Project Information

Bid Title

Request for Proposals (RFP) for Computerized Maintenance Management System (CMMS) Solution

Issuing Agency

City of Cayce

Location

South Carolina

Published Date

Nov 19, 2025

Closing Date

Dec 17, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Project ID:

Title: Request for Proposals (RFP) for Computerized Maintenance Management System (CMMS) Solution

Addenda: 2

Release Date: 10/24/2025

Due Date: 12/17/2025

Post Information

Posted At:Fri, Oct 24, 2025 2:16 PMSealed Bid Process:Yes (Bids Sealed / Pricing Sealed)Private Bid:No

Overview

Summary

The Utilities Division of the City of Cayce (City) is seeking proposals from qualified vendors to provide a hosted, commercial-off-the-shelf (COTS) Computerized Maintenance Management System (CMMS) solution. This Request for Proposal (RFP) is for a hosted CMMS solution and implementation services for the City. The desired CMMS solution will support the City’s efforts to improve its maintenance tracking, field service efficiency, asset lifecycle management, and asset performance reporting. The City is interested in CMMS solutions that demonstrate ease of use for the Division’s maintenance staff, strong mobile field capabilities, effective inventory management, and robust asset reporting functions to support data-driven decision-making.

Background

The Utilities Division of the City of Cayce owns and operates a full range of water and wastewater utility infrastructure, including:

• 9.6 MGD water treatment plant
• 25 MGD wastewater treatment plant
• 100,000 GPD septage & grease receiving station
• 6 water booster stations
• 77 wastewater pumping stations
• Water distribution piping and appurtenances
• Wastewater collection piping and appurtenances

The City maintains this infrastructure through a team of treatment plant operators and approximately thirty (30) field personnel who are responsible for asset inspections, preventive maintenance, corrective maintenance, and equipment replacement. The City’s desired CMMS shall be cloud-hosted, intuitive for both desktop and mobile users and include capabilities for work order management, project management, asset tracking, preventive maintenance scheduling, inventory control, reporting, and system integration to other City systems. The selected vendor shall also provide ongoing maintenance and technical support with regular system updates.

The City’s current maintenance tracking processes uses a combination of ESRI’s ArcGIS Workforce, MS Excel, checklists, and other manual processes that limit visibility, work planning, and reporting capabilities. The City currently uses WASP Inventory Cloud to manage its equipment inventory that should be either interfaced to or replaced by the new CMMS solution. The City will continue to track its new utility services, new meter installations, meter change outs, check leaks, and related meter tech services in the City’s Edmunds ERP system. The City’s fleet vehicles will also continue to be tracked, managed, and completed by the City outside of the Utilities Division.

Timeline

Release Project Date:

October 24, 2025

Question Submission Deadline:

November 12, 2025, 5:00pm

Question Response Deadline:

November 19, 2025, 5:00pm

Response Submission Deadline:

December 17, 2025, 5:00pm

City Council Approval :

March 18, 2026

Commodity Codes

• NAICS 511210Software Publishers
• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services

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