SLED Opportunity · TEXAS · CITY OF KILLEEN
AI Summary
The City of Killeen, Texas, is seeking proposals for an Asset Management System via RFP 26-27. Proposals are due by 3:00 PM on April 7, 2026, submitted electronically or by mail. No pre-proposal meeting will be held. Questions accepted until March 31, 2026.
RFP NO. 26-27
Asset Management System
CITY OF KILLEEN, TEXAS
The City of Killeen will receive sealed Request for Proposals for 26-27 Asset Management System electronically through the City’s eProcurement Portal or addressed to the City of Killeen, Attn: Purchasing Division, 802 N. 2nd Street, Building G, Killeen, Texas 76541, until 3:00 pm on Tuesday, April 7, 2026. Mailed or hand delivered proposals must be sealed and plainly marked with the name and address of the proposer and “RFP NO. 26-27 Asset Management System, 3:00 pm, Tuesday, April 7, 2026”.
Proposals received after the closing time will be returned unopened.
Vendors may register and submit proposals electronically at https://procurement.opengov.com/login.
No Pre-proposal meeting will be held.
RFP Questions will be accepted on the OpenGov e-bidding site, until 3:00 pm on Tuesday, March 31, 2026. Questions will be answered in the form of an addendum and posted on the OpenGov e-bidding site. It is the proposer’s responsibility to obtain and acknowledge all addendums.
Complete information regarding this solicitation may be obtained from the City of Killeen website (https://www.killeentexas.gov/414/Purchasing) and OpenGov E-Procurement Portal (https://procurement.opengov.com/login).
The City of Killeen reserves the right to reject any or all proposals and waive any irregularities.
CITY OF KILLEEN, TEXAS
Sophonia Price
Director of Procurement and Contract Management
The City of Killeen is seeking to select a qualified vendor for a Hosted GIS-centric mobile Asset Management System (AMS), implementation, training, and ongoing support. The City of Killeen, who is solely directing this RFP process, shall select the proposer based upon competitive submissions pursuant to this Request for Proposal (RFP). After evaluation of all proposals, the selected proposer will serve as the City’s supplier of service requested.
The City of Killeen is a Municipality which utilizes a real-time GIS-Centric Asset Management System in the Mowing & Drainage, Parks & Recreation, Transportation, and Water &Sewer Divisions. Further expansion may include the Finance Department, the Utility Collections Division, and other potential Divisions.
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Pursuant to Chapter 176 of the Texas Local Government Code, vendors contracting with or seeking to contract with the City of Killeen must file a completed Conflict of Interest Questionnaire (Form CIQ) with the appropriate records administrator no later than seven (7) business days after beginning contract discussions or negotiations, or after submitting a response to this solicitation. The Form CIQ can be downloaded here:
https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf
Please confirm your understanding and willingness to promptly download, complete, and submit the Form CIQ upon the City’s request:
Contractors shall submit at least three (3) business references for the proposed item. Each reference must include:
References should be from customers for whom the contractor has provided similar services or products. These references may be contacted by the City of Killeen as part of the evaluation process.
Please download, complete, and upload the following document:
If awarded a contract, the vendor must submit the Certificate of Interested Parties (Form 1295) online through the Texas Ethics Commission’s filing application as required by Texas Government Code Section 2252.908. A business entity must use the Commission’s online system to enter the required information, generate the form, and obtain a unique certification of filing number. An authorized agent of the business entity must sign the printed copy, and that certified copy must be provided to the City of Killeen within seven (7) business days after contract discussions or negotiations.
The online filing system is available at: https://prd.tecprd.ethicsefile.com/File
Please confirm that you will download, complete, and submit the Certificate of Interested Parties (Form 1295) immediately upon request by the City of Killeen and in accordance with the filing requirements:
By submitting this proposal, the vendor hereby acknowledges that it does not boycott Israel and will not boycott Israel during the term of this contract. Boycotting Israel is defined in Texas Government Code section 808.001 to mean refusing to deal with, terminating business activities with, or taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes.
