RFP No R. e-discovery SYSTEM. ADDENDUM NO. 2 March 9, 2016 TO ALL BIDDERS: PLEASE NOTE THE FOLLOWING CHANGES:

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1 County Executive Steven R. Schuh RFP No R e-discovery SYSTEM ADDENDUM NO. 2 March 9, 2016 TO ALL BIDDERS: PLEASE NOTE THE FOLLOWING CHANGES: QUESTIONS: 1. The RFP states the system should be able to handle "fifty (50) concurrent cases each containing at least one million documents". If the offeror assumes 40,000 records per GB, is it a safe assumption that the County's data estimates for this project are 1.25TB per year? ANSWER: Based on your companies practical experience, provide details as to how you would arrive at 1.25TB. 2. The RFP does not mention collections services. Is this to be performed by the County or offeror? ANSWER: County personnel. 3. Is the County looking for a dedicated environment (including all hardware, storage arrays etc.), or would a shared environment be acceptable, if a detailed security specifications are provided? ANSWER: The County does not require a dedicated environment providing detailed security specifications are provided and acceptable. { DOCX; 1}1

2 4. Can the County please specify how a proposed integration with "Police and Fire reporting Systems" and Permitting and Inspection Systems" would work. Are these proprietary systems? Would the offeror be expected to deal with exports from these systems? If the former is true, would this data be structured or unstructured? ANSWER: Based on your companies work-related experience, provide details on how you would search and discover Oracle, SQL and DB2 databases. 5. Can the County identify what types of "other specialized or propriety systems" would include and what data formats can be expected from these systems? ANSWER: Based on your companies work-related experience, provide details on other types of data that your solution can discover on. 6. Can you please define, by identifying the services the County expects to be included within, the following line items: Software Licensing, Implementation, Integration, Documentation and Monthly Subscription? ANSWER: Implementation services and support. Integration services and support, Documentation support services. 7. Can the County offer any guidance into the expected budget for this RFP, or any insight into past ediscovery spend? ANSWER: The County has not used ediscovery in the past. 8. Section it is understood that the Police, Fire, Permitting and Inspection systems are SQL/Oracle/DB2. Is all date stored within the databases? For example, are text messages stored anywhere other than on the users devices, e.g., on a server? Are there records that are solely in paper and need to be scanned and OCR d, e.g., copies of tickets issued for motor vehicle infractions, or similar tickets created by the first officer on the scene, which record the date, time location and initial information provided? (Please note that in major cities, such opening job tickers are standard). Is all stored data all text (other than standard metadata), or is there blob storage of binary data as well? ANSWER: Yes some records are in paper format examples building and site { DOCX; 1}2

3 plans. There may be small amounts of blob storage. Please describe your approach to scanning and discovering blob storage. 9. Section Are these machines always accessible (powered on, passwords provided)? ANSWER: The PCs are not always accessible and will have to be powered on manually before the search is conducted. 10. Section Security Does the County desire encrypted data transfer as well as encryption-at-rest? ANSWER: Yes. 11. Section Does this refer to printing a list of the returned items or the items themselves? If the latter, is this about batch printing thousands or tens of thousands of returned items? What is meant by embedded information? Does this refer to embedded objects, such as Excel sheets embedded in MS Word or PowerPoint documents? ANSWER: This section refers to printing a list of returned items and noting any embedded files including Excel, Word, PowerPoint, etc. 12. In Appendix B # 7 We assume this refers to PBX and/or chat integration with the County s Gmail environment. Is it safe to assume that the vmail and/or chat content is available from the Gmail mailboxes? Are there any other data sources (e.g., video chat) that we need to consider in this context? ANSWER: Some users have integrated vmail with Gmail. The majority of our users utilize CISCO s Unity for Vmail. 13. In Appendix B # 21 What is the archive database? Make and version? ANSWER: Google Archive 14. In Addendum #1 # 34 Is it possible to elaborate on what is meant by old case log? Are these ediscovery databases, collected ESI, or some other data source? ANSWER: Existing preserved data. Mostly and some word and excel files. 15. Pricing for our solution is based in part on the number of users who s data will be searched. From the responses to the addendum it sounds like we should estimate { DOCX; 1}3

4 based on 100 users total. Is it possible to provide a user count by data source (e.g., number of Gmail users, number of file share users, number of SharePoint users, etc)? Is there a need to retain folder structure from the production mailboxes? ANSWER: It is not possible to provide a user count by data source. Assuming that the folder structure mentioned is the user created method of filing an in the mailbox, then there is no need to retain the structure. 16. For the purposes of providing hardware and licensing estimates we would need to know the following: What is the average size in the environment(s)? ANSWER: 9,493,011MB total Google Storage used for 5700 users. Average number of messages per day per user? ANSWER: Google storage grows 20,000MB a day Annual mailbox growth rate? ANSWER: Google storage grows 20,000MB a day Annual mail volume growth rate? ANSWER: 19,380 messages sent a day. 98,500 received a day. How many concurrent global searches do you anticipate running? ANSWER: 15 How many exports do you expect to perform on a weekly basis? ANSWER: 5 How much data do you expect to export on a weekly basis? ANSWER: 10GB 17. Section Can AAC Team elaborate more on the phrase "County's entire data storage and communication systems"? Is the AAC team looking to house all of this information or simply the information from these systems that may relate to a litigation matter or data request? Do we want an Indexing System? ANSWER: Only relevant case data would be saved. Yes we will want an Indexing System. 18. Section Can the AAC Team identify their top 5 sources they are collecting from in order and how often? ANSWER: Gmail currently. 10 a month. { DOCX; 1}4

5 19. Section How often are you searching personal computers today and what OS are the personal computers on? ANSWER: Personal computers are only searched on an occasional basis currently. The County is dependent to a large extent on users self-identifying and preserving files on their personal computers when they are placed on notice. The tool procured under this RFP will be expected to 20. Section Is this referring to legal hold notifications to "users" or "custodians"? ANSWER: Users. 21. How large was the county's most recent case that went from legal hold to production to opposition counsel? ANSWER: The County most recently produced approximately 40,000 pages in one case. 22. Can the AAC Team elaborate on this requirement? Will 6 copies on one USB-Drive suffice or would the team like 6 copies on 6 different USB-Drives with both the copies and drives numbered? ANSWER: We will need 6 individual USB-Drives with both the copies and drives numbered. NOTE: THIS ADDENDUM AND ACKNOWLEDGMENT MUST ALSO ACCOMPANY THE RFP BID RESPONSE TO MAKE IT VALID. Return to: Purchasing Agent Anne Arundel County Heritage Office Complex 2660 Riva Road, 3 rd Floor Annapolis, MD Attention: Coleen Myers, CPPB This will acknowledge receipt of Addendum No. 2 to RFP R e-discovery SYSTEMS Date: FIRM/COMPANY NAME: SIGNATURE: TITLE: Signature shall conform to requirements of RFP (reference Section ) { DOCX; 1}5