Computerized Maintenance Management System (CMMS) Addendum 1

Solicitation Number RFP 27008-LB
Addendum # 1
Date Issued 10/21/2026
Procurement Officer Luke Bollmann
Phone 843-953-6873
E-Mail Address lbollman@citadel.edu
SOLICITATION TITLE: RFP 27008-LB Computerized maintenance management system.
TYPE OF ADDENDUM:
Change or clarification to the Solicitation's specifications, requirements, or scope of work.
Questions posed regarding the Solicitation and their respective answers by The Citadel.
Other Change: Award Postponed until: November 5th, 2026 @ 2:00 PM Eastern Standard time.
QUESTIONS:
Vendor qualifications and evaluation
1.Vendor Qualifications - Section II, Requirement 2.1. Does the requirement for ten years of higher-
education CMMS experience apply to the software manufacturer, the prime contractor, or the
combined experience of the proposed team?
Answer: Requirement 2.1 requires a minimum of ten years of experience producing, implementing,
and maintaining CMMS systems in college/university settings. It also requests the proposed product's
history and the project team's experience. Each element of the proposed project team should have 10
years of relevant experience.
2.Can the requirement for deployment at 25 college campuses be satisfied through installations of the
proposed software by the manufacturer and its implementation partners?
Answer: No
3.Can the requirement for four successful Ellucian Banner integration references be met through a
combination of software manufacturer, prime contractor, and subcontractor references?
Answer: No
4.Must the Banner integration references involve the exact CMMS product and version being
proposed, or will integrations using earlier versions of the same product qualify?
Answer: The solicitation requires references for the proposed system that have successfully interfaced
with Banner but does not specify a version-matching rule.
5.Are the vendor experience and reference requirements mandatory pass/fail criteria or scored
evaluation criteria?
Answer: They are mandatory qualification requirements. Section II expressly states that all vendor
requirements are mandatory, and that failure to meet any of them will result in disqualification.
6.May the software publisher and named implementation partner jointly satisfy the experience,
campus deployment, and Banner reference requirements?

Answer: No
7. Does the requirement for ten years of higher-education CMMS experience apply to the software
manufacturer, the prime contractor, or the combined experience of the proposed team?
Answer: No
8. Can the requirement for deployment at 25 college campuses be satisfied through installations of the
proposed software by the manufacturer and its implementation partners?
Answer: No
9. Can the requirement for four successful Ellucian Banner integration references be met through a
combination of software manufacturer, prime contractor, and subcontractor references?
Answer: No
10. Must a named implementation/integration subcontractor independently meet the 10-year college
CMMS, 25-campus, and eight-reference requirements, or are those requirements assessed against the
prime offeror and proposed CMMS product? We are not requesting a waiver.
Answer: Yes, minimum ten years of experience producing, implementing and maintaining CMMS
systems in College/University settings.
11. For Requirements 2.1 and 2.2, may an offeror satisfy the mandatory experience, campus-
installation, and Ellucian Banner reference thresholds through the proposed CMMS product
manufacturer, parent company, or named subcontractor, or must the legal entity submitting the offer
independently meet every threshold?
Answer: No
12. Will The Citadel accept a prime contractor/subcontractor delivery model in which Trescope
provides implementation and support while the software manufacturer provides product licensing and
escalation support?
Answer: The solicitation does not categorically prohibit this delivery model. However, the offeror
must identify its subcontractors and demonstrate that the proposed arrangement satisfies the mandatory
qualification, implementation, maintenance, and support requirements. Software licensing must also
comply with the separate licensing provisions in Section VII. Acceptance of a particular arrangement
is not guaranteed. (RFP V, p. 29; III, Requirements 4.1-4.5 and 5.1-5.5, pp. 17-18; VII,
Software Licensing Agreements-Single Solicitation, pp. 46-47.)
