Computerized Maintenance Management System

REQUEST FOR PROPOSALS
COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM
DEPARTMENT OF WATER MANAGEMENT

CITY OF DURHAM
NORTH CAROLINA
JUNE 2012
1
DRAFT for review purposes only. Use of contents on this sheet is subject to the limitations specified at the end of this document.
DWM CMMS RFP revFinal 061412.docx
Request for Proposals for Computerized Maintenance Management System

City of Durham, Department of Water Management
Section 1
REQUEST FOR PROPOSALS
Computerized Maintenance Management System

June 2012
I.
INTRODUCTION
Through this RFP, the City of Durham Department of Water Management (DWM) is
soliciting Proposals from vendors to provide software and professional consulting services
for a new utility Computerized Maintenance Management System (CMMS) for functions
relating to maintenance of the following DWM asset categories:
Lake Michie and Little River reservoirs, dams and raw water pump stations
Williams Water Treatment Plant (WTP) and Brown WTP
Booster Pump Station
Elevated Tanks
North Durham Water Reclamation Facility (WRF) and South Durham WRF
61 wastewater lift stations throughout collection system
DWM Mist Lake Facility, 1600 Mist Lake Drive
City of Durham closed landfill facility
Currently, DWM does not utilize a CMMS for these assets, but uses a Microsoft Access
database to document limited information about asset-related work and for warehouse
inventory transactions. As a part of this project, DWM will implement a CMMS for these
asset groups to improve its maintenance processes and overall level of service.
The new CMMS will run as a web-based application using MS SQL Server for the database
engine. Users will access the CMMS from Windows workstations operating on the City of
Durham Local Area Network (LAN) as well as mobile devices operating throughout the
service area and connected to the LAN via cellular telephone networks.
DWM intends to contract with a Vendor/Implementer (CMMS Vendor) to furnish software
and services to fully implement the new CMMS. CMMS Vendors that wish to be considered
for this work must submit the information requested, and (if invited) perform a software
demonstration as outlined in this RFP.
The City anticipates that the conclusion of the RFP process will be a contract between the
City and the CMMS Vendor under which the CMMS Vendor shall provide the services to
complete the project.
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II.
Section 2
SUBMITTAL PROCEDURES
A.
CONTACT PERSON FOR QUESTIONS
All questions related to this RFP are to be submitted to the following contact person. To
assure consistent information is disseminated to all proposers, questions related to this RFP
are to be asked to members of City staff only with the knowledge and consent of the contact
person named below.
The contact person for questions is:
C. Jeff Adkins, P.E.
Brown and Caldwell
5430 Wade Park Boulevard, Suite 200
Raleigh, North Carolina 27607
919-424-1445 (phone)
919-233-0144(fax)
jadkins@brwncald.com
B.
RFP SCHEDULE
The following timeline contains the tentative dates of major milestones related to this RFP
and the subsequent process required for City Council approval of the master agreement
contract.
Table 2-1. Activities and Due Dates
Activity
Due Date
Issue Request for Proposal
June 18, 2012
Proposal Submittals Due
July 26, 2012
Software Demonstrations for

Shortlisted Vendors
Approximately August 25, 2012
Preferred CMMS Vendor Selected
Approximately September 10, 2012
Contract Award / Notice to Proceed
January 2, 2013 (Estimated)
Based on the SOQs submitted, the City will notify the short-listed CMMS vendors with an
invitation to perform a CMMS demonstration.
C.
PRE-SUBMITTAL CONFERENCE
CMMS Vendor firms that are interested in submitting a Proposal are strongly encouraged to
participate in a non-mandatory pre-submittal telephone conference call on July 2, 2012, at
10:30 am. Attendees should be familiar with this RFP. The meeting will include an overview
of the project, review of RFP submittals and SDBE requirements. Vendors interested in
participating in this telephone conference call should contact Jeff Adkins of Brown and
Caldwell, email jadkins@brwncald.com, telephone 919-424-1445, for access information.
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Section 2
D.
NUMBER OF SUBMITTALS AND COVER LETTER
Proposer should submit ten (10) copies of their Proposal. The Proposal should contain a
cover letter, signed by a principal in the firm, indicating title and should contain the following
statements:
The undersigned has the authority to submit this Proposal on behalf of
_____________________ in response to the Request for Proposals, dated June 18,
2012, of the City of Durham, and if applicable, and addenda numbers _____. This
Proposal is not an offer, and the Proposer retains the right to refuse to enter into a
contract with the City for this project.
I, _______________________________ affirm that I have not engaged in collusion with

any City employee(s), other person, corporations or firms relating to this bid, proposals or
quotations. I understand collusive bidding is a violation of state and federal law and can
result in fines, prison sentences and civil damage awards.
Signature: ______________________________
Proposers shall also submit one scanned copy of the signed proposal on a CD in PDF
format.
E.
DEADLINE FOR SUBMITTALS
Submittal should be received on or before 4:00 p.m., July 26, 2012, at the following address:
City of Durham
Department of Water Management
1600 Mist Lake Drive
Durham, North Carolina 27704
Attention: Simon Lobdell, PE
F.
SOFTWARE DEMONSTRATIONS
Following evaluation of the proposals, the City will select the top two or three scored CMMS
Vendors (shortlist) to perform a required, in-person demonstration of their proposed solution.
The location for the demonstration is at the administrative offices of DWM, 1600 Mist Lake
Drive. CMMS Vendors will be notified approximately two weeks prior to the date of
demonstrations. Subject to the Citys approval, the CMMS Vendor may request an alternate
site within a one-hour drive of that location if necessary for a live demonstration.
DWM requires a demonstration using the actual software with example data. Reproductions
of display screens, diagrams, and paper handouts will be acceptable for explanations of minor
features, technical background, or other supplemental information. The vendor will be
required to demonstrate, through operation of the software, how the software supports the
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Section 2
desired functionality. Specific demonstration scenario instructions will be provided to shortlisted vendors upon notice of shortlisting.
Following the demonstration, CMMS Vendors may be requested to provide additional
information regarding the proposed products or services. Vendors may request up to one
week to respond to such requests for additional information.
F.
DISCRETION OF THE CITY
The City of Durham reserves the right to reject any or all Proposals. NOTWITHSTANDING
anything to the contrary in this document or in any addenda to this document, unless the
provision refers specifically to this provision, the City reserves the right (i) to negotiate
changes of any nature with any firm proposing to do the work with respect to any term,
condition, or provision in this document and/or in any Proposal, whether or not something is
stated to be mandatory and whether or not it is said that a Proposal will be rejected if certain
information or documentation is not submitted with it, and (ii) to enter into an agreement for
the work with one or more firms that do not submit Proposal. All deadlines are for the
administrative convenience or needs of the City and may be waived by the City in its
discretion.
G.
PROHIBITED CONTACT
Proposer and proposer staff members are prohibited from contacting any member of the City
of Durhams staff regarding this proposal. All questions or requests for clarification of the
project scope shall be submitted in writing to the Contact person listed above. All questions
regarding Department of Equal Opportunity/Equity Assurance (EO/EA) matters shall be
submitted to the EO/EA Department directly at the address and contact provided in the Equal
Business Opportunity Program documentation.
III.
SUBMITTAL CONTENT REQUIREMENTS

