Facility Maintenance Software RFP Checklist

A polished demo shows one clean work order moving through the system. This checklist is built to surface what happens across hundreds of real locations, real technicians, and real vendors — before you sign anything.

Copy this into your own RFP, or bring it directly into a vendor call.

Work Order Management

• How are work orders created — manually, automatically from a preventive maintenance schedule, or both?
• Can work orders be prioritized and routed automatically based on urgency or equipment type?
• What's the average time-to-resolution reported by current customers of a similar size to us?
• Can technicians update work order status from a mobile device in the field, without needing to return to a desktop?

Preventive Maintenance Scheduling

• Is preventive maintenance scheduling based on fixed calendar intervals only, or also usage/meter-based triggers (e.g., run-hours, cycles)?
• Can PM schedules be customized per asset type, or is it a single template applied broadly?
• What happens if a scheduled PM task is missed — does it escalate, or silently disappear?

Vendor Network & Dispatch

• Does the platform include a built-in vendor marketplace, or do we manage our own contractor relationships?
• If there's a marketplace, how are vendors vetted, and what's the actual coverage in our specific markets?
• If we bring our own vendors, how easily can they be onboarded, and do they need their own login/training?
• Are vendor invoices and pricing validated automatically against the original work order, or reviewed manually?

Asset & Equipment Tracking

• Which asset/equipment types are natively tracked (HVAC, refrigeration, electrical, plumbing) versus requiring custom setup?
• Can we track full asset history — repairs, costs, replacement timelines — in one place per asset?
• Is there a limit on the number of assets tracked per location, or per pricing tier?

Mobile & Field Experience

• Is the mobile app built mobile-first, or is it a responsive wrapper around a desktop admin tool?
• Does the mobile app work offline, or does it require constant connectivity in the field?
• How steep is the learning curve for a technician who's never used a CMMS before?

Implementation & Pricing

• What's the realistic implementation timeline for our location count — not the fastest case study on the website?
• Is pricing per-location, per-user, or a flat tier — and how does that scale as we add locations?
• Is there a free tier or trial period long enough to test with real technicians, not just admin staff?
• What's included in onboarding — data migration from our current system, training, or software access only?

You can compare 9 facility maintenance and CMMS platforms by vendor network, implementation timeline, and G2 rating on our Facilities Management category page — or read our full buying guide for platform recommendations by portfolio type.

Want a shortlist tailored to your exact portfolio instead of working through this alone? Visit our Get a Shortlist page — answer a few quick questions and we'll personally match you to 3-4 platforms.

This checklist reflects common evaluation criteria for facility maintenance software. Not every question will apply to every organization — use what's relevant to your actual portfolio and asset types.