13. Given the specific reference requirements in Section II, 2.2, and potential restrictions on public-
sector references, will The Citadel be willing and authorized to serve as a reference for the selected
vendor after successful implementation?
Answer: The solicitation does not commit The Citadel to serve as a reference for the selected
contractor.
14. Evaluation Factors. The Offeror Qualifications factor refers to "converting institutions from
existing payment processing, One Card, and/or related systems." Please confirm whether this applies to
a CMMS procurement.

Answer: This will be removed from Offeror's Qualifications as it is nonapplicable.
15.Section VI, page 30, refers to payment processing and OneCard experience. Please confirm
whether CMMS implementation and maintenance-management experience is intended and whether
corrected evaluation language will be issued.
Answer: This will be removed from Offeror's Qualifications as it is nonapplicable.
16.The cost formula example uses 30 points while the stated weight is 10. Please confirm 10 points.
Answer: Cost will be 10/100 of the points as listed under evaluation factors. 30 was used as an
example.
17.Please confirm that the October 13 question deadline and October 28 proposal deadline, each stated
as 2 PM, use local Eastern time.
Answer: 2:00pm EST.
Existing CMMS and operational requirements
18.Do you have an existing CMMS on campus? If so, are they currently integrated with Banner?
Answer: We currently contract with WebTMA. The solicitation confirms that an existing system is
contemplated: Requirement 4.3 requires the contractor to work with Citadel staff to extract data from
the current system and import it into the new CMMS. It also requires two-way communication with
existing Citadel systems, including Banner. However, it does not identify the incumbent CMMS or
confirm whether the current system is already integrated with Banner. (RFP III, Requirements 3.6
and 4.3, pp. 17-18.)
19. What CMMS or work-order management system is currently used by Facilities Engineering, and
what are the primary reasons for replacing it?
Answer: WebTMA, contract period is running out.
20.How many facilities, buildings, maintainable assets, and active work orders are expected to be
managed by the new system?
Answer: The solicitation does not specify the number of buildings, assets, or active work orders. It
states that Facilities and Engineering receives and processes over 10,000 requests in a typical year.
That figure provides a workload indicator but should not be treated as the number of active work
orders, buildings, or maintainable assets. (RFP III, Scope of Operation, p. 15.)
21. Which processes must be supported at go-live: corrective maintenance, preventive maintenance,
inspections, asset inventory, space management, inventory, purchasing, or capital planning?
Answer: The solicitation requires a broad CMMS capability set, including work-order management,
project management, costing, storeroom/warehouse functions, tool inventory, preventive maintenance,
personnel tracking, building information, and equipment information. Specific requirements include
customer work requests, work-order tracking, project costs, inventory transactions, and preventive
maintenance. Space management, capital planning, and a separate purchasing workflow are not
expressly established as standalone requirements in the cited list. (RFP III, CMMS Requirements and
Requirements 8-17, pp. 15, 19-27.)

22. Are there specific reporting, dashboards, key performance indicators, or regulatory compliance
requirements that the proposed CMMS must support?
Answer: Yes, the solicitation specifies reporting and dashboard capabilities. Requirements include a
built-in report writer, ad hoc reporting, scheduled reports, automatic emailing, exportable billing
statements, configurable dashboards, and metrics such as delinquent and active work orders.
Additional reporting and regulatory compliance requirements beyond those expressly listed are not
specified. (RFP III, Requirements 7.1-7.5 and 9.1-9.3, pp. 18-20.)
23. Would The Citadel be interested in optional assessment services to evaluate maintenance
management processes, reporting, integrations, data structures, and system utilization in order to
identify optimization opportunities and implementation priorities?
Answer: No
User counts, mobile access, and licensing
24. How many users require access to the CMMS, by role and license type?
Answer: The solicitation does not provide user counts by role or license type. It does require different
administrator-defined access levels, including read-only, read-and-edit, and full system capability, as
well as single sign-on through Microsoft Entra ID. Offerors should not assume an official number of
users or license tiers. (RFP III, Requirements 3.4 and 6.1-6.2, pp. 17-18.)
