Writing a CMMS RFP

eMaint CMMS simplifies the CMMS request for proposal process – providing you with the information, software specifications, and big-picture consideration you need to streamline your decision-making.

Reach out to [email protected] and attach your RFP or fill out the form to begin the process →

Our team will be happy to:

• Quickly respond to RFI & RFP requests
• Get you in touch with similar companies who boosted maintenance key performance indicators (KPIs), cut costs, and maximized efficiency with eMaint
• Provide detailed RFP responses that include background information, screenshots, and context

What is a CMMS Request for Proposal (RFP)?

A Request for Proposal (RFP) is a formal document issued by an organization to solicit bids from vendors for a specific project, product, or service. It outlines the organization’s requirements, goals, and criteria for selecting a vendor. The primary purpose of an RFP is to obtain detailed and competitive proposals from qualified vendors, facilitating a comprehensive evaluation process to identify the best solution for the organization’s needs.

In the context of computerized maintenance management systems, an RFP is specifically directed at CMMS software vendors. The goal is to identify a solution that aligns with the organization’s maintenance management needs and integrates seamlessly with existing systems.

When Should You Create an RFP?

An RFP is particularly useful when your application is complex, and a standard, off-the-shelf solution won’t suffice. Here are specific scenarios when you should consider creating an RFP:

1. Custom solutions needed: When your organization has maintenance requirements that call for tailored solutions, an RFP is essential.
2. Large-scale implementations: If you’re planning a large-scale or enterprise-level implementation, an RFP helps manage the complexity. This includes deployments across multiple sites or departments, where consistency and integration are crucial.
3. Regulatory compliance: Industries with stringent regulatory requirements, such as healthcare, aerospace, or food and beverage, benefit significantly from an RFP. The document can outline specific compliance needs and require vendors to provide solutions that adhere to all necessary standards and regulations.
4. New CMMS implementations: For organizations implementing a CMMS for the first time, an RFP can be particularly beneficial. It provides a structured framework to identify the best-fit solution, especially when the organization lacks prior experience with CMMS solutions.

What To Do First: Preparing to Draft a CMMS RFP

The success of your CMMS RFP hinges on thorough groundwork. Careful preparation helps to capture your organization’s unique needs and challenges, enabling you to attract proposals that are both relevant and competitive.

Start with a needs assessment to identify your organization’s maintenance management requirements. Determine the current maintenance challenges and the goals you aim to achieve with the new CMMS, and then list the features and capabilities that the CMMS can provide to meet these goals. Work order management, preventive maintenance scheduling, asset tracking, and mobile access are a few that may apply to your organization.

Second, list all technical requirements. Include deployment preferences (i.e. cloud-based), integration capabilities with existing systems (ERP, SCADA, IoT, etc.), and compliance needs for industry standards. Naming these needs can help you narrow down a vendor that will meet functional requirements and prioritize features that will be critical for day-to-day operations.

To come up with this information, you’ll need to talk with maintenance managers, IT staff, and other key stakeholders so that you do not miss out on or overlook any operational, technical, and strategic needs. Remember that without alignment, different departments may have conflicting priorities, leading to an RFP that does not fully address the organization’s needs. A collaborative effort will ultimately lead to a more comprehensive and effective RFP.

Writing the CMMS RFP: 8 Essential Elements to Include

When preparation is complete, it’s time to draft the RFP with your gathered insights and requirements in mind. Including the following elements for an RFP that is comprehensive and effective:

Example of a CMMS RFP

Ready to create your CMMS RFP? Here’s an example that covers all the bases. Using this as a guide, you’ll be able to express your requirements to vendors clearly to concisely.

Finalizing Your CMMS RFP

By following these guidelines and including detailed, specific requirements in your CMMS RFP, you set the stage for a successful procurement process. Clear and precise information helps vendors understand your needs and results in proposals that are well-suited to your organization’s goals.