RFP27007086 Solicitation Specifications.pdf

2023-1.v2.04222024 RFP – Agency Solicitation Specifications Page 1 of 11 Revised 4/22/2024

RFP27007086

AGENCY SOLICITATION SPECIFICATIONS

URI COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM

DESCRIPTION:

The University of Rhode Island (URI) Facilities Operations Department is seeking proposals for a Computerized Maintenance Management System (CMMS) that includes software, implementation services, training, and technical support from a single vendor to serve URI’s campus. The University’s goal is to select and implement a CMMS that will maximize operational efficiency, simplify inventorying of assets, and support scheduling of preventative and annual maintenance of assets.

The department seeks a system that supports asset management, work order tracking, service request management, preventative maintenance scheduling, mobile workforce integration, and GIS / map-based functionality.

The system should be flexible, user-friendly, and fully integrated to improve efficiency and support informed decision-making as the university grows and asset management becomes more complex.

It must be easy to use for a wide range of staff and offer technical support through email, phone, and remote assistance. A cloud-based system is preferred.

Note: URI is currently undergoing a Workday implementation which will replace PeopleSoft as the University’s ERP system. As a Phase 2 to this CMMS implementation, integration with Workday will likely be required and may be either a Project Change Request, a new contract, or possibly as a new competitive procurement. That decision has not yet been made. The scope for this RFP does not include integrations with either PeopleSoft or Workday; URI has elected to use batch processing, manual entry, or other methods for sharing data between the CMMS and PeopleSoft. Vendors may make recommendations. Workday implementation for URI is currently scheduled for October 2027.

SECTION A. BACKGROUND

The University of Rhode Island (URI) is the state’s flagship public research institution enrolling about 14,000 undergraduate and 2,300 graduate students. With several campuses across the state- including the main Kingston campus, the Narragansett Bay Campus, and the W. Alton Jones Campus- URI serves as a hub for higher education and research in Rhode Island. Home to roughly 6,000 residential students, the University supports a vibrant campus community with an extensive network of residence halls, apartments, and dining facilities.

In 2025, the University of Rhode Island earned the prestigious R1 designation in the Carnegie Classification of Institutions of Higher Education, recognizing its significant contributions to research, innovation, entrepreneurship, and public scholarship. This distinction placed URI among the top 4.8% of degree-granting postsecondary

2023-1.v2.04222024 RFP – Agency Solicitation Specifications Page 2 of 11 Revised 4/22/2024 institutions in the nation. In 2024, the Wall Street Journal ranked URI the number one public university in New England and the 35th-best public university nationally.

URI maintained its top regional ranking in 2025 and rose to 34th nationally among public universities.

This growth and recognition underscore the importance of maintaining reliable and efficient infrastructure to support the University’s academic, research, and residential needs across its campuses. To achieve this, URI relies on a computerized maintenance management system (CMMS) to coordinate maintenance activities, process work requests, and track a diverse portfolio of assets ranging from building and mechanical equipment- such as emergency generators and boilers- to research vessels, vehicles, piers, and utility infrastructure.

Campus Details

• Kingston Campus Maintained Acreage - 1,300 acres o Main Campus - 811 acres o East Farm - 89 acres o Peckham Farm - 400 acres

• Narragansett Bay Campus Maintained Acreage - 155 acres o NBC Main Campus - 153 acres o Allens Harbor - 2 acres

• W. Alton Jones Campus Acreage - 2,300 acres

Campus Building Function Number of Buildings

Gross Square Footage

Kingston

Academic 36 1,501,262.38 Administrative 19 202,048.40 Athletic 13 380,426.47 House 1 7,510.55 Residence Hall 41 1,625,255.43 Scientific Research 30 974,649.31 Student Life 10 318,076.63 Support 50 167,836.15

Kingston Campus Total 201 5,177,065.32

Narragansett Bay

Academic 3 6,961.40 Administrative 3 5,958.28 Scientific Research 24 300,394.85 Support 10 13,550.59 Narragansett Bay Campus Total 40 326,865.12

W. Alton Jones

Academic 11 9,529.89 Administrative 9 46,922.39 House 24 21,282.38 Scientific Research 3 3,156.67 Support 23 10,290.61

