URI Computerized Maintenance Management System

The University of Rhode Island Facilities Operations Department, through the State of Rhode Island Division of Purchases, is requesting proposals for a single-vendor Computerized Maintenance Management System covering software, implementation, training, and technical support, with vendor questions due November 6, 2026 at 2:00 p.m. EST and proposals due November 25, 2026 at 9:00 a.m. EST. Submissions must be made electronically through the Ocean State Procures system.

ISBE participation functions as an award factor rather than an eligibility restriction. Proposals must include a technical proposal, a cost proposal, a Supplemental Bidder Attestation Form, and an MBE/WBE/Disability Business Enterprise (ISBE) Participation Plan. A technical evaluation committee will award based on technical merit, cost, and the proposed ISBE participation rate. Vendors must achieve their stated participation rate throughout the contract term, including on change orders.

The solution must simplify asset inventorying and support scheduling of preventative and annual maintenance across URI's campus. Required insurance includes general liability of $1 million per occurrence, workers' compensation of $100,000, automobile liability of $1 million, professional liability and errors and omissions of $2 million per occurrence and annual aggregate, technology errors and omissions of $1 million per occurrence and $2 million annual aggregate, and information technology cyber/privacy coverage of $1 million per occurrence and $2 million annual aggregate.

Pricing must be firm and fixed, delivered Free On Board Destination, with payment terms specified by the vendor. The initial three-year term begins at the start of implementation, with up to three additional three-year renewals based on vendor performance and fund availability. The contract is subject to appropriated funds and may be extended beyond the initial fiscal year at the State's discretion. The State will withhold a 0.33% contract administrative fee from all invoices effective January 1, 2026.