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gibility program), there may be valid reasons for including conversion services
within the scope of the RFP—namely, program expansion/modification and
technological advances. It is not difficult to envision the possibility of program
expansion or merger of two separate programs into one. Similarly, it is not dif-
ficult to envision the introduction of technological advances requiring a dif-
ferent digitized format for a fingerprint image. Conversion of the existing
image may be the only practical way to continue its inclusion in the database.
For example, in the criminal justice context, it may be difficult to obtain new
fingerprint images.
If there is a known need for conversion services, the RFP should address such
requirements as where the conversion is conducted and how long the conver-
sion will take. The degree of importance placed on these factors depends upon
the AFIS application and whether it is a new AFIS or an upgrade running in
parallel to an existing AFIS. Thought should be given to how the government
will verify that the conversion was properly conducted. Consideration should
also be given to how the government requests conversion pricing. It may be
possible to request the pricing based on volume. For example, pricing could
be requested for up to a certain number of cards converted in a given time
span, with a separate pricing proposed based on additional volume increments.
Consideration should also be given to incorporating the means to “recon-
vert” the records at some point in the future. As technology advances, more
information can be extracted from previously converted records.

9.7.3.6 Maintenance
An AFIS solicitation should be structured to obtain maintenance; however,
there are appropriate circumstances where maintenance may be separately
obtained. Generally speaking, maintenance is a large, ongoing expense associ-
ated with an AFIS that must be identified if a total cost of ownership evaluation
is undertaken. The RFP should collect information to permit the maintenance
services, and pricing, to grow with the System. It should have the ability to roll
hardware and software on and off from coverage. Generally, the RFP will iden-
tify the key elements of necessary maintenance. Defining the key elements,
however, is dependent on the type of AFIS. Accordingly, what follows is a broad
discussion on maintenance issues for consideration. The RFP might pose a
series of “explain how” questions for vendor response based on this informa-
tion. For example, one question might ask the vendor to explain how its pro-
posal will escalate AFIS maintenance problems within its organization. The RFP
may inquire whether the vendor’s practices comport with various independent
standards, such as ISO-9000.
There are two different types of maintenance that need to be considered.
The first is the easier to articulate: preventative maintenance, or the routine