RFP ? GIS Roadmap

Request for Proposals
Executing a roadmap from existing GIS datasets to TDEC's Asset
Management Plan.
Issued by: City of Crossville, TN
1. Introduction:
The City of Crossville is seeking proposals from qualified firms/vendors to provide
professional services for the migration of the City's existing Geographic Information
System (GIS) to a comprehensive Asset Management System that meets current
requirements of the Tennessee Department of Environment and Conservation's (TDEC)
Asset Management Plan (AMP) guidelines for their water and sewer system assets.
The selected firm/vendor shall enact Phase I of the attached Draft GIS Roadmap
document.
2. Background and Existing System:
The city of Crossville has an existing GIS dataset that includes survey grade spatial data,
including northing, easting, and elevation in the Tennessee State Plan Coordinate
system. This dataset does include the size of the line, but not materials, date of install, or
digital spatial information regarding number of repairs/leaks, maintenance, or general
condition.
A sample of the existing dataset will be provided.
Sample GIS Data can be downloaded here: or Click Here for Download
3. Project Objectives:
A. Meet the requirements for TDEC's AMP (Tennessee Department of Environment and
Conservation Asset Management Plan).
B. Migrate and modify the City's existing GIS datasets into ESRI's standardized templets
that include the required information stated in TDEC's AMP.
Page 1 of 5

C. Develop Standard Operating Procedures (SOPs) for future data collection, records
keeping, updating and maintaining the newly structured dataset.
D. Develop and make use of online or cloud based mapping and mobile applications.
E. Develop training for existing and future city employees on the use and capabilities of
the new SOPs and desktop/mobile applications.
4. SCOPE OF SERVICES:
A. Tast 1 - Project Initiation
a. Conduct Kickoff Meeting.
b. Review existing systems and dataset.
c. Develop detailed implantation plan.
d. Establish project schedule and milestones.
B. Task 2 - Existing Conditions Assessment
a. Evaluate current GIS datasets and identify gaps and shortfalls from the
requirements of the AMP.
b. Develop a detailed plan to fill the gaps with city staff.
c. Evaluate current GIS and CAD licenses for compatibility with new online
cloud-based datasets.
C. Task 3 - Asset Inventory Development
a. Review ESRI Water and Sewer Data Solutions with the City, make schema
modifications, and deploy the new schemas into ArcGIS Online
D. Task 4 - Data Migration
a. Migrate City's existing infrastructure datasets into new schema designs
b. Will perform data checks and make upgrades
E. Task 5 - Asset Management System Implementation
a. Configure web maps / applications for office and field users (viewers, editors,
and field workers)
b. Confirm Spectra GPS units integrate with iOS devices using ESRI Field Maps
c. Develop SOPs for data collection, maintenance, error correction, leak repair
and current condition information
d. Create training guides and workshops for office and field users
e. Teach office / mobile data collection, editing, analysis, and reporting
f. Work with the City to assess ArcGIS Online Backup solutions, schedule
demos, and request cost estimates.
F. Task 6 - TDEC AMP Compliance Report
a. Provide documentation that states in detail the compliance with the
requirements of TDEC's AMP.
Page 2 of 5

5. DELIVERABLES
A. All final products will belong to the City of Crossville, with the possible exception of
software and "cloud services".
B. Provide in writing a detailed implantation plan, project schedules, and goals which will
include the analysis of missing or gap data from the existing data of the city and the plan
to fill those gaps.
C. A data set with the migrated city data with missing or gap data filled to align with the
requirements of the AMP and make use of the ArcGIS Online schemas.
D. A deliverable Web Map / Applications for office and iOS mobile users in ESRI Field Maps.
E. Digital SOPs for data collection, maintenance, error correction, leak repair notification
and current condition reporting.
F. Training Guides for office and field users.
G. Provide written documentation in detail stating the compliance of the final product with
TDEC's AMP.
6. PROPOSAL REQUIREMENTS
Firm Qualifications
Include:
* Company history
* Tennessee municipal experience
* Utility asset management experience
* Relevant certifications
* References from relevant sources or previous clients
Project Team
Provide:
* Project Manager
* GIS Specialist
* Asset Management Specialist
* Utility Engineering Support
* Training Staff
Technical Approach
Describe:
* Proposed software platform
Page 3 of 5

