4 steps to writing a successful GIS RFP
"Over the past twenty four years, EI Technologies has developed proven processes and quality control checks that ensure that we deliver accurate and complete GIS data to our clients on time and on budget."
You have probably read dozens of GIS success stories in this and other articles, and you have undoubtedly benefited from them. But you most likely have not heard about too many failed GIS projects and fact is you can often learn just as much from them..
According to a recent study, 40% of all failed GIS projects can be blamed on poorly written Request for Proposals (RFPs). Writing an RFP is a daunting task. As a government GIS manager, you must be sure the RFP is well written and projects your agency while also inviting qualified proposals that fit a certain budget.
Balancing these tasks is the secret of writing a good RFP for GIS services. Unfortunately, when most GIS managers have to write an RFP, they ask associates in a neighboring county or city for help. The problem here is that no two GIS projects are alike, and one RFP likely will not work for both. Another alternative is seeking advice from a vendor, but invariably they have a conflict of interest.
The results from either scenario can be disastrous:
• The finished GIS doesn’t meet your organization’s objectives
• You choose a vendor who does not specialize in your particular type of GIS project
• Proposals come in over budget
• You choose the wrong data conversion technology
Alternatively, some GIS managers hire consulting firms to write RFPs for them. This generally results in a well-written document, but is very costly and time consuming.
The truth is you don’t need to hire a consultant or copy another organization’s RFP to have a successful GIS. You can write a winning RFP yourself if you keep the following four steps in mind:
1. Learn GIS technology
You must know what technology you are looking for when you issue the RFP. You can’t rely on the vendor to tell you what you need. It is up to you to specify what technology you want incorporated in your project.
Recently, a mid-size city issued a vaguely worded RFP with few technical specifications. Only three of ten vendors bothered to respond. Their proposals contained very different work plans, and the cost ranged from $12,000 to $65,000. Ultimately, the city reissued the RFP and began the process over. It cost them six months.
In learning about GIS technology, the most important considerations are:
• Which data conversion technique, if any, will work with your data?
• Which GIS software can handle your applications?
• Which database system meets the applications development needs of your entire organization?
2. Ask the right questions of the vendors
Solicit answers to the following:
• Can the vendor provide successful examples of their proposed approach?
• Does the vendor have resources available now to work on the project?
• What does the quoted price include?
• What is the vendor’s policy if they underbid the project?
• Are client references available?
• What is the vendor’s quality control process?
3. Know the cost range for your project
Here you must balance your available budget with the technical specifications of your project. Often local government agencies issue RFPs with well-developed specifications, but no concept of the costs involved. If they list a ridiculously low budget, they usually receive no response to the RFP.
4. Send the RFP to the right vendors
You must get the RFP into the hands of vendors who specialize in your type of project. To find these vendors, refer to an independent GIS vendor directory.
If you follow these four steps in writing your RFP, I guarantee that you will end up with a GIS that meets the needs of your organization.