25. Please provide the anticipated numbers of administrators, facilities users, technicians, concurrent
users, requestors, buildings, maintainable assets, and annual work orders that offerors should use for
licensing and pricing.
Answer: The system must support configurable user access and dashboards, and the implementation
plan is expected to account for Citadel staff resources.(RFP III, Requirements 3.4, 4.4, 6.2, and 9.1,
pp. 17-20.)
26. How many users are anticipated, broken down by administrators, supervisors, technicians,
requesters, and occasional users?
Answer: No role-by-role user count is specified. The system must support configurable user access and
dashboards, and the implementation plan is expected to account for Citadel staff resources.(RFP III,
Requirements 3.4, 4.4, 6.2, and 9.1, pp. 17-20.)
27. Several requirements reference barcode-enabled inventory, warehouse, and tool management
processes. Should offerors include technician and warehouse mobile access/licensing as part of the
proposed solution, or should mobile functionality be proposed as an optional component? If mobile
functionality is required, please provide the approximate number of users who will need mobile access.
Answer: Barcode functions are expressly required for inventory activities such as physical counts,
issues, receipts, returns, adjustments, and bin labels. However, the solicitation does not expressly
require mobile-device access or provide a mobile-user count. Offerors should demonstrate the required
barcode functionality.
28. Does The Citadel require mobile work-order execution, including offline capability for technicians
working without reliable network access?

Answer: The solicitation requires web-based work requests and work-order management, but it does
not expressly require mobile applications or offline operation.
Project budgets and commercial requirements
29. What is the typical budget range and annual total value of projects the CMMS will manage?
Answer: Facilities Engineering manages a wide range of work, from small in-house service requests to
multimillion-dollar projects. Project budgets and expenditures vary depending on the nature and scope
of the work.. (RFP III, Scope of Operation, p. 15.)
30. What is the anticipated budget for software, implementation, and ongoing support over the five-
year contract period?
Answer: This depends on what is offered.
31. Does The Citadel prefer subscription-based licensing, perpetual licensing, or will both commercial
models be evaluated?
Answer: The Citadel will consider both subscription-based and perpetual licensing models, provided
the proposed solution meets the requirements outlined in the RFP. All proposals will be evaluated in
accordance with the established evaluation criteria.
32. Should vendors price software licensing, implementation, integration, migration, training, and
ongoing support separately?
Answer: The solicitation requires a detailed total cost of ownership, including purchasing, owning,
operating, maintaining, and supporting the proposed solution over the potential contract term. It also
requires pricing to include the cost of every proposed software product. Separate line-item pricing is a
sensible way to demonstrate these costs, but the exact required pricing breakdown should follow the
bidding schedule and cost proposal instructions.
33. Can vendors propose optional modules or a phased expansion roadmap beyond the initial Facilities
Engineering requirements?
Answer: The solicitation requires the offeror to describe the proposed solution and total cost of
ownership. It does not expressly establish an optional-module or phased-expansion evaluation
framework. The offeror may describe additional capabilities separately but should not substitute
optional functionality for mandatory requirements or alter the solicitation's terms.
Hosting, VMware, and technical architecture
34. Technical Specifications 3.2. Please confirm that an on-premises installation on The Citadel's
VMware environment satisfies this requirement. Would a vendor-hosted option also be considered?
Answer: An on-premises system operating in The Citadel's VMware environment is consistent with the
express requirement. The solicitation also contemplates remotely hosted applications in Requirement
3.6 but does not expressly waive the VMware requirement for SaaS deployments.
35. Section 3.2 requires the system to operate in a VMware environment, while the second Section 3.6
addresses remotely hosted applications. Will The Citadel accept a vendor-hosted (cloud/SaaS) solution
in lieu of an on-premises VMware installation? If on premises is required, please provide The Citadel's
VMware, operating system, and database standards.

