120 questions you should be asking in your mobile geospatial RFP

Digital transformation is being embraced by many of our customers across telecommunications, electric and gas industries. Critical to the success of any digital strategy is having mobile capabilities that support and enable a fully digital operation. Mobile capabilities that are easy to use by your field teams and are tightly integrated with other applications, including your GIS, are fundamental to driving digital transformation

Because mobile geospatial systems are so critical to your success, it’s important to ask potential vendors the right questions about their mobile capabilities. You cannot assume that just because you have a GIS in your utility or telecommunications office that it easily extends to the field. This is illustrated by the fact that many of the major GIS vendors all have very different architectures for their mobile solutions. They often rely on third party products or delivering SDK’s that force companies to create, deploy and support their own mobile solutions on proprietary platforms.


Most RFP and RFI’s we see from companies are setting the bar way too low and are being satisfied with “good enough” mobile software that will not provide their field teams the solutions they need now and into the future. With 120 detailed questions and supporting notes, IQGeo has produced an RFP template in an Excel format that will help you think through the various components of a successful mobile geospatial solution. It is designed to help you align the questions in your RFP with your strategic goals in order to choose a long-term partner who understands your business challenges and has a solution to solve them.


Below is a summary of the key sections and a sample of the questions you should be asking vendors in your evaluation.


System architecture

This section is designed to understand the fundamental building blocks of the mobile solution, and the devices and operating systems that are supported.  With the rapid development in the mobile market, driven by consumer demand, you need flexibility to rapidly adapt your hardware and operating systems for future requirements.

  • Can your mobile application run on iOS, Windows and Android seamlessly from a single code base?
  • Can your solution run online and offline from the same application?
  • How do you upgrade your mobile application, do they have to be brought back into the office?


Application functionality

What is the basic functionality you should expect from an enterprise mobile application?  Any functionality that a proposed solution does not have from the questions in section should lead you to ask about the maturity of the product, or the power of the application to meet your current and ongoing requirements.

  • Can you display basemap data from providers including Google, Bing, Here, and OpenStreetMap? Can you take basemaps offline?
  • Can you display Google Street View data? Can you overlay asset data in Street View and select it?
  • Can I edit the attributes and geometry of existing assets?


Configuration, customization and administration

This section explores the critical features that should allow you to deploy a system rapidly to the field and control the total cost of ownership.

  • Do you support configuration of different aspects of the application using a simple graphical user interface?
  • Are customizations automatically synced to all mobile devices?
  • Do you support ActiveDirectory / LDAP? How do I add and remove new users and define roles?


Product development and testing

These questions are often forgotten but can quickly help you assess the maturity of the software vendor. It will help you establish if they are using all the modern tools available to deliver rock solid products.

  • Describe your internal testing procedures?
  • How do you support customer development, test and production environments? How are updates moved between environments?
  • Describe your use of Open Source software.


Production support

In this section you’ll find pragmatic questions about the supporting infrastructure required to roll out a solution and what has the software vendor deployed previously.  While it is good to be on the leading edge, it is not advisable to be on the bleeding edge!  When asking scalability questions, it’s wise to anticipate significant deployment grow to support many more employees and contractors.

  • Describe your standard support offering including escalation process.
  • What performance monitoring do you support to ensure that the system continues to perform at the optimal level across our enterprise?
  • Describe the largest deployments by number of users for both online only and offline solutions.


Download RFP template



All mature, proven service organizations have standardized methodologies for deploying their solutions.  This section allows you to determine the structure of those methodologies and if they fit with your organization’s best-practice standards.

  • Describe the breadth of services that you support including project management, implementation, testing and customization.
  • Describe your implementation methodology and its advantages.
  • Do you support customizations that you develop for your customers?


Software licensing

It is important to understand how vendors license their software as this will define your Total Cost of Ownership (TCO). For example, subscription-based pricing models are increasing common for enterprise software, it’s essential to get a view on how mobile devices are licensed, and if there are options for dynamic license expansion when required for responding to natural disasters. All these licensing issues will impact your own TCO calculations.

  • Describe the different methods you have for software licensing.
  • How do you support storm events where we may need many more licenses for a short period of time?
  • How do you license a user that may have multiple devices (laptop, phone, tablet etc)?


Data integration

A key component of your field solution is taking data locked in office silos and delivering it to the field in a digestible format.  Any mobile solution fit for deployment should have multiple methods of integration and many example systems.

  • Does your system integrate to all common GIS systems including Esri, GE Smallworld, Hexagon, Bentley & AutoCAD?
  • Can I integrate multiple different GIS systems into your platform at the same time?
  • Do you support any of the following basemaps – Google, OSM, Bing, Here?


Offline data architecture

Regardless of the connectivity in your region, you must have a solution that works both online and offline. This becomes a must in storm or emergency situations and almost every utility and telecoms operator will have dead spots where it’s critical to be able to work seamlessly offline.

  • Does your application support incremental data sync to and from mobile devices?
  • Does your mobile application automatically sync when a network connection is available?
  • How does your system manage a mobile client sync that fails?



You will probably have an established security questionnaire already but here are a few questions just in case you want to keep it simple.

  • Do you develop your product according to industry best practices for security? Specify the practices that you follow.
  • Do you support the use of MDM (mobile data management) and MAM (mobile asset management) systems to provide security features such as remote data wipe and encryption?
  • Can you switch between authorized users on a mobile device, using common offline data?


Version and design management

If you are going to use your application to capture data in the field, this section helps you understand the vendors capability for managing designs and updates.  The ability to coordinate field activities between crews in the field dramatically improves productivity.

  • Does your mobile product support version managed data, online and offline?
  • Can you switch between versions on the mobile application, online or offline?
  • Can you create new versions on the mobile application, online or offline?



If you will have established that the platform meets your requirements, this section explores if there are a set of business focused tools that you can plug in to expand the usability of the solution.  Having a single platform and interface for multiple applications helps avoid application fatigue – having to use many different apps to complete a task.

  • Are there a set of business focused applications that run on top of your mobile platform, provide by you or third parties? If so, describe the capabilities of these applications?
  • Can the capabilities of multiple applications be provided within a single environment, so users do not have to switch between multiple apps on the mobile device?
  • Can custom functionality that we have developed be easily integrated into any application and be upgraded?


Whether your organisation is new to purchasing a mobile geospatial solution or you're looking to switch from your existing provider, this RFP template will help you select the right solution that fits your unique requirements and business goals.


Download RFP template


Topics: Geospatial software, Utilities, Mobile-first, Telecommunications



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