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RFI for Work Order System (WOS)

Solicitation ID: 303-2-02303

Status: Closed

Contact Name: Rico Gamino

Contact Number: 512-936-3567

Contact Email: rico.gamino@tfc.state.tx.us

Response Due Time: 3:00 PM

Agency/Texas SmartBuy Member Number: 303

Days Solicited: 21+ Days for Solicitation Notice

Solicitation Posting Date: 8/11/2022

Response Due Date: 9/6/2022

Last Modified: 9/6/2022 3:01 pm

Solicitation Description:

Intent of RFI: The Texas Facilities Commission is issuing this Request for Information (RFI) to solicit information and input regarding a replacement Work Order System for use by the Facilities Maintenance and Operations (FMO) division to manage and track work orders, assets, preventive maintenance tasks, labor and materials costs, subcontractor costs, chargeable items, inventory, and assist with billing.

a)     This document is intended to solicit responses from individuals, firms, teams or organizations that offer an existing commercial off-the-shelf work order system that can meet FMO's division needs to work efficiently and productively.


Inquiry Only: This is an inquiry only. No contract or agreement will be entered into as a result of this process, nor does a response to this document initiate a formal procurement or represent a commitment to issue a Request for Qualifications (“RFQ”) or Request for Proposals (“RFP”) in the future. Those choosing to respond to this RFI will not, merely by virtue of submitting such a response, be deemed to be “bidders” on the Project in any sense, and no such Respondent will have any preference, special designation, advantage or disadvantage whatsoever in any subsequent activities related to the Project. The information contained in the responses to this RFI will help the TFC to advance evaluation and development efforts for the Project, which may result in the launch of a formal Project and associated procurement activities.

 General Information:

Facilities Management and Operations (FMO) is responsible for the management of state-owned facilities in the Commission's inventory. The division's portfolio of owned facilities totals over 28 million square feet, supporting the needs of over 100 state agencies housing 62,600 employees throughout 283 Texas cities and towns. Major activities include: property management, facilities maintenance, custodial services, pest control and grounds maintenance for state-owned facilities; recycling and waste management services.


FMO began using the MicroMain system to track work orders in 2003. In 2015, TFC purchased the rights to bring the system in house and has since been modified with in-house programming to customize it for TFC operations.


To receive input on existing commercial work order systems to review capabilities, options, features, and gauge TFC's needs with what is readily available. Part of this review is to compare TFC's responsibilities and legislative requirements and what existing systems can do to identify gaps and other software or integrations that will be needed for any solutions.

Schedule of Events: TFC reserves the right to change the dates shown below:






Issue RFI



Deadline for Submission of Questions



Deadline for Submission of Responses


Tuesday @ 3:00 PM

Class/Item Code(s): 20811-*Application Software, Microcomputer
20820-*Business Software, Misc.: Agenda, Labels, Mail List, Planning, Scheduling, Etc.
20855-*Inventory Management
20876-*Real Estate/Property Management
92029-*Facilities Management Services, Computer


1ESBD_File_297866_2-02303 RFI Document.docxRequest for Information Document
2ESBD_File_297866_Division Business Needs.pdfContains list of objectives and options that we believe are necessary by a WOS solution to fulfill this objective. Some are required or optional.
3ESBD_File_297866_WOS Requirements List.pdfA list of requirements and whether we believe the item is required by the system, a preferred requirement, or optional.
4ESBD_File_297866_WOS Sheet.pdfA list of fields and tables that we believe the system will need to capture. This is not a final list.
5ESBD_File_297866_303-2-02303 Addendum 1.pdfAddendum 1 - Includes Q&A