Answer: We do accept SaaS solutions. If on prem is required, we would prefer either Windows Server
2022 or Red Hat Enterprise Linux 8+9.
36. Hosting - Section 3.2. Will a vendor-hosted SaaS solution be accepted instead of a system
operating in The Citadel's VMware and backup/restore environment? If so, what recovery and data-
export arrangements are required?
Answer: SaaS is accepted. Recovery and data exports should be in concurrent with Banner along with
other systems already in place. See the citadel technology security standards addendum appendix E.
37. Will vendor-hosted SaaS deployments be considered acceptable alternatives to an on-premises
deployment?
Answer: SaaS is accepted.
38. Please clarify whether a vendor-hosted commercial SaaS solution is fully acceptable. If so, do the
VMware operation and The Citadel backup/restore requirements apply only to institution-hosted
solutions, and may a SaaS vendor use its standard CONUS-hosted backup and disaster-recovery
architecture?
Answer: SaaS is accepted. AWS/Azure/Google cloud services are accepted. The backup/restore
requirements only apply to this if The Citadel hosts this environment.
39. Is The Citadel seeking an on-premises deployment, a vendor-hosted SaaS solution, or are both
deployment models acceptable?
Answer: Both deployment models are acceptable.
40. Does the stated VMware compatibility requirement apply to the CMMS application hosting
environment, integration components, or both?
Answer: Only applies to the Citadel hosted environment.
41. If SaaS hosting is permitted, what recovery, disaster-recovery, backup, and data-export
arrangements are required?
Answer: The solicitation requires detailed procedures to ensure the security and continued availability
of remotely hosted data. It does not specify numerical recovery point objectives, recovery time
objectives, backup frequency, retention periods, or data-export requirements. Offeror can propose
these measures.
Database connectivity and reporting
42. Database Access - Section 3.5. Does "OBDC compliant" mean ODBC compliant? Is direct
database connectivity required, or are supported APIs and report exports acceptable?
Answer: This is a typo. 'ODBC compliant' would be correct.
Ellucian Banner integration
43. Banner Integration Scope. Please clarify the intended scope of the Ellucian Banner integration,
including account validation, budget validation, chargeback processing, project accounting, invoice

processing, purchase requisitions, purchase orders, receiving, and any required inbound or outbound
financial or procurement transactions.
Answer: The solicitation expressly requires two-way communication with existing Citadel systems,
including Banner, without custom programming by Citadel personnel. Requirement 12.8 specifically
requires the ability to validate budget numbers through uploaded data or an interface with a financial
system such as Banner. Other requirements address billing codes, cost allocation, invoice processing,
and inventory accounting transactions. However, the solicitation does not define a complete Banner
interface specification covering every transaction listed in the question. The required inbound and
outbound data objects and transaction flows need clarification. (RFP III, Requirements 3.6, 12.2-
12.14, and 13.6, pp. 17, 22-23.)
44. Banner Environment. Which Banner version and modules must integrate with the CMMS, and
which APIs or other integration interfaces are available?
Answer: Banner 9
45. Banner Integration Scope. Which business processes and data exchanges are required, in each
direction? What transaction volumes and acknowledgment or error-handling mechanisms are
expected?
Answer: The solicitation requires two-way system communication and validates budget numbers
through uploaded data or a financial-system interface. It also requires validation of system
functionality and interfaces before go-live.
46. Which Ellucian Banner products, modules, and versions are currently deployed, including Finance,
Human Resources, Procurement, and Fixed Assets?
Answer: Banner 9
47. What specific business transactions must be integrated between Banner and the CMMS, such as
purchase orders, requisitions, vendors, labor costs, inventory, or financial account codes?