* Migration methodology
* Data validation procedures
* Asset management methodology
* Compliance strategy
Project Schedule
Provide a detailed implementation schedule including milestones and completion dates.
Cost Proposal
Provide:
* Software licensing costs (estimated or general costs are acceptable, due to the unknown
number of licenses needed or required)
* Implementation costs
* Migration costs
* Training costs
* Annual maintenance costs
Proposal Document
Maximum of 25 pages. Document to be submitted on a "jump drive / thumb drive" in PDF and a
single printed hard copy, bound in a 3-ring binder.
7. EVALUATION CRITERIA
Criteria Weight
Experience in Direct AMP Compliance: Please provide a list of current
40%
or completed AMP compliance projects the firm is/has been involved.
Experience in GIS Data Migration from Shapefiles to ESRI Schema
Water & Sewer and Online Mapping/App capabilities: Please list 30%
experience and/or examples.
Qualifications and Competence of the Firm: Provide firm biography
and history of technical services, especially work provided for a utility 20%
district and/or municipality.
Cost: 10%
Page 4 of 5

8. PROCUREMENT SCHEDULE
RFP Issued: July 24, 2026
Proposals Due: 10:00 a.m. CST, Aug 18, 2026
Notice of Award: Sept 8, 2026
Project Start: Sept 9, 2026
9. RESERVATION OF RIGHTS
The City reserves the right to reject any or all proposals, waive informalities, negotiate with
respondents, and award the contract deemed to be in the best interest of the City.
10. CONTACT INFORMATION
All inquiries regarding this RFP shall be directed to:
Kevin J. Dean
City Planner / GIS Analyst
City of Crossville
392 North Main Street
931.456.8464
kevin.dean@crossvilletn.gov
Page 5 of 5

CITY OF CROSSVILLE - GIS ROADMAP
Contents
Document Control ............................................................................................................................. 3
Introduction ......................................................................................................................................4
Business Cases .................................................................................................................................4
Key Recommendations ..................................................................................................................... 6
Phase 1 - Recommendations ........................................................................................................ 6
Establish a Centralized GIS Platform ........................................................................................ 6
Esri ArcGIS Online ..................................................................................................................... 6
Data Management...................................................................................................................... 7
Field Data Collection................................................................................................................. 8
GIS to CAD Workflows ............................................................................................................... 8
Training .................................................................................................................................... 9
Standard Operating Procedures ............................................................................................... 9
Backups................................................................................................................................... 10
Phase 2 - Recommendations ...................................................................................................... 10
ArcGIS Enterprise .................................................................................................................... 10
iWorQ Integration ..................................................................................................................... 11
Summary ......................................................................................................................................... 11
Phase 1 - Recommendations / Requirements ............................................................................... 11
Phase 1 - Proposal Recommendations ..................................................................................... 12
Phase 2 - Recommendations / Requirements ............................................................................. 14
Phase 2 - Proposal Recommendations .................................................................................... 14
KCI TECHNOLOGIES, INC. 2

CITY OF CROSSVILLE - GIS ROADMAP
DOCUMENT CONTROL
Date Version Description Author
9/23/2025 1.0 Initial Draft KCI Technologies, Inc.
11/18/2025 1.1 Revisions based on COC feedback KCI Technologies, Inc.
12/1/2025 1.2 Revisions based on COC feedback - Fire KCI Technologies, Inc.
Flow Data
KCI TECHNOLOGIES, INC. 3

