Utilities Computerized Maintenance Management System (CMMS) and Implementation Services

Indian River County, Florida Department of Utility Services is procuring a Computerized Maintenance Management System (CMMS) along with comprehensive professional implementation services through RFP 2026016, with proposals due March 13, 2026 at 2:00 P.M. via the Bonfire electronic platform. The procurement seeks a single coordinated solution in which the proposer acts as prime contractor, either by partnering a software provider with an implementation partner or by having the software provider serve as the implementation servicer. Deliverables include CMMS software licensing, system configuration, data migration from legacy systems, comprehensive implementation services, integration with existing enterprise systems, staff training, go-live support, and post-implementation stabilization support for a mid-sized public utility managing potable water, wastewater collection and treatment, reclaimed water, and solid waste systems serving approximately 150 personnel and 900 miles of water distribution piping, 300 miles of gravity sewer, 200 miles of force mains, 45 miles of reclaimed water piping, and approximately 400 lift stations across multiple treatment facilities. The system must integrate with Esri ArcGIS Enterprise, Advanced Utility Systems CIS Infinity v2, VTSCADA, GraniteNet CCTV, Hydromax valve testing software, and Power BI, support a minimum of seven hierarchical levels for vertical assets with optional eighth-level capability, and provide scalable pricing that clearly describes how licensing, hosting, and support costs adjust with user additions, asset expansion, or module growth. The contract term shall be three years from execution or upon completion of all project phases, whichever occurs earlier, with potential renewal for two additional one-year periods upon mutual consent. Shortlisted proposers will participate in in-person demonstrations and interviews scheduled for April 14-15, 2026, and implementation is anticipated to begin in Fiscal Year 2026 with phased rollout prioritizing horizontal assets and mobile workflows in Phase 1 and vertical assets in Phase 2. Pricing shall be submitted through standardized Bonfire BidTables (BT-57KV, BT-59EV, and Q-89HN) to ensure consistent comparison among proposals.

No set-aside designations for disadvantaged enterprises or restrictions on organization types have been identified in the procurement documents. There is no incumbent contractor identified; the County currently operates a legacy CMMS (SEMS) under perpetual license that suffers from limited functionality, inconsistent data quality, and low user adoption, while horizontal assets are managed through paper-based workflows and the Customer Information System, with asset data scattered across GIS, Excel-based datasets, Tyler/MUNIS inventory records, paper maintenance logs, and consultant-developed schedules. A previous OpenGov system was procured but never implemented due to insufficient implementation services and staff shortages within the Department of Utilities Services. All proposers must submit required compliance certifications including a Foreign Entity Ownership Affidavit confirming no foreign country of concern ownership, an Anti-Human Trafficking Affidavit, a Debarment Certification, an Israel Boycott Certification (with additional scrutiny list certifications for contracts valued at one million dollars or more), a Disclosure of Relationships Form identifying any familial or business relationships with Indian River County officials or employees, and an RFP/RFQ Compliance Certification attesting to accurate information and independent preparation without collusion. The RFP does not specify an award value or budget range, though the County has indicated a preference for lower-cost on-premises solutions over higher-cost SaaS options where available. Upon contract execution, all data, configurations, and documentation developed under the engagement shall remain the sole property of Indian River County.