RFP Questions

The below set of questions was taken from Joel Levitt’s book The Handbook of Maintenance Management, and many of these questions are typically found in Request for Proposals (RFPs).

Work Order

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[accordion-item title=”Produces an easy-to-use work order that allows future conversion to bar codes and other improvements to technology.”]YES. Every work order printed out contains a bar code that can be scanned into the system to look up the work order.[/accordion-item]
[accordion-item title=”Work order classifies all work by some kind of repair reason code: PM, corrective, breakdown, management decision, etc.”]YES. Work orders may be categorized by ‘Type’ which is a data-driven field consisting of work order types such as Preventive, Corrective, Routine, Capital Improvement, etc. You may add as many different work order types to the list and then use the Reports button to generate a work order list by type.[/accordion-item]
[accordion-item title=”Provides an easy way for a single person or designated group in maintenance to screen work orders entered by customers before authorization that work can begin.”]YES. We offer a flexible security module (Access Groups) where you can set up individuals to have access to approve work orders without authorization or to require approval before work orders are assigned.[/accordion-item]
[accordion-item title=”Prints up-to-date lockout procedure on all work orders automatically.”]YES. Use the ‘Work Order Status’ report to view history of downtime for any or all of the equipment in the facility for any given period of time. You may also print a report of all work orders that have been identified as using a ‘lockout/tagout’ procedure.[/accordion-item]
[accordion-item title=”Automatically costs work orders.”]YES. Select a user-defined problem code that has a procedure associated with it, and the work order will automatically be populated with the task sheet, labor and material estimates. You can even go further and link an individual (as opposed to a craft) to the procedure and it will automatically assign the work; creating essentially a “one-click work order”.[/accordion-item]
[accordion-item title=”Provides status of all outstanding work orders.”]YES. There are several ways to get this view in the system. The very first screen in the MRO WorkCenter displays all open work orders. You can also filter the list by Closed,My Open Assignments, All Open – PMs, Issued, etc. There are also several reports you can print out to display all open work orders sorted by department, craft, repair center, tenant and more.[/accordion-item]
[accordion-item title=”Records service calls (who, what, when, where, how) which can be printed in a log format with automated time/date stamping.”]YES. The Service Requester application performs all of these functions. Requesters can log in, submit new work orders and track the status of the work orders real-time as they move through the system.[/accordion-item]
[accordion-item title=”Allows operations people, tenants or facility users to have access to the system to find out what happened to their work request.”]YES. The Service Requester displays the status of every work order the requester has submitted, who was assigned to complete the work and the labor outcome.[/accordion-item]
[accordion-item title=”Records backlog of work and displays it by craft.”]YES. See #6 above.[/accordion-item]
[accordion-item title=”Work orders can be displayed or printed very easily.”]YES. There is a print button on the bottom of each work order. You can also print all work orders from a single report.[/accordion-item]
[accordion-item title=”The system facilitates labor scheduling with labor standards by task, ability to sort, and re-sort the open work orders by location of work, craft and other ways.”]YES. Drag and drop labor scheduling makes it very easy to visually track the who, what, when and where of each individual work order. Use the labor/craft lookup to find employees, contractors and vendors by craft or location. You may also search for a labor record by name, company, zip code, city, state or even user-defined fields.[/accordion-item]
[accordion-item title=”Records changes to inventory (receipts, chargeouts, physical inventories).”]YES. There is a ‘Materials’ section on each of the work orders which links directly to the Inventory and PO Modules.[/accordion-item]
[accordion-item title=”Does the storeroom part of the system have part location to help the mechanic or store keeper find infrequently used parts?”]YES. Every inventory item may be found in one or several different stock rooms. Within these stock rooms, the part may be located in a bin # and lot #.[/accordion-item]
[accordion-item title=”Can the system generate a parts catalog by type of part, vendor with yearly usage to facilitate blanket contract negotiation?”]YES. This data is currently being tracked and a report can be built to output this information.[/accordion-item]
[accordion-item title=”Does the system recommend stock levels, order points, order quantities?”]The system will notify you when inventory items reach user-defined ‘Reorder Points’. However, it will not recommend stock levels, order points or order quantities.[/accordion-item]