The submitted proposal should be a maximum of 45 pages in length, 12 point font (excluding
cover, title sheets, dividers, EO/EA submittal documentation, general product literature as
defined in paragraph III.G, etc.) The 45-page limit for the submitted proposal includes
resumes for individual project team members as defined in paragraph III.D, which shall not
exceed three (3) pages each. The proposal shall provide the following information and be in
the format listed below.
A.
SOFTWARE TECHNICAL SOLUTION
The Proposer shall describe how CMMS Vendors system meets the requirements as set forth
in Section IV (Software Functional Requirements, Integration Requirements Existing,
Integration Requirements Future, and Reporting and Data Extraction).
B.
SERVICES SOLUTION
Describe CMMS Vendors approach to the scope of work as defined in Section 4.4
(Implementation Services Requirements). Approach should be structured along the following
topics:
Project Management and Project Plan Development

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Section 3
Installation and Configuration

Data Loading
Training
Testing
Startup Assistance
CMMS Vendors approach must identify all major tasks, project deliverables, start and end
dates (in days from project start), planned meetings and reviews of work products, and any
other information that will assist in planning and tracking this project successfully.
Include a proposed detailed schedule with task and milestones, addressing all of the service
elements listed in Section IV. Describe any scope of work assumptions made, such as
maximum quantities (e.g., number of trainees), maximum level of effort (e.g., limited manhours for a task), or maximum time frame (e.g., up to a week of effort on a task). The
approach must specifically identify the assumed involvement and resources from City staff.
Also include discussion of proposed post-implementation support as defined in Section IV
(Support Services Requirements).
C.
VENDOR BUSINESS INFORMATION
The Proposer shall furnish information about the CMMS Vendor, including:
Employee count each year for the past 5 years
Breakdown of employees by: product development, sales, and support
Primary locations (both sales and support, if different)
Annual & net revenue for each of the past 5 years derived from sales and support of the
product.
Revenue derived from the sale of other products not directly related to the product in
question not to be included.
Number of new customers* each year for past 5 years
Current number of total customers*
Current number of water utility and/or wastewater utility customers*
Acquisition or merger activity during the past 5 years

*Customers are defined as independent businesses currently using specified product (not
including customers using another product offered by the vendor)
If a team of vendors has been proposed, include information on each vendor, and furnish a
team organization chart clearly indicating the lead vendor.
If the CMMS Vendor is a private company, please indicate if above information will be
provided under a non-disclosure agreement.
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Section 3
D.
PROJECT TEAM
The Proposer shall provide an organizational chart indicating roles and reporting
relationships for key personnel on the team. It is preferred that the vendor clearly indicate the
Project Manager who will have day-to-day responsibilities for the duration of the contract.
Describe how the team will interact and communicate with DWM staff.
Provide resumes, with home office location, for all members of the team as described above.
Indicate if any of the proposed team members were associated with the reference projects
provided, and specifically what their responsibility was on each of those projects. Each
resume should be limited to no more than three (3) pages per person and be organized
according to the following:
Name and Title

Professional Background
Current and Past Relevant Experience
Relevant Training
Include two (2) references for each key personnel member on similar projects.
Include the role and responsibilities each key team member will perform on this project.
All proposed key personnel shall have at least three (3) years work experience with CMMS
implementation projects similar to the proposed work. Provide a brief summary of current
and future workload for the proposed Project Team members.
E.
REFERENCES
The Proposer shall furnish at least three references of customers who are using the software
(same version is preferred) as proposed for DWM. Provide a description of the project,
contact information for individual in the customer organization responsible for the project,
and start and live dates of installations. DWM requires the references provided be
vendors active water or wastewater utility customers, preferably in the eastern United States.
F.
BUDGET ESTIMATE
The Proposer shall furnish a budget estimate that fully reflects the vendors understanding of
the project requirements as described in this RFP by providing answers in the appropriate
designated areas in Appendix A Budget Estimate. All items in Appendix A must be
completed. The annual maintenance agreement will commence upon acceptance of the
CMMS by DWM.
G.
GENERAL PRODUCT LITERATURE
As a separate document to vendors proposal, the Proposer shall furnish general information
about the CMMS product, including brochures, specifications and white papers. Such
material may be furnished in either electronic or hardcopy format. The product information
should include a list of standard reports and a brief example of the more common reports if
possible. General product literature included in the submittal proposal does not count towards
the 45 page limit.
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Section 3
H.
SMALL DISADVANTAGED BUSINESS ENTERPRISE (SDBE)
The completed SDBE forms as specified in the Equal Business Opportunity Program portions
of this RFQ. SDBE Forms included in the submitted proposal are not counted toward 45
page maximum.
IV.
SCOPE OF SERVICES
In the context of this project, the primary users of the CMMS will be Water Reclamation,
Plant Engineering and Maintenance, and Water Supply and Treatment. The expected number
of users is approximately 66, itemized by functional group in Table IV-1.
Table IV-1. CMMS System User Counts
Category
Functional Group
# Primary Users
Plant Engineering & Maintenance
Administration and Managers,

including Planner/Scheduler
Supervisors
Plant Maintenance Crews, Crew

Leaders
25
Pump Station Maintenance Crews,

Crew Leaders
Warehouse
Plant Engineering & Maintenance Subtotal
46
Water Supply and Treatment
Operations
Wastewater Treatment
Operations
Utility Engineering
Engineering
Technical Solutions
IT Support
Administration
Administration and Support Staff
Total Primary Users
66
Note: All cited numbers are approximate.
A.
TECHNICAL REQUIREMENTS
DWM will require a web-based solution with mobile computing options. The Citys
Department of Technology Solutions (TS) maintains the Citys servers. Although many of
the servers are virtualized, this project may require physical servers for the application and
database. The requirements for the servers and application software are identified below:
Windows Server operating system
SQL Server database
8

Integrate with Microsoft Office Tools
Simultaneous, multi-user access, with record locking
Section 4
Proposals shall identify the versions of the software supported by the CMMS Vendors
product.
Software Licensing and Hardware Requirements
The estimated use of the CMMS is outlined in Table IV-1. If CMMS seat licensing is
available, Vendors proposal shall address cost per seat license. Concurrent or site licensing
options are preferred. A 12-month minimum warranty for software and services shall be
provided. Annual service maintenance fee shall include the cost of CMMS software
upgrades.
The selected vendor shall provide all software required for complete system implementation.
Costs for all required software licenses shall be included in the cost estimate. The submittal
must include:
The name(s) of all software proposed to use, and core functionality
The number of server(s) required and the purpose of the server
The hardware platform and operating system the client software runs on
For each server, vendor shall provide a recommended hardware specification.

