Exceptions.docx

The file is an "Exceptions.docx" document related to Collin County's Request for Proposal (RFP) No. 2025-082 for an Asset Management and Capital Planning Software System. The RFP seeks a standalone Software-as-a-Service (SaaS) solution to centralize decision-making processes for building conditions, capital layouts, project costs, building lifecycle, and deferred maintenance. The contract is anticipated to begin in November 2025 with an initial three-year term, with potential for two additional one-year extensions. Key proposal dates include a release on July 29, 2025, a question deadline of August 27, 2025, and a proposal submission deadline of September 18, 2025, with optional vendor interviews and demonstrations tentatively scheduled for October 6, 2025.

The document indicates an estimated annual expenditure of $250,000, with a total contract value of approximately $1,250,000 for the initial three-year term. The software system must support 10 initial users with scalability to 300 concurrent active users, include features like single sign-on with Microsoft Active Directory, mobile data collection, robust reporting tools, and facility condition assessment functionality. The system will need to manage asset information across 20 existing and planned county facilities totaling 1,667,046 square feet. Currently, Collin County uses multiple systems including Microsoft Excel and Tyler Munis for asset management, suggesting the need for a comprehensive solution that can integrate with existing infrastructure and improve workflow efficiency across county departments primarily located in McKinney and Plano, Texas.