Asset Stewardship, in conjunction with the Smart Cities Council, undertook a survey of some of the top rated (by National Procurement Institute) city procurement offices in the USA. The intent was to learn more about how a technology related RFP is shaped before it goes to bid. A review of the responses (below) shows IT specialists are not regularly involved in procurement, even in SCT (smart city technology) purchases, probably because many cities do not have departmental level IT staff. The initial descriptions for RFPs are primarily developed by the requesting department and are initiated by a staff person in that department. New SCT is usually intended for city wide use or for a specific department. Following are the survey questions, responses and comments.
Q1 The initial idea for procurement of new digital goods or services usually comes from
| Answer Choices– | Responses– |
| –
another city |
16.67%
1 |
| –
a vendor |
16.67%
1 |
| –
a city staff person |
33.33%
2 |
| –
a department head |
16.67%
1 |
| –
a city executive staff person |
16.67%
1 |
| –
a change in law or regulation |
0.00%
0 |
| Total | 6 |
Showing 3 responses
professional organizations such as: National Institute of Government Procurement (NIGP);
11/20/2015 6:06 PM View respondent’s answers
Trade show or conference, news report, technology magizines
11/20/2015 9:43 AM View respondent’s answers
The answer may often be “a department head who had a pain point, spoke to a specific vendor, and saw the value in their solution,” so a mix of the 2nd and 4th options.
11/18/2015 6:32 PM
Q2 The initial description of the proposed procurement is usually done by
| Answer Choices– | Responses– |
| –
the requesting department |
85.71%
6 |
| –
an IT or innovation related committee |
14.29%
1 |
| –
the city executive (Mayor or Manager) office |
0.00%
0 |
| –
the IT department |
0.00%
0 |
| –
the Purchasing department |
0.00%
0 |
| –
the Finance department |
0.00%
0 |
| –
the Planning department |
0.00%
0 |
| Total | 7 |
| Comments(0) | |
Q3 New digital goods or services projects are usually intended for
| Answer Choices– | Responses– |
| –
city wide use |
50.00%
3 |
| –
a specific department |
33.33%
2 |
| –
two or more departments working together |
16.67%
1 |
| Total | 6 |
Showing 2 responses
Depends on the need. Could be citywide or specific to the department. No way to generalize.
11/23/2015 2:25 PM
It really depends on what the goods and services are… Some are enterprise related and some are department specific; some are program area specific (i.e. public safety; parks and rec., etc).
11/20/2015 6:06 PM
Q4 The city uses some kind of internal checklist, policy guidelines, IT master plan or technology review committee to vet the digital goods or services project before moving forward to develop the idea.
| Answer Choices– | Responses– |
| –
YES, we use one of these methods to make sure the project warrants further consideration |
83.33%
5 |
| –
NO |
16.67% |
IT would have to answer
11/23/2015 2:25 PM View respondent’s answers
The IT department is working to coordinate more tech projects, including through creation of a Procurement Lead who works across City departments on many/most procurements. However, it is still quite decentralized, and informal best practices are used more than formal checklists or criteria. Some of this vetting also happens during the budget process when projects are proposed.
Q5 Please check all the considerations that are routinely used to vet a project before moving it forward:
| Answer Choices– | Responses– |
| –
Software conforms to “open standards”, facilitating interoperability and data exchange. |
83.33%
5 |
| –
Functionality doesn’t duplicate existing digital functionality already owned by city. |
100.00%
6 |
| –
If it is intended to serve multiple departments, all departments have reviewed and approved concept. |
66.67%
4 |
| –
If it is intended to use or replicate existing databases (like properties, businesses, etc.), the databases can be combined. |
16.67%
1 |
| –
Software meets city security and privacy standards. |
100.00%
6 |
| –
Users will be able to test product or service for useability and effectiveness before purchase. |
50.00%
3 |
| –
City will have the ability to digitally extract, export and own all data generated by this product or service. |
83.33%
5 |
| –
Requesting department has the digital capability to make use of the data. |
50.00%
3 |
| Total Respondents: 6 |
Showing 2 responses
As I am not a technical IT person, and no longer in the IT department, I am cannot address each option provided.
11/20/2015 6:06 PM View respondent’s answers
Some criteria (i.e. 1, 5 and 7) are considered more in the vendor selection process than during the initial decision to procure.
