Page 240 - Automated Fingerprint Identification Systems (AFIS)

CONTRACTUAL ISSUES REGARDING THE PURCHASE OF AN AFIS 225

other options. The obligation is to clearly articulate how the evaluation will be
conducted and to follow the established procedures. The tiers must be devel-
oped with a logical sequence, generally holding the most complex analysis until
the end. For example, a RFP could set forth a series of mandatory data stan-
dards for the AFIS and provide that if a vendor’s product does not satisfy all
such standards it “fails,” or is disqualified at that tier so the proposal goes no
further. If the proposal satisfies those mandatory standards, it proceeds to the
next level of evaluation, which is a weighted evaluation.

9.7.4.1 Administrative Review
Commonly, an early review tier asks whether the proposal meets the adminis-
trative requirements of the RFP. The vendor is advised that the administrative
review considers whether the RFP was submitted on time, whether all the
requested elements and necessary certifications have been included, whether
the proposal is responsive to the request (e.g., if the government sought apples,
did the vendor propose apples or apple juice), etc. This tier is generally a
yes/no evaluation, with a single “no” response disqualifying the proposal from
further consideration. The government generally uses a standardized docu-
ment to record the evaluation results. It could be a form requiring the reviewer
to indicate yes or no with inclusion of data to support the conclusion. For
example, the form could inquire if the proposal was received on time, with a
yes/no response required, supported by the details about when it was received.
Inclusion of simple cross-references helps to mitigate risks associated with
human errors in the review process. Due to the severe consequence if the
vendor does not satisfy the administrative requirements, the government must
carefully consider what elements are included and set up an evaluation process
minimizing the possibility of error.

9.7.4.2 Mandatory Technical and Functional Requirements
The next common tier sets forth the mandatory technical and functional
requirements. This section identifies those AFIS requirements the government
determined it absolutely must have for the System to meet its needs. This eval-
uation is usually set up as a yes/no evaluation, with a single “no” response dis-
qualifying the proposal from further consideration. This section considers
whether the proposed AFIS meets the data standards or technical requirements,
such as FBI certifications or data compression ratios. It may go further and
establish certain features or functions as mandatory technical requirements.
For example, the RFP may require that the product proposed be tested and
found in compliance with the Federal Bureau of Investigation’s Integrated
Automated Fingerprint Identification System (IAFIS) Image Quality Specifica-
tions (IQS). If using standards, the RFP process must ensure vendor accessi-