Computerized Maintenance Management System

Brevard County, Florida is seeking a Computerized Maintenance Management System (CMMS) through Request for Proposal RFP-3-25-12, targeting a comprehensive cloud-based, GIS-centric software platform for asset tracking and maintenance management. The initial implementation will focus on the Public Works Department's Facilities program, with potential future expansion to Road & Bridge, Traffic Operations, and other county departments. The software solution must be a commercial, off-the-shelf platform capable of tracking physical assets including buildings, HVAC components, elevators, electrical panels, pumps, and generators. The county requires a system that can integrate with existing infrastructure like SAP, GIS, HR systems, and Lansweeper Help Desk, with real-time data synchronization. Proposal submissions were due on March 28, 2025, at 3:00 PM, with an evaluation process using a 100-point system covering organizational structure (10 points), team experience (15 points), technical requirements (40 points), implementation and support (15 points), and pricing (20 points). A selection committee meeting is scheduled for May 5, 2025, at 2:30 PM to review potential vendors, with the targeted initial implementation completion date of September 30, 2025.

Nine contractors were identified in the RFP tabulation, including AtkinsRealis USA, Brightly Software, EPIC Engineering, IBM, Infor, MaintStar, Opengov, PSD Citywide, and zLink. The county has budgeted $400,000 for fiscal year 2025 and seeks a licensing model with unlimited user accounts at a fixed cost without recurring per-user fees. The system must support an estimated 12+ admin users, 20+ super/power users, 50+ staff users, and over 3,500 requestors, with potential for future departmental expansion. The contract will have a five-year term with the ability to modify terms through written amendments and includes provisions for potential joint use by other governmental agencies, including other Florida counties, cities, municipalities, and school districts. Insurance requirements are comprehensive, covering general liability, auto liability, workers' compensation, network security, professional liability, and umbrella coverage with specific minimum limits. The current asset management landscape relies primarily on Excel spreadsheets, SAP, and iWorQ, indicating a significant need for a more sophisticated, integrated asset management solution.