DWM plans to include a limited field use trial of up to 4 mobile computing devices
compatible with the vendors CMMS product in the initial project phase. Vendor shall
provide manufacturer/model of three platforms supported by their CMMS product. City will
provide the mobile computing devices for installation of Vendor mobile-capable product.
B.
FUNCTIONAL REQUIREMENTS
Table IV-2 provides general functional requirements.
Table IV-2. CMMS Functional Requirements

Functional
Area
General
Requirements
Requirements for CMMS Functionality
User-friendly screen/menu layout; straightforward data entry for end users
User interface configurable to users individual profile
Appropriate security safeguards including required usernames and

passwords for User access
ODBC/COM/LDAP/DMA compliant
User is able to distinguish between mandatory and optional data entry fields
User can drill down from high-level view to individual activity detail
Able to customize and create user definable fields

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Section 4

Functional
Area
General
Requirements
(continued)
Work
Management
Able to create new forms, edit standard data entry form
Online help at screen/data field level, with Help Menu and Index of Topics
Detailed error messages
Able to undo actions and data entry
Live telephone support remote diagnostics offered
Able to manage all aspects of the work process including planning,

preparing, and performing corrective and preventive maintenance
Straightforward processes to create, complete and close work requests and

work orders, readily customizable to DWM work processes. Able to record
and report all relevant details of the work order
DWM supervisors, based on CMMS user profile, are able to review and
validate work and service requests
Supports planning and scheduling work ahead of failure, following PM

requirements (which can be readily integrated into work order content),
warranty information, maintenance history and frequency
Able to schedule maintenance based on a number of parameters (calendar,

run time, etc.) and allow the maintenance schedules to slide based on these
parameters. For example, if a preventive maintenance activity is performed
after its scheduled date, the date for the next scheduled activity should be
based on when the work was performed, not the original due date.
Able to produce weekly reports to provide the status of ongoing work and
permit DWM staff to identify problem areas
Able to create and prioritize new and existing preventive and corrective
work orders.
Provides access to asset-related and work-related information across utility
Support and document established approval protocols for work requests and
work orders. Able to present Users pending actions (e.g., work request
approvals, crew assignments, work order approvals) in a to-do list
Able to suggest pending PMs which can be accomplished with unplanned

Work Order
Able to track Work Orders performed by Contractors
Includes graphical schedule and supports crew workload leveling
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Section 4

Functional
Area
Inventory
Management
Data/Records
Management
Able to reserve and issue stock parts and materials to maintenance crews
Track materials and tools used by DWM maintenance crews on work orders
Monitor stock levels and support for periodic physical counts, including
audit trail for inventory adjustments
Able to prompt warehouse staff action when stock quantities reach minimum
levels established individually for each stock item
Support for multiple storage locations and mobile inventory
Able to produce vendor/contractor performance reports
Supports data reporting and analysis through standard and custom

queries/reports
Assets can be linked to electronic files of O&M documentation, as-built

drawings, photographs and video to the asset through CMMS for reference
Supports tracking of DWM staff training and certification records
Able to import data from ASCII/Excel, and export data to ASCII/Excel
In new asset setup, able to copy asset descriptions from existing asset
Able to create and maintain a register of DWM assets and track their
associated work order history
Track critical asset attributes such as asset types, locations, nameplate data,
condition, criticality installation date, cost and expected service life
Adjusting and reporting effective service life in CMMS based on field

observations and condition ratings
Creating user specific reports from CMMS
Support tracking of data needed to measure key performance indicators

(KPIs) representative of established levels of service
Supporting periodic review of levels of service versus targets
Support tracking and reporting of asset condition ratings
Produces reports to facilitate warehouse inventory audit
Produces periodic reports of performance against KPIs and other metrics

for management and analysis
Able to support asset failure analysis
Asset
Management
Level Of Service
Continuous
Improvement
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Section 4

Functional
Area
Capable of documenting and maintaining accurate inventory counts and

value in warehouses and other parts-storage locations
Uses asset replacement value cost method for parts valuation
Supports estimated average labor requirements for work orders by type to be

maintained in CMMS
Populates cost-related fields of CMMS work orders
Capable of supporting Disaster Recovery Institute procedures and FEMA

reimbursement protocols
Cost Control
System
Integration
C.
Able to track multiple asset warranty information and claims for each asset
Utilizes and encourages ongoing development of applications protocol

interfaces (APIs) between CMMS and other software applications used by
DWM
Supports long-range goals for linkage between CMMS and other

applications
Able to utilize GIS locator in inventory management and work management
CMMS Work Management functionality fully accessible through mobile

computing interface
Supports bar-code readers to populate data fields
REPORTING
Standard Reports
The CMMS shall provide an interface for creating, storing and selecting from a set of
standard reports. At a minimum, the functionality defined in Table IV-3 should be addressed
by the reporting capabilities of the CMMS, either as standard reports or as custom reports
developed by the CMMS Vendor as part of the scope of this project. These reports should be
able to be viewed on screen, sent to a printer, or exported to a PDF format file.
Custom Reports and Dashboards
The CMMS shall provide an interface for creating, storing or retrieving custom queries and
reports that can then be shared among users or accessible only to specific users or groups of
users. The results of these queries should be able to be displayed on screen, sent to a printer,
or exported to a PDF format file.
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Section 4
The CMMS provide for end users, who may have no prior database experience, to create,
store, and recall custom queries and present the results through a simple-to-use interface and
have the ability to produce custom reports.
Data Extract
Custom queries should be able to be configured as a data extract process. This data extract
process should provide the option of selecting from several standard extract formats such as
CSV, delimited text, Microsoft Excel spreadsheet, or Microsoft Access database.
Table IV-3. CMMS Report Table
Report Description
Frequency
Report Objective
Users
Work Activity by
Maintenance Crew
Weekly,
Quarterly,
Annual
General understanding of work performed by