Maintenance History and Reporting

[accordion-item title=”Maintains maintenance history that is detailed enough to tell what happened.”]YES. Work orders remained in the system for future reference as ‘Closed’ status. Thus, they will not display in the default filtered work order list, but they are available for reference.[/accordion-item]
[accordion-item title=”Provides information to track the service request-maintenance work order issue-work complete-customer satisfied cycle.”]YES. Every work order may be accompanied with a user-defined survey. These questions are in the form of Yes/No or Multiple Choicex and the results may be viewed real-time within the MRO WorkCenter.[/accordion-item]
[accordion-item title=”Provides reports for budgets, staffing analysis, program evaluation, performance.”]YES. Reports can be generated to calculate year-to-date costs and KPIs. Also, upon request the system will create work order projections for any given period of time in the future (based on the PM schedule).[/accordion-item]
[accordion-item title=”Is able to isolate all work done (sort, arrange, analyze, select, or list) by work order, mechanic, asset, building, floor, room, type of equipment or asset.”]YES. Completed work orders may be reported on just like the Open Work Orders and be arranged by craft, equipment, location, work order type, etc.[/accordion-item]
[accordion-item title=”Provides the ability to easily structure ad hoc (on the spur of the moment) reports to answer questions that come up. This is sometimes called a report writer.”]YES. There is an integrated report writer; called ‘Reporter’ in the application. Crystal Reports can be used to query from the SQL Server 2000 database.[/accordion-item]
[accordion-item title=”Has the ability to generate equipment/asset history from birth (installation, construction, or connection) with all major repairs and summaries of smaller repairs.”]YES. In the Asset Module, there is a History Tab that lists every work order ever completed and the location change history. When a piece of equipment is moved from one location to another, it does not lose the work order history.[/accordion-item]
[accordion-item title=”System reports are designed around Pareto principles where the system helps to identify the few important factors and helps you to manage the important few versus the trivial many.”]YES. When the software is initially set up, we offer professional services which can help identify these Key Performance Indicators (KPIs) and create reports to track the values real-time.[/accordion-item]
[accordion-item title=”Allows operations people, tenants or facility users to have access to the system to find out what happened to their work request.”]YES. See #8 above.[/accordion-item]
[accordion-item title=”System reports on contractor versus in-house work.”]YES. Work order reports can be separated by labor type (Employee or Contractor) and printed out.[/accordion-item]
[accordion-item title=”Provides reports charging back maintenance cost to department or cost center.”]YES. Each work order has a ‘Cost’ and ‘Charge’ value for each line item cost which can then be used to create reports that would show how much should be charged back to a Department or Account (cost center).[/accordion-item]
[accordion-item title=”Has reports with mean time between failures that show how often the unit has been worked on, how many days (or machine hours) lapsed between failures, and the duration of each repair.”]YES. Print a report that shows number of failures per asset and the time between each failure. Also, track the amount of downtime that occurred when the piece of equipment failed.[/accordion-item]
[accordion-item title=”Will the system highlight repeat repairs when a technician needs some help?”]YES. There is a report in the system to identify duplicate work orders per labor person.[/accordion-item]

