How to Prepare an RFP for Sewer Inspection Equipment

Writing a Request for Proposal for underground infrastructure inspection equipment is a task most municipal departments tackle only once every five to ten years. In the meantime, technology evolves, standards tighten, and the same pitfalls keep appearing: criteria that are too vague, evaluations focused entirely on purchase price, and specifications copied from an old RFP that no longer reflects the current market.

At RinnoVision, we have worked with municipalities and contractors across North America for years. We have seen firsthand what makes the difference between a procurement process that results in equipment teams actually use — and one that produces a system everyone works around after six months. This guide reflects what we share with our clients from the preparation phase, long before the submission stage.

Start by Describing Your Operational Reality — Not What You Think You Want

The first mistake we see in municipal RFPs is a description of needs that is too abstract. "Inspection camera for manholes" does not give suppliers enough information to propose the right solution — and it leaves them every opportunity to propose what suits them rather than what suits you.

Before writing a single technical specification, take the time to answer a few concrete questions. How many inspections do you perform per year, and how many per day during peak season? What types of structures are involved — sanitary manholes, retention basins, catch basins, lift station wet wells, industrial confined spaces? What is the maximum depth of your assets? Do you work in cold weather, in flood-prone areas, in urban environments with traffic constraints? And above all: what is the experience level of your operators — are they specialized inspection technicians or general field workers?

These details are not secondary. They determine whether a lightweight, simple system is sufficient or whether you need a more robust configuration with modular accessories. At RinnoVision, when a municipality contacts us for a demonstration, we always start with these same questions — because the right solution depends entirely on the context in which it will be used.

Require Measurable Specifications

An RFP that asks for a "high-definition camera that is easy to use" will receive proposals from any supplier capable of ticking two boxes. These terms mean nothing precise, and they do not protect you.

Here is what we recommend requiring, with measurable thresholds.

On image quality, specify a minimum resolution of 4K Ultra HD. Below this threshold, hairline cracks, early-stage joint separation, and surface corrosion simply do not appear clearly enough for reliable condition assessment. For manhole and confined space inspection, require 360° panoramic coverage captured in a single deployment. Partial field-of-view systems force operators to reposition the camera multiple times per structure — multiplying inspection time and creating coverage gaps.

On deployment, state explicitly whether you require a system operable entirely from the surface, with no confined space entry. In most Canadian and American jurisdictions, confined space entry triggers a cascade of regulatory requirements — atmospheric testing, standby personnel, rescue equipment, entry permits. Eliminating entry does not just reduce risk for your teams; it removes an entire category of operational constraints from every inspection your crews conduct. If a single operator must be able to deploy the system independently, say so explicitly and ask suppliers to demonstrate it, not just claim it.

On connectivity and data, require wireless file transfer and ask suppliers to specify actual transfer speeds for typical 4K files. The difference between a two-minute and a four-minute transfer per file represents two hours of idle time on a 60-inspection day. Also require embedded GPS for automatic georeferencing — a feature that has become essential for integration with asset management systems and GIS platforms.

On durability, specify IP68 certification as the minimum standard for any equipment intended for sewer environments, along with the operating temperature range — particularly if your teams work in winter conditions.

Software Is Half the System — Don't Treat It as an Accessory

This is one of the lessons we consistently share with our clients: the highest-performing field equipment loses much of its value if the software that comes with it creates friction in the office.

In your RFP, require that the software allows full interactive visualization of 360° video — the ability to pan, rotate, and zoom through the captured environment on a standard laptop or tablet. This is what allows an engineer in the office to examine a specific joint or crack in detail without returning to the site — one of the most powerful time-saving features in modern inspection workflows.

Require automatic camera connection when the software opens, with no manual IP address entry. This detail may seem minor, but on a day with 80 inspections, it is a recurring source of friction that compounds. Similarly, pre-set file naming conventions and pre-configured inspection data fields reduce manual data entry and produce more consistent records — significantly simplifying end-of-day office work.

If your reports must comply with NASSCO PACP or MACP Level 2 standards — which is the case for the vast majority of North American municipalities — ask suppliers to explain specifically how their software supports these standards. The difference between software that automatically generates a compliant MACP report and software that exports a CSV your team must manually reformat is measured in hours of work per week.

At RinnoVision, our RinnoView software was designed around these specific requirements. Automatic connection to the RV-MAX 360, download speeds doubled in version 1.3, pre-configured NASSCO fields, and interactive 360° visualization are not optional features — they are part of the system we deliver.

Safety Is Not a Checkbox

We say this directly to every prospect we meet: if your RFP does not explicitly address the question of confined space entry, you are leaving a critical decision in the hands of the least careful supplier.

State clearly whether you require a system that eliminates confined space entry entirely during standard inspections. Require suppliers to confirm, with supporting documentation, that their equipment is rated for continuous operation in environments containing hydrogen sulfide (H₂S), methane, and other gases present in sewer networks. And ask what safety training is included — not just training on how to use the equipment, but training on the specific risks of the environment in which it will be deployed.

Evaluate the Vendor as Much as the Product

The organization behind the product matters as much as the product itself. Equipment without a reliable support network in North America is a real operational risk for any organization that depends on it daily.

Ask how long the supplier has been active in the infrastructure inspection market, how many municipal or utility clients they serve, and where their technical support teams are located. An international supplier with no local support staff may offer an attractive price but leave you without a response for days when something goes wrong in the middle of inspection season.

Require references from organizations whose scale and context are comparable to yours — and follow up on those references. Ask them specifically whether the equipment delivered on its promises under real field conditions, not just during the demonstration. Case studies with measurable outcomes — inspections per day, cost reduction, time savings — are far more useful than generic testimonials.

Evaluate Total Cost of Ownership Over 3 to 5 Years — Not Just Purchase Price

This is the trap that public procurement processes fall into most often, and we see it regularly. A lower upfront price can cost two to three times more over five years if the system requires two operators instead of one, generates formats incompatible with your existing systems, produces insufficiently resolved video that forces revisits, or leaves your team waiting weeks for repairs.

A system that requires two operators instead of one represents between $50,000 and $80,000 in additional labor costs per year, depending on your market. A system with slow transfer speeds costs your team an hour per day. A system incompatible with your asset management software costs your office staff hours of manual conversion work every week.

Require suppliers to present a total cost of ownership over three to five years, including equipment, software licensing, training, maintenance, spare parts, and operational costs related to the number of operators required. That is the only honest comparison.

Require a Field Demonstration Before Awarding the Contract

No presentation room, no YouTube video, no spec sheet replaces a demonstration in your real conditions. Before awarding the contract, require each finalist supplier to deploy their system in one of your manholes, under the conditions your teams actually encounter — depth, structural state, weather conditions.

At RinnoVision, we offer free on-site demonstrations precisely for this reason. We want you to see the RV-MAX 360 operating in your environment, operated by your staff, before you make a decision. It is our way of helping you ask the right questions — of the right suppliers.

Choose the best inspection camera

A well-written RFP is not administrative overhead — it is a decision-making tool. The time you invest in the precision of your criteria translates directly into the quality of the proposals you receive and, ultimately, into the performance of the equipment your teams will use for the next five to ten years.

RV-MAX 360 is the best choice because it doesn't make you trade off speed, safety, and compliance — it delivers all three at once. It combines 4K high-definition imaging, intuitive RinnoView inspection software, and a rugged, field-ready design to deliver faster, safer, and more accurate inspections. By reducing the need for hazardous confined space entry and minimizing manual labor, inspection teams can accelerate condition assessments while maintaining full compliance with NASSCO inspection standards.

Contact us for more information.

‍