Page 224 - Automated Fingerprint Identification Systems (AFIS)

CONTRACTUAL ISSUES REGARDING THE PURCHASE OF AN AFIS 209

It is recommended that the governmental entity establish a multi-discipline
team to develop the RFP. The team should at a minimum include representa-
tives of information technology, the end users of the technology (typically a
business unit), and the finance, business, grants, and legal units. For a highly
complicated and multi-site AFIS, consideration should also be given to includ-
ing representatives from other agencies that may use the AFIS. This team
approach helps ensure that all relevant information is addressed and is pro-
vided to all parties.
Development of a RFP for AFIS technology can be very time consuming and
involved; however, it is a necessary investment. Installation and implementation
of an AFIS tends to be just the beginning of a long-term relationship with a
vendor. AFIS technology is based on proprietary systems for image capture,
transmission, processing, searching, storage, and decision. Systems use differ-
ent algorithms for the classification and searching of the databases. There is
very little, if any, interoperability between the various vendors’ technologies.
There can also be a significant investment in the conversion of existing records.
Change of vendors may cause these conversion costs to be incurred again. Thus,
absent substantial issues, it is unlikely that an agency would change vendors. Or
to state it another way, every effort is warranted to help ensure that the right
choice is initially made.
Care should be taken to ensure that the RFP requests only information rel-
evant to the procurement and taken into consideration as part of the evalua-
tion. It is very time consuming and expensive for a vendor to respond to a RFP.
Requests for extensive or non-material information may have a chilling impact
on vendor participation—just the opposite of what is desired.
While practices differ, a RFP is normally broken into the following topical
areas:

1. Introduction and background
2. General information and response format
3. AFIS specifications and scope of work requirements
4. Evaluation criteria and relative weights of the criteria
5. Contractual terms and conditions

Issues for consideration are presented in each area, with detailed discussions
reserved for the key topics. Keep in mind that the RFP forms the basis for the
submitted proposals and the resulting contract. Moreover, the RFP provides a
measure for gauging the government’s actions. The government must be pre-
pared to accept the logical consequences of each and every requirement or
term placed in a RFP. If an element is set forth as a mandatory requirement,
the failure of a vendor to meet that requirement results in its disqualification.