Asset Management and Capital Planning Software System

Collin County is seeking a comprehensive Asset Management and Capital Planning Software System through Request for Proposal (RFP) No. 2025-082, with the primary objective of centralizing decision-making processes related to building conditions, capital layouts, project costs, building lifecycle, and deferred maintenance. The county requires a standalone Software-as-a-Service (SaaS) solution that can support 10 initial users with scalability to 300 concurrent active users, including features such as single sign-on with Microsoft Active Directory, mobile data collection capabilities, robust reporting tools, and comprehensive facility condition assessment functionality. Key deliverables include a strategic multi-year investment plan, facility condition assessment, and a software system that can manage asset information across 20 existing and planned county facilities totaling 1,667,046 square feet. The procurement timeline includes a proposal release date of July 29, 2025, a deadline for questions on 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 anticipated contract will commence in November 2025 with an initial three-year term and potential for two additional one-year extensions, with an estimated annual expenditure of $250,000.

The RFP does not explicitly specify set-aside designations or restrictions for specific enterprise types. The county currently utilizes multiple systems including Microsoft Excel and Tyler Munis for asset management, indicating a need for a solution that can integrate with existing infrastructure. The total contract value is estimated at approximately $1,250,000 for the initial three-year term, with potential additional costs for optional modules and future expansions. The county will require the selected vendor to provide comprehensive implementation support, training, disaster recovery capabilities, and ongoing maintenance with specific response time commitments for different incident severities. The proposal requires vendors to complete a Conflict of Interest Questionnaire and provide standard tax documentation, suggesting a thorough vetting process. While specific integration requirements are not extensively detailed, the county expects the new system to consolidate asset management functions and improve workflow efficiency across various county departments and facilities located primarily in McKinney and Plano, Texas.