Hosted GIS-Centric Mobile Asset Management System

Overview

Business Systems (ERP, CRM & POS)

Killeen, Texas, United StatesPosted about 2 months agoDeadline: April 7th, 2026

Fit Score

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SUMMARY

Seeking a hosted, GIS-centric mobile asset management system for various municipal divisions in Texas, featuring ESRI integration, real-time capabilities, and compatibility with third-party applications.

KEY REQUIREMENTS

Provide a stable, scalable, single-platform, cloud-based Asset Management System (AMS).
Integrate AMS with existing city applications including Civic Plus, See-click-Fix, PipeLogix Phoenix, Open Gov Financials, MicroPaver 'Paver', and My Government Online.
Utilize the existing authoritative Enterprise ArcGIS geodatabase for all asset data.
Offer full Work Order Management (CMMS) functionality for service requests, maintenance, and inspections.
Include a highly functional mobile application for field crews with online/offline capabilities, GPS, and data capture.
Provide Inventory/Storeroom Management for tracking transactions, material costs, and quantity adjustments.
Offer comprehensive Reporting & Analytics with out-of-the-box and user-created custom reports, dashboards, and KPIs.
Ensure a user-friendly interface with a common look and feel across modules.
Be a hosted off-site solution capable of consuming Realtime ArcGIS web services.
Be compatible with ESRI's utility network components and be an ESRI business partner.
Implement Active Directory Integration (SAML) for 2-factor authentication.
Ensure security with role-based access, user authentication, and multi-factor authentication.
Provide a detailed plan for converting existing AMS data for use in the new system.
Offer expedited services for rush orders.
Maintain consistent quality control standards, utilizing experienced personnel and adhering to industry standard practices.
Use modern, suitable equipment and maintain high standards of workmanship.
Provide detailed and ongoing training for system administrators and end-users, including hard copies and digital documentation.
Adhere to all Federal, State, and local laws applicable to the work, including zoning, building codes, public safety, licensing, permitting, and environmental standards.
Ensure all subcontractors meet the same licensing, certification, and compliance standards as the primary contractor.
Provide a detailed implementation plan, timeline, and phased approach for system rollout.
Offer annual maintenance, technical support (phone, email), and guaranteed uptime/SLA.
Provide after-hours and emergency support with defined response times and scheduling flexibility.
Submit a detailed disaster recovery plan.
Provide a company profile, number of years in business, and specific experience implementing similar GIS-centric AMS for organizations similar in size to Killeen.
Provide three current client references using the proposed solution on a similar scale.
Identify key personnel involved in the contract, detailing their roles, responsibilities, professional experience, and relevant qualifications.
List business partners and affiliated software integrations.
Provide proof of all required licenses and permits to operate and provide services within the City of Killeen, Bell County, and the State of Texas.
Submit a detailed cost breakdown including software licensing, implementation/configuration, data migration, training, and annual maintenance/support/hosting fees for one, three, and five-year terms.
Offer any applicable discounts based on order volume or long-term engagement.
Outline payment schedules, accepted payment methods, and terms for late or early settlements.
Ensure all pricing is inclusive of all associated costs, including delivery, labor, insurance, taxes, overhead, and profit.
Ensure timely delivery of all materials and services according to the agreed-upon schedule.
Ensure proper labeling and packaging of all materials to prevent damage and facilitate identification.
Immediately notify the City of any delays in delivery or job completion and provide updated timelines.
Provide tracking details for all shipped orders.
Demonstrate the ability to provide services within 72 hours or less for urgent special requirements.
Implement quality control measures to ensure materials are delivered or completed without errors.
Adhere to all relevant postal and regulatory requirements for mailings.
Maintain accurate records of all deliveries and job completions, and provide regular reports.
Maintain comprehensive General Liability and Property Damage Insurance with specified limits.
Maintain Comprehensive Automobile Liability insurance with specified limits.
Clearly identify any subcontractors involved in the proposal and provide a detailed description of their qualifications and experience.
File a completed Conflict of Interest Questionnaire (Form CIQ) within seven business days of contract discussions or proposal submission.
Submit a Certificate of Interested Parties (Form 1295) if awarded.
Acknowledge that the vendor does not boycott Israel and will not boycott Israel during the contract term.
Acknowledge that the vendor does not boycott energy companies and will not boycott energy companies during the contract term.
Acknowledge that the vendor does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association.
Certify that neither the vendor nor its entity has violated antitrust laws.
Acknowledge understanding of Community Development Block Grant (CDBG) funding implications.
Disclose if the owner(s) of the company have been convicted of a crime within the past ten years (excluding minor traffic violations).
Disclose if the firm or team, or any member, has been indicted or convicted of a felony or a misdemeanor greater than a Class C in the last five years.
Disclose if the firm or team, or any member, has been involved in any claim, lawsuit, arbitration, or litigation with the City of Killeen or any other Federal, State, Local Government, or private entity during the last ten years.
Disclose if the firm or team, or any member, has ever been terminated (for cause or otherwise) from any contracted work performed for the City of Killeen or any other Federal, State, Local Government, or private entity.
Disclose if the company has been in bankruptcy, reorganization, or receivership in the last five years.
Disclose if the company has provided continuous services as requested in this solicitation for two years without interruption.
Disclose if the company has been disqualified, debarred, suspended, or listed on any excluded parties list by any public agency.
Disclose if any City of Killeen employee or official, or their immediate family member, has any financial or other interest in the company.
Confirm the ability to perform and provide the services exactly as described in the solicitation specifications and Scope of Work.
State the number of calendar days required from award/notice to proceed until the company can commence full performance of the services.
Indicate if other governmental entities will be permitted to purchase from the agreement with the City of Killeen.
Provide instructions for submitting confidential/proprietary information, clearly labeling each page containing such information.
Confirm that the contractor maintains all required insurance coverages as specified.
Indicate the first year the company began business operations.
Provide insurance broker or agent information.
Disclose any claims currently pending against the company's insurance policies.
List up to five recent sales or contract engagements with other public agencies or customers relevant to the goods/services defined in this solicitation.
Provide primary and secondary emergency contact names and phone numbers for emergency business services, and the fee for after-hours emergency opening of the business.
Upload the complete proposal.