crews
Supervisors
Incomplete Work Orders
Weekly,
Quarterly
Raise profile of incomplete work, to

encourage prompt completion
Supervisors
Work Backlog Report
Monthly
Document average response time from new

work order creation to work-in-progress
Supervisors
Total work performed (by

asset type, problem/activity
code, facility)
Monthly
General understanding of work performed
Managers
Work order cost detail (by

facility)
Monthly
To raise profile of cost to maintain assets
Supervisors
Asset maintenance cost (by

asset)
Monthly
To raise profile of assets with high cost to

maintain
Supervisors,
Engineers
Work order frequency by

asset
Quarterly,
Annual
Determine assets with chronic maintenance

problems
Supervisors,
Engineers
Work order frequency by

Problem Code
Quarterly,
Annual
Determine chronic maintenance problem types
Supervisors,
Engineers
Mean time between asset

failure
Quarterly,
Annual
Monitor trends with assets whose time

between failures is decreasing
Supervisors,
Engineers
Treatment Plant work

orders by system
Quarterly,
Annual
Monitor trends of treatment plant maintenance

issues by system
Supervisors,
Engineers
Lift Station work orders by

LS No./Name
Quarterly,
Annual
Monitor trends of wastewater lift station

maintenance issues by station
Supervisors,
Engineers
Inventory Parts
Transactions, by Facility &
Crew
Quarterly,
Annual
Monitor parts value in transactions, trends in

parts use
Warehouse,
Supervisors
Asset condition summary
Quarterly,
Annual
Summarize observed condition for DWM

assets
Supervisors,
Engineers
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Section 4
D.
INTERFACES
The initial project phase does not require interface between the following other City-operated
systems, but the vendor shall demonstrate its CMMS product is capable of future interfaces
with the systems indicated below with an asterisk (*). For each potential future interface
listed below, vendor shall provide evidence of the number of previously-completed, operating
interfaces, along with the following: name and contact information for a reference where the
interface was provided; and how the interface is achieved.
Customer Information System (MUNIS)*
SCADA*
GIS*
Document management system
E.
IMPLEMENTATION SERVICES
The vendor will be required to provide a turnkey installation of software and services. It will
be the selected vendors responsibility to monitor, pay and resolve any issues with regards to
any subconsultants or vendors that are part of their team.
Project Management
The vendor will define, in a written plan, the tasks, milestones, schedule, deliverables,
communication, and staffing/management of the CMMS implementation project. The plan
should include an appropriate implementation strategy for the CMMS during development
and production. Monthly electronic progress reports will be submitted by the vendors
project manager to document progress and track time and costs versus budget.
Software Installation and Configuration
The vendor will assist DWM in establishing a team comprised of management, technical, and
user resources to be involved in the installation and implementation of the CMMS. The
vendor will install any packaged or developed application software on servers provided by
DWM/TS. The vendor will make provisions for separate development, testing and production
environments. DWM/TS will provide a VPN connection to the servers to facilitate remote
access by the vendor.
Software Installation The vendor will install the application software on the servers
provided by DWM. The vendor will install and configure the end-user concurrent licenses of
the application software on CMMS user workstations (ref. Table 3-1).
Software Configuration The vendor will modify screens, menus and reports, and generally
configure the software wherever necessary to meet DWM functional requirements.
Configuration of the system will not include any custom programming unless pre-approved in
writing by DWM.
Data Loading
The vendor will assist DWM with identifying existing DWM data to be loaded onto the
CMMS. Specifically, DWM plans to prepare an asset hierarchy indicating assets and
location/sublocation/system for assets in the facilities identified in Section 3.1, warehouse
parts descriptions, and asset maintenance plans, and export it into CSV, fixed ASCII, or
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Section 4
Access files based on the format provided by the vendor. The vendor is responsible for
providing the file definition, importing the data into the new CMMS, and verifying the data
loading as been completed.
Legacy Data Migration
DWM currently maintains separate Access databases for warehouse inventory and limited
work history on assets. The vendor will work with DWM to identify the inventory and work
history data to be migrated to the CMMS. For purposes of this RFP, it can be assumed that
no more than 10,000 records will need to be migrated.
Testing and Training
Testing - The vendor will develop a system acceptance testing plan based on the functional
requirements defined in the eventual contract. This plan must be approved in writing by the
DWM project manager. Acceptance of the system will be based on the successful
completion and subsequent written signoff by DWM. Final acceptance of the system
installation is expected to take place within 2 months after go-live.
Training - The vendor will conduct training on-site for City staff that will administer and use
the CMMS. The vendor shall include in their proposal a training plan, including user group
levels, course duration, course description, and any course pre-requisites. Proposed training
costs shall include costs of on-site training with a maximum class size of 10 students for
hands-on classes. DWM will provide the training facilities, including requisite PCs and
projection capabilities.
The training should offer separate classes for a minimum of four types of users: system
administrators, maintenance supervisors and managers, maintenance and operations staff, and
planner/schedulers. System administrator training should encompass application software
administration, software configuration, performance optimization, and application
programming interfaces/scripts. Supervisor training should encompass workflow
management, asset creation, service requests/work order creation, and standard/custom
reports and queries. Staff level training should encompass workflow management, asset
creation, service requests/work order creation, mobile application of the CMMS, and
standard reports. Planner/scheduler training should encompass workflow management, asset
creation, service request creation, and standard/custom reports and queries.
Estimated required user training student counts are:
System administrators 3
Supervisors and managers 12
Maintenance and operations staff:
Plant Engineering and Maintenance 31
Water Supply and Treatment, Wastewater Treatment 13
Planners/Schedulers:
Plant Engineering and Maintenance - 1
Engineering Services 3
Administration - 3
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Section 4
Go-Live Support
The vendor will provide support services to DWM during and after the deployment of the
CMMS. At the time of moving the system into a production, live environment, the vendor
must deploy at least one project team member to be onsite for a mutually-agreed period of
time. The person(s) onsite must have had significant involvement throughout the project and
a thorough understanding of the system configuration. The vendor must provide ongoing
maintenance support in the form of help desk support, system patches and regular system
upgrades based on a defined ongoing maintenance agreement.
V.
EVALUATION CRITERIA
Selection of the CMMS Vendor will be based on the following:
General approach to carrying out the scope of work;
Past experience with and record of performance on similar projects, including