Q6 Cities can radically improve their functional responsibilities through the power of ICT (information and communications technology). ICT can make buildings more efficient, water and energy more affordable, transportation quicker and neighborhoods safer. Which of these seven “smart” enabler tools does your pre-procurement process routinely seek in new hardware and infrastructure purchases?
| Answer Choices– | Responses– |
| –
1. Instrumentation and control: Implement optimal instrumentation |
20.00%
1 |
| –
2. Connectivity: Connect devices with citywide, multi-service communications |
60.00%
3 |
| –
3. Interoperability: Adhere to open standards, Use open integration architectures and loosely coupled interfaces, Prioritize use of legacy investments |
60.00%
3 |
| –
4. Security and privacy: Publish privacy rules, Create a security framework, Implement cybersecurity |
100.00%
5 |
| –
5. Data management: Create a citywide data management, transparency and sharing policy |
40.00%
2 |
| –
6. Computing resources: Consider a cloud computing framework, Use an open innovation platform, Have access to a central GIS, Have access to comprehensive device management |
80.00%
4 |
| –
7. Analytics: Achieve full situational awareness, Achieve operational optimization, Achieve asset optimization, Pursue predictive analytics |
80.00%
4 |
| Total Respondents: 5 |
Showing 2 responses
The specific department would have to answer pre-procurement questions.
11/23/2015 2:25 PM
I do not have insight into these technical IT decision points.
11/20/2015 6:06 PM
Q7 Of the 10 city functions listed below, please rank on a scale of 1 (lowest) to 10 (highest) which are most likely to seek ICT related innovative enhancements for their goods (including hardware and infrastructure) and services procurements.
| 1. General, Citywide Functions |
5 |
7.20 |
|
| –
2. Built Environment |
5 |
5.00 |
|
| –
3. Energy |
4 |
6.50 |
|
| –
4. Telecommunications |
4 |
5.75 |
|
| –
5. Transportation |
5 |
4.80 |
|
| –
6. Water and Wastewater |
4 |
5.50 |
|
| –
7. Waste Management |
5 |
4.67 |
|
| –
8. Health and Human Services |
4 |
4.00 |
|
| –
9. Public Safety |
5 |
3.60 |
|
| –
10. Purchasing, Payments and Finance |
5 |
5.80 |
Q8 Which of the entities listed below are most likely to be involved in reviewing and confirming digitally enhanced goods and services procurements
| Answer Choices– | Responses– |
| –
Citizen and/ or elected official committee |
16.67%
1 |
| –
Interdepartmental committee |
50.00%
3 |
| –
Departmental committee |
50.00%
3 |
| –
Executive level official |
33.33%
2 |
| –
Policy level official |
16.67%
1 |
| –
Procurement department |
50.00%
3 |
| –
Finance department |
50.00%
3 |
| –
Legal department |
50.00%
3 |
| Total Respondents: 6 |
Q9 What techniques does the city use to attract vendors to bid on a digitally related goods or services projects?
|
– |
Often– | Rarely– | Never– | Depends– | Not Applicable– | Total– |
| –
Pre-qualified, listed vendors |
16.67%
1 |
33.33%
2 |
16.67%
1 |
33.33%
2 |
0.00%
0 |
6 |
| –
Official government purchasing announcements |
100.00%
6 |
0.00%
0 |
0.00%
0 |
0.00%
0 |
0.00%
0 |
6 |
| –
Informal solicitation of potential vendors via city contacts |
0.00%
0 |
60.00%
3 |
0.00%
0 |
20.00%
1 |
20.00%
1 |
5 |
| –
Search on lists of vendors (from Code for America, Smart Cities Council, function specific industry lists, ICT industry lists, local vendors, “hackathons”, local “start up” companies, regional or national “cooperative agreements”) |
0.00%
0 |
0.00%
0 |
75.00%
3 |
25.00%
1 |
0.00%
0 |
4 |
| –
Vendors in the startup, small business or entrepreneurial sector of the city |
0.00%
0 |
25.00%
1 |
25.00%
1 |
50.00%
2 |
0.00%
0 |
4 |
| Comments(3) | ||||||
Showing 3 responses
Depends on the need
11/23/2015 2:25 PM
I would classify the last item as “Rarely”, but the survey won’t allow it.
