Nashua School District Compu

Location:	New Hampshire
Posted:	Aug 14, 2026
Due:	Sep 24, 2026
Agency:	City of Nashua
Type of Government:	State & Local
Category:	F - Natural Resources and Conservation Services
Publication URL:	To access bid details, please log in.

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CITY OF NASHUA

NASHUA SCHOOL DISTRICT

PLANT OPERATIONS

REQUEST FOR QUALIFICATIONS

for

COMPUTERIZED

MAINTENANCE MANAGEMENT SYSTEM

Responses Due 2PM Thursday, September 24, 2026

Plant Operations

Nashua School District

38 Riverside Street

Nashua, NH 03062

CITY OF NASHUA

NASHUA SCHOOL DISTRICT

INVITATION TO SUBMIT PROPOSALS FOR

MAINTENANCE MANAGEMENT SYSTEM

INTRODUCTION

The Nashua School District (NSD), Nashua, NH, is soliciting qualifications from

interested companies experienced in providing computerized maintenance

management systems (CMMS) for all district schools and associated facilities. The

successful contractor must have a proven track record of success in the providing

and supporting CMS to organizations consisting of multiple building campuses,

preferably educational.

The NSD has 18 schools consisting of two high schools, three middle schools,

twelve elementary schools and one building housing pre-school and alternate high

school students. Support facilities include the School Administration building and

the Plant Operations complex.

BACKGROUND

This will be a three step process. The first step is to submit qualifications based on

the proposer’s CMMS product(s) and its ability to meet all objectives listed in this

RFQ. The second step will consist of the NSD reviewing all RFQ responses and

determining which CMMS product(s) best meets the needs of the NSD Plant

Operations Department. Finally, NSD will solicit approved vendors quotes for the

CMMS package(s) it deems acceptable. Once these quotes are received NSD will

select a vendor CMMS package.

CMMS OBJECTIVES

The Nashua School District’s new CMMS system has the following objectives:

1. Allow school customers to submit requests for work associated with the

physical plant; Requests must include submitter’s name, location/room,

school/building and a description of requested work.

2. Allow Plant Operations supervisors to review, deny/approve requests, assign

work to associated trades, grounds and custodial personnel and track work

assignments/status/completion by individual, trade, location and date(s).

Provide a unified view of all open work orders across the district for

supervisors. Provide ability for school head custodians to view the same for

their assigned school.

3. Provide for a preventive maintenance schedule, with work assignments to

tradesmen based on established maintenance intervals. Must have

automated reminders for mandatory safety checks, including fire alarms,

water testing, boiler inspections, elevator certifications and other PM tasks

like filter changes, checking fan belts, lubricants, etc.

4. Provide asset and equipment records at each location, again linked to the

work order system.

5. Provide for school/building room numbers and major equipment, with a tab

to access floor plans. This must be able to link via aforementioned work

orders. System must be capable of storing historic maintenance information

on all major equipment. Ideally the system will have a module for tracking

hazardous materials (asbestos, lead paint, etc.) which can be updated as

abatement reduces the amount of these substances.

6. Provide an inventory control module for plant operations personnel to

request supplies and equipment, and for supervisors to approve/deny

requests. Must have capability to load descriptions, cost, vendor name and

quantities of these items in the warehouse. Quantities must be available to

see by requestors and supervisors. Bar coding, QR coding or similar

inventory control method is highly desirable. Must have automated reorder

alerts and vendor management, and maintain a history of items received by

vendor. Also maintain a history of supplies provided to each

school/building.

7. Provide for entering and tracking all utility bills, including electricity,

natural gas and water. Include ability to scan bills into the system (rather than

manually entering all data). Ability to edit an account/meter without having to

make the account inactive and create a new account, i.e., be able to change

utility rates.

8. Provide module for motor pool management including asset description and

recommended service (e.g., oil/filter/belt change).

9. Provide a capital planning module. These are generally based on dollar

thresholds (e.g., $50,000, $100,000, $1,000,000, etc.). Input is by facility

director or his/her designee. Searchable and sortable by location, type (i.e.,

roofing replacement, boilers, site paving, comprehensive renovation, etc.),

dollar threshold.