By submitting this proposal, the vendor hereby acknowledges that it does not boycott energy companies and will not boycott energy companies during the term of the contract. “Boycott energy company” is defined in Texas Government Code section 809.001 to mean, without an ordinary business purpose, refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations with a company because the company: (A) engages in the exploration, production, utilization, transportation, sale, or manufacturing of fossil fuel-based energy and does not commit or pledge to meet environmental standards beyond applicable federal and state law; or (B) does business with a company described by Paragraph (A).
By submitting this proposal, the vendor hereby acknowledges that it does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association and will not discriminate during the term of the contract against a firearm entity or firearm trade association. Discriminate against a firearm entity or a firearm trade association are defined in Texas Government Code section 2274.001 as (A) with respect to the entity or association, to (i) refuse to engage in the trade of any goods or services; (ii) refrain from continuing an existing business relationship; (iii) terminate an existing business relationship; or (iv) otherwise express a prejudice against the entity or association; and (B) does not include the established policies of a merchant, retail seller, or platform that restrict or prohibit the listing or selling of ammunition, firearms, or firearm accessories.
By submitting this proposal, the vendor hereby acknowledges that neither the vendor nor the entity represented by the vendor, or anyone acting for such entity has violated the antitrust laws of the State of Texas, codified in Section 15.01 et seq., Texas Business and Commerce Code, or the Federal antitrust laws, nor communicated directly or indirectly, prior to the solicitation opening with any competitor or any other person engaged in such line of business.
By submitting this proposal, the vendor hereby acknowledges understanding that projects may be funded in whole or in part by the U.S. Department of Housing and Urban Development Community Development Block Grant (CDBG) or Home Investment Partnerships Act (HOME Program) and may be subject to submittal of certified payroll documentation as required by HUD funded construction projects to the extent required by Davis-Bacon and Related Acts (DBRA); confirmation of eligibility for participation through the Excluded Parties Listing System (EPLS) - System for Award Management (SAM.gov) or the Texas Debarred Vendor List.
Has the owner(s) of the company been convicted of a crime within the past ten (10) years (excluding minor traffic violations)?
Have you, or any member of your Firm or Team to be assigned to this engagement, ever been indicted or convicted of a felony or a misdemeanor greater than a Class C (excluding minor traffic violations) in the last five (5) years?
Has your Firm or Team, you, or any member of your Firm or Team 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 (10) years?
Has your Firm or Team, you, or any member of your Firm or Team 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?
Has the company been in bankruptcy, reorganization, or receivership in the last five (5) years (whether voluntary or involuntary)?
Has the company provided continuous services as requested in this solicitation and operated in this capacity for two (2) years without interruption?
Has the company been disqualified, debarred, suspended, or listed on any excluded parties list (including, but not limited to, the General Services Administration’s list of parties excluded from federal procurement and nonprocurement programs) by any public agency, including the Federal Government?
Does any City of Killeen employee or official (including elected officials or appointed board/commission members) or any immediate family member of such persons have any financial or other interest in your company (e.g., ownership, employment, equity, consulting relationship, or other benefit)?
Can the company perform and provide the services exactly as described in the solicitation specifications and Scope of work?
When can the company begin providing services after award? Please state the number of calendar days required from award/notice to proceed until the company can commence full performance of the services requested in this solicitation:
Answer (number of days):
Please provide the primary point of contact the City may reach regarding service issues, delivery questions, or invoice/payment matters. Include the following information:
Other governmental entities may maintain interlocal agreements with the City of Killeen and may elect, but are not obligated, to purchase goods and services defined in this Invitation to Bid (ITB) from the successful bidder. Any such purchases by another governmental entity will be billed directly to and paid by that entity. The City of Killeen will not be responsible for another entity’s debts. Each governmental entity will place its own orders with the successful bidder and will be responsible for ensuring full compliance with the ITB specifications. Prior to purchases by other governmental entities, the City will notify the successful bidder of their intent.