11/20/2015 6:06 PM
The first three are “often,” the last two “rarely”
11/18/2015 6:32 PM
Q10 What type of response is typically required for digitally enhanced goods (including infrastructure and equipment) or services projects
Answer Choices–
Responses–
–
Submission of documentation to achieve pre-qualification to bid
0.00%
0
–
Submission in response to standard legal “Request for Proposals” form
20.00%
1
–
Submission in response to uniquely formatted RFP developed for this project
60.00%
3
–
Submission in response to suggested specifications developed for this project
0.00%
0
–
Submission in response to request for ideas to solve a need described by city or department
20.00%
1
Total5
Showing 1 response
Depends on if infrastructure and services are needed to maintain existing equipment and services, or a new initiative requiring new services and equipment. Uniquely crafted RFP’s with standard legal language are usually used for projects requiring professional services; sealed bids are usually used for equipment and services not requiring “judgement” (i.e. maintenance, installation, configuration…)
REPEAT, COPIED FROM WEBSITE, NO GRAPHICS:
The initial idea for procurement of new digital goods or services usually comes from
- Answered: 6
- Skipped: 1
another citya vendor
|
another city
|
16.67%
1
|
||||||||
|
a vendor
|
16.67%
1
|
||||||||
|
a city staff person
|
33.33%
2
|
||||||||
|
a department head
|
16.67%
1
|
||||||||
|
a city executive staff person
|
16.67%
1
|
||||||||
|
a change in law or regulation
|
0.00%
0
|
||||||||
| Total | 6 | ||||||||
|
Comments(3)
|
|||||||||
|
Responses (3) Text Analysis My Categories professional organizations such as: National Institute of Government Procurement (NIGP); 11/20/2015 6:06 PM View respondent’s answers
Trade show or conference, news report, technology magizines 11/20/2015 9:43 AM View respondent’s answers
The answer may often be “a department head who had a pain point, spoke to a specific vendor, and saw the value in their solution,” so a mix of the 2nd and 4th options. 11/18/2015 6:32 PM View respondent’s answers
|
|||||||||
The initial description of the proposed procurement is usually done by
- Answered: 7
- Skipped: 0
|
the requesting department
|
85.71%
6
|
|
an IT or innovation related committee
|
14.29%
1
|
|
the city executive (Mayor or Manager) office
|
0.00%
0
|
|
the IT department
|
0.00%
0
|
|
the Purchasing department
|
0.00%
0
|
|
the Finance department
|
0.00%
0
|
|
the Planning department
|
0.00%
0
|
| Total | 7 |
|
Comments(0)
|
|
New digital goods or services projects are usually intended for
- Answered: 6
- Skipped: 1
city wide use
|
city wide use
|
50.00%
3
|
||||||||
|
a specific department
|
33.33%
2
|
||||||||
|
two or more departments working together
|
16.67%
1
|
||||||||
| Total | 6 | ||||||||
|
Comments(2)
|
|||||||||
|
Responses (2) Text Analysis My Categories Depends on the need. Could be citywide or specific to the department. No way to generalize. 11/23/2015 2:25 PM View respondent’s answers
It really depends on what the goods and services are… Some are enterprise related and some are department specific; some are program area specific (i.e. public safety; parks and rec., etc). 11/20/2015 6:06 PM View respondent’s answers
|
|||||||||
The city uses some kind of internal checklist, policy guidelines, IT master plan or technology review committee to vet the digital goods or services project before moving forward to develop the idea.
- Answered: 6
- Skipped: 1
NO
|
YES, we use one of these methods to make sure the project warrants further consideration
|
83.33%
5
|
||||||||
|
NO
|
16.67%
1
|
||||||||
| Total | 6 | ||||||||
|
Comments(2)
|
|||||||||
|
Responses (2) Text Analysis My Categories IT would have to answer 11/23/2015 2:25 PM View respondent’s answers
The IT department is working to coordinate more tech projects, including through creation of a Procurement Lead who works across City departments on many/most procurements. However, it is still quite decentralized, and informal best practices are used more than formal checklists or criteria. Some of this vetting also happens during the budget process when projects are proposed. 11/18/2015 6:32 PM View respondent’s answers
|
|||||||||
Please check all the considerations that are routinely used to vet a project before moving it forward:
- Answered: 6
- Skipped: 1
|
Software conforms to “open standards”, facilitating interoperability and data exchange.
|
83.33%
5
|
||||||||
|
Functionality doesn’t duplicate existing digital functionality already owned by city.
|
100.00%
6
|
||||||||
|
If it is intended to serve multiple departments, all departments have reviewed and approved concept.
|
66.67%
4
|
||||||||
|
If it is intended to use or replicate existing databases (like properties, businesses, etc.), the databases can be combined.
|
16.67%
1
|
||||||||
|
Software meets city security and privacy standards.
|
100.00%
6
|
||||||||
|
Users will be able to test product or service for useability and effectiveness before purchase.
