DIGITAL EVIDENCE MANAGEMENT SYSTEM

Transcription

1 FINANCIAL SERVICES GROUP Supply Management REQUEST FOR PROPOSAL No. PS DIGITAL EVIDENCE MANAGEMENT SYSTEM QUESTIONS AND ANSWERS NO. 1 ISSUED ON September 14, 2016 Q1 A1 Q2 A2 Q3 A3 Q4 A4 Q5 A5 Q6 Can companies from Outside Canada apply for this? (like, from India or USA) Yes. Do we need to come over there for meetings? It can be done through teleconference or video conference (ie. Webex) if required. Can we perform the tasks (related to RFP) outside Canada (like, from India or USA)? The solution will need to reside within Canada. Support and other activities could reside or originate outside of Canada. Can we submit the proposals via ? Please do not submit the proposal by or fax. For Schedule 1 (i) Distribution, chain of custody and built in workflow capabilities, can you give me an example specific to chain of custody? A chain of custody log could be one of the examples. This will be used to prove that the integrity of the evidence has been maintained. Examples of information to collect would be how, when and where the data was gathered, uploaded, analyzed and preserved for court and who had access to it at any point of time. For Schedule 1 (k) policy based evidence management to ensure retention of and subsequent deletion of evidence in accordance with legal requirements, do you have a specified retention schedule? Can you give an example? City of Vancouver, Financial Services Group Supply Management 453 West 12th Avenue Vancouver, British Columbia V5Y 1V4 Canada tel: fax: website: vancouver.ca

2 A6 Q7 A7 Q8 A8 Q9 The retention schedule must be configurable and as flexible as possible. Please indicate if your solution has archiving and purging capabilities. For Schedule 1 (n) self management capabilities (no video gatekeepers), can you give an example of this? Self management is applied to system capabilities to handle basic management tasks such as ingestion, annotation, cataloguing, storage, retrieval and distribution of digital files without or with as little human intervention as possible. For Schedule 1 (o) Transcription capabilities, what do you currently use? Please provide what transcription capabilities or a list of supported transcription software. For Schedule 1 (q) annotations and flagging in video and audio files, what do you currently use? A9 Please refer to Q8. Q10 A10 Q11 A11 Q12 A12 Q13 A13 Q14 A14 Q15 For Schedule 1 (s) use of predictive policing and real time risk analysis, what do you currently use? Please indicate if your solution has predictive analysis features or supports third party software. Regarding Schedule 4 Certificate of Existing Insurance. Would it be permissible to submit the certificate issued from our insurance company or do we need to complete the form contained in the RFEOI. Please use the City s form provided on Page 15 for your submission. What is the expected number of concurrent users who will need to download and view digital evidence? There will be around concurrent users. What is the expected number of concurrent users who will be using forensic analysis tools? There will be around users. On Page 1, Section 1.2 Background, the City refers to integration with existing and growing information repositories. Can the City please provide a list of the existing system repositories that they would like to integrate to? We are flexible so we would like to know what systems the solution can integrate to and examples of current implementations. On Page 8, Schedule 1 a, the City requests the ability to search multiple repositories. Can the City please provide a list of the existing repositories that they would like to search? A15 Please refer to Q14. Q16 With regards to the references for the ability of the proposed solution to search multiple Page 2 of 5

3 A16 Q17 repositories and integrate with existing repositories, is it the intent of the City to store all of the digital evidence in the proposed solution or is it the intent of the City to store the digital evidence in the existing systems and provide access by the proposed solution to that evidence stored in the other systems? We are exploring all options and would like to know what options your solution provides. If the intent of the City is to store all of the digital evidence in the proposed solution, then is it also the intent of the City to migrate the digital evidence from the other systems into the proposed solution? A17 Please refer to Q16. Q18 A18 Q19 If it is the intent of the City to migrate all of the digital evidence to the proposed solution, can the City please clarify exactly what information will need to be searched for in the existing systems? Please refer to Q16. If it is not the intent of the City to migrate all of the digital evidence to the proposed solution, is it the intent of the City to store all new digital evidence in the proposed solution and keep the old digital evidence in the existing systems? A19 Please refer to Q16. Q20 If it is not the intent of the City to migrate all of the digital evidence to the proposed solution, can the City better clarify why they choose not to migrate all the digital evidence to the proposed solution to allow for easier searching and retrieval? A20 Please refer to Q16. Q21 In Schedule 1 (n) self management capabilities (no video gatekeepers), can the City please provide clarification on what they mean by this requirement? A21 Please refer to Q7. Q22 In Schedule 1 (s) use for predictive policing and real time risk analysis, can the City please provide clarification on what they mean by this requirement and provide specific examples? A22 Please refer to Q10. Q23 A23 Q24 In Schedule 1 (u) single sign on and 2FA authentication, can the City please provide information on the specific SSO and 2FA systems they are currently using? 2FA would be done at the desktop OS level. The solution will need to support Windows integrated authentication through Kerberos. Would the City consider providing a copy of the RFEOI in Word format so that the forms can be completed online and incorporated into the final response document? Page 3 of 5

4 A24 Q25 The RFEOI is only available in a PDF format for posting. Do we need to complete Schedule 4 Certificate of Existing Insurance or can we submit the certificate issued by our insurance company? A25 Please refer to Q11. Q26 A26 Q27 A27 As related to insurance, bonds, etc. are there specific amounts required for this project? If so, please provide them so we can provide the most accurate response possible. The City is looking for an insurance certificate from the Respondent to confirm its existing insurance status, and a letter from a bonding company confirming its capability. They are for information purpose and no specific requirement is available at this stage. Schedule 1 Section 1 (n) can you please explain what your requirement is here and how this would in other systems relate to a video gatekeeper? Please refer to Q7. Q28 A28 Q29 Your anticipated period for issuance of RFP indicates September 2016, is this a real date based on you receiving expressions of interest by September 16th The City anticipates installing and setting up the system in 2017 so I expect the insurance to cover 2017 at a minimum. Could we get a 1 week extension to respond? A29 Yes, see Amendment 01. Q30 A30 Explain the meaning of Workflow and Self management which both appear on separate bullets. Self management is applied to system capabilities to handle basic management tasks such as ingestion, annotation, cataloguing, storage, retrieval and distribution of digital files without or with as little human intervention as possible. Workflow system features are applied to automation of business processes surrounding digital evidence to control distribution and to maintain chain of custody of digital evidence while also improving the efficiency of those processes. Q31 Describe the Respondent s capacity to undertake the project and describe any other projects scheduled during the anticipated time frame. A31 Time frame currently anticipated will be January to December Page 4 of 5

5 Q32 A32 Q33 A33 In order to provide clear pricing information to the City for RFEOI PS DIGITAL EVIDENCE MANAGEMENT SYSTEM can the City please provide an estimate for the number of users of the solution in terms of the following: Heavy users those that access the system multiple times daily to create cases, initiate workflows, store digital artifacts, and/or retrieve information Occasional users those that access the system less than once a week to create cases, initiate workflows, store digital artifacts, and/or retrieve information Read only users those that only retrieve information Current estimates: heavy users; 1,500 1,800 occasional/read only users; Do we need to have a City of Vancouver Business License? If the Proponent s address is in Vancouver, please provide the City of Vancouver business license number. Page 5 of 5