Please indicate below if you will permit other governmental entities to purchase from your agreement with the City of Killeen:
All bids or proposals, data, and information submitted to the City of Killeen are subject to release under the Texas Public Information Act (PIA), unless the information is specifically exempt from disclosure under the Act or other applicable law. Information submitted to the City is presumed to be available to the public upon request, and may be released unless a statutory exception applies or the Office of the Attorney General determines it should be withheld.
You are not encouraged to submit data and/or information that you consider to be confidential or proprietary unless it is absolutely necessary for the City to understand and evaluate your submission.
Instructions for Submitting Confidential/Proprietary Information
If the City receives a public information request that involves your submission, the City will notify you so you may assert your claim of confidentiality to the Office of the Attorney General and provide reasons supported by applicable law.
Please indicate below:
If your proposal contains confidential or proprietary information, please identify where it is located. Be as specific as possible so that the City can locate the information quickly if a Public Information Act request is received.
For each instance of confidential or proprietary information in your proposal, include:
Does the contractor maintain the insurance coverage as specified in the insurance requirements section of this solicitation, including minimum coverages, limits, and any proof of insurance requirements (e.g., certificates of insurance)?
Please indicate the first year your company began business operations (the calendar year the company was established and began providing services):
This helps the City understand the vendor’s experience and length of operation as part of its responsibility determination.
Answer (Years):
Please provide the insurance broker or agent information for the insurance policies that cover your company’s operations related to this solicitation. Include each of the following:
Collecting broker contact information is a standard part of vendor questionnaires so the awarding agency can verify coverage or follow up on policy details if needed.
Are there any claims currently pending against your company’s insurance policies?
Please list up to five (5) of your most recent sales or contract engagements with other public agencies (governmental entities) and/or other customers that are relevant to the goods/services defined in this solicitation. Include the following information for each:
During a natural disaster, homeland security event, or other emergency situation, the City of Killeen may need access to your business for products or services after normal business hours and/or on holidays. The City may request City personnel pick up or vendor delivery of products or services in such events.
For this purpose, vendors must provide both a primary and a secondary emergency contact name and phone number, and it is critical that this emergency contact information remains current. Vendors shall notify the City by email of any changes to the emergency contact names or phone numbers. Updates may be emailed to: SPrice@killeentexas.gov
All products or services requested during an emergency event are to be supplied at the established contract prices, terms, and conditions. Vendors shall also provide the fee (pricing) for an after‑hours emergency opening of the business, if applicable. In general, orders will be placed using a City of Killeen procurement card (MasterCard) or a City‑issued Purchase Order, and billing must include any emergency opening fee.
Please download the document listed below, complete it in full, and upload it with your proposal submission:
Please Upload your COMPLETE Proposal here.
Q (Users): 1. Please provide the number of users broken down: System Administrators - Manage users/permissions, configuration, new reports Core Users - Performing work management related functions Mobile Users – Technicians/maintenance staff Work Order Requestors - restricted users who can simply submit and track work requests
A: The City provides the following estimated number of users for proposal development purposes. These estimates are intended to provide vendors with a general understanding of anticipated system usage. Actual numbers may vary and will be refined during implementation. • Administrators / System Managers: approximately 3 users • Supervisors / Department Managers: approximately 29 users • Field Staff / Technicians: approximately 70 users • Other Users / View-Only Access: approximately 0 users Total Estimated Users: approximately 102 users The City anticipates that additional users may be added as the system is implemented across multiple departments and asset categories. Vendors should propose solutions that are scalable to accommodate future growth.
Q (Work Order Quantity): Estimated number of work orders/year?
