Developing a conversion specification
Deliverables
h this section we define the physical deliverables resulting from the conversion process, and the data
structure needed by the destination AM/FM/GIS system.
Specify the physical format of the deliverables, the computer media and its format and the hard copy
requirements (plots, aperture cards, database reports, edit reports, trace reports). Full hard copy adds to the
conversion cost and may not be a requirement, at least until the acceptance process is completed. Aperture
cards can replace paper hard copies.
Graphical specifications form one of the largest parts of a specification document. The data structure,
which is heavily dependent on the destination system, consists of the logical and physical file definitions,
computer file and drawing product naming conventions. The graphic syrnbology for each feature, and the
attribute data to be associated with it graphically, are defined. If landbase is part of the conversion RFP
speci@ the mapping standards, the project and coordinate system, map content and accuracy. Provide
drafting standards for the final products. Similar to manual drafting standards, they govern the placement
of each graphic feature by itself and in relation to other features in the drawing. They also cover standards
for the use of reference bubble placement of reference text, spacing of cables in relation to cable text, text
orientation, overstrikes versus breaking landbase features, the use of details on the same drawing or on a
separate drawing, etc.
The database specification must define the data structure, which will be dependent on the host system.
Entity and attribute definitions and data relationships are defined. Define valid ranges or lists of valid
values for each attribute. Also define default values, to be used if true values are not available. Identifi
380?how each attribute should be populated by the conversion process. If there are multiple data sources,
indicate the priority of sources. There maybe different classes of attribute: critical and non-critical, which
indicate the importance of the attribute in future applications for the data. An attribute that identifies an
accounting classification for an item of plant, or one that defines network connectivity, could be considered
critical. If the data is not available from the source documents, the conversion vendor maybe expected to
do further research to obtain the correct value, whereas non-critical attributes maybe populated with
default values if their true values are not available.
Administrative Specifications
This section covers the administrative issues relating to the response to the RFP, the nature of the contract,
the pricing approach to be used, and the interfaces to be established and maintained throughout the
conversion.
Bid Process
The RFP should specifi the format of the response, and the bid closing date. If a review of the source
documents is required, allow sufficient time for each bidder to spend time with the documents. Determine
what mechanism will be used for dealing with questions that will arise during the preparation of the bids.
At the least, designate a technical contact and a purchasing/contracts contact to respond to these questions.
Also consider whether the questions and answers will be copied to all bidders. It maybe desirable to
schedule a bidders meeting at which all questions will be received and answered in front of all bidders.
Again, schedule sufficient time before and after the bidders meeting for the vendors to formulate the
questions and review the answers.
Establish the procedure for the opening of bids. If it is private, the bidders may be informed of the results
or the bids may remain private. Determine what evaluation criteria will be used to judge the bids. Prior to
issuing the RFP, there may have been a qualification process to ensure complete confidence in the abilities
of each vendor allowed to bid the RFP. In this case, the evaluation maybe based on price, or price and
capability to meet a desired schedule. If the RFP was more widely issued, the user may consider criteria to
determine the ability of the vendor to perform the work accurately and in a timely fashion.
Contract Terms
Include a sample contract with the RFP, along with a request that the vendors indicate any portions of the
contract that they may wish to dispute. This can help streamline the finalization of contractual details after
the selection is made.
Accuracv Requirements
Accuracy requirements are of significant importance to the responders. Absolute accuracy is not rarely a
requirement, unless field inventory is the source of the data. Accuracy relative to the source documents,
and resolution of anomalous situations or missing critical data, is the normal criteria. Speci& the method
of calculating accuracy. It maybe based upon features, or more commonly, components of a feature. For
example, there may be eight key components in the conversion of a cable - its graphical placement, its
length, type of cable, gauge, size, year placed, source or feeding cable, and its accounting code. Any one
of these converted incorrectly is an error. A cable missed entirely is eight errors. The total number of
components delivered can be derived from the database. Indicate the method of identifying the errors and
determining the accuracy level in the RFP. Checks usually consist of programmed checks on the database
attributes to ensure correct value and network traceability, plus a manual check of a selected portion of the
graphics (usually 5-10% but sometimes 100% for the first delivery from a service company).
Pricirw Methodolozv
Stipulate the pricing methodology: time and materials, unit price for some defined deliverable item, or
lump sum for a defined volume of work.
Billing/Payment Terms
Various billinglpayment options are also available. A monthly progress billing with a holdback is most
common, but other contracts call for project milestone billings, or billings on completion or acceptance.
Speci& any penalties associated with non-performance (missing schedule dates or failing to meet the
desired accuracy levels. If penalties are to be imposed, the risk to be taken by the service company should
be balanced by the prospect of a bonus for meeting all the conditions.
The joint venture nature of the clientiservice company relationship usually precludes the use of penalty
clauses.
Interfaces
Define the working interfaces for contractual issues and ongoing technical queries. The problem
resolution procedure can take many forms. The use of a problem resolution form to describe the
unresolved issue, coupled with the use of FAX and an agreed-upon turnaround at the client’s office, is a
fairly standard last resort. Prior to taking this step, the service company may have other options to
resolving a problem. Some clients provide all their historical work orders, and some research through
these volumes of data usually provides the needed data. The client may require the service company to
perform field trips or limited field inventory to fill gaps in the records. The user may also establish rules
allowing the vendor to make “logical assumptions.” These rules are usually not formalized in the RFP
specifications, but develop during the conversion process.
Status ReDorting
Finally, the administrative specifications should define the status reporting requirements. It is reasonable
to expect the service company to maintain tight control over the project, and this can be communicated
monthly with the billing, or more frequently if desired by the client.
