6-Statement of Needs CMMS.docx

Statement of Needs RFP Title: Computer Maintenance Management System (CMMS)

1. Background Salt Lake Community College (SLCC) Facilities Services is responsible for the operation, maintenance, and stewardship of a diverse portfolio of academic, administrative, and support facilities distributed across 8 campuses and sites throughout the Salt Lake Valley, comprising 2.6 million square feet and 360 acres. The department supports the College’s mission by ensuring safe, reliable, and well-maintained environments that enable teaching, learning, and student success. Core services include maintenance and repair, preventive maintenance, grounds care, custodial services, motor pool, warehousing, asset lifecycle management, support for campus events, and management for capital projects.

Facilities Services operates in a dynamic, multi-campus environment with a broad range of asset types, including instructional spaces, laboratories, athletic spaces, student services facilities, and infrastructure systems. The department manages a high volume of work requests and planned maintenance activities, requiring effective coordination of skilled trades, resources, and service priorities. As the College continues to grow and evolve, the need for consistent processes, accurate data, and scalable systems has become increasingly important.

2. Objectives A Computerized Maintenance Management System (CMMS) is a centralized software platform used to plan, track, manage, and optimize all aspects of facilities maintenance and asset management. The system supports the full lifecycle of maintenance operations, including work order management, preventive and predictive maintenance scheduling, asset tracking, inventory control, labor and resource allocation, and reporting. It serves as the primary tool for coordinating daily maintenance activities, documenting completed work, and ensuring consistent service delivery across multiple campuses and facility types.

The purpose of implementing a CMMS is to improve operational efficiency, enhance data-driven decision-making, and extend the useful life of institutional assets. By standardizing processes and providing real-time visibility into maintenance activities, the CMMS enables the facilities department to reduce downtime, prioritize critical work, improve compliance with regulatory requirements, and optimize staffing and budget utilization. For the institution, this results in improved service levels, better stewardship of public resources, increased transparency, and the ability to benchmark performance and plan strategically for future capital and maintenance needs.

The department’s existing tools and processes are limited in their ability to provide comprehensive asset visibility, standardized workflows, advanced reporting, user-friendliness, and mobile functionality. This RFP is intended to solicit solutions that will enhance operational efficiency, improve data integrity, and enable more strategic, data-informed decision-making.

3. Evaluation Criterion 1 — Scope of Services / Deliverables Point Value: 30 points The vendor should provide a complete CMMS solution, implementation services, training, support, and ongoing system maintenance, with all work performed in a manner that supports Salt Lake Community College’s multi-campus facilities operations and public-sector requirements.

Scope of services The selected vendor shall furnish a cloud-hosted CMMS that is web-based and mobile-friendly, supports unlimited users, and is accessible from Windows, Android, and iOS devices. The solution must include core functionality for work orders, preventive maintenance, asset management, inspections, material ordering, reporting, billing, customer access, and mobile field use. The system must also support SSO, role-based permissions, audit trails, configurable fields and workflows, and real-time notifications for technicians, supervisors, and requestors.

The vendor shall implement the system fully in collaboration with SLCC, including setup, configuration, testing, validation, data migration, and preferably including integration with existing institutional systems such as Banner, HR, payroll, finance, and other applicable platforms through APIs, flat files, or messaging-based integration methods. The vendor must provide a dedicated implementation specialist, a complete project plan with milestones, complete product documentation, process flow diagrams, and a fully documented data schema. The vendor must also migrate at least five years of historical CMMS data into the new system and ensure that historical records remain accessible after go-live.

Required deliverables At minimum, the vendor shall deliver the following:

· A fully configured CMMS environment aligned to SLCC’s requirements.

· Mobile and web access for end users, supervisors, and administrators.

· Work order, PM, asset, inspection, estimate, material ordering, reporting, and billing modules.

· Data conversion and migration from the current CMMS, Sprocket.

· Integration with institutional systems and any required external data sources.

· User training, admin training, and role-based documentation.

· Go-live support and post-implementation stabilization support.

· Ongoing technical support, software updates, and enhancement access.

The vendor shall also provide all standard and user-defined forms, dashboards, reports, approval workflows, notification rules, and security configurations necessary to operate the solution. The system must support attachments, photos, documents, checklists, GIS/floor plan viewing, and the ability to associate assets, locations, and work orders across the platform. Reporting must include exportable and scheduled reports, with drill-down capability and access controls based on user permissions.

Performance expectations The work shall be performed in a manner that supports daily facilities operations across multiple departments, shops, and campuses without interrupting service continuity. The system must be modern, intuitive, and easy to learn for staff with varying levels of technical experience. It must also be reliable, secure, regularly backed up, updated on an ongoing basis, and available at a minimum of 99% uptime on average.