A: The City provides the following estimated annual work order volumes for proposal development purposes. These estimates are intended to provide vendors with a general understanding of anticipated system usage. Actual work order quantities may vary and will be refined during implementation. • Water Utility Operations: approximately 2450 work orders per year • Wastewater / Sewer Operations: approximately 1605 work orders per year • Streets and Roadway Maintenance: approximately 3539 work orders per year • Sidewalk / Concrete Repairs: approximately 69 work orders per year • Stormwater / Drainage Maintenance: approximately 1340 work orders per year • Fleet Maintenance: approximately 0 work orders per year • Facilities / Building Maintenance: approximately 0 work orders per year • Parks and Grounds Maintenance: approximately 0 work orders per year • Other Departments / Miscellaneous: approximately 0 work orders per year Total Estimated Annual Work Orders: approximately 9003 work orders per year. The City anticipates that work order volume may increase as additional departments and asset categories are incorporated into the asset management system.
Q (Facility Sq Ft): Estimated total facility square footage maintained?
A: The City provides the following estimated total facility square footage for proposal development purposes. The asset management system will primarily be used by most departments to track their work. Facility maintenance is included in the system only when work is performed by outside contractors. • Administrative / Office Buildings: approximately 186,522.5716 square feet • Public Safety Facilities (Police, Fire, etc.): approximately 211,978.1126 square feet • Recreation Centers / Community Facilities: approximately 333,938.1145 square feet • Maintenance / Utility Buildings (garages, storage, treatment facilities): approximately 53,062.0524 square feet • Other City-Owned Facilities: approximately 219,660.4737 square feet Total Estimated Facility Square Footage Maintained (for contractor work): approximately 1,005,161.324831 square feet Vendors should assume that only facilities with outsourced work will be actively tracked in the system. Actual square footage and maintenance activity may vary and will be refined during implementation.
Q (Asset Quantity): Estimated number of assets per asset category? i.e. Water, streets, fleet, facilities, etc.
A: The City provides the following estimated asset quantities by category for proposal development purposes. These figures are approximate and intended to give vendors a general understanding of the potential scope. Actual quantities may vary and will be confirmed during implementation. • Water Utility Assets (water mains, valves, hydrants, meters): approximately 106,597 assets • Wastewater / Sewer Assets (lines, manholes, lift stations): approximately 21,380 assets • Stormwater Infrastructure (drainage structures, culverts, inlets): approximately 11,845 assets • Streets / Roadway Segments: approximately 7,022 assets or 684.58 centerline miles • Sidewalk Segments / Pedestrian Infrastructure: approximately 19,569 assets • Fleet Vehicles and Equipment: approximately N/A assets • City Facilities / Buildings: approximately 127 assets • Traffic Control Devices (signals, signs, controllers): approximately 18,417 assets • Parks and Recreation Assets: approximately 3,712 assets • Other Infrastructure Assets (if applicable): approximately 72,687 assets The City anticipates that additional asset categories may be incorporated into the system over time as part of a phased or expanded implementation.
Q (Data Migration): 1 - Can the City provide an estimate of total historical work order records to be migrated, asset records to be converted, inspection and maintenance history volume, and attachments (photos/documents) volume? 2 - Has the City assessed the quality and completeness of legacy data, and are there known data cleansing needs vendors should plan for?
A: Part 1. • Total historical work order records = 174,662 • Asset records to be converted = Unknown, there are about 277,792 Assets related to various work order templates. We are unsure if these will need to be ‘converted’ if web mapping services are used. • Inspection and maintenance history volume = Unknown • Attachments (photos/documents) volume = There are about 6,800 Images\Video (344GB) related to PipeLogix Sewer Main inspections stored on the server currently. Depending on how the PipeLogix application is set up, there might be the need to transfer the inspection video and picture information to the hosted location. Part 2. Quality control and data cleaning may be required, please include any potential costs in proposal
Q (Tentative Start date): Does the City have a targeted project start date?
A: Tentative start will be discussed in further detail during contract negotiations and are expected to begin after the GIS Enterprise upgrade to 11.x
Q (Phased or Full Rollout): Does the City prefer a phased rollout by division (e.g., Water, Wastewater, Streets, PW) or a single enterprise-wide go-live?