10. Provide comprehensive reporting capability for all above categories.

Technical and Usability Requirements

11. Solution must be compatible with Edge, Chrome and Safari web browsers.

Must have the ability to connect with existing ERP system for appropriate

data exchange.

12. Must have Single Sign On (SSO) capabilities for access the platform, both

for staff submitting items and my access to the system.

13. The cloud hosting and corresponding data storage must reside on United

States of America soil.

14. Offline functionality with push notifications for technicians in the field.

15. Customizable, drag and drop analytics.

16. Intuitive, self-populating drop-down field to ensure consistent data entry.

17. System must reside in the cloud.

18. System must organize assets logically across multiple campuses (School

District – School(s) – School Subdivisions (i.e., Athletics, Performing Arts,

etc.) – Rooms).

19. Must include mobile app with offline access. This is to allow technicians to

update work order progress, track labor hours and view asset history on

smartphones, laptops, notebooks or tablets.

20. Must have QR code capabilities to allow placement of QR code stickers on

major equipment, so that technicians can scan them to pull up manuals,

equipment history and open work orders.

21. The Plant Operations office oversees 15 tradesmen and 2 grounds foremen.

This is in addition to the 18 school head custodians. There are five Plant

Operations supervisors and one administrative assistant. All of these

individuals will require access to the new CMMS. NO charges for staff

(teachers, administrators) who only submit work requests (i.e., they do not

count against any license thresholds).

Vendor, Support and Compliance Requirements

22. Dedicated project manager(s) for data migration, along with ongoing

phone/email support.

23. Provide a call center with live people to answer all software queries and

provide guidance.

Additional Terms and Conditions are listed in Appendix A.

STATEMENT OF QUALIFICATIONS

Statements of Qualifications must include the following information:

- Completed Company Questionnaire (Appendix B) and Financial Statement.

- A list of five (5) or more clients where similar work has been provided,

with contact names and numbers.

- A description of experience related to this work.

Responses are due 2PM Thursday, September 24, 2026.

All supporting information must accompany the information identified above.

Send to:

Shawn M. Smith

Plant Operations Director

38 Riverside Street

Nashua, New Hampshire 03062

And/or email to: smithsha@nashua.edu

The School District reserves the right to add, delete, or revise any section of the

RFQ. The School District reserves the right to: 1) accept those qualifications

statements it deems most suitable and beneficial; 2) reject any or all qualifications

statements; and 3) waive any of the requirements of the selection procedures

explained in this document. The School District also reserves the right to retain all

copies Statements of Qualifications submitted by interested companies, and to

waive irregularities and reject any and all submittals on any basis and without

disclosure of a reason.

The School District will examine and evaluate each Statement of Qualifications

submitted. A detailed and objective evaluation will be conducted, the sole intent of

which will be to identify those companies that best meet the needs of the School

District. The School District will use evaluation criteria it feels is most appropriate

to the review process, and the relative importance of this criteria will be determined

at the sole discretion of the School District.

Incomplete submissions may be cause for rejection.

Selection criteria will include, but not be limited to, the following.

1. Prior experience of similar size and scope

2. Cost structure for services rendered

3. Completeness of RFQ package

4. References

No company shall have any cause of action against the City of Nashua or The

Nashua School District arising out of a failure by the City or the School District to

consider a company’s Statement of Qualifications, or the methods by which The

School District evaluated qualifications statements received. The selection of the

prospective companies shall be at the sole discretion of the City of Nashua.

Please note the City of Nashua does not pay late fees in responding to billing. If

you include a late fee, it should not be applied for a 45 day period after receipt of

the bill. We take pride in paying our bills in a timely manner.

Inquiries on matters pertaining to this Request for Qualifications shall be directed to

Shawn Smith, the Plant Operations Director for the Nashua Schools at 603-966-

1500, or smithsha@nashua.edu.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Title:	Nashua School District Compu
Category:	School
Status:	Open