BUDGET

Estimate

$250,000 – $1,000,000

CONTRACT DURATION

36 months

TIMELINE

Release Date: March 16, 2026

Deadline for Questions: March 31, 2026

Response Deadline: April 7, 2026, 3:00 pm

QUESTION DEADLINE

March 31st, 2026

Issuing Agency

City of Killeen

Organization overview and procurement intelligence available on paid plans.

See Issuer Research

DESCRIPTION

A Texas-based client seeks a vendor to provide a hosted GIS-centric mobile Asset Management System (AMS), including implementation, training, and ongoing support. The desired solution must be real-time, stable, scalable, and able to serve multiple divisions, including Mowing & Drainage, Parks & Recreation, Transportation, and Water & Sewer. The system must fully integrate with two local on-premises servers (database and web), utilizing ESRI ArcGIS Enterprise 10.9.1, ArcGIS Server, and Portal for ArcGIS, and leverage the authoritative Enterprise ArcGIS geodatabase to eliminate data redundancy.

The AMS should support asset inventory, condition assessment, performance evaluation, risk analysis, and life expectancy tracking for long-term planning and capital improvement. Functional requirements include handling service requests, preventive and corrective maintenance, inspections, and ad-hoc work orders. The hosted solution must consume real-time ArcGIS web services, integrate with applications such as Civic Plus and See-Click-Fix, and be a business partner with PipeLogix Inc., ensuring compatibility with PipeLogix Phoenix (including real-time import/export of work order data). Data captured must be storable and retrievable within the AMS database.

The initial contract period will be three years. Questions regarding the RFP must be submitted by March 31, 2026.

Source attribution

This Settle analysis is based on the issuing organization’s public RFP listing.