GIS Systems and Process Review Services

The Vendor is required to provide the following deliverables as part of a comprehensive review of the board geographic information systems (GIS) operations, with emphasis on supporting informed decision-making, rural service delivery, and long-term spatial data management.
- Project Charter and Work Plan
•    A finalized work plan outlining methodology, timelines, project stages, communication approach, and key milestones.
•    Identification of stakeholder engagement strategy and reporting expectations tailored to board governance and organizational structure.
- Current State Assessment
•    A technical and operational review of existing GIS infrastructure, including software, hardware, licensing, data sources, and integration with core systems (e.g., asset management, road maintenance tracking, land administration, and emergency response).
•    A complete inventory and functional assessment of existing GIS datasets, applications, workflows, and tools.
•    Documentation of current departmental use cases and cross-functional dependencies (e.g., between Agriculture and Infrastructure or Assessment and Fire Services).
•    Review of data governance practices and alignment with state FOIP and open data considerations.
- Staffing Model Review and Recommendations
•    Comprehensive evaluation of current GIS staffing across board, including formally designated roles and GIS responsibilities embedded in other operational roles.
•    Suggest role profiles with associated GIS responsibilities, authorities, and reporting structures for:
o    IT Manager
o    GIS Analyst
o    Field Systems Specialist
o    Departmental GIS champions or power users
•    Recommendations for an optimized staffing model to support current and future GIS operations, including:
o    Centralized vs. decentralized (contract) support models
o    Resource requirements (FTEs, contracts, shared services)
o    Best practices in staffing governance, including delegation of data authority, system access control, and publication standards.
o    Professional development and training pathways, including state -specific learning resources, ESRI certification, and interdepartmental knowledge transfer strategies.
- Stakeholder Engagement Summary
•    Summary of findings from stakeholder interviews, departmental workshops, or staff surveys.
•    Identification of GIS needs, pain points, and opportunities for alignment across board departments and functions.
•    Engagements should consider input from all departmental users, municipal services, emergency/safety services, and administrative leadership.
- Benchmarking and Best Practices
•    Comparative analysis of GIS practices and structures from similar state rural municipalities or special-purpose bodies.
•    Reference to provincial and national GIS standards and frameworks.
•    Identification of technology trends, platform options, and governance structures relevant to rural service delivery.
- Future State Vision and Roadmap
•    A strategic vision for the future of GIS at board, aligned with operational goals such as land stewardship, infrastructure lifecycle planning, and public transparency.
•    Recommended actions across short (0–12 months), medium (1–2 years), and long-term (3+ years) timelines.
•    Identification of foundational investments (e.g., enterprise licensing, mobile data collection) and “quick wins” to build internal capacity and momentum.
- Implementation Plan
•    Timelines and dependencies
•    Resource and training requirements
•    Estimated costs and return-on-investment rationale
•    Risk mitigation strategies and change management guidance to ensure adoption across all levels of the organization.
•    Performance measures to track GIS program growth and maturity over time (e.g., usage metrics, data completeness, user satisfaction).
•    A change management approach that emphasizes minimal disruption to staff workflows and recognizes the importance of maintaining continuity in day-to-day GIS operations. This includes specific recommendations for implementing improvements in a way that avoids unintended impacts on field data entry or department-specific processes.
- Data Management and Access Policy Review
•    Core data update procedures
•    Version control and the merging of field/staff data into the authoritative data branch
•    Internal data access permissions and publishing policies
•    Recommendations for enhancing data integrity, improving the synchronization between fields collected data and centralized systems, and ensuring that access levels reflect operational needs while protecting data quality.