Computerized Maintenance Management System

Eastern Washington University (EWU) is seeking proposals for a Computerized Maintenance Management System (CMMS) software solution through RFP #25-CTR02, covering Spokane County, Spokane City, and Spokane Valley City. The procurement is for a comprehensive, cloud-based SaaS CMMS to manage facilities maintenance, service, and repair work orders across EWU's 65 buildings totaling 3 million square feet. Key deliverables include a system supporting 200 Facilities and Planning staff members, capable of processing approximately 700 work orders and 200 preventive maintenance orders monthly. Required system capabilities include work order management, customer request tracking, preventive maintenance scheduling, asset/equipment tracking, inventory management, space/building management, employee scheduling, invoicing, and robust reporting functionalities. The evaluation criteria will be weighted as follows: Technical Proposal (43%), Management Proposal (12%), and Cost Proposal (45%). Proposals are due by January 10, 2025 at 3:00 p.m. Pacific Time, with the initial contract period spanning five years and options to extend for two additional three-year periods, not exceeding eleven years total. The tentative contract start date is April 1, 2025.

The solicitation does not specify explicit set-aside designations or restrictions on respondent organizations. The incumbent system is Assetworks AiM, implemented in 2009, which will be replaced by the new CMMS solution. Required system integrations include Ellucian Banner for financial information, Entra ID/Azure Active Directory for authentication, and Office 365 for email communications. The system must be hosted entirely by the vendor within the United States, with a preference for production and test environments. While no specific budget is disclosed, the RFP indicates that funding has been secured and vendors must provide licensing costs for 200 staff users with pricing for additional users. The solution must support up to 1,500 faculty/staff requesters, include mobile device functionality, and offer remote training capabilities. Finalists will be required to provide EWU with a time-limited, no-cost demonstration system to validate the proposed CMMS solution's capabilities.