Campus Housing & Dining Web-Based Computerized Maintenance Management System

The University of Wyoming is seeking proposals for a cloud web-based Computerized Maintenance Management System (CMMS) through Request for Proposal RFP KLW-2025-33, specifically targeting Housing and Dining operations within Albany County. The procurement will support maintenance management for over 3,000 students across 4 residence halls, 675 apartments, and multiple dining venues. Proposed solutions must include comprehensive features such as work order management, preventative maintenance scheduling, mobile capabilities, user access and security, and system integration capabilities. The University will evaluate proposals using a 100-point scoring system that allocates points across functionality and features (30 points), user experience (15 points), implementation and support (15 points), integration capabilities (10 points), cost (20 points), and higher education experience (10 points). Key dates include supplier questions due by November 10, 2025, and proposal responses required by December 2, 2025, at 2:00 PM Mountain Time. Anticipated vendor demonstrations are scheduled for January 2026, with a solution identification expected by the end of that month and full implementation targeted for April 1, 2026.

The solicitation does not explicitly mention specific set-aside designations or restrictions on responding organizations. The proposed CMMS solution must support single sign-on authentication, role-based permissions, and comply with Section 508 of the Rehabilitation Act accessibility requirements. The contract is anticipated to be a five-year term, with the University preferring payment in full within 45 days after acceptance of goods and services. While specific budget ranges are not detailed, the comprehensive evaluation criteria suggest a competitive procurement process that prioritizes functional capabilities and institutional fit over pure cost considerations. The system must demonstrate robust integration potential with existing University infrastructure, though specific current systems are not enumerated in the provided documentation. Potential vendors will need to showcase significant experience in higher education maintenance management systems and provide a solution that can effectively support the complex maintenance needs of university housing and dining facilities.