W. Alton Jones Campus Total 70 91,181.94

Providence Academic 2 32,215.92 Providence Campus Total 2 32,215.92

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Off Campus Locations

Academic 1 3,475.43 Athletic 2 5,224.57

Off Campus Locations Total 3 8,700.00

Additional Asset Information

Asset Quantity Blue light phones 99 Security cameras 403 Sewer manholes 436 Water hydrants 116 Steam pits 57 Drain catch basins 1,008 Light poles 832 Parking lots 153 Fleet (vehicles, trailers, off road support equipment) 364 Elevators 82 Emergency generators 74

Assets are tracked in ArcGIS (non-traditional assets) and some in current CMMS (fleet, elevators, generators).

• There are approximately 5,550 unique part numbers in the current CMMS.

• 3,279 assets are currently QR coded

• Parts and supplies are stored in 3 separate Parts Warehouse locations (Central, Custodial, and Automotive)

• URI has “as-built” CAD drawings for buildings and floors (stored in decimal units to meet ArcGIS Indoors requirements) o Please note: The “as-built” CAD drawings are maintained as reference documents and may contain discrepancies compared to current field conditions

The planned cycle to perform the Facility Condition Assessment is every 3 years.

Uniformat II was used for the Facility Condition Assessment, but it is not currently the standard for all building asset systems and sub-systems.

Past work order data (created work orders by calendar year) 2023 2024 2025 Preventive 21,203 22,885 24,206 Corrective 10,829 10,573 14,228

The University’s Facilities Group includes multiple departments delivering essential services university-wide. These departments include:

• Facilities Operations – Operation and maintenance of the University’s buildings, landscape and grounds, and utility infrastructure.

• Small Projects – Management of minor renovations and campus improvements from design through project completion.

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• Capital Projects – Oversight and delivery of capital projects from construction bidding through construction delivery and commissioning.

• Planning and Real Estate Development – Building, landscape, lease management, space planning, and the design of new buildings and major improvements.

• State Fleet – Repair, maintenance, and efficient use of the University’s vehicles.

URIs Current IWMS: IBM TRIRIGA

• Implementation History:

o Deployed in 2003 o Evolved into a maintenance, repair, and inventory management tool o Originally named Facility Center, used for construction asset tracking o Migrated to IBM’s 10X platform in 2016 with heavy customization but poor documentation

• Technical Details:

o IBM Platform version 3.7 and IBM Application version 10.7.0.

o Hosted on-premises on a standalone Oracle server o Production database size: 33GB o Commonly used reports: approximately 25

• Asset Coverage:

o Includes generators, elevators, fire pumps, alarm systems, sprinklers, fleet vehicles o Other buildings have additional assets (e.g., pumps, compressors, boilers)

• Operational Challenges:

o Lack of real-time updates o Integration difficulties with tools like Power BI and GIS o Underutilized despite consultant support o Inconsistent data input and reliance on paper-based work orders via the Control Center o Work order backlog o Capturing external vendor costs for materials, labor, etc.

URIs Current Tech Stack o Microsoft o ArcGIS o Google Workspace o Snowflake o NAS01 file shares o Amazon Web Services o ServiceNow

SECTION B: SCOPE OF WORK AND REQUIREMENTS

The successful proposer will enter into a services agreement with University of Rhode Island to provide a CMMS for the University. URI is seeking a complete response from vendors who can demonstrate that they possess the organizational, functional, and technical capabilities to perform the services, and meet the requirements and service levels required.

1. Key Functional Objectives

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The following is an overview of the essential software capabilities/requirements:

A. Asset Management

• Ability to create asset inventories and track asset attributes

• Setup preventative maintenance schedules on assets and trigger work based on asset condition, time, and usage

• Ability to create custom assets

• Associate asset to requests and work

B. Request Management

• Intake requests from students and staff and various departments of the University

• Provide multiple ways to take requests (smartphone, phone, website, etc.)

