Web-Based Computerized Maintenance Management System

The city requires software and related services to implement a secure web-based computerized maintenance management system.

Provide a cloud-based SaaS solution
Ensure the solution is highly configurable
Provide an intuitive user interface
Support full asset management for multiple asset types
Manage inventory for various asset types
Create, store, manage, and track asset information
Provide submission, tracking, assignment, and workflow for service requests and work orders
Allow users to create and manage various Service Order types with real-time updates
Provide a robust and flexible mobile application
Provide modern and flexible service order scheduling and routing tools
Include an industry-standard suite of reporting utilities
Support access across multiple device types including workstations and mobile devices
Support mobile capabilities in the field
Standardize user experience and system performance across all devices
Support broadband cell cards, PPTP, SSL client, and clientless with 256-bit encryption
Ensure all mobile applications are compatible with Maas360
Accommodate specified hardware standards (Windows OS, Cisco network, Dell, Panasonic Toughbooks, Apple products, TCP/IP)
Provide project management and implementation services
Provide software installation and configuration services
Provide database conversion, data cleanup, and data migration services from the current Mainsaver system
Oversee all testing of the CMMS Solution, including User Acceptance Testing
Establish and implement new business practices
Provide ongoing release management services
Provide ongoing maintenance and support, including 24/7/365 phone support and SLAs
Provide robust training and resources for City staff
Provide a minimum of three successful mock go-lives
Provide onsite support for mock go-lives and final transition to production
Provide system documentation (setup, technical, user manuals)
Guarantee system uptime of 99.99%
Implement full backup and recovery processes
Begin Project Plan development no later than four weeks after Commencement Date
Be fully staffed and ready to commence project tasks upon Commencement Date
Warrant the Solution conforms to all requirements for a period of ten (10) years from acceptance
Warrant all services provided are of good quality for a period of ten (10) years from acceptance
Assign any manufacturer's warranties to the City
Invoice implementation services on a milestone basis
Not bill for recurring fees until after Final Acceptance
Maintain confidentiality of information
Access, store, use, and maintain data in accordance with applicable laws and regulations
Ensure any custom software developed is the sole property of the City
Ensure title to any purchased product passes to the City upon delivery and acceptance
Implement enhanced processes and workflows
Develop and implement necessary interfaces and integrations using standard APIs
Provide end-user training related to CMMS topics
Comply with W3C Web Content Accessibility Guidelines
Comply with Section 508 Requirements regarding accessibility
Comply with Commonwealth of Virginia and City of Richmond policies regarding accessibility
Use HTTPS for all web-based interfaces
Provide data encryption on transfer and at rest
Ensure City data is segmented from other customer data unless designated public
Ensure City data is e-discoverable for litigation and FOIA requests
Hosting services provider must conduct and restore backups of City data
Maintain three environments: development, test/train, and production
Ensure hosted applications and related servers/databases are located within the contiguous United States
Provide City access to City data at the City's request in a mutually agreed upon format
Provide City access to data at the database level for future integrations and automations, preferably via published APIs
Continually monitor all systems for intrusion, malware, and viruses
Conduct ongoing vulnerability assessments, scans, and penetration tests
Provide response time performance in line with leading Tier 1 commercial web applications
Ensure the system is scalable to allow for additional capacity and support projected end users
Implement sufficient processes to maintain service with minimal downtime from repair
Lead the data migration strategy and execution, with City assistance for conversion effort
Provide a detailed implementation plan for transitioning data, including data migration iterations and QA plan
Ensure acceptance criteria are based on a User Acceptance Test (UAT) and a final report
Use a mutually agreed upon Acceptance Test Plan
Provide context-sensitive help screens that open in a separate window
Provide an online data dictionary
Provide training methodology supporting go-live, including job aids and user manuals
Ensure training is sufficient for City system administration staff to fully administer and maintain the solution
Provide formal training sessions and cross-training for knowledge transfer
Provide a non-disruptive upgrade path that does not negatively impact business operations or break existing interfaces
Provide Implementation and End User Help Desk services (Monday through Friday from 7 am to 7 pm EST and emergency after-hours services)
For off-hours and emergency situations, provide phone access and a 2-hour call back period
Ensure the Help Desk operates from a central location providing a toll-free number
Provide an opportunity for testing a potential solution before final decision

$1,000,000 – $5,000,000

Pre-proposal meeting: Monday, March 16th, 2026, 3:00 pm

Question deadline: Thursday, March 19th, 2026

RFP Due Date: Thursday, April 2nd, 2026, 2:00 pm

Project Plan development: No later than four (4) weeks after Commencement Date.

Initial Project Plan submission: In proposal, revised 30 days after Commencement Date.

Transition and implementation services: Within 30 calendar days of Commencement Date.

Overall implementation period: Not exceed eighteen (18) months from the Contract Commencement Date.

Contract duration: Five (5) years.

Contract extension: Up to 12 months.

Contract renewal: Up to three (3) one-year renewal terms.

City Of Richmond

Organization overview and procurement intelligence available on paid plans.

A city in Virginia is seeking a vendor to provide a web-based computerized maintenance management system (CMMS). The requirements include delivery of software, configuration and implementation services, as well as ongoing maintenance, training, and support for the CMMS platform.

All web-based interfaces must use HTTPS for secure communication. The hosting solution is required to provide data encryption while transferring information between the city network and the cloud provider, ensuring that data remains protected during transit.

The vendor is expected to support both the initial setup and continued operation of the maintenance management system, offering robust customer support and security measures.

Web-Based Computerized Maintenance Management System

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