|
50.00%
3
|
||||||||
|
City will have the ability to digitally extract, export and own all data generated by this product or service.
|
83.33%
5
|
||||||||
|
Requesting department has the digital capability to make use of the data.
|
50.00%
3
|
||||||||
| Total Respondents: 6 | |||||||||
|
Comments(2)
|
|||||||||
|
Responses (2) Text Analysis My Categories As I am not a technical IT person, and no longer in the IT department, I am cannot address each option provided. 11/20/2015 6:06 PM View respondent’s answers
Some criteria (i.e. 1, 5 and 7) are considered more in the vendor selection process than during the initial decision to procure. 11/18/2015 6:32 PM View respondent’s answers
|
|||||||||
Cities can radically improve their functional responsibilities through the power of ICT (information and communications technology). ICT can make buildings more efficient, water and energy more affordable, transportation quicker and neighborhoods safer. Which of these seven “smart” enabler tools does your pre-procurement process routinely seek in new hardware and infrastructure purchases?
- Answered: 5
- Skipped: 2
|
1. Instrumentation and control: Implement optimal instrumentation
|
20.00%
1
|
||||||||
|
2. Connectivity: Connect devices with citywide, multi-service communications
|
60.00%
3
|
||||||||
|
3. Interoperability: Adhere to open standards, Use open integration architectures and loosely coupled interfaces, Prioritize use of legacy investments
|
60.00%
3
|
||||||||
|
4. Security and privacy: Publish privacy rules, Create a security framework, Implement cybersecurity
|
100.00%
5
|
||||||||
|
5. Data management: Create a citywide data management, transparency and sharing policy
|
40.00%
2
|
||||||||
|
6. Computing resources: Consider a cloud computing framework, Use an open innovation platform, Have access to a central GIS, Have access to comprehensive device management
|
80.00%
4
|
||||||||
|
7. Analytics: Achieve full situational awareness, Achieve operational optimization, Achieve asset optimization, Pursue predictive analytics
|
80.00%
4
|
||||||||
| Total Respondents: 5 | |||||||||
|
Comments(2)
|
|||||||||
|
Responses (2) Text Analysis My Categories The specific department would have to answer pre-procurement questions. 11/23/2015 2:25 PM View respondent’s answers
I do not have insight into these technical IT decision points. 11/20/2015 6:06 PM View respondent’s answers
|
|||||||||
Of the 10 city functions listed below, please rank on a scale of 1 (lowest) to 10 (highest) which are most likely to seek ICT related innovative enhancements for their goods (including hardware and infrastructure) and services procurements.
- Answered: 6
- Skipped: 1
3. Energy
|
|
|||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
|
1. General, Citywide Functions
|
40.00%
2
|
20.00%
1
|
0.00%
0
|
0.00%
0
|
20.00%
1
|
0.00%
0
|
0.00%
0
|
0.00%
0
|
0.00%
0
|
20.00%
1
|
0.00%
0
|
5
|
7.20
|
|
2. Built Environment
|
0.00%
0
|
20.00%
1
|
20.00%
1
|
0.00%
0
|
0.00%
0
|
0.00%
0
|
0.00%
0
|
40.00%
2
|
20.00%
1
|
0.00%
0
|
0.00%
0
|
5
|
5.00
|
|
3. Energy
|
0.00%
0
|
25.00%
1
|
25.00%
1
|
0.00%
0
|
25.00%
1
|
0.00%
0
|
0.00%
0
|
25.00%
1
|
0.00%
0
|
0.00%
0
|
0.00%
0
|
4
|
6.50
|
|
4. Telecommunications
|
25.00%
1
|
0.00%
0
|
0.00%
0
|
0.00%
0
|
25.00%
1
|
25.00%
1
|
0.00%
0
|
0.00%
0
|
25.00%
1
|
0.00%
0
|
0.00%
0
|
4
|
5.75
|
|
5. Transportation
|
0.00%
0
|
0.00%
0
|
0.00%
0
|
20.00%
1
|
20.00%
1
|
40.00%
2
|
0.00%
0
|
0.00%
0
|
0.00%
0
|
20.00%
1
|
0.00%
0
|
5
|
4.80
|
|
6. Water and Wastewater
|
0.00%
0
|
25.00%
1
|
25.00%
1
|
0.00%
0
|
0.00%
0
|
0.00%
0
|
25.00%
1
|
0.00%
0
|
0.00%
0
|
25.00%
1
|
0.00%
0
|
4
|
5.50
|
|
7. Waste Management
|
0.00%
0
|
0.00%
0
|
0.00%
0
|
20.00%
1
|
0.00%
0
|
0.00%
0
|
