Request for Quote for Maintenance Management Software

The Idaho Department of Juvenile Corrections (IDJC) has issued a Request for Quote (RFQ) for Maintenance Management Software, seeking a comprehensive solution to manage maintenance operations across multiple facilities. The RFQ targets software that can manage an extensive inventory of thousands of assets, provide maintenance scheduling capabilities, and generate various operational reports. The procurement specifically covers implementation and training for facilities located in Ada County, Canyon County, and Lincoln County, with an initial focus on the JCC-Saint Anthony facility followed by subsequent deployment to other JCC locations. Quotes are due by November 15, 2023, with a contract term of one year and potential renewal options. The software must support complex maintenance tracking across 20 buildings at JCC-Saint Anthony, 1 building at JCC-Nampa, and 1 building at JCC-Lewiston, including management of gas and electric accounts. Vendors are required to provide fully burdened pricing for implementation, training, and annual operational costs, with the award to be made to the responsive, responsible vendor offering the lowest total price.

The RFQ does not explicitly indicate any specific set-aside designations or restrictions on vendor participation. No incumbent vendors are directly mentioned in the documents. The current infrastructure suggests a manual asset management process, with IDJC acknowledging that a full electronic list of assets is not available and manual data entry will be required. While specific budget ranges are not disclosed, the RFQ indicates an estimated 50-user deployment and welcomes optional pricing for additional services such as condition assessment, equipment data gathering, and asset barcoding. Vendors must meet specific technical requirements, including the ability to centralize asset management, generate maintenance schedules, and provide comprehensive reporting capabilities. The successful vendor will be expected to provide implementation support, data migration assistance, and training documentation at least 30 days prior to the contract start date, with the understanding that the solution must pass a thorough security review before installation.