• Provide a way to avoid duplicate or redundant requests

• Associate multiple tasks and work orders to requests

C. Work Management

• Create and complete work on both assets and non-assets

• Easily create, assign, prioritize, and complete work activities

• Identify activities with their cost to maximize the life of assets

• Auto notification via email related to assigned and completed work

D. Resource Management

• Ability to track labor, equipment, and materials costs (including 3rd party vendors)

• Ability to expense equipment in either time or miles

• Materials inventory management with quantity on hand and adjustable settings

• Auto notifications for material reorder alerts

E. Mobile/Field Access

• Tablet application to perform request tracking, work, and inventory assets in the field

• Smartphone application to perform work and inventory assets in the field

• Mobile application must be able to create and complete work, enter resources, create assets, and edit existing assets and attributes

• Offline capability for tablet application and smartphone applications

• Configure data available in application

• No specific mobile devices or OS versions required

F. Reporting and Exporting Data

• Standard reports included

• Create and Edit Reports

• Allow for export to CSV and/or Excel

• Ability for field-level queries, sorts, and reports.

• Ability to present various report or query information in GIS

• Ability to create “maps” based on pre-defined, or filtered criteria

• Real-time data updates, preferably Cloud storage

• Designated power users and administrators must be able to develop and maintain reports and dashboards independently.

G. Data Integration and Migration

• Integration of data between various existing databases

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• Capture and conversion of historical data o All “Active”, “Corrective” (non-preventive) work tasks should be migrated along with their associated resources (employees, vendors, location data, cost, consumable inventory items, notes, attachments) for the last 2 years o Asset data to be migrated, including some photos, will be sourced from EKOS, Insite, and Tririga, with Facilities Condition Assessment data (8,774 assets, 3,279 with QR codes) o Non-CAD documents (i.e. specifications, warranties, manuals, etc.) will not be migrated o Please note: URI will be responsible for archiving any data from the current system that will not be migrated

• Integrate using open API frameworks to the following types of solutions:

o ESRI (ArcGIS, ArcGIS Indoors, version 11.5)

URI has access to the full suite of ArcGIS Products available through the Esri Higher Education License agreement (ArcGIS Pro, Field Maps, Survey123, etc.). We host our GIS data in ArcGIS Enterprise and run version 11.5. We have an ArcGIS Online instance that is used to host publicly available GIS data. We have implemented ArcGIS Indoors for our system of record for the space inventory. This is also hosted on ArcGIS Enterprise. Our entire Enterprise instance is hosted in Amazon Web Services (AWS). The ArcGIS Enterprise backend is an SQL database running on Windows Server 2022. The AWS environment, including security, is managed by URI centralized IT.

The minimum ArcGIS integration will include loading location information (e.g., Campus, Facility, Floor, Space data) from ArcGIS Enterprise/Indoors as the system of record for space data and a basic map view of assets, workorders, etc.

Bi-directional integration is strongly desired, though not required, particularly to support submitting and tracking work orders through ArcGIS Indoors o Microsoft 365 Suite, including Word, Excel, MS Access (Vendor Invoices) o Adobe PDF o Data lake or data warehouse

• All systems listed will require integration at go-live o URI will provide IT staff to collaborate with the selected vendor on integration design, implementation, and ongoing support o The vendor is expected to lead and deliver the integrations, including initial data loads, scripting for recurring updates, and providing any required middleware as part of their solution

• Please note: While an ERP integration is out of scope for this contract, it is significant to note that URI is undergoing a WorkDay implementation for Financials and HR (transitioning off of PeopleSoft); integration services may be required as a Phase 2 and would be contracted as either a Project Change Request, a new contract, or possibly as a new competitive procurement. That decision has not yet been made.)

I. Security & Access

• Support for Single Sign-On (SSO) using Microsoft Entra ID SAML or OIDC

• Preference to having a production, development, and test environment

• Expectations for Service Level Agreements (SLAs) regarding technical support, including response times and resolution targets for issues is typical: 2 hour response acknowledging receipt, 4 hour completion/updates. Up time is 99.95%.

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• Granularity required for user roles and permissions is typical: read only, administrators, maintenance crews, management dashboards.

