Selection and Implementation of a Computerized Maintenance Management System (CMMS) for Polk County Utilities, Florida.

Polk County Utilities (PCU) has engaged in numerous tasks to build and strengthen its Asset Management (AM) program. An important part of this program was selection and implementation of a state-of-the-art CMMS. The intention was to implement standardized work processes and tools across all utility operations to manage PCU's infrastructure, including its distribution and collection systems, treatment facilities, and warehouses. A central repository for all work order related data, parts management, and integration with various systems including GIS, SCADA, and CIS would provide the necessary data for calculations related to key performance indicators (KPIs) adopted by PCU. The selection process was initiated in 2019 and the CMMS implementation was completed in 2023. Lessons learnt during the selection process included the clarity of vision and requirements developed for the Request for Proposals (RFP). Selection criteria and the scoring system were approved by PCU stakeholders and included in the RFP. The RFP was structured to select a team which would provide the software and implementation services. An implementation vendor / software was selected in 2021. The selection satisfied all key criteria set forth by PCU Management and Operations staff including: A single interface for work order management of all horizontal and vertical assets Enterprise licensing to avoid issues with 'number of active users' Robust tools for mobile field operations Integration with other existing and new software The purpose of this presentation is to illustrate PCU's journey through this process and highlight the benefits and challenges encountered during and after the project. This, in turn, would serve as a case study for other utilities who wish to undertake similar CMMS selection / implementation.