Request for Information (RFI) / Request for Proposal for Computerized Maintenance Management System (CMMS)

Anatolia College is seeking information regarding available Computerized Maintenance Management Systems (CMMS) to support our maintenance operations. The purpose of this RFI/RFP is to collect information from potential CMMS vendors, understand their offerings, and evaluate which solutions best meet our needs.

Since its founding in 1886, the name of Anatolia has been synonymous with educational innovation and achievement. Located in Thessaloniki, Greece since 1924, Anatolia College is a private, non-profit, international learning community imbued with the best ideals of Greek and American education. As one of the leading few institutions that offer quality education from pre-K all the way to graduate studies, Anatolia prepares eager learners from all over the world for the challenges of professional life and beyond, through its various academic divisions.

Anatolia College is positioned on a 230000 square meters plot, with more than 45000 square meters occupied by buildings, housing academic, administrative, residential and sport facilities.

All maintenance works, construction projects and event servicing are being handled through the in-house Buildings and Grounds Department.

Project Overview and Scope

The CMMS will be used for:

• Preventive Maintenance scheduling and tracking
• Work Order Management (creation, assignment, tracking, and closure)
• Asset Management (tracking equipment, parts, and service history)
• Inventory Management
• Reporting and Analytics
• Mobile access for field technicians

Vendor Information

General information about your company should include:

• Company name
• Address and contact information
• Years of operation and industry experience
• Number of CMMS implementations completed
• Key clients or case studies in similar industries
• Certifications, awards, or recognition in CMMS or related fields

Product Overview

Details on the CMMS software should at a minimum include the following:

• Name of the CMMS solution offered
• Key features and functionalities (e.g., work order management, preventive maintenance, inventory control, etc.)
• System architecture (cloud-based, on-premise, hybrid, etc.)
• Deployment options (SaaS, local server installation)
• Integration capabilities (ERP systems, financial software, etc.)
• Mobile app availability for technicians in the field
• Scalability and customization options

Implementation Process

Detailed information on the implementation process must be provided, including:

• Estimated timeline for full implementation
• Data migration capabilities (if applicable)
• Training programs available for users
• Support options (during and post-implementation)
• Customization and configuration services

Pricing Information

Pricing details must include:

• Licensing model (per user, per asset, subscription-based, etc.)
• Initial implementation total cost
• Ongoing support and maintenance costs
• Optional add-ons and features and their associated costs
• Payment terms and contract length

Support and Maintenance

Clarification must be provided on support offerings, such as:

• Availability of customer support (hours, phone/email/chat support)
• Service Level Agreements (SLAs)
• Ongoing software updates and patches
• Troubleshooting and issue resolution processes
• User community and knowledge base

Security and Compliance

Information about the security measures in place to protect our data must be provided, including:

• Data encryption methods
• Backup and disaster recovery procedures
• Compliance with industry standards or regulations (e.g., GDPR, ISO, etc.)
• User access controls and audit trails

Reporting and Analytics

Provide information about reporting and analytics capabilities of the CMMS:

• Types of standard reports (maintenance performance, costs, asset downtime, etc.)
• Custom report creation options
• Dashboards for real-time monitoring
• Data export options (Excel, PDF, etc.)

References

References from other organizations or clients who have implemented your CMMS solution would be appreciated.

• Client name
• Contact information (phone/email)
• A brief description of the project and its outcomes
• Duration of the CMMS implementation and any challenges faced

Submission Instructions

Please submit your responses to this RFI by 07 January 2025 to the following email address: This email address is being protected from spambots. You need JavaScript enabled to view it.

If you have any questions, please reach out to the Buildings & Grounds Director, George Kyriafinis at +302310398416