineering: 1500

• Information Technology Asset Management: 1100

• Logistics/Personal Property Management: 900

This total can be extrapolated to approximately 600,000 total future active users based upon the current active Maximo users.

VA plans to review and update this usage on an annual basis.

4 The RFI calls out the 38 VAMCs managed by Maximo. Is this RFI to replace Maximo in just those 38 facilities? Or is this to replace ALL non-IT asset

The purpose of this Request for Information is to conduct market research to determine what capabilities currently exist in the marketplace, be it Maximo or

# Reference Question Answer management across the entire VA? How many locations will be replacing AEMS/MERS, how many users and how many assets and what types (facilities, clinical, fleet, etc.)

Are clinical devices includes as part of the non-IT assets?

another solution. We are considering any products to see if they meet our current requirements.

This RFI is for the asset management and computerized maintenance management activities across the VA Enterprise (not just the current 38 Maximo sites and 8 VA offices) and for all non-expendable assets.

AEMS/MERS application usage is decentralized and runs through four regions and is used at approximately 103 VA Medical Centers, each with their own VistA station/database. An ongoing usage study shows that there are approximately 1000 users using the system regularly to manage non-expendable assets.

However, a comprehensive analysis of current active users has not been performed.

AEMS/MERS is not currently used to certify GFE; therefore, the count of AEMS/MERS users may not directly correlate to the number of Maximo users.

Maximo is used to manage approximately 1.6M assets. This value can be used to extrapolate for approximate future total assets across the Enterprise by multiplying by 4.

Clinical devices are included, but some may be considered IT assets.