A: City of Killeen preference is single enterprise-wide go-live
Q (ESRI Business Partners):
A: Will the city accept proposals from non ESRI Business Partners. ABB Solutions, Inc. The City will accept proposals from firms that are not ESRI Business Partners. The City currently uses Cityworks, which operates within an ESRI-based GIS environment. Vendors should demonstrate their ability to integrate with or migrate from the City’s existing system, including ESRI compatibility where applicable.
Q (business partner with PipeLogix Inc): The RFP states that the proposer must be a business partner with PipeLogix Inc. and able to integrate with the PipeLogix Phoenix application (including real-time import/export of work order information, with captured data stored and retrievable within the AMS database). Could the City please confirm whether being a business partner with PipeLogix Inc. is a mandatory requirement? While we are not currently a business partner with PipeLogix Inc., our solution is capable of integrating with the PipeLogix Phoenix application and supporting real-time data exchange and storage as described.
A: Yes, the business partner relationship is a mandatory requirement.
Q (Submittal preference): we have submitted out proposal . https://funtonetwork.com/. Please let me know if Consulting firms such us ours are more preferred. As we have all the experts.
A: The City does not provide preference to any specific type of firm. All proposals will be evaluated fairly based on the criteria outlined in the solicitation.
Q (Replacement of Legacy System): Is it the intent of the city that this new vendor will replace Cityworks or work alongside it? If working alongside, what functions would remain within Cityworks?
A: The City’s intent is to evaluate solutions for either the upgrade of the existing Cityworks system or replacement with a new asset management system. Vendors may propose solutions that include migration from the current system or, if applicable, integration alongside existing components. The specific approach (replacement vs. coexistence) and any retained functionality will be determined based on the selected solution and implementation strategy.
Q (Integrations): Which integrations are required at go-live versus potential future phases (OpenGov Financials, PipeLogix, MicroPaver, MGO, CivicPlus)?
A: Integration with ESRI is required at go-live.
Q (Integrations): If we could have them fill out this table of information for potential integrations - for API based integrations, if they could also include links or attachments for API documentation
A: No table is attached, all in-depth details will be discussed with vendor during negotiations
Q (PCI Data): Do you have Pavement Condition Index (PCI) data that you would like brought into the asset management system? (select one) Yes, in a spreadsheet. Please specify which vendor collected the data: Yes, but it is not in spreadsheet form. No.
A: Yes, in spreadsheet or Feature class form. The data was provided by Transmap.
Q (FPL Data): Do you have Floor Plan Line (FPL) data that you would like brought into the asset management system? Yes, in CAD files: Are they spatially referenced? Yes, in GIS. No - we have PDFs or no FPL data.
A: No - We have PDFs or no FPL data
Q (FCA data): Do you have have Facility Condition Assessment (FCA) data that you would like brought into the asset management system? Yes, in excel: Please provide the number of buildings; Please provide the total square feet. No, we do not have FCA data in excel.
A: No, we do not have FCA data in excel.
Q (Training): Is the 102 users that would need training primarily in the Engineering and Technology departments or are there other departments/users that would need to be trained?
A: User are spread-out through the City of Killeen Departments, including but not limited, Water-Sewer, Utility Collections, Transportation.
Q (Data Volume): Please indicate all data elements to be converted for each source system, along with estimated volumes (number of asset types and total records). Include any additional context needed to understand the scope and complexity of the conversion.
A: CityWorks – Approximately 175,000 work order records PipeLogix – Approximately 3100 work orders & 6,800 Pictures\videos GIS – The GIS assets would be available using GIS mapping services: • Water Utility Assets (water mains, valves, hydrants, meters): approximately 106,597 assets • Wastewater / Sewer Assets (lines, manholes, lift stations): approximately 21,380 assets • Stormwater Infrastructure (drainage structures, culverts, inlets): approximately 11,845 assets • Streets / Roadway Segments: approximately 7,022 assets or 684.58 centerline miles • Sidewalk Segments / Pedestrian Infrastructure: approximately 19,569 assets • Fleet Vehicles and Equipment: approximately N/A assets • City Facilities / Buildings: approximately 127 assets • Traffic Control Devices (signals, signs, controllers): approximately 18,417 assets • Parks and Recreation Assets: approximately 3,712 assets • Other Infrastructure Assets (if applicable): approximately 72,687 assets
Q (Workflow Standardization): Are current workflows standardized across departments, or is process redesign expected during implementation?
