Computerized Maintenance Management System (CMMS)

The City of Pasadena Water and Power (PWP) Department is soliciting proposals from qualified firms to provide a modern, integrated Computerized Maintenance Management System (CMMS) solution. The PWP Department operates a municipal water utility serving approximately 38,000 households across 26 square miles, with infrastructure including groundwater treatment plants, booster pump stations, wells, pressure regulating stations, storage reservoirs, and over 520 miles of piping. The Electric System serves approximately 68,000 accounts and includes approximately 1,700 linear miles of overhead and underground power lines, 11,200 poles, and 11 substations. Currently, PWP tracks maintenance using various disconnected systems, custom applications, spreadsheets, and manual reports, without a comprehensive CMMS in place.

The selected System Provider will deliver a commercial-off-the-shelf (COTS) solution composed of integrated modules, a Software Licensing Agreement, Software Maintenance Agreement, and Implementation Services Agreement. The contract includes project management, hardware/software installation, configuration, interface development, testing, training, go-live, and post-live support. PWP intends to contract with one prime vendor rather than separate contracts. System Providers may propose as either the CMMS product provider with implementation services, an independent system integrator (SI) teamed with a CMMS product provider, or the SI as Prime with the CMMS provider as Subcontractor. PWP is open to any software architecture (on-premise, SaaS, PaaS, etc.) and prefers solutions requiring no base code modifications but offering high configurability.

Minimum qualifications require the System Provider to have at least five (5) years of experience providing similar software implementations and five (5) references from water/power utility organizations in the United States where the proposed solution is installed and in production. Three (3) references must be completed within the past five (5) years, including at least one power utility and at least one water utility. At least one reference must be live with the current CMMS product version proposed. References from utilities of similar size and complexity to PWP will be given precedence.

Key dates include a Pre-Proposal meeting on June 8, 2023 at 5:00 PM, Questions and Answers deadline of June 15, 2023 at 9:00 PM, and Proposal Deadline of July 27, 2023 at 9:00 PM. Extensive functional requirements, user specifications, interface requirements, and implementation expectations are detailed in the attached documents.