• Fully vendor hosted SaaS/cloud system

• Data will contain low-level PII and would fall within "Internal" or "Confidential" data sensitivity categories (i.e. names, IDs, contact information, locations, and department details)

• Data does not contain any HIPAA information

J. FERPA

• By submitting a response to this RFP, the supplier agrees to secure the confidentiality of all information and records by applicable federal and state laws, rules, and regulations. Supplier understands that the Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. §1232g governs the privacy and security of educational records and information and agrees to abide by FERPA rules and regulations, as applicable.

The use of student information in the CMMS requires FERPA.

SECTION C: PROPOSAL

The vendor shall be responsible for the final University approved design, installation, implementation, and commissioning of the software system including development of user acceptance testing, system integration, and connectivity to existing resources.

1. Technical Proposal

Narrative and format: Vendors must submit a technical proposal which addresses each of the following elements and is limited to 25 pages (this excludes any appendices and as appropriate, resumes of key staff that will provide services covered by this request). Vendors must clearly demonstrate their ability to meet all functional and technical requirements of this RFP using commercial off-the-shelf software. Vendors can submit the attachments as separate files, or combine all attachments and submit a single file.

A. Staff Qualifications (5 pts) – Provide staff resumes/CV and describe qualifications and experience of key staff who will be involved in this project, including their experience in implementing high-quality CMMS systems in comparable environments. Experience with knowledge transfer, end-user training, and support of intuitive, user-friendly systems is preferred. Please label this attachment: Attachment #1: Staff Qualifications.

B. Capability, Capacity, and Qualifications of the Vendor (10 pts) – Using

Attachment #2, please provide a detailed description of the Vendor’s experience as an implementor of high-quality CMMS systems. Vendors must demonstrate:

• A solid customer base currently utilizing the vendor’s software

• Proven, successful experience implementing the proposed CMMS software

• The ability to deliver a highly intuitive system that positions the

University to leverage technology to improve departmental performance and operational solutions

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• Solutions that provide easy access to data for reporting and ad-hoc query generation without the need for a programming specialist.

List a minimum of three (3) relevant client references, to include client names, addresses, contact names with emails and phone numbers, dates of service and type(s) of service(s) provided. At least one (1) reference must be a customer for whom you completed an integrated implementation between your proposed CMMS product and Workday.

C. Implementation Approach (10 pts) – Using Attachment #3, please describe in detail, the framework within which requested CMMS implementation services will be performed. The implementation methodology should be based on industry standards and best practices and must include knowledge transfer to enable URI staff to support most administrative and light configuration tasks. Please elaborate on any standards or general practices on which your methodologies are based. The vendor’s approach must also address:

• Deployment of user-friendly mobile solutions for field crew, including integration with mobile devices

• Integration of industry-standard GIS spatial capabilities to support Operations Management activities, including compatibility with existing geodatabases and referencing systems

• Configuration and deployment of asset tracking functionality, including the tracking of asset attributes, work and maintenance history, maintenance costs, and full asset lifecycle management

D. Requirements Traceability Matrix (RTM) (15 pts) – Vendors are required to complete the vendor portion of the RTM found in Attachment #4.

3. IT Compliance Requirements (Required Upon Request by the Solicitation Buyer)

The University is required by policy and law to procure Information Technology products, services and materials, such as software, hardware, web services, media assets, etc., that provide substantially equivalent opportunity, access and ease of use to persons with disabilities and that protect University data.

All respondents must adhere to the attached IT Compliance Requirements.

Suppliers whom meet the minimum criteria to advance to the next evaluation phase of the RFP will be required to submit the applicable IT Compliance documents. Suppliers will be given a maximum of 10 business days, from the date of notification, to provide the applicable documents.

The applicable completed IT Compliance documents will be reviewed and approved by the University Chief Information Security Officer (CISO). Submissions not approved by the URI CISO will not proceed to future evaluation phase(s).

Suppliers are encouraged to provide electronic copies of the completed applicable IT Compliance documents with their RFP submission. These documents may be uploaded

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4. Interview/Demonstration

During the interview and demonstration phase, vendors will be required to present their proposed system and demonstrate how it meets the functional, technical, and operational needs outlined in this RFP. The purpose of this phase is to validate the vendor’s capabilities, assess the usability of the system, and evaluate the vendor's overall fit.

