Asset Management and Computerized Maintenance Management System

The City of Spokane is seeking proposals for a comprehensive Asset Management and Computerized Maintenance Management System under RFP 6572-26, with a deadline for submissions on July 28, 2026, at 11:00 AM local time. Proposals must be submitted exclusively through the ProcureWare portal, and all bid-related inquiries must be submitted via the Clarification Tab; technical issues should be directed to [email hidden]. The solicitation does not include a pre-bid meeting, and proposers are responsible for regularly checking ProcureWare for addenda. The project requires the replacement of the City’s existing system with a fully functional enterprise solution that supports asset tracking, work order management, preventive maintenance, inventory control, GIS integration, and Active Directory synchronization, all while meeting stringent data security standards including encryption at rest and in transit, role-based access control, audit logging, and compliance with NIST 800-53 and 800-64 guidelines. The system must also enable barcode scanning for inventory, support data migration from legacy systems, and provide three years of technical support post-implementation. Award will be made based on a best-value trade-off approach, evaluating proposals across Technical (35%), Management (30%), and Cost (35%) categories without a predetermined budget, though the current annual maintenance cost for the legacy system is $163,000. The contractor must submit a detailed Technical Proposal, Management Proposal, Cost Proposal, and Letter of Submittal, along with Attachment 2, the Requirements Table, which mandates a “Yes,” “No,” “Pending,” or “Extra” response to each functional requirement and a detailed justification for any non-negative response. The contractor must certify they are not debarred or suspended, disclose key personnel and subcontractors, and ensure all third-party providers adhere to security, uptime, and support obligations. All deliverables, including software and documentation, become the City’s sole property upon acceptance. Performance will occur citywide to support City operations, with no designated physical delivery point specified. The contract may be terminated for convenience with thirty days’ written notice, and the City retains full rights to all work product. No specific CLINs, FOB terms, payment office details, or accounting codes are provided, and no small business set-asides or socioeconomic certifications are required, though participation by OMWBE-certified firms is encouraged.