Facilities Maintenance Computerized Maintenance Management System (CMMS)
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DBS27-013State & Local
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Solicitation details, issuing organization, response deadlines, documents, and interested companies for this government contract opportunity.
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Prince George’s County Public Schools (PGCPS) is soliciting proposals for a Computerized Maintenance Management System (CMMS) platform to support in-house facilities maintenance operations. The scope of work includes the provision of the platform, annual user licensing for 900 named users, general account management, and helpdesk support. The system must support reactive and preventive work order management, asset management, and mobile field execution, with a required system and API uptime of 99.5% per month. Integration capabilities with Oracle EBS and the Kahua PMIS are essential. Notably, this solicitation excludes implementation, data migration, and training services.
The contract is non-exclusive and requires vendors to maintain cyber liability insurance of at least 10 million dollars per occurrence. Award decisions will be based on the most advantageous proposal, evaluating technical feasibility, cost-effectiveness, and the alignment of a required demonstration video with PGCPS workflows. Payment is structured on a milestone-based retrospective invoicing system with NET 30 terms. Vendors must comply with E-Verify, ADA Title II accessibility standards, and specific minority business enterprise goals of 15 percent. All proposed staff must undergo background checks and fingerprinting for onsite work.
General Info
PGCPS seeks a CMMS platform for maintenance operations, excluding implementation and training services.
PDF, High priority: read this first1 page · specifications
HighAI Summary for Appendix T - Digital Accessibility Roadmap (DAR): This document outlines the requirements for the annual Digital Accessibility Roadmap (DAR) for PGCPS digital tools. It specifies that the DAR must include descriptions of accessibility issues based on WCAG 2.1 Level A and AA criteria, current resolution status, and a remediation timeline with quantifiable milestones. Submissions are required annually by June 30th.
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PDF, High priority: read this first6 pages · supporting-document
HighAI Summary for DBS27-013 Appendix L - Digital Tool Status and Details: Appendix L for Prince George's County Public Schools (PGCPS) procurement, requiring offerers to disclose if their product is a 'digital tool'. It collects critical technical data on interoperability (SSO, rostering), privacy and security certifications (SOC 2, ISO 27001), AI capabilities, and mandates the provision of test credentials for accessibility evaluations.
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PDF, High priority: read this first4 pages · specifications
HighAI Summary for DBS27-013 Appendix M-N Instructions for Data Privacy and Security Agreement: This document provides detailed instructions for vendors to complete Appendices M and N, specifically focusing on the PGCPS Data Privacy and Security Agreement (DPSA) and its associated Exhibits (A through F). It outlines requirements for the Data Schedule, Vendor Security Standards, subprocessor disclosures, and insurance provisions, including the necessity of SOC 2 Type 2 or ISO 27001 certifications for vendors processing PII.
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PDF, High priority: read this first1 page · specifications
HighAI Summary for DBS27-013 Appendix O - Third Party Security Verification: This document outlines the security verification requirements for vendors processing PII or sensitive institutional data for PGCPS. It specifies that vendors must provide a SOC 2 Type 2 Audit Report, ISO 27001 Certificate with SoA, or a Letter of Engagement within 18 months to receive final approval.
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PDF, High priority: read this first7 pages · supporting-document
HighAI Summary for DBS27-013 Appendix Q - Digital Accessibility Agreement (DAA): This document is Appendix Q, the Digital Accessibility Agreement (DAA) for Prince George's County Public Schools (PGCPS). It outlines the mandatory accessibility requirements for vendors providing digital tools, including compliance with Section 508 of the Rehabilitation Act, WCAG 2.1 (Levels A and AA), and ADA Title II. Vendors are required to provide an Accessibility Conformance Report (ACR), a Digital Accessibility Roadmap, a Letter of Commitment, and test credentials for compliance monitoring.
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PDF, High priority: read this first1 page · supporting-document
HighAI Summary for DBS27-013 Appendix R - Letter of Commitment (LOC) to Accessibility Compliance: This document is Appendix R, a required Vendor Letter of Commitment (LOC) to Accessibility Compliance for digital tools under procurement DBS27-013. It mandates that vendors acknowledge PGCPS's right to conduct DOM-level code inspections for accessibility evaluations and guarantees that vendors will not penalize such inspections or will provide means to circumvent features that block automated testing tools.
