Board approves AI asset and warranty system to centralize manuals, tickets and preventive maintenance

The Ogden City School District board approved a multi‑year contract for an AI‑driven asset and warranty management system intended to centralize operations and maintenance (O&M) manuals, warranties and preventive‑maintenance workflows.

Staff described a software platform (presented as WarrantyHive) that ingests large documentation sets from construction projects, extracts warranties and manufacturer contact information, and can answer facility‑specific questions from that repository. District presenters said the tool was able to identify warranty terms for metal wall panels and provide manufacturer contact details after staff uploaded thousands of O&M pages for one building.

The system also includes a ticketing and preventive‑maintenance module: staff said it can generate scheduled maintenance tasks from manufacturer guidance, notify specific trades (for example, air‑handler technicians versus custodial staff) and store photo‑ and time‑stamped evidence of maintenance to support future warranty claims. Staff noted the district currently pays for a facilities ticketing module (Incident IQ) and said the WarrantyHive subscription would replace that expense; there is an upfront data‑ingestion and implementation fee to load documentation for the district’s buildings followed by an annual subscription fee.

District staff said they ran a competitive solicitation, received four proposals and determined other vendors either could not meet the technical requirement to ingest and query entire O&M manuals or could not implement the automated warranty‑and‑asset extraction the district required. The company presented a demonstration showing how a building custodian could photograph a defect and, within the system, identify a 10‑year and a 30‑year warranty, manufacturer contacts and next steps; staff said the demonstration used documents from the district’s Child Nutrition building.

The board approved the contract after discussion of scope, the timeline for document ingestion, mobile‑device access for field crews, ownership of district data and contractual protections if the product did not fully meet expectations. Staff said they expect staged uploads beginning after approval, will prioritize newer projects for full ingestion, will show the system to maintenance and custodial staff at their summer training, and will continue to work with the vendor on mobile app functionality and integration with existing workflows.

A motion to approve the WarrantyHive procurement was made by Board member Peterson, seconded by Board member Anderson, and carried by the board’s voice vote.