Answer: Expressly stated requirements include budget validation, cost allocation across accounts,
labor and materials costing, invoice processing, and accounting transactions generated by inventory
issues. The solicitation does not expressly establish that every example in the question-such as
purchase requisitions, purchase orders, or vendor master synchronization-must be integrated with
Banner. The full transaction scope requires clarification. (RFP III, Requirements 12.2-12.14 and
13.6, pp. 22-23.)
48. Does The Citadel have an existing Banner integration framework, API gateway, middleware
platform, or established interface specifications available to vendors?
Answer: Requirement 3.6 does require two-way communication with existing Citadel systems without
custom programming by Citadel personnel.
49. Are Banner integrations required to operate in real time, near real time, or through scheduled batch
processing?
Answer: This is not specified. Explain capabilities in proposal.
50. Will The Citadel provide Banner technical resources, test environments, interface documentation,
and support during integration development and testing?

Answer: Yes. Comparable integrations with other ERP systems may be considered. However, the
vendor should clearly explain how they would integrate their solution with Banner and identify any
requirements or assistance needed from The Citadel.
51. Will equivalent, demonstrated integrations with other enterprise resource planning systems be
considered if the proposed solution supports Banner through standard APIs or middleware?
Answer: The solicitation specifically requires the proposed system to be in use at 25 campuses and
requires at least eight references, at least half of which have successfully interfaced with Banner. It
does not state that equivalent integrations with other ERP systems may substitute for the Banner-
reference requirement. Such experience may support a vendor's narrative, but it should not be assumed
to satisfy the express Banner requirement without written clarification. (RFP II, Requirement 2.2, p.
16.)
52. For the Banner integration, what are the full requirements? Requirement 12.8 lists validating
budget numbers; are there any others?
Answer: In addition to budget validation, the solicitation specifies two-way communication with
existing Citadel systems, labor and material costing, multiple-account billing, invoice processing, and
accounting transactions generated by inventory issues. It does not provide a comprehensive Banner
interface specification identifying every required exchange. The full list of required Banner
transactions should be clarified. (RFP III, Requirements 3.6, 12.2-12.14, and 13.6, pp. 17, 22-23.)
53. Is the CMMS expected to be the system of record for invoice processing, purchase orders, and
blanket purchases, or will it record and track those costs while Banner remains the system of record for
accounts payable and purchasing?
Answer: The solicitation requires the CMMS to provide an invoice-processing tool and cost tracking,
but it does not explicitly assign the authoritative system-of-record role for accounts payable, purchase
orders, or blanket purchases. It also requires budget validation through uploaded data or a financial-
system interface. The division of responsibility between Banner and the CMMS must be clarified.
(RFP III, Requirements 12.8 and 12.10-12.14, p. 22.)
Billing and chargeback functionality
54. Billing Configuration - Sections 7.3-7.4. May the contractor configure scheduled reports and
billing statements during implementation, provided they are ready to use at go-live without further user
configuration?
Answer: The solicitation requires report scheduling and automatic emailing to be available as out-of-
the-box functions without special configuration or administrative support from the user. It similarly
requires pre-established, exportable billing reports and automated billing statements. Contractor
configuration during implementation may be consistent with those requirements, provided the required
functions are ready to use at go-live and do not depend on additional user configuration. (RFP III,
Requirements 7.3-7.4, p. 19.)
55. Billing Recipients - Section 7.4. Must billing statements be emailed to external recipients or
recipients without CMMS licenses?
Answer: Emails should be sent to anyone that can request a work order or access the platform.

56. Please describe the billing model behind the "push-button billing" requirement: who is billed
(internal departments, external customers, or both), the approximate number of billing accounts, the
billing frequency, and how charges are expected to reach Banner (for example, journal entry upload).
Answer: The solicitation requires push-button billing, exportable billing reports, scheduled billing,
automatically generated statements, and automatic emailing. It also requires work orders to be billable
to multiple accounts using percentage or dollar-value splits and requires administrator-definable billing
codes. (RFP III, Requirements 7.4 and 12.2-12.4, pp. 19, 22.)
