Computerized Maintenance Management System

Overview

Business Systems (ERP, CRM & POS)

Victoria, British Columbia, Canada; Colwood, British Columbia, CanadaPosted 2 months agoDeadline: March 26th, 2026

Fit Score

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SUMMARY

Seeking a vendor to supply a Computerized Maintenance Management System (CMMS) with features for work order creation, compliance tracking, asset history, and ERP data integration in British Columbia.

KEY REQUIREMENTS

Proposals must be submitted in English.
Proposals must be received at the Closing Location before the Closing Date and Time.
Proposals must comply with the Response delivery submission method requirements.
The RFP Appendix B - Proposal Response Form or a substantially similar form must be completed and submitted.
Proponents must have a minimum of three years of experience within the last five years providing CMMS software to similarly sized public-facing organizations.
Proponents must have a robust organizational structure to support CMMS software supply, installation, training, and support.
The CMMS must enable authorized personnel to create Work Orders with mandatory data for planning and execution.
The CMMS must support a controlled status model and maintain an authoritative audit trail for Work Orders.
Each Work Order must have a clearly identified owner, supporting internal users/teams and external contractors.
The CMMS must provide a concise priority schema with clear definitions and capture a Due Date for each Work Order.
The CMMS must capture completion details and supporting artifacts for work performed.
The Work Order record must contain an operational notes log.
The CMMS must record essential effort and materials against each Work Order.
The CMMS must record the hold reason and an intended review/resume date for Work Orders that cannot proceed.
Users must be able to retrieve and manage Work Orders using standard filters and keyword search, and export current views.
Work Order closure must enforce essential data completeness and prevent termination of incomplete work.
The CMMS must indicate when a Work Order exceeds its Due Date and provide a configurable escalation step.
The CMMS must maintain parts/consumables, identify critical spares, and support issue/return of parts to Work Orders.
The CMMS must maintain a hierarchical asset register that uniquely identifies each asset and locates it within the facility structure.
The CMMS must store core asset attributes required for identification, warranty tracking, and support.
The CMMS must represent assemblies and sub-assemblies by linking assets in parent–child relationships.
The CMMS must record a current operational state for each asset.
The CMMS must store basic lifecycle parameters to support indicative replacement planning.
The CMMS must allow definition of preventive maintenance (PM) programs for assets/systems using calendar frequencies.
The CMMS must maintain next-due dates for each PM program and recalculate after completion or deferral.
The CMMS must automatically create PM Work Orders according to defined schedules.
PM Work Orders must support basic instruction/checklist content and require completion evidence.
The CMMS must support deferral or rescheduling of PMs with a recorded reason and new target date.
A follow-up Work Order must be created from PM findings without re-keying context.
PM steps must support typed readings with simple min/max validation.
The CMMS must maintain a register of compliance obligations mapped to assets/systems and sites.
The CMMS must generate compliance tasks/work orders from the obligation register on defined due dates.
Compliance Work Orders must capture a pass/fail outcome, supporting notes, and attachments.
The CMMS must store certification/permit artifacts with issuer and expiry details and provide visibility of items approaching expiry.
All compliance-related status changes and key field edits must be time/user stamped and retained for audit purposes.
Where a compliance task fails, the CMMS must record the non-conformance and enable creation of a linked corrective Work Order.
The system must provide summary counts of due, completed, failed, and overdue compliance tasks by period and discipline.
The system must indicate when a compliance Work Order is overdue and when a certificate/permit is approaching expiry.
The CMMS must store basic lifecycle parameters to support indicative replacement planning.
The CMMS must be hosted in Canadian data centers.
The vendor must maintain recognized third-party security certifications (SOC 2 Type II and/or ISO/IEC 27001).
The CMMS must support Multi-Factor Authentication (MFA).
The CMMS must enforce least-privilege access using configurable roles.
The CMMS must ensure secure, recoverable backups and support defined recovery objectives.
The CMMS must maintain immutable logs of significant user actions.
The CMMS must protect data using industry-standard encryption for all storage and transmission.
The CMMS must allow administrators to define and customize permissions at module, function, and data-field levels.
The vendor must demonstrate its security posture through documented policies and operational practices.
The CMMS must allow for Administrators to export data for migration or backup.
Vendor-supported onboarding and configuration must be provided.
Training must be provided for all key user groups (administrators, technicians, general users).
The vendor must provide support resources aligned with Canadian time zones or within Canada, with 24/7 emergency support.
Users must have access to an online help center and knowledge base.
The CMMS must provide a clean, intuitive interface across desktop and mobile environments.
A named account manager or technical lead must be provided for implementation and ongoing account oversight.
The vendor must demonstrate an active development cycle with regular updates and a clear product roadmap.
The CMMS must scale to support organizational growth.
A non-production environment must be available for training, testing, and validation.
The vendor must provide access to a broader user community for knowledge sharing.
The CMMS must be accessible via Desktop App and Mobile App, or a responsive Web App, compatible with Apple iOS, Android, Google Chrome, Firefox, Microsoft Edge, and Windows 11.
Proponents must have protocols and processes in place to properly deal with service requests, labor disruptions, and personnel issues.
Proponents must be skilled at managing business relationships, providing relevant measured reporting, prompt customer service, and making course corrections.
Proponents must have quality control, performance monitoring, and business planning procedures in place.
Proponents must describe their resource management approach for ensuring continuity of service delivery, knowledge retention, and mitigation of impacts for resource changes.
Proponents must describe regular and after-hour support systems, channels, and escalation paths.
Proponents must define incident classes and provide response and resolution targets for each class.
Proponents must provide a phased implementation method with timeline covering discovery, configuration, integrations, testing, and post-go-live stabilization support.
Proponents must explain how they will migrate assets, locations, PM programs, compliance obligations, and recent work order history.
Proponents must identify any partners used for configuration/migration/integration/operation, their scope, locations, accountability, and how quality and security are governed.

BUDGET

Estimate

$100,000 – $500,000

CONTRACT DURATION

60 months

TIMELINE

The RFP was issued on February 25th, 2026. Proposals are due by March 26th, 2026 at 2PM Pacific Time. The PARC Campus is scheduled for completion by Summer 2026. The contract term is 2 years with an option to extend for three additional 1-year terms, for a total of 5 years.

Issuing Agency

Royal British Columbia Museum

Organization overview and procurement intelligence available on paid plans.

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DESCRIPTION

A vendor is sought to provide a Computerized Maintenance Management System (CMMS). The solution should allow authorized personnel to create Work Orders (WOs) with all necessary mandatory data to facilitate efficient planning and execution. The system must support user-defined groupings, such as zones or programs, for improved organization in planning and reporting.

The CMMS is expected to maintain accessible records of asset performance and reliability, documenting maintenance activities. It should also maintain a register of compliance obligations—including statutory inspections, tests, and certifications—mapped to specific assets, systems, and sites, with defined intervals and assignment of responsible roles. Additionally, the CMMS must store certification and permit artifacts with issuer and expiry information and provide alerts for items approaching expiration. Integration capabilities to exchange financial and procurement data with an ERP system are also required.

Source attribution

This Settle analysis is based on the issuing organization’s public RFP listing.