CITY OF CROSSVILLE - GIS ROADMAP
INTRODUCTION
KCI Technologies has been tasked with assisting the City of Crossville in evaluating its current CAD
and GIS workflow processes, developing a GIS roadmap, and documenting the steps necessary to
align with the Tennessee Department of Environment and Conservation's (TDEC) Asset
Management Plan (AMP) guidelines. This effort is designed to support the City's long-term goals of
improving data management, integrating 3rd party software solutions, enhancing operational
efficiency, and strengthening asset management practices across the City's water and sewer
systems.
The purpose of the City of Crossville's GIS Roadmap is to establish a framework for the City's
Engineering Department, Planning Department, and the Catoosa Utility Department to work
collaboratively toward more efficient and effective use of GIS. The GIS Roadmap builds upon the
City's existing data collection, data management, and work order management processes to
support asset management, capital improvement planning (CIP), and regulatory compliance. By
integrating these systems within a modern GIS environment, the City will be positioned to meet
TDEC AMP requirements while ensuring that accurate geospatial data helps in decision-making
processes into the future.
BUSINESS CASES
Business drivers for this plan include the cases below:
1. TDEC AMP Requirements: Without a compliant Asset Management Plan (AMP), the City
risks being ineligible for state grants or low-interest loans for water and sewer projects.
a. Standardized Data Inventory & Condition Assessments: TDEC requires key asset
details such as installation date, size, material, condition ratings, and replacement
cost estimates. The GIS roadmap ensures these required fields are incorporated
into a standardized geodatabase design. If the City does not currently have this
information, they must establish a plan to collect it through field inventory,
condition assessments, reviewing as-built drawings, or analyzing work orders and
maintenance records associated with each asset.
b. Support for Capital Improvement Planning (CIP): By linking asset condition data
and historical maintenance events to GIS, the City can prioritize replacement
projects based on risk and performance rather than age alone. This approach
supports capital improvement plans and long-term budgeting.
2. Operational Workflow Efficiency & Modernization:
a. Replace Paper-Based Workflows: Current workflows rely on a mix of handwritten
paper forms, which must later be manually entered into other City software
solutions like iWorQ. Because any future integration with iWorQ would fall under a
Phase 2 effort or later, the primary focus for transitioning from paper to a digital
GIS-enabled workflow would be the Fire Hydrant Flow data. Digitizing this process
KCI TECHNOLOGIES, INC. 4

CITY OF CROSSVILLE - GIS ROADMAP
will reduce redundancy, eliminate errors from manual entry, and provide real-time
visibility into field activities.
b. GIS & CAD Integration: Asset updates currently move manually from GPS devices
to CAD and are only synced to GIS every few months. Establishing an integration or
data migration workflow process between CAD and GIS will streamline data
updates, reduce delays, and allow both engineering and field teams to access the
same current, authoritative asset datasets.
c. Work Order & Asset Tracking: Linking iWorQ with GIS would allow work orders to
be tied directly to assets, improving cost visibility and supporting the development
of CIP projects. Another alternative workflow process the City should explore, is
having field crews enter maintenance activities and GIS data corrections directly
into the GIS, supported by an internal review and approval workflow to ensure data
accuracy and consistency.
d. Proactive vs. Reactive Maintenance: The City operates primarily in a reactive
mode, addressing issues only when they occur. GIS-enabled maintenance history
and condition data will support preventative maintenance planning, reduce
emergency repairs, and extend asset lifecycles.
3. Data Accuracy & Accessibility:
a. Field Collection: Field crews currently rely on outdated collection processes and
quarterly or biannual mobile map updates, leading to incomplete or inaccurate
asset data. Implementing Esri Field Maps with real-time syncing will ensure that
updates are captured immediately, improve location accuracy using City owned
Spectra GPS units, and reduce errors through field forms with standardized
dropdown menus and required fields.
b. Condition Assessments: Currently, valve conditions, hydrant inspections, and leak
histories are not systematically tracked in a single system. Integrating related
tables within GIS will enable the City to capture inspection results over time,
supporting condition scoring, replacement prioritization, and support requirements
in TDEC asset management plan requirements.
4. Long-Term Sustainability & Workforce Transition:
a. Knowledge Retention: Much of the City's asset knowledge resides with a few
experienced employees nearing retirement. Without capturing this information in
GIS, institutional knowledge will be lost. Centralizing data preserves this knowledge
for future staff and supports future operations.
b. Dedicated Asset Management Role: A full-time GIS / asset management specialist
is needed to manage GIS datasets, support field crews, oversee system
integrations, and ensure compliance with TDEC requirements. This role will help
drive long-term success of the City's AMP and GIS efforts.
KCI TECHNOLOGIES, INC. 5