CMMS software functionality, implementation services, customization, training,
quality of work and ability to meet schedules;
Qualifications of the proposed project team, which includes education,

background, credentials, work experience, specialized experience and technical
competence of all key team personnel;
CMMS Vendor business information;
Best interests of the City
The Evaluation Criteria are intended to be used to make a recommendation to the City
Manager or City Council who will award the contract, but who is not bound to use these
criteria or to award to a firm on the basis of the recommendation. Further, the City reserves
the right to vary from this procedure as it determines to be in the Citys best interest.
VI.
LICENSURE
The City may reject proposals from persons, firms, or corporations that lack a privilege
license for proposed services. This project does not require State required licensure for
Engineering, Architecture or Land Surveying.
VII.
EQUAL BUSINESS OPPORTUNITY PROGRAM

It is the policy of the City to provide equal opportunities for City contracting for small firms
owned by socially and economically disadvantaged persons doing business in the Citys
Contracting Marketplace. It is further the policy of the City to prohibit discrimination against
any firm in pursuit of these opportunities, to conduct its contracting activities so as to prevent
such discrimination, to correct present effects of past discrimination and to resolve
complaints of discrimination. This policy applies to all professional services categories.
16

Section 6
The goals for this project are 0% M/SDBE and 0% W/SDBE. In accordance with the
Ordinance, all contractors are required to provide with their submitted proposals the
information requested in the SDBE Professional Services Forms package (Appendix B).
Proposals that do not contain the appropriate, completed Professional Services Forms will
be deemed non-responsive and ineligible for consideration. The Declaration of
Performance, Participation Documentation, Managerial Profile, Equal Employment
Opportunity Statement and the Employee Breakdown documents are required of all
contractors. In lieu of the Employee Breakdown, contractors may submit a copy of the
current EEO-1 form (corporate basis). The Letter of Intent to Perform as a Subconsultant/Subcontractor must be completed for SDBEs proposed to perform on a contract.
This form must be submitted with the proposal. The SDBE Goals Not Met/Documentation
of Good Faith Efforts form must be submitted if the goals are not met. The Post Proposal
Submission SDBE Deviation form is not applicable at this time.
The Department of Equal Opportunity/Equity Assurance is responsible for the Equal
Business Opportunity Program. All questions about SDBE Professional Services Forms
should be referred to Deborah Giles or other department staff at (919) 560- 4180.

APPENDIX A BUDGET ESTIMATE WORKSHEET

Appendix A
Budget Estimate
Part 1 - Initial Costs (non labor)
Description
Dollars
Comments
Dollars
Comments
Software License Costs

Additional (3rd Party) Software
License Costs
Expense Cost (travel, lodging, per
diem)
Markup on Expenses
Subconsultant 1 Costs
Subconsultant 2 Costs
Markup on Subconsultants
Other Costs 1
Other Costs 2
Total:
Part 2 - Initial Costs (labor)

Description
Project Management and Project
Plan Development
Installation and Configuration
Data Loading/Migration
Training
Testing
Startup Assistance
Other Costs 1
Other Costs 2
Other Costs 3
Total:
Daily Rate for Additional Services
Daily Rate for Additional Training
(complete part 4-Training)

Part 3 - Recurring Costs

Description
Software Maintenance and Support
Costs, Years 1 - 3
3rd Party Software Maintenance and
Support Costs, Years 1 - 3
Other Recurring Costs 1
Dollars
Comments

Total:
Part 4 Training Class Descriptions

Course Description
Course Length
Max # of
Students per
Class
# of Staff
Trained

APPENDIX B EQUAL BUSINESS OPPORTUNITY

PROGRAM
Page 21 of 37

EEO PROVISIONS
During the performance of this Contract the Contractor agrees as follows:
a. The Contractor shall not discriminate against any employee or applicant for
employment because of race, color, religion, sex, national origin, political affiliation
or belief, age, or handicap. The Contractor shall take affirmative action to insure that
applicants are employed and that employees are treated equally during employment,
without regard to race, color, religion, sex, national origin, political affiliation or
belief, age, or handicap. Such action shall include but not be limited to the following:
employment, upgrading, demotion, transfer, recruitment or advertising, layoff or
termination, rates of pay or other forms of compensation, and selection for training,
including apprenticeship. The Contractor shall post in conspicuous places, available
to employees and applicants for employment, notices setting forth these provisions.
b. The Contractor shall in all solicitations or advertisements for employees placed by or
on behalf of the Contractor, state that all qualified applicants will receive
consideration for employment without regard to race, color, religion, sex, national
origin, political affiliation or belief, age, or handicap.
c. The Contractor shall send a copy of the EEO provisions to each labor union or
representative of workers with which it has a collective bargaining agreement or other
contract or understanding.
d. In the event of the Contractor's noncompliance with these EEO provisions, the City
may cancel, terminate, or suspend this contract, in whole or in part, and the City may
declare the Contractor ineligible for further City contracts.
e. Unless exempted by the City Council of the City of Durham, the Contractor shall
include these EEO provisions in every purchase order for goods to be used in
performing this contract and in every subcontract related to this contract so that these
EEO provisions will be binding upon such subcontractors and vendors.
NONDISCRIMINATION PROVISION
"The City of Durham opposes discrimination on the basis of race and sex and urges all of its
contractors to provide a fair opportunity for minorities and women to participate in their work
force and as subcontractors and vendors under city contracts."
Rev. 11/95
Page 22 of 37

CITY OF DURHAM
SMALL DISADVANTAGED BUSINESS
ENTERPRISE PROGRAM
PROFESSIONAL SERVICES FORMS
Revised 06/08
Mailing Address:
Street Address:
101 City Hall Plaza

Phone: 919-560-4180
Facsimile: 919-560-4513
302 East Pettigrew Street, C-180

Page 23 of 37

CITY OF DURHAM EQUAL BUSINESS OPPORTUNITY PROGRAM
Policy Statement
It is the policy of the City to provide equal opportunities for City contracting to small firms owned by
socially and economically disadvantaged persons doing business in the Citys Contracting Marketplace. It
is further the policy of the City to prohibit discrimination against any firm in pursuit of these opportunities,
to conduct its contracting activities so as to prevent such discrimination, to correct the present effects of
past discrimination and to resolve complaints of discrimination.
Goals
To increase the dollar value of all City contracts for goods and services awarded to small disadvantaged
business enterprises, it is a desire of the City that the contractor will voluntarily undertake efforts to
increase the participation of socially and economically disadvantaged individuals at higher skill and
responsibility levels within non-minority firms engaged in contracting and subcontracting with the City.
The Equal Opportunity/Equity Assurance Director shall establish project specific goals for each project or
contract based upon the availability of small disadvantaged business enterprises (SDBEs) within the
defined scope of work, delineated into percentages of the total value of the work.
Page 24 of 37

