SLCC RFP - Computer Maintenance Management System (CMMS)

Salt Lake Community College is requesting proposals for a Computerized Maintenance Management System (CMMS) under RFP closing June 22, 2026, with a single contract award anticipated to the responsive and responsible vendor with the highest evaluation score. The solution must serve Facilities Services across eight campuses and sites totaling 2.6 million square feet.

The scope requires a cloud-hosted, web-based, and mobile-friendly CMMS supporting unlimited users with core modules for work order management, preventive maintenance, asset management, inspections, material ordering, reporting, and billing. The system must integrate with institutional platforms including Ellucian Banner ERP, HR, payroll, and finance systems via APIs or flat files; support role-based permissions, single sign-on, audit trails, offline mobile capabilities, barcode and QR scanning, and GIS or floor-plan viewing. Full implementation including configuration, testing, data migration from the current Sprocket system, user training, and go-live support is required, with main integration targeted for completion by December 31, 2026. The solution must be hosted in the United States with minimum 99 percent uptime availability.

Vendors must demonstrate substantial experience providing CMMS solutions to higher education, public-sector, or similarly complex multi-site organizations and provide at least three references from comparable engagements completed within the last five years. Mandatory compliance includes submission of a Higher Education Community Vendor Assessment Toolkit (HECVAT) version 4.0 or newer and an Accessibility Conformance Report (ACR) or Voluntary Product Accessibility Template (VPAT) updated within 18 months, with demonstrated compliance to Section 508 of the Rehabilitation Act and all applicable Federal disabilities laws.

The initial contract term is three to five years, renewable for one additional one-year term contingent upon College satisfaction. USHE member institutions may purchase off the resulting contract through a Participating Addendum. Evaluation criteria are Scope of Services and Deliverables (30 points), Experience and Qualifications (15 points), Technical Capabilities and Features (35 points), and Implementation/Project Plan (20 points). Pricing must separately itemize software subscriptions, implementation costs, training, support, and optional services with no hidden costs. Mandatory insurance includes commercial general liability of $1 million per occurrence and $3 million aggregate. Proposals must be submitted electronically through the U3P system by June 22, 2026. Vendors must comply with Utah's Status Verification System (E-Verify), anti-boycott statute, and certify non-engagement in economic boycotts or boycotts of the State of Israel.