20.00%
1
|
20.00%
1
|
0.00%
0
|
0.00%
0
|
40.00%
2
|
5
|
4.67
|
|
8. Health and Human Services
|
0.00%
0
|
0.00%
0
|
0.00%
0
|
0.00%
0
|
25.00%
1
|
25.00%
1
|
0.00%
0
|
25.00%
1
|
25.00%
1
|
0.00%
0
|
0.00%
0
|
4
|
4.00
|
|
9. Public Safety
|
0.00%
0
|
0.00%
0
|
0.00%
0
|
20.00%
1
|
0.00%
0
|
0.00%
0
|
40.00%
2
|
0.00%
0
|
20.00%
1
|
20.00%
1
|
0.00%
0
|
5
|
3.60
|
|
10. Purchasing, Payments and Finance
|
20.00%
1
|
0.00%
0
|
20.00%
1
|
20.00%
1
|
0.00%
0
|
0.00%
0
|
0.00%
0
|
0.00%
0
|
40.00%
2
|
0.00%
0
|
0.00%
0
|
5
|
5.80
|
Which of the entities listed below are most likely to be involved in reviewing and confirming digitally enhanced goods and services procurements
- Answered: 6
- Skipped: 1
|
Citizen and/ or elected official committee
|
16.67%
1
|
|
Interdepartmental committee
|
50.00%
3
|
|
Departmental committee
|
50.00%
3
|
|
Executive level official
|
33.33%
2
|
|
Policy level official
|
16.67%
1
|
|
Procurement department
|
50.00%
3
|
|
Finance department
|
50.00%
3
|
|
Legal department
|
50.00%
3
|
| Total Respondents: 6 | |
|
Comments(0)
|
|
What techniques does the city use to attract vendors to bid on a digitally related goods or services projects?
- Answered: 7
- Skipped: 0
|
|
|||||||||
|---|---|---|---|---|---|---|---|---|---|
|
Pre-qualified, listed vendors
|
16.67%
1
|
33.33%
2
|
16.67%
1
|
33.33%
2
|
0.00%
0
|
6
|
|||
|
Official government purchasing announcements
|
100.00%
6
|
0.00%
0
|
0.00%
0
|
0.00%
0
|
0.00%
0
|
6
|
|||
|
Informal solicitation of potential vendors via city contacts
|
0.00%
0
|
60.00%
3
|
0.00%
0
|
20.00%
1
|
20.00%
1
|
5
|
|||
|
Search on lists of vendors (from Code for America, Smart Cities Council, function specific industry lists, ICT industry lists, local vendors, “hackathons”, local “start up” companies, regional or national “cooperative agreements”)
|
0.00%
0
|
0.00%
0
|
75.00%
3
|
25.00%
1
|
0.00%
0
|
4
|
|||
|
Vendors in the startup, small business or entrepreneurial sector of the city
|
0.00%
0
|
25.00%
1
|
25.00%
1
|
50.00%
2
|
0.00%
0
|
4
|
|||
|
Comments(3)
|
|||||||||
|
Responses (3) Text Analysis My Categories Depends on the need 11/23/2015 2:25 PM View respondent’s answers
I would classify the last item as “Rarely”, but the survey won’t allow it. 11/20/2015 6:06 PM View respondent’s answers
The first three are “often,” the last two “rarely” 11/18/2015 6:32 PM View respondent’s answers
|
|||||||||
What type of response is typically required for digitally enhanced goods (including infrastructure and equipment) or services projects
- Answered: 5
- Skipped: 2
|
Submission of documentation to achieve pre-qualification to bid
|
0.00%
0
|
||||||||
|
Submission in response to standard legal “Request for Proposals” form
|
20.00%
1
|
||||||||
|
Submission in response to uniquely formatted RFP developed for this project
|
60.00%
3
|
||||||||
|
Submission in response to suggested specifications developed for this project
|
0.00%
0
|
||||||||
|
Submission in response to request for ideas to solve a need described by city or department
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20.00%
1
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Comments(1)
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Responses (1) Text Analysis My Categories Depends on if infrastructure and services are needed to maintain existing equipment and services, or a new initiative requiring new services and equipment. Uniquely crafted RFP’s with standard legal language are usually used for projects requiring professional services; sealed bids are usually used for equipment and services not requiring “judgement” (i.e. maintenance, installation, configuration…) 11/20/2015 6:06 PM View respondent’s answers
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