URI Computerized Maintenance Management System

The University of Rhode Island (URI) Facilities Operations Department is seeking proposals for a Computerized Maintenance Management System (CMMS) through a Request for Proposals (RFP) released by the State of Rhode Island Division of Purchases. The procurement seeks a single vendor to provide comprehensive CMMS solutions, including software, implementation services, training, and technical support designed to maximize operational efficiency across URI's campus. Key objectives include simplifying asset inventory management and supporting scheduling of preventative and annual maintenance. The RFP was posted on December 17, 2025, with proposals due by February 5, 2026, at 11:00 AM EST, and includes a vendor question-and-answer period from December 17, 2025, through December 30, 2025, at 2:00 PM EST. Proposal evaluation will be conducted using a multi-factor approach, with points allocated for technical merit, cost, and Inclusive Small Business Enterprise (ISBE) participation. Cost scoring will be proportional, with the lowest-cost vendor receiving 100 percent of available cost points. All proposals must be submitted electronically through Ocean State Procures, with vendors required to complete a Vendor Certification Questionnaire and provide separate technical and cost proposals.

The solicitation includes specific requirements for vendor participation, particularly emphasizing Inclusive Small Business Enterprise (ISBE) involvement and requiring vendors to propose utilization rates for certified minority, women, and disability-owned businesses. Vendors must provide comprehensive insurance coverage, including general liability ($1,000,000), workers' compensation ($100,000), professional liability ($2,000,000), Technology Errors and Omissions ($5,000,000), and Information Technology Cyber/Privacy coverage ($5,000,000). The initial contract period will span three years from the implementation start date, with potential renewals for up to three additional three-year periods contingent on vendor performance and fund availability. A 0.33 percent contract administrative fee will be withheld from vendor invoices effective January 1, 2026. While specific budget ranges are not explicitly stated, the comprehensive nature of the CMMS procurement suggests a significant investment in modernizing URI's facilities management infrastructure. The State reserves the right to award based on cost alone, reject any or all proposals, or cancel the solicitation in its best interest, providing flexibility in the procurement process.