Asset management and cmms RFP for marathon county and the city of wausau - wisconsin

The City-County Information Technology Commission (CCITC) is seeking proposals for a shared Asset Management and Computerized Maintenance Management System (CMMS) to serve Marathon County and the City of Wausau. The procurement aims to replace multiple existing asset management systems with a single, comprehensive solution that provides electronic functionality for fleet vehicle maintenance, work order generation and scheduling for preventative and break/fix maintenance on vertical and horizontal assets, job costing, stockroom and inventory management, and purchasing capabilities. The system must support approximately 200 individual users with 50 concurrent users across the Wausau Water Utility, four City of Wausau departments, and three Marathon County departments. Proposals are due by 4:00 p.m. CDT on December 22, 2023, with an evaluation period scheduled for January 12, 2024, and contract signing targeted for March 1, 2024. Evaluation criteria will be weighted as follows: 45% fit with requirements and environment, 20% cost, 15% record of performance on similar projects, and 10% each for project approach/proposed schedule and firm's economic and technical resources. The system must integrate with existing platforms including Workday, LaserFiche, Phoenix fueling systems, and SCADA equipment monitoring, and support Microsoft SQL Server 2022, Windows Server 2022, and Windows 11 client systems.

The procurement does not explicitly mention specific set-aside designations or restrictions on responding organizations. The implementation is planned to begin in the second quarter of 2024, with initial go-live targeted for Wausau Water Utility by the end of 2024, followed by a phased rollout to the Department of Public Works and County Parks. The initial implementation scope encompasses three departments with anticipated user counts of 120 total users, including 80 mobile field users, 15 supervisors/dispatchers, 4 inventory users, and 5 reporting and analytics users, with approximately 20 admin users. The project involves 260 fleet vehicles and 260 additional pieces of equipment for the Department of Public Works and Parks. Pricing proposals must include itemized costs for software licenses or subscriptions, implementation fees, hardware, travel expenses, training, annual support and maintenance, and customizations. The payment structure shall not exceed 20% of license costs upfront, with a final payment of 30% upon final system acceptance. The contract will include a one-year warranty and must specify product support and sales continuity for at least five years from purchase, with annual software maintenance increases capped at CPI plus one percent over the previous year.