How to Write an RFP for Sewer Inspection Data Services

A request for proposals is one of those documents where the effort you put in up front saves you tenfold later. A vague RFP attracts vague bids that are impossible to compare and easy to regret. If you're procuring sewer inspection or coding services, here's what's worth spelling out clearly.

Scope and volume

State how much pipe you're dealing with, in linear feet and by pipe size and material if you know it. Be clear about whether you're procuring the field inspection (the CCTV work itself), the coding and data deliverables, or both. Those can be separate services, and conflating them muddies your bids.

Coding standard

Specify NASSCO PACP compliance explicitly. This is non-negotiable if you want data you can compare across years and contractors. Ask how defects are graded and how the vendor ensures consistency.

QA/QC process

Ask vendors to describe exactly how quality is controlled. Is coding reviewed? By whom? Are reviewers certified? This is where a lot of quality differences hide, and it's a fair thing to make them prove.

Deliverable formats

Don't let yourself get locked into a proprietary box. Require that data be delivered in standard, interoperable formats that work with your existing GIS and asset management tools. Ask specifically whether deliverables are GIS-ready and map-integrated, because a spreadsheet of codes is a lot less useful than the same data on your map.

Equipment and intake flexibility

If you have existing footage, or use multiple contractors and cameras, ask whether the vendor can work with video you've already collected, in whatever format it's in. A service that requires you to standardize your equipment first is adding cost and friction.

Turnaround time

Spell out how fast you need results. A backlog that takes months to clear can defeat the purpose. Ask for committed turnaround windows.

Pricing model

Ask how pricing works, and watch for hidden fees. Per-foot, pay-as-you-go pricing is easy to budget and scales with your program. Be wary of structures that charge extra for reruns or revisions.

Data ownership

Make sure it's clear in writing that you own your data and can take it with you. You're building a long-term system of record; it shouldn't be hostage to a vendor relationship.

A quick evaluation framework

When proposals come back, score them on more than price: NASSCO compliance, QA/QC rigor, deliverable interoperability, turnaround, flexibility with your existing footage, and total cost. The cheapest bid that locks you into a proprietary format is rarely the cheapest in the long run.

Shaping an RFP and want a second set of eyes on the data scope? We're happy to help.