Parks and Recreation Maintenance Management Software

A. Background The St. Johns County Parks and Recreation Department currently utilizes an asset management software; however, the system presents challenges in supporting the Department's daily maintenance operations. Therefore, the Department is interested in exploring alternative software solutions that are designed for parks and recreation maintenance operations, and do not require extensive customization to support daily maintenance activities. B. Required Software Functions 1. Safety and Routine Inspections: Ability to schedule, complete, and maintain records of routine inspections and safety inspections for parks, playgrounds, athletic ?elds, recreational facilities, and equipment. 2. Daily Task Management: Ability to assign, schedule, and document daily sta? activities, recurring maintenance tasks, and completed work. 3. Work Order Management: Ability to submit, assign, track, and close work orders, including corrective actions identi?ed during inspections. 4. Asset and Equipment Management: Ability to maintain asset records, service histories, preventive maintenance schedules, repair costs, and equipment inspection records. 5. Labor and Resource Tracking: Ability to track sta? hours, materials, and costs associated with maintenance activities and speci?c assets. 6. Reporting and Dashboards: Ability to provide supervisors and management with accessible maintenance records, outstanding tasks, inspection results, and reports to support operational planning and budgeting. C. Anticipated Software Users and Licensing Approximately 50 software user licenses will be needed to accommodate current employees, supervisors, crew leads, and future sta?ng needs. Users will require varying levels of access and functionality, including viewing information, assigning and managing work orders, completing ?eld activities, and administering the system. The Department would like information on available licensing options, user access levels, and associated investment, including the ?exibility to change user access as operational needs change. D. Existing Asset Information and Data Transfer The Department currently utilizes 13 GIS layers within its existing system, including parks, sports ?elds, beach driving areas, and other maintenance-related assets. The Department will need to transfer existing data into a new software system, including applicable asset records, maintenance histories, and other available data. Information is requested regarding data migration capabilities, compatibility with existing GIS information, and any associated implementation requirements. E. Mobile Access and Functionality Department employees and supervisors need the ability to access the software and enter, update, and complete work orders while working in the ?eld. The Department is interested in software that supports both mobile phones and tablets, including the ability to enter, assign, track, update, and close work orders from either device. F. Additional Information Requested In addition to the functions identi?ed above, the Department would like to obtain information regarding: • Software capabilities speci?cally designed for parks and recreation maintenance. • Compatibility and integration with existing County systems, such as Cityworks and Workday. • Software implementation requirements and estimated timelines. • Employee training and ongoing technical support. • Software licensing, implementation, and annual operating items or support. • Examples of comparable parks and recreation departments currently utilizing the software, demonstrating ease of use and the ability to perform routine Park Maintenance activities without extensive customization. • Additional needs may be identi?ed as the Department reviews the information received and learns more about the available software programs.