HRSD RFP # 408247 - Computerized Maintenance Management System (CMMS) Annual Managed Services - IT

Hampton Roads Sanitation District (HRSD) is requesting proposals for Computerized Maintenance Management System (CMMS) annual managed services to support its Octave Enterprise Asset Management system, with proposals due August 18, 2026 at 2:30 p.m. Eastern Time. Prospective offerors must be registered suppliers with HRSD prior to submission — new registration is required; proposals will not be accepted through eVA. A pre-proposal conference is scheduled for August 12, 2026 at 11:00 a.m. EST via Microsoft Teams and is optional but encouraged.

The scope includes break/fix support, enhancements, integrations, reporting, upgrades, training, and special project work for an Octave EAM/CMMS system serving approximately 600 users with approximately 300 custom reports and extensibility framework elements. HRSD historically requires approximately 210–240 hours annually. Services are provided on an estimated use, indefinite delivery basis with no guaranteed minimum or maximum volume; work is performed during normal business hours (Monday–Friday, 8:00 a.m.–4:30 p.m.) excluding HRSD observed holidays, with a default minimum billing increment of 0.25 hours.

The contract period runs October 1, 2026 through September 30, 2027, with four optional one-year renewal periods available through September 30, 2031. Pricing is submitted via the HRSD CMMS Pricing Template (Appendix B) with fully loaded hourly rates across nine defined labor categories; travel, meals, lodging, mileage, and car rental are reimbursable separately per HRSD's Reimbursable Charges Guideline. Offerors may propose an optional annual not-to-exceed cap and maximum annual escalation percentages for renewal options.

Minimum qualifications require three years of continuous business operation providing CMMS/EAM support services, and key personnel must possess a minimum of eight years of experience with Octave EAM/CMMS. Proposals are evaluated on understanding of project and objectives (20 points), methodology and management approach (15 points), firm experience and history (25 points), personnel qualifications and experience (30 points), and cost (10 points). Offerors must provide a minimum of five references from similar-sized organizations, detailed staffing plans with resumes, Project Management Institute-aligned project management approaches, and comprehensive support documentation. Subcontractors require prior written approval. Payment terms are Net 30. Technical assistance and registration questions should be directed to HRSD Help Desk at erphelp@hrsd.com.