Equal Business Opportunity Ordinance

SDBE Participation Documentation
If applicable information is not submitted with your proposal, your proposal will be deemed nonresponsive.
Declaration of Performance must be completed and submitted with your proposal.
SDBE Participation Documentation must be used to document participation of Small Disadvantaged
Business Enterprise (SDBE) on Professional Services projects. All SDBEs must be certified by the City of
Durhams Equal Opportunity/Equity Assurance Department prior to submission date. If a business listed
has not been certified, the amount of participation will be reduced from the total utilization.
Managerial Profile must be used to list the managerial persons in your workforce who will be participating
in this project.
Equal Employment Opportunity Statement for your company must be completed and submitted with
your proposal.
Employee Breakdown must be completed and submitted for the location providing the
service/commodity. If the parent company will be involved in providing the service/commodity on the City
contract, a consolidated employment breakdown must be submitted.
Letter of Intent to Perform as a Sub-consultant/Subcontractor must be completed for SDBEs
proposed to perform on a contract. This form must be submitted with the proposal.
Post Proposal Submission SDBE Deviation
Post proposal submission SDBE deviation participation documentation must be used to report and
deviation from SDBE participation either prior to or subsequent to startup of the project. The Equal
Opportunity/Equity Assurance Department must be notified if the proposed sub-consultant/subcontractor
is unable to perform and for what reasons. Substitutions of sub-consultants/subcontractor, both prior to
and after awarding of a contract, are subject to City approval.
SDBE Goals Not Met/Documentation of Good Faith Efforts
It is the responsibility of consultants/contractors to make good faith efforts. Good Faith Efforts means the
sum total of efforts by a particular business to provide equitable participation of socially and economically
disadvantaged employees and sub-consultants/subcontractors.
Whenever contract alternatives, amendments or extra work orders are made individually or in the
aggregate, which increase the total value of the original contract, the consultant must make a good faith
effort to increase SDBE participation such that the amounts subcontracted are consistent with the
established goals.
Page 25 of 37

SELECTION OF CONSULTANTS/CONTRACTORS
FOR ARCHITECTURAL/ENGINEERING
AND OTHER PROFESSIONAL SERVICES
Goal
The purpose is to provide Small Disadvantaged Businesses equal opportunities for participation on
City of Durham contracts.
Definition of the Scope of the Selection Policy
The Equal Opportunity/Equity Assurance Director shall establish SDBE participation goals for
each contract to be awarded by the City. Project specific goals for each project or contract will be
based upon the availability of small disadvantaged business enterprises (SDBEs) within the defined
scope of work, delineated into percentages of the total value of the work.
In addition to SDBEs specifically certified by the City and listed in a database maintained by
the EO/EA Department, the City of Durham may consider a formal certification of another entity to
determine whether an applicant meets requirements of the Equal Business Opportunity Program,
provided that the City Manager or designee determines that the certification standards of such entity
are comparable to those of the City. The City of Durham has determined that the following
certifications are comparable to its own and may be used by bidders/proposers: North Carolina
Department of Transportation (N.C. DOT), United States Small Business Administration (U.S. SBA)
and Raleigh-Durham Airport Authority (RDU).
In lieu of SDBEs listed in its SDBE System, the City of Durham will accept women and
minority firms certified by N.C. DOT, U.S. SBA and RDU as meeting its SDBE goal requirements
provided the bidder/proposer submits evidence that the firm is currently certified by one of the stated
entities at the time of bid/proposal. Failure to provide evidence of certification may disqualify the
firms participation for the purpose of meeting SDBE goals.
Any firm submitted in this manner will be contacted and urged to complete an abbreviated
certification process with the City of Durham. For purposes of this document and associated forms,
any reference to a City Certified SDBE, an SDBE certified by the City or similar reference shall
include reference to a qualified women or minority owned firm certified and approved in accordance
with the above paragraphs, even where specific reference is made to the City SDBE database.
Small Disadvantaged Business Proposal Requirements
The prime consultant/contractor shall submit a proposal in accordance with the City of Durhams
request for Proposal. In addition, the prime consultant/contractor must submit all required
Professional Services SDBE Forms.
Selection Committee for Professional Services
A selection committee shall be established to be composed of the following: City Manager or a
designated representative of this office; Director of Finance or a designated representative of this
office; department head responsible for the project; City Engineer if engineering services are involved;
the Equal Opportunity/Equity Assurance Director and Purchasing Manager. Other representatives
shall be called upon as needed based on their areas of expertise.
The committee shall screen the proposals based on the following criteria:
1. Firms; interest in the project;
2. Current work in progress by firm;
3. Past experience with similar projects;
4. General proposal for carrying out the required work;
5. Designation of key personnel who will handle the project, with resume for each;
6. Proposed associate consultants/contractors, SDBE subconsultants;
7. Indication of capability for handling project;
8. Familiarity with the project;
Page 26 of 37

9. Fees that have been charged for recent comparable projects;

10. References;
11. SDBE Participation; and
12. Documentation of Good Faith efforts.
After ranking the firms presenting proposals based on the above criteria, interviews will be conducted
by the selection committee with the top ranked firms (3-5). The contracting department will make the
final recommendation, prepare contracts for review by the City Attorney, and prepare the
recommendation for the City Council including the following:
1. Description and scope of the project;
2. Recommended firm;
3. Contract cost;
4. Time limits;
5. Basis for selection;
6. Source for funding;
7. Equal Business Opportunity Ordinance compliance; and
8. Recommendation that the contract be approved by the City Council.
Contract Award
A provision must be written in each contract with an architect or engineer requiring them to work with
Equal Opportunity/Equity Assurance Department in creating and identifying separate work.
Project Evaluation
An evaluation shall be made of each contract after its completion to be used in consideration of future
professional services contracts. The evaluation shall cover appropriate items from the check list for
ranking applicants. A copy of the evaluation shall be given to the consultant, and any comment
he/she cares to make shall be included in the files.
Page 27 of 37

DECLARATION OF PERFORMANCE BY CONSULTANT/CONTRACTOR
Briefly address each of the following items:

