TRANSMITTAL LETTER FOR BOARD MEETING OF FEBRUARY 5, 2026
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Executive Director
Title
Authority to advertise Contract 25-RFP-20, Procure and Implement a New Computerized Maintenance Management System (CMMS), estimated cost $8,000,000.00, Accounts 101-69000-612430/612820, Requisition 1653383
Body
Dear Sir:
Request for Proposal (RFP) documents have been prepared for Contract 25-RFP-20, Procure and Implement a New Computerized Maintenance Management System (CMMS), at the request of the Maintenance and Operations Department.
The purpose of this request for proposal is to obtain a new Computerized Maintenance Management System (CMMS) to replace the existing CMMS system known as Mainsaver. The CMMS is used primarily by the Maintenance and Operations Department to address infrastructure maintenance management needs such as preventative maintenance and asset preservation. Support for the legacy Mainsaver system will be terminated by its supplier at the end of 2026 due to obsolescence.
The estimated cost for this RFP is $8,000,000.00. The estimated expenditures over a five (5) year period are $3,000,000.00 in 2026, $2,750,000.00 in 2027, and $750,000.00 per year in years 2028 through 2030.
The Affirmative Action Appendix A and Appendix V will be included in this RFP. The associated Minority Business Enterprise (MBE), Women Business Enterprise (WBE), and Veteran Business Enterprise (VBE) individual goals for this RFP are 10% MBE and/or WBE and 3% VBE.
The tentative schedule for this request for proposal is as follows:
Advertise March 18, 2026
Proposals Received April 17, 2026
Award July 16, 2026
Completion August 30, 2030
Funds for 2026 are available in account 101-69000-612430. Funds for subsequent years, 2027 through 2030, are contingent on the Board of Commissioners’ approval of the District’s budget for that year.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to advertise Contract 25-RFP-20.
Requested, Pinakin V. Desai, Acting Director of Maintenance and Operations, JBS:BML:JR:MM
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Precious Brady-Davis, Chairperson Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for February 5, 2026
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