Existing system, data migration, and historical records
57. Existing CMMS and Migration - Section 4.3. What is the current CMMS, and what data
extraction methods are available? Please provide record counts, attachment counts, total data size, and
years of history to migrate.
Answer: the existing CMMS is WebTMA. Current data extraction methods are excel, PDF, HTML,
and PNG files. The system has been in use since 2011, record count and data size is unknown.
58. Historical Records - Section 4.3. Must historical workflow and audit events be recreated in the
new CMMS, or may they be retained in an approved searchable archive?
Answer: The solicitation requires migration of identified existing data and requires active work orders
to maintain a complete audit trail of changes. It does not explicitly state whether every historical
workflow event must be recreated in the new system or whether a searchable archive is acceptable.
59. Please identify the incumbent CMMS and provide estimated record counts, source formats,
attachment volumes, years of history, asset records, inventory records, open work orders, and
preventive-maintenance schedules expected to be migrated.
Answer: The solicitation requires the contractor to identify, collect, potentially relabel, extract, and
import existing data. It does not supply the requested volumes, formats, or historical period. The
implementation team must work with The Citadel to determine these details, but the incumbent system
and migration quantities remain unspecified. (RFP III, Requirements 4.3-4.4, p. 17.)
60. What historical data must be migrated from the existing system, including assets, work orders,
preventive maintenance schedules, inventory, and associated documents?
Answer: The solicitation expressly requires migration of existing data such as buildings, floors, rooms,
and accounts. The CMMS requirements also address equipment, inventory, work orders, and
preventive maintenance.
61. Will The Citadel provide cleansed and validated source data, or is data assessment, cleansing, and
transformation expected to be included in the vendor's scope?
Answer: The solicitation expects the contractor to work with Citadel staff to identify, collect, and
potentially relabel data. It does not establish that The Citadel will provide fully cleansed data or
explicitly allocate every data-cleansing and transformation task. The implementation matrix must
identify responsibilities, so the division of work should be documented before implementation. (RFP
III, Requirements 4.3-4.4, p. 17.)
Implementation timeline, testing, and training

62.Does the four-month implementation requirement mean full production deployment of all
functionality and integrations, or would a phased implementation with core CMMS capabilities
operational within four months be acceptable?
Answer: Product should be operational in four months.
63. What acceptance testing, training, documentation, and operational readiness milestones must be
completed before the system is considered fully functional?
Answer: The solicitation requires the contractor to test the validity of data, data relationships, all
system functions, and interfaces before go-live, with the stated goal of 100% functionality. It also
requires an implementation matrix and ongoing technical support.
Authentication and single sign-on
64.Authentication - Section 6.1. Which authentication and federation protocols are permitted? Will
SAML or OpenID Connect single sign-on integrated with The Citadel's identity provider satisfy
Section 6.1?
Answer: Requirement 6.1 will be "Software needs to be Microsoft Entra ID SSO login compatible."
65. What identity management and single sign-on technologies must be supported, such as Microsoft
Entra ID, Active Directory, SAML, or OpenID Connect?
Answer: Requirement 6.1 will be "Software needs to be Microsoft Entra ID SSO login compatible."
Cybersecurity, data residency, and support
66.Support Access and Data Location. Does the continental-U.S. restriction apply to all remote
support personnel who access government information?
Answer: See Appendix E
67.Incident and Support Targets. What response and resolution targets apply to routine support,
emergency support, and security incidents, in addition to the stated 24-hour security incident
notification requirement?
Answer: See Appendix E
68. What cybersecurity requirements apply to the solution, including data encryption, vulnerability
management, audit logging, backup, and disaster recovery?
Answer: See Appendix E.
69.Are there specific data residency, accessibility, or security compliance standards that the proposed
solution must satisfy?
Answer: Answer: See Appendix E
70. What existing systems beyond Ellucian Banner must integrate with the CMMS, including GIS,
building automation, access control, or document management systems?