RFP No R. e-discovery SYSTEM. ADDENDUM NO. 1 March 1, 2016 TO ALL BIDDERS: PLEASE NOTE THE FOLLOWING CHANGES:

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County Executive Steven R. Schuh RFP No. 16-031R e-discovery SYSTEM ADDENDUM NO.

1 County Executive Steven R. Schuh RFP No R e-discovery SYSTEM ADDENDUM NO. 1 March 1, 2016 TO ALL BIDDERS: PLEASE NOTE THE FOLLOWING CHANGES: ADDITIONS: Please note to add encryption data to in your Technical Proposal. QUESTIONS: 1. What other than g-mail are we using? ANSWER: Gmail is our primary system. Microsoft File Servers and Google Docs are also utilized countywide. 2. Will the data be in one place or Countywide? ANSWER: For the most part the data will be found in a central data center for file servers but we also intend to discover County-wide desktops and approximately one thousand (1,000) laptops. 3. What are the legacy applications? ANSWER: Novel and Netmail. 4. Will we be migrating from another system? ANSWER: The bulk of County mail is in Google. 1

2 5. For historical back up data will there be a deletion policy? ANSWER: We are working on a two (2)-year retention. 6. Are we looking for on-premise or hybrid? ANSWER: We are willing to consider either. 7. What is the most common type of request? ANSWER: Police records 8. Is there anything on hold in the system? ANSWER: Historical 9. Will there be any mobile devices? Are they synchronized? ANSWER: IPADs, smart phones and some Chrome Books Microsoft tablets. Mobile devices are on MDM solution AirWatch. 10. Section do you want the Chat and Tech synchronized? ANSWER: Yes with Gmail. We have a new voic system with Cisco that we will also need synchronized. 11. What are you using now to capture a message? ANSWER: Airwatch 12. In SharePoint how much is stored? ANSWER: A small amount we use SharePoint as the County Intranet platform. 13. How much data will you need at one time? ANSWER: We would like to start at one (1) terabit. 14. How many custodians/data owners do you have? ANSWER: We have approximately 100 concurrent owners. 2

3 15. How many users will access the system at one time? ANSWER: Two or three users. 16. Do you have file share? ANSWER: We can use Different Drives (J, P, C) Microsoft 2012 servers 17. Do we want an Indexing System? ANSWER: Yes. 18. What do we use for DRM backup? ANSWER: Symantec Netbackup. 19. How many to perform on e-discovery? Will they hold legal notices? ANSWER: There will be four (4) or five (5) users, all internal. Eventually we will want to give access to all the Departments to do PIA requests. 20. Are Contractors subject to legal hold? ANSWER: Potentially 21. Will this work be on site? ANSWER: Some can be done remotely. 22. Do we prefer SAAS or appliance? What do we use now for Data Centers? ANSWER: We are looking for the best system to meet our requirements. We have access to Google, VMWARE, and Amazon Data Center services. 23. Is there a specific format? ANSWER: We currently use PDF but will need to preserve in native format. 24. Will physical docs be digitized? ANSWER: Yes. We are scanning in now. 3

4 25. Do we want OCR index words in pictures? ANSWER: Yes. 26. For voice mail do we want a tool to translate audio to text? ANSWER: Yes. 27. What is our back up system? ANSWER: Symantec/Veritas - Netbackup. We have 2 Symantec backup appliances. 28. For the data center solution do we want it hosted or on premises? ANSWER: We are willing to have it hosted but it must be in the US 29. In Section System shall have the ability to search across the entire County s data storage and communication systems, including: Police and Fire Reporting systems- What are the police/fire reporting systems? Are they databases, audio, , Office type file? ANSWER: SQL and Oracle databases. 30. What are the permitting/inspection reporting systems? Are they databases, audio, , Office type file? ANSWER: DB2 31. For any other specialized or proprietary systems for conducting County business.- What other proprietary systems exist and how are they currently searching them? ANSWER: Currently we are only searching Is there a Bond? If so what is the amount? ANSWER: There is no bond. 33. Are you requiring people to support the e-discovery operations as it relates to collection, processing, and supporting of attorney workflow? ANSWER: Yes 4

5 34. Will the present data need to migrate to the new vendor? ANSWER: Yes we intend to incorporate old case log. 35. Can we get a copy of the Attendance Sheet from the Pre-Bid conference? ANSWER: Yes, see attached. 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. 1 to RFP R e-discovery SYSTEMS Date: FIRM/COMPANY NAME: SIGNATURE: TITLE: Signature shall conform to requirements of RFP (reference Section ) 5

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

RFP No R. e-discovery SYSTEM. ADDENDUM NO. 2 March 9, 2016 TO ALL BIDDERS: PLEASE NOTE THE FOLLOWING CHANGES: County Executive Steven R. Schuh RFP No. 16-031R 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