PM System

[accordion-item title=”Allows mechanics to easily write up deficiencies found on PM inspection tours as planned work to be done. System then automatically generates a planned maintenance work order.”]YES. Follow up work can be appended to every work order (PM, Corrective, etc). Thus, there may be several planned maintenance work orders created once the inspection is complete.[/accordion-item]
[accordion-item title=”Automatically produces PM work orders on the right day, right meter reading etc..”]YES. PMs can be set up to automatically create work orders on a schedule basis or by meter value. The other option is to maintain control and have the system simply notify you on the home page that PMs are due.[/accordion-item]
[accordion-item title=”Is able to display work load for PM for a future period such as a year by week or month by trade.”]YES. Create work order projections and print reports from the projections per craft.[/accordion-item]
[accordion-item title=”Is able to record short repairs done by PM mechanic and actual time spent.”]YES. It will track work order time per labor person in hours. You can represent minutes by fractions of an hour.(i.e. 30 minutes =0.5 hours).[/accordion-item]
[accordion-item title=”Does the system support multiple levels of PM on the same asset, does it reset the clock if the high level is done (if you do a yearly rebuild, does the monthly PM clock get reset?)?”]YES. System supports multiple levels of PMs per asset and generates the next scheduled date upon completion of the last PM.[/accordion-item]
[accordion-item title=”PM’s are generated by location by trade to facilitate efficient use of people and minimize travel.”]YES. PMs can be generated in groups by repair center. Mass PMs can be generated and maintained by a single parent work order though this is not required.[/accordion-item]
[accordion-item title=”Allow the input of data from Predictive Maintenance subsystems.”]YES.[/accordion-item]
[accordion-item title=”Highlights situations where the PM activity is more expensive than the breakdown.”]YES.[/accordion-item]
[accordion-item title=”Are there simple reports that relate the PM hours/materials to the corrective hours/materials to the emergency hours/materials? This will show the effectiveness of the PM program.”]YES.[/accordion-item]


[accordion-item title=”Can the system handle 3-4 times more assets that you imagine having?”]YES. The software is built on the robust Microsoft SQL Server database engine and can handle large amounts of data.[/accordion-item]
[accordion-item title=”System has a logical location system to locate assets and where work is done.”]YES. Asset and locations are displayed in a hierarchical fashion and provides a simple method of seeing all of the organization’s asset data in one view.[/accordion-item]
[accordion-item title=”System tracks the warranty for components and flags warranty work.”]YES. Each asset record has warranty, vendor and manufacturer information. Reports may be printed out to show warranty due dates and warranties may be updated in bulk used the Warranty Update Tool.[/accordion-item]
[accordion-item title=”Is easy to use for novices and quick to use for power users.”]YES. This is a discretional question, but the primary feedback we get from our users is how simple the system is to use, but robust in it’s functionality.[/accordion-item]
[accordion-item title=”System integrates or can be integrated to purchasing, engineering, payroll/accounting.”] We offer integration as a service to integrate with other backend systems. You may also print reports to update information in other systems.[/accordion-item]
[accordion-item title=”Can the system easily handle a string PM such as a lube route, filter change route?”]YES. The assets in a PM schedule may be set up and printed in a route order.[/accordion-item]
[accordion-item title=”System runs on standard computer hardware, not some special hardware incompatible with everything else. Is the system compatible with Local Area Networks if it is a PC product?”]YES. The product is web-based and requires no additional hardware/software to run the Cloud Version. The On Premise Version uses a standard Microsoft server and may be run over the organization’s LAN.[/accordion-item]
[accordion-item title=”System vendor has filled out vendor information sheet and has the financial strength to complete the contract (and stay in business for several years).”]YES. Maintenance Connection is built on a solid self-sustaining business model.[/accordion-item]
[accordion-item title=”Does the vendor have software support people, can you easily get through to a person? Is there an 800 number? Once you get through do the people know the product and something about maintenance? Is there an Internet site with technical support, user discussion groups, updates available for downloading, and other useful information?”]YES. Each customer has access to phone, chat, and email support. There are several built-in help tools for the end-user and an online knowledge base for Maintenance Connection users.[/accordion-item]
[accordion-item title=”Can the vendor provide economical, necessary customization? Is this capability in-house?”]YES. Upon request.[/accordion-item]
[accordion-item title=”Does the vendor have a local installation organization?”]YES. We utilize trained maintenance professional contractors for On Premise installations. We also have in-house implementation consultants and CMMS trainers.[/accordion-item]
[accordion-item title=”Are they experienced in the management of installation projects of the size of your facility? Do they have start up experience with projects this size?”]YES.[/accordion-item]
[accordion-item title=”Are the vendor’s technical people well cross-trained (Software, hardware and reality ware, like how a real building works)? It is important that the computer people have experience with building/facility maintenance.”]YES.[/accordion-item]
[accordion-item title=”Has the vendor been in business 5 years or more?”]YES. Maintenance Connection was established in 1999.[/accordion-item]