Computerized Maintenance Management System (CMMS)

The Hawaii Department of Accounting and General Services (DAGS), Central Services Division is requesting proposals for a computerized maintenance management system (CMMS) to be implemented across the DAGS/CSD portfolio in three phases, with proposals due July 17, 2026 and a pre-proposal conference on June 12, 2026.

The scope encompasses a SaaS-based CMMS spanning 160 sites, 261 buildings, and 12.44 million square feet across the Capitol District (Phase 1: 6 months), remaining Oahu facilities (Phase 2: 12 months), and neighbor islands (Phase 3: 12 months). The system must include standard functionality such as asset lifecycle tracking, automated work order management, vendor management, budget management, and disposable inventory management, plus SOC2 minimum security encryption, grounds management, service provider functionality, key and lock management, purchasing and billing, API integrations, IoT sensor integration, architectural drawing imports, interactive floorplan mapping, customizable dashboards and reports, and mobile and offline access. Vendor-hosted deployment is required. Integration with EvolveFM, Automated Logic systems, and future business intelligence tools is mandatory. Phase 1 anticipates 125 self-service requestor users, 2 back office users, 3 crew chiefs, 12 field technicians, and 1 space management power user; user counts for Phases 2 and 3 are specified in Attachment 1. The vendor is responsible for data migration from Automated Logic and EvolveFM, including work order history and mechanical equipment data.

Mandatory qualification thresholds include five years of continuous operation with comparable CMMS/EAM experience, 100 active customer organizations, 15 government or education customers with three live references, 85% minimum annual retention rate, and financial stability documentation. Evaluation comprises qualifications (mandatory thresholds) and product requirements weighted to 188 maximum points across general requirements, integrations, and user experience. The contract term is thirty months with options to extend up to five additional 12-month periods upon mutual agreement and subject to funding availability. The State reserves the right to negotiate Phase 2 and Phase 3 pricing and may hold 5% to 50% as final payment. Contractors must maintain workers' compensation and general liability insurance of $1 million per occurrence and $2 million aggregate, and automobile liability coverage of $1 million combined single limit. Questions are due June 19, 2026, at 2:00 p.m. HST; responses are provided by June 30. The anticipated notice of award is August 17–20, 2026, with a notice to proceed and contract start date of September 15. Proposals must be submitted exclusively through the Hawaii State e-Procurement (HIePRO) system and include Offer Form A, Offer Form B (pricing with one-time and ongoing cost breakouts by phase), a Wage Certificate, and a W-9 form. Hawaii wage and labor compliance laws apply; employees must be paid no less than Hawaii public officers and employees for similar work. All proposals become property of the State.