Asset Management and Capital Planning Software System

Collin County's intent of this Request for Proposal (RFP) and resulting contract is for a standalone Asset Management and Capital Planning Software System and Facility Condition Assessment (FCA.) This software system and FCA will facilitate informed decision-making on building condition, capital layouts, project costs, building lifecycle, and deferred maintenance into a central location.

Collin County anticipates the contract to begin in November 2025 a nd continue for an initial terms of three (3) years. The County may extend the contract for two (2) additional one-year terms at its sole discretion.

Collin County is considered an extension of state government. The biggest focus of county government is judicial (civil and criminal justice, adult and juvenile probation), human services, law enforcement and jail services.​​​The County is responsible for road and bridge maintenance in unincorporated areas, maintaining public records, collecting property taxes, issuing vehicle registrations and transfers, registering voters, conducting elections, and providing health and social services to indigent county residents.

The County facilities include a courthouse and more than a dozen county facilities that serve the public. Administrative offices are located in McKinney, TX, as is the justice center, jail, public works, animal services and health care services.

The County currently uses several information management systems to complete various asset management functions. There is no centralized system used to manage asset data across all departments, and multiple systems are used to complete various functions. Currently, the primary systems used to manage asset data ar e Microsoft Excel and Tyler Munis, the County's financial ERP system. The County Facilities department utilizes an Excel spreadsheet for building asset inventory such as exterior facades, flooring, ceiling grids, air handlers, lighting, generators, etc. Tyler Munis is utilized for service requests, work orders, equipment asset inventory, and asset maintenance/updates.

The County's goal is to implement and utilize an Asset Management and Capital Planning software system that will centralize existing capital asset data, improve budgeting and prioritizing capital planning projects to improve operations, equipment downtime and funding process. By optimizing future construction and facilities planning practices, the County's workflow efficiency and decision-making process will be streamlined. While other components of asset management (service requests, work orders, equipment asset inventory) are not currently required of the requested software solution, the County may consider those functionalities as a value add for future incorporation.