Provide ten (10) user licenses to a facility management software including (3) years of maintenance and support services by a certified reseller to provide the Illinois Department of Revenue with access to timely software updates to correct issues and provide technical support and maintenance. The effective date will be January 1, 2026 through December 31, 2028. Facility Management Software must be equipped with the following: The software shall be a computerized maintenance management software (CMMS) that you can use on a mobile device or on desktop, through a web browser. The software shall include communication via a mobile platform with a dashboard (browser user interface). Must be compatible with iOS/Illinois Department of Revenue state-issued mobile phones. The software shall include the ability to set up user roles/permissions – only specific roles can create a pick-ticket, key in inventory used, return supply to inventory, etc. We estimate 10 users (one Space planner, one drafting worker, two electricians, two laborers, one carpenter, and three admins). Provide training and assistance with set up of user roles and permission. In addition, after launch, vendor should manage ongoing product adoption, value realization, and act as a product coach. Continuing ad hoc training should be available in addition to online self-help resources. All to be scheduled with Illinois Department of Revenue’s Technical Service Manager. The software shall include real time input from the field for work orders: Unlimited work orders – updates and completion indicators. Ability to save/share voice memos, pictures, and floor plans (AutoCad and/or PDF) and attach agency specific forms (e.g. Word and PDF). Notification of updates should be sent to users via email. Ability to filter work orders by priority, overdue, pending approval, and completed. Ability to navigate to assets and messages in mobile app as well. Templates for work orders or forms - User should be able to create user defined templates within the system as well as import pdfs, etc. of current forms. To include: Name of work order, location, procedure, photos, description, ability to assign a work order to an employee, set a recurring date, assign priority, choose associated asset(s). The software shall maintain inventory of trades materials: Create and edit assets Track description, serial number, location, requestor, year, team in charge, QR/Bar code, asset type, primary vendor Assign status, priority, due dates Interfaces with work orders and updates the amount as it is used Notifies user of low stock (user sets minimum) QR code or barcode capability - system should have the ability to scan any barcode we create and provide associated information. For example, a bar code on a tool may take the user to the manual for that tool. Or if there is something that requires regular maintenance, the barcode would take you to the procedure associated with that maintenance. Expiration date tracking and notification The software shall allow users to schedule preventative maintenance and inspections triggering inventory checks and processes per established timeframes The system should forecast or predict projects/work orders based on maintenance schedules (meter-based maintenance) Trigger work order creation Trigger inventory review The software shall include Calendar view and/or Ghant Chart showing all jobs scheduled The software shall support and allow the Input of Illinois Department of Revenue forms Document/Form formats and customizability The software shall include Reporting Historical and current Completed vs created work orders, reactive vs repeatable, status, priority, employee assignments, time to complete, cost, overdue Unlimited access to Advanced Analytics The software shall include Procedure creation User should be able to speak steps into the mobile platform and the system creates an editable, written procedure Attach procedures to work orders, maintenance, and inspections The software shall include Storage System should have unlimited storage limits, allowing to maintain full history. System should perform daily database backups, continuous incremental backups, and daily file system backups, all of which are duplicated in other regions for redundancy. Backup and restore procedures should be tested every 3 months Disaster recovery policy should ensure quick recovery of the system under 1 hour. Incremental backups should allow restoration of a database at any point within the last 30 days. Software should allow the user to export data and save it internally. The software shall include support Initial User Training with specialist check-in calls Assistance with complex data imports 24x7 Live support including day-to-day support, technical support, ad-hoc training, and ticket reporting with support available through in-app chat, email, and a dedicated support team/account manager/implementation specialist/customer success team. A complete Help Center with data preparation guide, digitized procedures, searchable help articles, in-app chat, support articles, and additional resources for training and certification. Step-by-step videos including but not limited to: Work order creation and completion, sharing work orders, creating assets, tracking asset status, importing assets, creating locations, creating procedures, adding parts, time, and costs to work orders, accessing work orders via QR code, configuring minimum stock notifications, customization of roles, locating work orders and work order history, parts management, creating work order templates Open REST API Access Assistance with multi-site standardization Assistance with Change Management The software’s security Software should not require access to any Illinois Department of Revenue Agency environments. In the case that integration with other platforms is required by the Agency, detailed scoping will determine what data flows are necessary. If needed, allow connection to a variety of identity providers, including Active Directory (AD) through compatible SSO solutions like Okta. Multi-Factor Authentication (MFA) can be enforced for sensitive information access if needed. For procurements conducted in BidBuy, the State may include in this contract the BidBuy Purchase Order as it contains the agreed Supplies and/or Services.
