Bentonville Approves Asset Management System Contract with MaintStar

The City of Bentonville has entered into a new agreement with MaintStar, Inc. to provide a comprehensive Asset Management Software (AMS) system aimed at modernizing the city’s electric utility operations and resource management.

Purpose of the Agreement

Bentonville Electric Utility Department (BEUD), which oversees nine distribution substations, a transmission switch station, and more than 1,000 miles of transmission and distribution lines, will use the system to streamline inventory control, maintenance, and project development. The city sought a platform that integrates with existing systems such as GIS, general ledger (Munis), outage management, and fuel tracking02 RFP-25-37 Asset Management ….

Officials said the software will allow staff to:

• Track and manage inspections, maintenance, and fleet assets.

• Generate and process work and service orders.

• Integrate with financial systems to align material and labor costs with the city’s general ledger.

• Support construction planning by linking GIS design with material lists and costs.

• Provide time-tracking and payroll integration for utility staff02 RFP-25-37 Asset Management ….

Terms of the Contract

The contract has an initial one-year term, renewable annually for up to five years with mutual agreement. MaintStar is responsible for ensuring industry-standard performance and remedying unsatisfactory results. Any changes to the scope must be formally approved through amendments02 RFP-25-37 Asset Management ….

The city has also required MaintStar to carry comprehensive insurance coverage, including $2 million in aggregate liability, and to indemnify the city against losses caused by negligence or misconduct. The agreement also allows Bentonville to terminate services without cause, subject to payment for satisfactorily completed work02 RFP-25-37 Asset Management ….

Integration and Cost Oversight

A detailed fee and schedule structure (Appendix C) sets out milestones and payment terms, with the city retaining the right to withhold payment if progress is unsatisfactory. The contract also specifies that additional services require prior approval from the City Council02 RFP-25-37 Asset Management ….

Broader Context

This move follows Bentonville’s April 2025 request for proposals (RFP-25-37), which invited software providers to submit plans for a new AMS. The city emphasized functionality, scalability, and vendor experience as primary evaluation criteria. Final proposals were due by April 29, with a contract award anticipated later in the year02 RFP-25-37 Asset Management ….

City officials expect the system to increase efficiency, reduce administrative burdens, and provide greater accountability in managing the city’s electrical infrastructure.