RFI 25-08 Maintenance Software

The NYS Division of Military and Naval Affairs (DMNA) is seeking information about a web based Computerized Maintenance Management System (CMMS). The software program will support requests for repairs, services and preventative maintenance. The estimated total of 140 buildings will need to be incorporated into the Computerized Maintenance Management System (CMMS).

Purpose and Objective:

The purpose of this Request for Information (RFI) is to acquire information regarding software options that are available in the marketplace and develop an appropriate solicitation, if determined appropriate by DMNA. THIS IS NOT A BID.

The objectives of this RFI are to:

1. develop a general understanding of vendor system features and capabilities across the marketplace
2. obtain vendor feedback regarding deployment models, leading practices and pricing structures to assist development of a bid document if DMNA determines a bid is appropriate.
3. solicit vendor’s perspective on best practices for adopting such a platform
4. identify future directions for programming technology and appropriate timelines
5. identify any equipment requirements and associated service and support options for that equipment

SCOPE OF REQUEST:

DMNA is seeking information about a web-based Computerized Maintenance Management System (CMMS). The software program will support requests for repairs, services and preventative maintenance.

The CMMS is needed to track work requests, estimated and actual costs spent on each work order, recorded maintenance history, time management, and inventory management. The system needs to have some form of labor and cost tracking for work orders that can be used to auto-fill an Excel created purchase request form.

The ability to create and run reports is a must as we will be heavily utilizing the system and need some method of pulling the data that we are tracking. Reports must be simple and able to be printed in a clean organized format. We would also like to be able to download the reports and/or charts to a .csv file format.

The primary factors that will help make our decision will be:

• The level to which the software meets our requirements
• A tier-based (four or greater) approval system for work requests/purchase requests
• A browser-based system
• Ease of use for a novice user
• Extensive reporting capabilities for multiple reports and filters
• Flexibility of user defined fields (rename categories, add/remove categories, )

ADDENDUM #1

Addendum # 1 has been attached to this advertisement and includes additional requirements.