Facility Work Order and Asset Management Software System

Contact information

Patrick Mulvey-Welsh, Project Director

Any questions should be submitted in writing.

The City of Boston Public Schools (the City), acting by and through its Assistant Director of Facilities Management (the Awarding Authority), requests proposals for the above-entitled project, subject to all applicable provisions of law, including specifically section 44E(4) of Chapter 149 of the General Laws, as amended, and in accordance with, and as particularly set forth in, the Request For Proposals (RFP) which may be obtained at the Boston School Department, Office of Facilities Management, 1216 Dorchester Avenue, 2nd Floor, Dorchester, MA 02125, on or after twelve o’clock noon, Boston time, Wednesday, December 2, 2020.  RFP’s will be available until the proposal submission deadline. Bidders may also request a copy of the RFP by email by contacting: Patrick Mulvey-Welsh

The attention of all proposers/contractors is directed to the RFP and specifically to the requirements for proposal deposits, insurance and performance and payment bonds.

Scope of Work: The Boston Public Schools seeks a facility work order and asset management solution for employees, both school users and members of the Facilities Department, to submit and respond to building-related work requests. The system will be used to manage routine maintenance, ad-hoc work requests, and small/medium projects across our 130 school and administrative buildings. The system will be used primarily by our 500 users in our Facilities Department, school custodians, and external contractors who respond to maintenance and repair requests. The system should also allow any staff member in our organization (~12,000) to submit a request and track progress on that particular issue.

The original and three (3) copies of the non-price proposal and the original and one (1) copy of the price proposal must be submitted to the Awarding Authority at the place designated above no later than twelve o’clock noon, Boston time, Wednesday, December 9, 2020. 

The price proposal must be accompanied by a proposal deposit in the form of a certified check drawn on, or a treasurer’s or a cashier’s check issued by, a responsible bank or trust company, payable to the City of Boston, or a bid bond of a surety company qualified to do business in the Commonwealth of Massachusetts and satisfactory in form to the Awarding Authority.  The amount of such check and penal sum of such bond shall be a sum equal to five (5%) percent of the proposal price.

The Awarding Authority shall not open the proposals publicly, but shall open them in the presence of one or more witnesses at the time specified in the Request For Proposals.  Notwithstanding the provisions of section seven of chapter four, until the completion of the evaluation, or until the time for acceptance specified in the Request For Proposals, whichever occurs earlier, the contents of the proposals shall remain confidential and shall not be disclosed to competing offerors.  At the opening of proposals the Awarding Authority shall prepare a register of proposals.  The register of proposals shall be open for public inspection.  The Awarding Authority may open the price proposals at a later time, and shall open the price proposals so as to avoid disclosure to the individuals evaluating the proposals on the basis of criteria other than price. 

A proposer may correct, modify or withdraw a proposal by written notice received in the office designated above prior to the time and date set for the opening of proposals.  The maximum time for proposal acceptance by the Awarding Authority after the opening of proposals shall be sixty (60) days. After such opening, a proposer may not change the price or any other provisions of the proposal in a manner prejudicial to the interest of the City or fair competition. The Awarding Authority shall waive minor informalities or allow the proposer to correct them.  If a mistake and the intended proposal are clearly evident on the face of the document, the Awarding Authority shall correct the mistake to reflect the intended correct proposal and so notify the proposer in writing and the proposer may not withdraw the proposal. The Awarding Authority may permit a proposer to withdraw a proposal if a mistake is clearly evident on the face of the document but the intended correct offer is not similarly evident.

The award of any contract shall be subject to the approval of the Superintendent of Schools and the Mayor of Boston.

Patrick Mulvey-Welsh, Project Director