A: Redesign should be expected as users acclimate to the new or upgraded systems.
Q (Integration Table (System Interfaces)): For each system listed below, please provide the following details: What is the data direction (one-way or two-way)? What is the integration frequency (real-time, hourly, or as-needed)? What method will be used (file transfer, API, etc.)? If applicable, provide API documentation details. Provide a brief integration description and use case. Systems: OpenGov Financials PipeLogix MicroPaver MGO
A: PipeLogix – Sewer main \ manhole inspection using camera system. Import\export of workorder information including inspection details, pictures and video. Two Way data direction, Real time frequency - Although large data files can be uploaded via internal facility network connection, API integration method. MicroPaver – Street maintenance work order information transferred to the MicroPaver’s database for use in street condition analysis. Two-way data direction, real-time frequency, The transfer method will be addressed during contract negotiations with the selected vendor. MGO – This will be addressed during contract negotiations with the selected vendor. CivicPlus - This item will be addressed during contract negotiations with the selected vendor.
Q (Data Conversion Table): For each source system, please provide the following: What data elements will be converted? (Select all that apply and specify any others) Assets Work History Cost History Attachments Request History Condition Ratings / Life Expectancy Resources (Labor, Materials, Equipment, Rates) Other (please specify) How many asset types will be included? What is the estimated total number of records? Provide any additional details or notes needed to understand the scope and complexity of the data conversion. Source Systems: CityWorks On-Premise Web Server On-Premise Database Server
A: CityWorks (Current Asset Management System) What data elements will be converted? Assets Work History, Cost History, Attachments, Labor, Materials, Equipment, Rates, user configurations, mapping and web services configuration How many asset types will be included? Approximately 55 asset types are associated with work order templates. What is the estimated total number of records? Approximately 175,000 work order records On-Premises Web Server - This item will be addressed during contract negotiations with the selected vendor. On-Premises Database Server - This item will be addressed during contract negotiations with the selected vendor.
Q (Procurement Schedule): Can the City provide an anticipated timeline for proposal evaluation, vendor shortlist/interviews (if applicable), contract award, and project kickoff?
A: The current Tentative timeline is as follows, this is subject to change due to evaluation and RFP process: Key Dates: • Q&A Session: March 31 @ 3:00 PM • Submission Deadline: April 7 @ 3:00 PM • Evaluation Due: April 15 • Tentative Council Date: May 19
Q (Implementation Timeline): Can the City share the expected timing of the ArcGIS Enterprise upgrade that the project start is dependent on?
A: The timing of the ArcGIS Enterprise upgrade has not been finalized at this time. The schedule and coordination with the selected solution will be determined during contract negotiations. Vendors should propose solutions that are flexible and capable of integrating with the City’s current environment and accommodating future upgrades.
