Computerized Maintenance Management Software

Texas agency seeks proposals for computerized maintenance management software, covering implementation, training, support, and related costs.

Provide an integrated work order and asset management system
Include all costs: training, implementation, hardware/hosting, interface estimates, data conversion, annual maintenance, and support
Support functional areas: Streets, Wastewater Collections, Wastewater Treatment, Water Distribution, Water Quality, Water Treatment
Replace existing systems: VUEWorks, Smartsheet, Microsoft Access, and manual processes
Submit a cover letter on company letterhead, signed by an authorized officer, stating intent and willingness to contract
Provide company background and qualifications (Appendix B)
Address reseller/partner information (Appendix B and C)
Provide parent/consolidation company references for the proposed solution (Appendix C)
Describe any exceptions to the RFP on an item-by-item basis
Describe all support services available (Appendix C), including normal hours, online support, online chat, remote access, toll-free 800 number, costs, quality assurance programs, other services, and Service-Level Agreements (SLAs)
Describe software versioning and update policies/practices, frequency of new versions, inclusion in annual maintenance fees, and the process/costs for installing updates/patches
Provide total number of customers (software provider and reseller) for the applications (Appendix D)
Provide a list of all active customers within the state of Texas (Appendix D)
Provide five references for completed projects of similar scope and nature, preferably within the same region (Appendix E)
Describe programming languages, operating systems, user interface, and database management system used (Appendix F)
Include initial one-time costs (hardware, implementation, training, software licensing, travel) in Appendix G-J
Describe recurring annual costs (application upgrades, state/federal reporting, support hours) in Appendix G-J
Offer unlimited telephone support; if after-hours support is hourly, state clearly
Ensure no hidden or unexpected costs
Describe implementation methodology, milestones, timeframes, and preliminary schedule
Provide consulting and training options (classroom, online, videos, manuals) for all staff and users, including ongoing training
Include recommended vendor project management costs (Appendix G) and describe services
Describe typical customer implementation responsibilities
Provide information on system's workflow capabilities and integration level with all systems
Describe mobile field computing options, including full application access through wireless VPN connectivity or mobile field applications for tablets/laptops
Provide information on overall system/solution reporting capabilities (canned reports, ad hoc reporting, executive dashboard)
Submit three electronic files: Vendor Proposal (PDF), Appendix A (Excel), and Appendices B-J (Excel)
Appendices B-J must be filled in using electronic forms and printed for inclusion in the proposal
Electronic files must be downloaded from the City's website

$500,000 – $1,500,000

Release and Issuance of the Request for Proposal (RFP): February 12th, 2026

Vendor Questions Due: February 24th, 2026

Date for the City to Provide Answers to Vendor Questions: March 2nd, 2026

Vendor Proposal Responses Due: March 24th, 2026

Decision on Vendor Finalists (Short-List): April 2026

Demonstrations by Vendor Finalists: May – June 2026

Reference Checks: May – July 2026

Final Vendor Selection: July 2026

Contract Negotiations: July – September 2026

Council Award: October 2026

Implementation Start: November 2026

City Of Sherman

Organization overview and procurement intelligence available on paid plans.

A Texas agency is seeking proposals for a computerized maintenance management software solution to address its work order and asset management needs. The agency requires comprehensive software that will streamline the management of maintenance activities and asset information.

Proposals should provide detailed information on all associated costs, including software training, implementation services, hardware specifications, hosting, interface development, and data conversion assistance. Vendors are also expected to outline annual maintenance and support offerings. This opportunity is intended for providers capable of delivering a complete, reliable computerized maintenance management solution along with ongoing support.

Computerized Maintenance Management Software

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