GIS: How to Evaluate Potential GIS Vendors for Your Project: 12 Questions to Consider
By Nirav Shah

Your organization has finally decided to take the plunge and build a GIS. But with so many GIS vendors to choose from, how do you pick the right one?
      The right one is the vendor that best meets the needs of your organization. So before you start evaluating credentials of various consultants, first consider your own capabilities, needs and objectives.
      A typical GIS implementation project has four major components. Your organization may require services from an outside vendor to complete some or all of them:
• development of specifications for your GIS
• creation of the database
• development of applications
• provision for training and follow-on support.
      By identifying which of these components you need assistance in developing, you will create a blueprint for choosing the best consultant. Now you are ready to evaluate potential GIS developers. Consider the following questions in your evaluation:

1. What is the scope of GIS services provided?
Not all GIS consultants are capable of implementing all four of the above-named components. Whenever possible, find one vendor who offers all of the services you require.

2. Can the vendors provide examples of how their approach to GIS implementation will handle your specific tasks?
Every vendor has a different approach to GIS development challenges. Make sure their results are compatible with your objectives. If they will be developing specifications for you, ask to see samples. If the vendor will be digitizing your data, request some sample conversions.

3. How many GIS formats does the GIS consultant support?
At last count, there were 48 different GIS software packages available. If your vendor has experience with only three or four, chances are they will try to sell you the package they are most comfortable with instead of the one that best meets your needs. The more packages they know, the more likely they are to work in your best interest.

4. How much input will you have in development of project specifications?
To ensure the GIS meets your stated objectives, you should be allowed to give continuous input into designing specifications before work begins and throughout the project. Don't be afraid to change specifications during development if you don't like them. But find out up front what it will cost you to make those changes after work begins.

5. Does the vendor have hardware expertise?
Ideally, the consultant will acquire the necessary hardware for your system, but ask if some of your existing hardware may be compatible. Make sure any new hardware can be upgraded as your needs evolve.

6. What does the quoted price include?
Have the vendor spell out everything that is included in the price, such as software, hardware, data conversion. Agree in advance on the costs of unexpected design changes.

7. What is the vendor's policy if they underbid?
It happens. Vendors inadvertently underbid on projects. Find out if it will cost you or them. Ask if they require a change order when they underbid or do they absorb the additional cost.

8. How long will it take to complete implementation, and how long before the system is operational?
Often these are two different dates. Find out if the vendor provides training so your people can access the system immediately. See if the vendor offers regular reports on development progress. Agree in advance to specific recourse if the project is not completed on time.

9. What happens if the system goes down?
Most GIS vendors offer maintenance contracts. Check the fine print to learn what kind of support they will provide if the system crashes. They should be willing to send a technician to your location and replace faulty hardware within a few days after the problem is reported.

10. Can you get client references?
Ask for references and call them. The most important question to ask is whether the GIS consultant successfully completed the work as they said they would.

11. Does the vendor employ real quality control?
A promise of an excellent staff that does good work is not quality control. A vendor should have quality control procedures established in writing with at least one staff person assigned exclusively to oversee and enforce those quality assurance standards.

12. What performance guarantee does the vendor offer?
Hopefully, if you monitor the project's progress, there will be no disappointments, but they occur. Before the contract is signed, you must learn if the vendor is willing to offer restitution or make-good solutions if the GIS does not meet your specifications and expectations.
      Now that we have discussed how to select an appropriate GIS vendor, we will next examine how you can get the most out of the vendor you select. This will be the topic of my next column in March 1997.

Free Offer from the Author: Nirav Shah is president of EI Technologies in Parker, CO., a full-service GIS consulting firm. Contact him to receive a free "GIS Vendor Evaluation Checklist." He may be reached by phone at 720-851-1717, fax at 720-851-5550, and email at [email protected].
We have moved our office to: 19750 E. Parker Square Drive, Suite 100, Parker, CO 80134. You may also visit the EI Technologies Web Site at http://www.eitek.com.

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