Q (OpenGov Question Submission Procedure – One Question per Entry): 1. Has the project been fully approved and funded, and is there an established budget range for this effort? 2. How many users are anticipated for the system, and can that be broken down by user type (e.g., field, administrative, technical)? 3. Does the City have existing standard reports or KPIs that should be replicated in the new system? 4. How much legacy data does the City expect to migrate, and what format is it currently maintained in? 5. Are there any City-specific cybersecurity, hosting, or data residency requirements for the proposed solution? 6. Does the City expect on-site training, remote training, or a combination of both? 7. How does the City envision the new AMS interacting with the existing authoritative ArcGIS geodatabase? 8. Approximately how many assets and historical work orders does the City expect to migrate into the new Asset Management System? 9. Approximately how many assets and historical work orders does the City expect to migrate into the new AMS? 10. Will the City provide data mapping documentation, or should the vendor assume responsibility for data discovery and mapping? 11. Does the City require real-time integration with GIS, or would schedule synchronization be acceptable? 12. Is map-based work order creation and asset visualization expected within the AMS? 13. Will third-party contractors require access to the system or mobile application with role-based security? 14. Are there predefined maintenance strategies currently in use, or should the system support configurable maintenance approaches? 15. Should reporting include self-service dashboards for operations, finance, and executive leadership? 16. Can the City confirm the availability of key staff and SMEs during implementation, data migration, and testing? 17. Does the City expect onsite support during key implementation phases, or is a hybrid delivery model acceptable? 18. Will the City provide API or technical documentation for the required third-party integrations? 19. Does the City have a target timeline or preferred go-live date for the new AMS? 20. Does the City expect 24/7 support coverage for the AMS, or business-hours support with emergency escalation?
A: Submissions containing multiple questions in a single entry may be separated by the City for response purposes. Vendors are required to submit one (1) question per entry in OpenGov. Each question should be entered as a separate submission within the Q&A section, with sufficient detail to clearly identify the specific request or reference. This process ensures proper tracking, consistent formatting, and timely, accurate responses during the solicitation period.
Q (Project Budget):
A: Has the project been fully approved and funded, and is there an established budget range for this effort? We anticipate it to be approved and funded during our annual budget process which is ongoing currently. An established budget ranged will be discussed in further detail during contract negotiations.
Q (Users):
A: How many users are anticipated for the system, and can that be broken down by user type (e.g., field, administrative, technical)? Please refer to question #1
Q (Reports):
A: Does the City have existing standard reports or KPIs that should be replicated in the new system? Some basic reporting and record searches exist. KIPs will be discussed in further detail during contract negotiations.
Q (Legacy Data):
A: How much legacy data does the City expect to migrate, and what format is it currently maintained in? Please refer to question #5. The current Asset Management System database resides in a Microsoft SQL database.
Q (Cybersecurity):
A: Are there any City-specific cybersecurity, hosting, or data residency requirements for the proposed solution? The City requires SaaS asset management solutions to align with the NIST framework and maintain strong security controls such as encryption, MFA, audit logging, and regular testing. Hosting must be in secure, reliable U.S.-based cloud environments with defined uptime, disaster recovery. All data must remain in the United States, be fully owned by the city, and include clear access controls, auditability, and secure export or destruction upon contract termination.
Q (Training):
A: Does the City expect on-site training, remote training, or a combination of both? On-site training will be preferred. The City will expect a combination of both.
Q (AMS Interacting):
A: How does the City envision the new AMS interacting with the existing authoritative ArcGIS geodatabase? The City's GIS Enterprise system makes available ESRI web mapping services for use in the Asset Management System. The web mapping services should be the primary way to access GIS based asset information and will allow for real-time data updates. Other methods will be discussed in further detail during contract negotiations.
Q (Assets / Work Orders):
A: Approximately how many assets and historical work orders does the City expect to migrate into the new Asset Management System? Please refer to question #4 and question #5.
Q (Mapping - Discovery):
A: Will the City provide data mapping documentation, or should the vendor assume responsibility for data discovery and mapping? The vendor should expect to assume some responsibility in data mapping and discovery efforts and will be discussed in further detail during contract negotiations. The City's technical personnel will assist where applicable.
Q (Integration):
A: Does the City require real-time integration with GIS, or would schedule synchronization be acceptable? Please refer to question #31. The primary integration method should rely on ESRI ArcGIS web mapping services.
Q (Creation - Asset Visualization ):
A: Is map-based work order creation and asset visualization expected within the AMS? Yes, it is expected that the Asset Management System's work order creation is map-based and capable of visualizing real world City assets within the AMS interface.