Vendors are expected to:

• Provide a structured, scenario-based system demonstration

• Address technical requirements and integrations

• Respond to URI’s questions throughout the interview/demonstration

• Discuss the implementation strategy

• Showcase reporting and analytics

• Demonstrate mobile and field functionality

• Provide an overview of customer support and training

5. Cost Proposal

Using Attachment #5, please provide a cost proposal for the implementation of the CMMS plus three years.

5. Supplemental Bidder Attestation Form

See Appendix A on the “Overview” tab in Ocean State Procures™ for information. Vendors are required to complete, sign and submit this form with their overall proposal.

6. ISBE Proposal

See Appendix B on the “Overview” tab in Ocean State Procures™ for information and the MBE, WBE and/or Disability Business Enterprise Participation Plan form(s). Vendors are required to complete, sign and submit these forms with their overall proposal. Please complete separate forms for each MBE, WBE, and/or Disability Business Enterprise subcontractor to be utilized on the solicitation.

SECTION D: EVALUATION AND SELECTION - SOLICITATION SPECIFIC

Technical Proposals must receive a minimum of 28 (70%) out of a maximum of 40 points to advance to the IT Compliance Requirements phase. Any Technical Proposals scoring less than 28 points shall not advance to subsequent phases and shall not have the accompanying Cost or ISBE Participation Proposals opened and evaluated. The proposal will be dropped from further consideration. The capabilities of the proposed system in full will be evaluated; however, systems lacking in numerous "critical" components should not expect to reach the demonstration phase.

Those suppliers who did not submit the applicable IT Compliance Requirements documents with their response will be requested to submit within 10 business days.

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Failure to provide the requested documents with 10 business days from the date of the request may result in disqualification.

For IT Compliance submissions that pass review of the URI CISO, advancing suppliers will move to Phase 2 Presentations/Demonstrations of the RFP by notification of the solicitation buyer.

The Technical Proposal and Interview/Demonstration must receive a combined minimum score of 49 (70%) out of a maximum of 70 points to advance to the Cost Proposal and ISBE Proposal phase. Technical Proposal and Presentation/Demonstration scoring less than 49 points shall not advance to the Cost or ISBE participation Proposal phase and shall not have the accompanying Cost or ISBE Participation Proposals opened and evaluated. The proposal will be dropped from further consideration.

Technical Proposal and Interview/Demonstration scoring a combined total of 49 points or higher shall be evaluated for Cost and assigned up to a maximum of 30 points in the cost category, bringing the potential maximum score to 100 points.

After total possible evaluation points are determined ISBE proposals shall be evaluated and assigned up to 6 bonus points for ISBE participation.

Proposals shall be reviewed and scored based upon the following criteria:

Criteria Possible Points

Technical Proposal

Staff Qualifications 5 Points

Capability, Capacity, and Qualifications of the Vendor 10 Points

Implementation Approach 10 Points

Requirements Traceability Matrix 15 Points

Total Possible Technical Points 40 Points

Mandatory Requirements (Upon Request) – Pass/Fail

IT Compliance Requirements Pass/Fail

Interview/Demonstration

Demonstration of Technical and Functional Aspects of the System 30 Points Total Possible Technical Proposal & Presentation/Demonstration

Points 70 Points

Cost Proposal

Cost Proposal 30 Points

Total Possible Evaluation Points 100 Points

ISBE Participation 6 Bonus Points

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Additional evaluation criteria can be found at:

• For those with an OSP account, see the “Requirements” tab of this solicitation in OSP for additional information on the evaluation and selection process in the “RFP Standard Specification” section.

• For those without an OSP account, public access to the full bid can be found at https://ridop.ri.gov/vendors/bidding-opportunities. Search for this solicitation, open the record, click on the “Print/Download Solicitation Summary” button in the upper right corner for all the solicitation requirements and supporting documents are found at the bottom of the page in the “Solicitation Attachments” section.

Total Possible Points 106 Points https://ridop.ri.gov/vendors/bidding-opportunities

SECTION D: EVALUATION AND SELECTION - SOLICITATION SPECIFIC