The vendor must ensure that the solution supports offline mobile use where required, barcode or QR scanning, customer self-service, and real-time work visibility for technicians and managers. The system should allow SLCC to manage preventive maintenance, inspections, hazardous materials, capital planning, sustainability initiatives, and billing with a high degree of configurability and accountability.

Constraints and limitations The solution must be cloud-hosted, with data hosted in the United States, and must preserve historical data for the agreed retention period. The vendor must not impose hidden costs for hosting, hardware, servers, or other necessary infrastructure, and pricing must be clearly separated into software subscriptions, implementation, training, support, and any optional services. The vendor should identify any required third-party products, dependencies, or limitations that may affect performance, integration, or future scalability.

The vendor should also be aware that SLCC is seeking a solution capable of supporting a large, multi-campus environment with many user groups, different access levels, and complex workflows. Proposals should clearly state any functionality that is not standard, requires customization, or depends on future development. Responses should be structured to show how the proposed solution meets each requirement and where it does not, with explanations for any exceptions.

Vendor Questions:

What implementation services do you provide, and what are the key milestones?

How will you handle data migration from our current system?

Do you support integration Ellucian Banner (our ERP)?

What training, support, and post-go-live services are included?

What limitations, dependencies, or other requirements should we know about?

4. Evaluation Criterion 2 — Experience and Qualifications Point Value: 15 points The vendor should demonstrate substantial experience providing and supporting CMMS solutions for higher education, public-sector, or similarly complex multi-site organizations. Preference will be given to vendors with a proven track record of successful implementations involving work order management, preventive maintenance, asset management, mobile functionality, reporting, integrations, and data migration. The vendor should also show the ability to support a large user base, multiple departments or shops, and a diverse range of facility operations in a campus environment.

The vendor’s team should include experienced implementation, technical, and support personnel with demonstrated expertise in system configuration, project management, integrations, and user training. Preferred qualifications include experience with cloud-based enterprise software, SSO, API-based integrations, data conversion, and mobile field applications. Familiarity with facilities operations, maintenance workflows, and higher education business processes is also preferred.

Any relevant certifications, professional credentials, or industry recognitions that strengthen the vendor’s qualifications may be described in the response. While no specific certification should be required unless stated elsewhere in the RFP, vendors are encouraged to identify certifications or formal training held by project staff that support successful delivery of the solution. Vendors should also describe the number and type of similar implementations completed, the size and complexity of those projects, and any experience working with public institutions or colleges.

Vendor Questions:

1. Describe your organization's experience providing similar services, including years in business and types of clients served.

Provide a list of at least 3 references from comparable engagements completed within the last 5 years.

5. Evaluation Criterion 3 — Technical Capabilities / Features Point Value: 35 points The proposed CMMS must be a modern, cloud-based platform with web and mobile access, secure role-based permissions, SSO support, audit trails, and reliable performance. It must be scalable for a large multi-campus environment, hosted in the United States, and available to unlimited users.

The system must support core facilities functions, including work orders, preventive maintenance, asset management, inspections, estimates, material ordering, customer self-service, reporting, dashboards, notifications, approvals, and workflow automation. It should allow users to search, sort, filter, and manage records easily across related functions.

The solution must support mobile field operations, including offline use where needed, barcode and QR scanning, real-time updates, and notifications. Technicians and supervisors should be able to receive assignments, update work status, track labor, and access asset and location details from mobile devices.

The platform must integrate with institutional systems and external data sources through common methods such as APIs or flat files. It should also support GIS or floor-plan mapping, document and photo attachments, configurable forms, historical record retention, and exportable reporting. Vendors should identify any limitations, third-party dependencies, or optional features needed to deliver the proposed solution.

Vendor Questions:

1. Describe how your proposed solution meets each of the technical requirements listed above.

What future developments are coming soon that will make you stand out above your competitors (specifically including any AI developments)?

6. Evaluation Criterion 4 — Implementation / Project Plan Point Value: 20 points The vendor should provide a clear implementation plan with key milestones, responsibilities, and target dates for configuration, testing, data migration, training, go-live, and post-launch support. The response should also identify any dependencies or assumptions that could affect the schedule. SLCC would like the main integration to be completed by December 31, 2026.

Vendor Questions:

1. Provide a proposed project plan or implementation timeline, including key milestones and deliverable dates. If the main integration cannot be completed by the date specified, provide an explanation and the earliest possible completion date.

8. College's Responsibilities Provide access to key SLCC contacts.

Share current system data and relevant documents.

Coordinate access to facilities, staff, and systems as needed.

Participate in testing, review, and approval activities.

Give timely feedback and decisions during the project.