1.
A brief synopsis of the company and the products/services it provides:
2.
Describe the normal procedure used on a bid of this type, giving the flow of purchase from
the company to the ultimate purchaser:
3.
List anyone outside of your company with whom you will contract on this bid:
The undersigned consultant/contractor certifies that: (check appropriate box)

a)
_____ It is the normal business practice of the consultant/contractor to perform all

elements of the contract with its own workforce without the use of subcontractors/vendors;
and
b)
_____ That the above documentation demonstrates this firms capabilities to perform all
elements of the contract with its own work force or without the use of
subcontractors/vendors.
c) _____ The vendor/contractor will use a subconsultant(s) in the fulfillment of this scope of
work.
Date
Page 28 of 37
Authorized Signature

PARTICIPATION DOCUMENTATION
(TO BE COMPLETED BY PRIME CONSULTANT/CONTRACTOR ONLY)
Names of all firms
Project (including
prime and
subconsultants/subcontractors)
Location
SDBE
Firm
Yes/No
Nature
of
Participation
% of Project
Work
TOTAL _________________
_______________________________________________________________
Name - Authorized Officer of Prime Consultant/Contractor Firm (Print/Type)
_______________________________________________________________
Signature - Authorized Officer of Prime Consultant/Contractor Firm
________________________________
Date
Page 29 of 37

Managerial Profile
Name of Firm:
______________________________________
Contact Person:
______________________________________
Title:
______________________________________
Address:
______________________________________
Telephone No.:
______________________________________
Date:
______________________________________
List the managerial persons in your work force who will be participating in this project, including name, position, and
whether the individuals are minority or woman within the definition* of the City of Durhams Equal Business
Opportunity Ordinance.
Managerial Employees
NAME
POSITION
SOCIALLY/ECONOMICALLY
DISADVANTAGED*
(YES/NO)
_____________________ ________________________
______________________
_____________________ _______________________
______________________
_____________________ ________________________
______________________
_____________________ ________________________
______________________
_____________________ ________________________
______________________
_____________________ ________________________
______________________
_____________________ ________________________
______________________
_____________________ ________________________
______________________
_____________________ ________________________
______________________
* M-Minority(African American) W-Woman
Other-H-Hispanic, AI-American Indian, AS-Asian American,
Handicapped
Page 30 of 37

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

(You may submit your organizations EEO policy in lieu of this sheet)
Page 31 of 37

EMPLOYEE BREAKDOWN
Part A Employee statistics for the primary location.
Males
Employment
category
Total
employees
Total
males
Total
females
White
Black
Hispanic
Females
Asian or
Pacific
Islander
Indian or
Alaskan
Native
White
Black
Hispanic
Asian or
Pacific
Islander
Indian
or
Alaskan
Native
Project
manager
Professional
Technical
Clerical
Labor
Totals
Part B Employee statistics for the consolidated company. (See instructions for this form on whether
this part is required.)
Males
Employment
category
Total
employees
Project
manager
Professional
Technical
Clerical
Labor
Totals
Page 32 of 37
Total
males
Total
females
White
Black
Hispanic
Females
Asian or
Pacific
Islander
Indian or
Alaskan
Native
White
Black
Hispanic
Asian or
Pacific
Islander
Indian
or
Alaskan
Native

Letter of Intent to Perform as a Sub-Consultant

The undersigned intends to perform work in connection with the above project as a SDBE:
Minority (African American)
Woman
American Indian
Asian American
Hispanic
Handicapped
The SDBE status of the undersigned is certified by the City of Durham as identified by the attached copy of
certification or the attached SDBE Contractor Identification List supplied by the EO/EA Department.
The undersigned is prepared to perform the following described work in connection with the above project (specify
in detail particular work items or parts thereof to be performed):
You have projected the following commencement date for such work, and the undersigned is projecting completion
of such work as follows:
ITEMS
PROJECTED COMMENCEMENT
DATE
PROJECTED
COMPLETION
DATE
The undersigned will subcontract __________% of the dollar value of this contract to a SDBE
subconsultant/subcontractor and/or non-SDBE subconsultant/subcontractor.
The undersigned will enter into a formal agreement in the amount of $________________________
for the above work with you, conditioned upon your execution of a contract with the City of Durham.
Name___________________________________Title___________________________
Company________________________________Telephone______________________
Address________________________________________________________________
Signature_______________________________________________________________
Page 33 of 37

REQUEST TO CHANGE SDBE PARTICIPATION

Project: ______________________________________________________________________
Name of bidder or consultant:_____________________________________________________
Name and title of representative bidder or consultant: __________________________________
Address (including zip code): _____________________________________________________
Telephone number: _________________________ Fax number: _______________________
Email address: _______________________________________
Total amount of original contract, before any change orders or amendments: ________________
Total amount of the contract, including all approved change orders and amendments to date, but
not counting the changes proposed in this form: _______________________________________
Dollar amount of changes proposed in this form: ______________________________________
increases
decreases the dollar amount of the
The proposed change (check one)
bidders/consultants contract with the City.
yes
no
Does the proposed change decrease the SDBE participation? (check one)
If the answer is yes, complete the following:
BOX A. For the subcontract proposed to be changed (increased, reduced, or eliminated):
Name of subconsultant: ________________________________________________________
Goods and services to be provided before this proposed change: _______________________
___________________________________________________________________________
Is it proposed to eliminate this subcontract?
yes
no
If the subcontract is to be increased or reduced, describe the nature of the change (such as adding $5,000
in environmental work and deleting $7,000 in architectural): _____________________________
___________________________________________________________________________
Dollar amount of this subcontract before this proposed change: __________________________
Dollar amount of this subcontract after this proposed change: ___________________________
This subconsultant is (check one):
1. City-certified Black-owned SDBE
2. City-certified Women-owned SDBE
3. City-certified SDBE that is neither Black-owned nor women owned, but to be credited as
3(a) Black-owned SDBE
3(b) Women-owned SDBE
4. not a City-certified SDBE
BOX B. Proposed subcontracts other than the subcontract described in Box A above
Name of subcontractor for the new work: ____________________________________________
Goods and services to be provided by this proposed subcontract: ________________________
_____________________________________________________________________________
Dollar amount proposed of this proposed subcontract: __________________________________
This subcontractor is (check one):
1. City-certified Black-owned SDBE
2. City-certified women-owned SDBE
3. City-certified SDBE that is neither Black-owned nor women owned, but to be credited as
3(a) Black-owned SDBE
3(b) Women-owned SDBE
4. not a City-certified SDBE
Add additional sheets as necessary.