Q (3rd Party):
A: Will third-party contractors require access to the system or mobile application with role-based security? Third party access is not anticipated at this time.
Q (Maintenance Strategies):
A: Are there predefined maintenance strategies currently in use, or should the system support configurable maintenance approaches? Current and future maintenance strategies will be discussed in further detail during contract negotiations with the selected AMS vender.
Q (Reporting):
A: Should reporting include self-service dashboards for operations, finance, and executive leadership? Yes, it is expected that dashboards will be used.
Q (Staff - SME's):
A: Can the City confirm the availability of key staff and SMEs during implementation, data migration, and testing? Yes, City administration and technical staff including members from the Information Technology Department and the GIS Division will be available to assist during the implementation.
Q (Onsite Support):
A: Does the City expect onsite support during key implementation phases, or is a hybrid delivery model acceptable? Hybrid delivery is acceptable.
Q (API or Technical Documentation):
A: Will the City provide API or technical documentation for the required third-party integrations? API and technical documentation will be discussed in further detail during contract negotiations with the selected AMS vender.
Q (Go Live Date):
A: Does the City have a target timeline or preferred go-live date for the new AMS? Please reference question #6
Q (Extension): Could the City offer an extension to the due date so that we have time to incorporate the Q&A into our response?
A: The City does not anticipate extending the submission deadline at this time. Vendors should proceed with proposal preparation based on the current schedule. Any changes will be communicated via addendum.
Q (No subject): Has the City had a demonstration of any software in the last 12 months? Is the City working with a consultant on the preparation or evaluation of this RFP process? What is the City Esri licensing? Please provide version and details about the deployment environment. Please confirm the systems the City wants to integrate to our proposed system? Please provide high level functional requirements for each integration. Which functional groups are to be included within our scope response?
A: Vendors are required to submit one (1) question per entry in OpenGov. Each question should be entered as a separate submission within the Q&A section, with sufficient detail to clearly identify the specific request or reference. This process ensures proper tracking, consistent formatting, and timely, accurate responses during the solicitation period.
Q (Software Demo):
A: Has the City had a demonstration of any software in the last 12 months? The City has not conducted or requested any formal demonstrations.
Q (Preparation ):
A: Is the City working with a consultant on the preparation or evaluation of this RFP process? The preparation and evaluation of this RFP are being conducted internally by the City of Killeen, with support from qualified procurement professionals and subject matter experts employed by the City.
Q (ESRI Licensing):
A: What is the City Esri licensing? The City's current ESRI licensing includes ArcGIS Enterprise 10.9.1, which will be upgraded to 11.x prior to the AMS implementation. The upgraded environment will include the 'User Type' licensing model. In depth licensing structure will be discussed in further detail during contract negotiations with the selected AMS vendor.
Q (Deployment):
A: Please provide version and details about the deployment environment. The City's current ArcGIS and AMS Environment consists of - Two (2) local (on premises) servers – One (1) database server and One (1) web server. ESRI ArcGIS Enterprise 10.9.1, ArcGIS Server, and Portal for AcrGIS CityWorks Server Asset Management System (AMS) ver. 15.8.9 The implementation of the new AMS system would occur after the 11.x upgrade of the ArcGIS Enterprise. The new AMS system will be an offsite hosted product.
Q (System Integration):
A: Please confirm the systems the City wants to integrate to our proposed system? Please reference section 1.1 'General Requirements' of the RFP documentation - This section lists the requirements and integrations the City expects for a successful implementation.
Q (Functional Requirements):
A: Please provide high level functional requirements for each integration. Please reference Question #20
Q (Groups in scope):
A: Which functional groups are to be included within our scope response? Please refer to question #1, #2, & #4. Groups are divided by Departmental Division within the current asset management system: Drainage Engineering Parks Sewer Street Traffic Water The City anticipates that additional groups may be added as the system is implemented across multiple departments and asset categories. Vendors should propose solutions that are scalable to accommodate future growth.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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