Facility Condition Assessment and Asset Management Solution

The County of San Mateo (County) is soliciting competitive proposals from qualified firms to deliver a turnkey Facility Condition Assessment (FCA), compile a unified Master Equipment Register (MER), deploy an enterprise-grade cloud Facility Condition Information System (FCIS), and implement bi-directional integration with the County’s Computerized Maintenance Management System (CMMS) IBM Maximo Application Suite SaaS.

This solicitation is structured into two distinct operational phases:

• PHASE 1 (BASE SCOPE):

1. 1. Complete on-site baseline Facility Condition Assessments across approximately 100 facilities (~4.5 million gross square feet across 75 sites) following ASTM E2018-24 standards.
2. Perform discrete equipment nameplate inventories and install durable 2D physical barcode tags for maintainable mechanical, electrical, plumbing, conveyance, and life-safety systems.
3. Compile and validate a unified Master Equipment Register (MER) that establishes an identical data baseline between IBM Maximo and the FCIS.
4. Provide, configure, and host a SaaS-based FCIS platform delivering real-time Facility Condition Index (FCI) calculations, multi-year capital renewal modeling, and localized RSMeans-based cost estimating.
5. Format, validate, and batch-load the complete Master Equipment Register directly into the County’s IBM Maximo Application Suite environment, and establish automated synchronization between Maximo and the FCIS.

• PHASE 2 (OPTIONAL/ADD-ALTERNATIVE SCOPE):

1. 1. Develop standard, manufacturer-aligned Preventive Maintenance (PM) Job Plans, task check-sheets, and recommended service frequencies, pre-formatted for direct batch upload into Maximo Job Plans and PM Master applications.