Page 34 of 37

SDBE GOALS NOT HAVING BEEN MET. The following information must be presented by the
consultant concerning good faith efforts taken.
It is the responsibility of consultants to make good faith efforts. Any act or omission by the City shall not
relieve them of this responsibility. For future efforts, it shall be comprised of such efforts which are
proposed to allow equitable participation of socially and economically disadvantaged employees and subconsultants/subcontractors. The City Manager shall apply the following criteria, with due consideration of
the quality, quantity, intensity and timeliness of efforts of consultants/contractors, in determining good
faith efforts to engage SDBEs along with other criteria that the City Manager deems proper:
Name of Bidder: ______________________________________________________________________
If you find it helpful, feel free to attach pages to explain your answers. How many pages is
your firm attaching to this questionnaire? ____________ (Dont count the 2 pages of this
questionnaire.)
If a yes or no answer is not appropriate, please explain the facts. All of the answers to these questions relate only
to the time before your firm submitted its bid or proposal to the City. In other words, actions that your firm took
after it submitted the bid or proposal to the City cannot be mentioned or used in any answers.
1. SOLICITING SDBEs.
(a)
Did your firm solicit, through all reasonable and available means, the interest of all SDBEs certified
(that is, in the Citys database) in the scope of work of the contract?
yes
no
(b) In such soliciting, did your firm advertise?
yes
no Are you attaching copies to this
questionnaire, indicating the dates and names of newspaper or other publication for each ad if that
information is not already on the ads?
yes
no
(c) In such soliciting, did your firm send written (including electronic) notices or letters? Are you
attaching one or more sample notices or letters?
yes
no
(d) Did your firm attend the pre-bid conference?
yes
no
(e) Did your firm provide interested SDBEs with timely, adequate information about the plans,
specifications, and requirements of the contract?
yes
no
(f) Did your firm follow up with SDBEs that showed interest?
yes
no
(g) With reference to the SDBEs that your firm notified of the type of work to be subcontracted, did
your firm tell them:
(i) the specific work your firm was considering for subcontracting?
yes no
(ii) that their interest in the contract is being solicited?
yes no
(iii) how to obtain and inspect the applicable plans and specifications and descriptions of items
to be purchased?
yes no
2. BREAKING DOWN THE WORK.
(a) Did your firm select portions of the work to be performed by SDBEs in order to increase the
likelihood that the goals would be reached?
yes
no
(b) If yes, please describe the portions selected. ANSWER:
3.
NEGOTIATION. In your answers to 3, you may omit information regarding SDBEs for which you
are providing Form E-105.
(a) What are the names, addresses, and telephone numbers of SDBEs that you contacted?
Page 35 of 37
ANSWER:

(b) Describe the information that you provided to the SDBEs regarding the plans and specifications for
the work selected for potential subcontracting. ANSWER:
(c) Why could your firm not reach agreements with the SDBEs that your firm made contact with? Be
specific. ANSWER:
4. ASSISTANCE TO SDBEs ON BONDING, CREDIT, AND INSURANCE.
(a) Did your firm or the City require any subcontractors to have bonds, lines of credit, or insurance?
yes no (Note: In most projects, the City has no such requirement for subcontractors.)
(b) If the answer to (a) is yes, did your firm make efforts to assist SDBEs to obtain bonds, lines of credit,
or insurance?
yes no If yes, describe your firms efforts. ANSWER:
(c)
5.
Did your firm provide alternatives to bonding or insurance for potential subcontractors?
yes
no If yes, describe. ANSWER:
GOODS AND SERVICES. What efforts did your firm make to help interested SDBEs to obtain goods
or services relevant to the proposed subcontracting work? ANSWER:
6. USING OTHER SERVICES.

(a) Did your firm use the services of the City to help solicit SDBEs for the work?
Please explain. ANSWER:
yes
no
(b) Did your firm use the services of available minority/women community organizations, minority and
women contractors' groups, government-sponsored minority/women business assistance agencies,
and other appropriate organizations to help solicit SDBEs for the work?
yes no
Please explain. ANSWER:
Page 36 of 37


Computerized Maintenance Management System

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Computerized Maintenance Management System

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REQUEST FOR PROPOSALS

COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM

DEPARTMENT OF WATER MANAGEMENT

Request for Proposals for Computerized Maintenance Management System

REQUEST FOR PROPOSALS

Computerized Maintenance Management System

Williams Water Treatment Plant (WTP) and Brown WTP

Booster Pump Station

61 wastewater lift stations throughout collection system

DWM Mist Lake Facility, 1600 Mist Lake Drive

City of Durham closed landfill facility

Request for Proposals for Computerized Maintenance Management System

Issue Request for Proposal

June 18, 2012

Proposal Submittals Due

July 26, 2012

Software Demonstrations for

Approximately August 25, 2012

Preferred CMMS Vendor Selected

Approximately September 10, 2012

Contract Award / Notice to Proceed

January 2, 2013 (Estimated)

Request for Proposals for Computerized Maintenance Management System

I, _______________________________ affirm that I have not engaged in collusion with

Request for Proposals for Computerized Maintenance Management System

SUBMITTAL CONTENT REQUIREMENTS

Project Management and Project Plan Development

Request for Proposals for Computerized Maintenance Management System

Installation and Configuration

Employee count each year for the past 5 years

Breakdown of employees by: product development, sales, and support

Primary locations (both sales and support, if different)

Number of new customers* each year for past 5 years

Current number of total customers*

Current number of water utility and/or wastewater utility customers*

Acquisition or merger activity during the past 5 years

Request for Proposals for Computerized Maintenance Management System

Name and Title

Request for Proposals for Computerized Maintenance Management System

Plant Engineering & Maintenance

Administration and Managers,

Plant Engineering & Maintenance

Plant Engineering & Maintenance

Plant Maintenance Crews, Crew

Plant Engineering & Maintenance

Pump Station Maintenance Crews,

Plant Engineering & Maintenance

Plant Engineering & Maintenance Subtotal

Water Supply and Treatment

Administration and Support Staff

Total Primary Users

Note: All cited numbers are approximate.

Windows Server operating system

SQL Server database

Request for Proposals for Computerized Maintenance Management System

Integrate with Microsoft Office Tools

Simultaneous, multi-user access, with record locking

The name(s) of all software proposed to use, and core functionality

The number of server(s) required and the purpose of the server

For each server, vendor shall provide a recommended hardware specification.

Table IV-2. CMMS Functional Requirements

Requirements for CMMS Functionality

User-friendly screen/menu layout; straightforward data entry for end users