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PDF, High priority: read this first1 page · specifications
HighAI Summary for DBS27-013 Appendix S - Accessibility Conformance Report (ACR): This document is Appendix S of procurement DBS27-013 for PGCPS. It outlines the requirements for vendors to provide a current, accurate Accessibility Conformance Report (ACR) using the latest ITI VPAT version for all digital tools. It specifies annual updates, requirements for major releases, and testing documentation standards.
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PDF, High priority: read this first1 page · specifications
HighAI Summary for DBS27-013 Appendix U - Digital Accessibility Summary (DAS): This document is Appendix U of procurement DBS27-013, outlining the requirements for a Digital Accessibility Summary (DAS). It mandates that vendors provide an annual one-page summary of product compliance with Section 508 of the Rehabilitation Act and WCAG 2.1 levels A and AA, supported by a PDF/UA compliance report.
XLSX
XLSX, High priority: read this first4 pages · specifications
HighAI Summary for DBS27-013 Facilities Maintenance (CMMS) Cost Proposal: This document is Attachment A: Cost Proposal for the Prince George's County Public Schools (PGCPS) Facilities Maintenance Computerized Maintenance Management System (CMMS) solicitation. It provides a structured pricing workbook for offerors to submit costs for a core platform (900 users), incremental licensing, and optional modules (Phase 2 Community/Facility Use and Phase 3 Stockroom/Inventory) over a five-year term. It specifies that implementation and training costs are excluded from this form.
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PDF, High priority: read this first52 pages · rfp
HighAI Summary for DBS27-013 Facilities Maintenance (CMMS) Solicitation: Request for Proposals (RFP) issued by Prince George's County Public Schools (PGCPS) on October 26, 2026, seeking a Computerized Maintenance Management System (CMMS) platform. The scope includes platform provision, annual licensing, account management, and helpdesk support for facilities maintenance operations. Proposals are due by December 3, 2026.
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PDF, High priority: read this first3 pages · supporting-document
HighAI Summary for PGCPS AI Declaration Agreement (AIDA) - Appendix P: This document is an Artificial Intelligence Declaration Addendum (AIDA) for Prince George’s County Public Schools (PGCPS). It requires vendors of digital tools to disclose whether their products incorporate AI, provide detailed technical specifications regarding AI models and data usage, and certify compliance with FERPA and COPPA privacy regulations. It includes mandates for auditing, notification of new AI features, and the right for PGCPS to terminate agreements based on AI policy breaches.
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PDF, High priority: read this first17 pages · contract-document
HighAI Summary for PGCPS Data Privacy and Security Agreement (DPSA) 2025: A Data Privacy and Security Agreement (DPSA) between Prince George's County Public Schools and a third-party vendor. The document establishes legal frameworks for the processing of Institution Data, Educational Records, and Personally Identifiable Information (PII), ensuring compliance with FERPA, COPPA, PPRA, and CIPA. It defines data ownership, storage requirements (continental USA), and the vendor's role as a 'School Official'.
XLSX
XLSX, High priority: read this first11 pages · specifications
HighAI Summary for PGCPS Data Privacy and Security Agreement - Exhibits A and B: A working spreadsheet for Prince George’s County Public Schools (PGCPS) used to document data fields, vendor security standards (Exhibit A), and subprocessor lists (Exhibit B). It serves as a technical requirement for vendors to inventory the student and staff data they store or process to ensure compliance with Maryland law (MD § 4-131).
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PDF, High priority: read this first17 pages · supporting-documents
HighAI Summary for RFP DBS 27 013 - Facilities Maintenance CMMS Appendices and Attachments: This document contains the administrative appendices (A through E) and attachments for RFP DBS 27 013 regarding a Facilities Maintenance Computerized Maintenance Management System (CMMS) for Prince George’s County Public Schools. It includes critical submission forms such as the Proposal and Addenda Acknowledgement, Past Performance and References requirements, Non-Collusion Certificate, Debarment Affidavit, and Anti-Bribery Affidavit.
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