INFORMATION TECHNOLOGY

Transcription

1 INFORMATION TECHNOLOGY REQUEST FOR INFORMATION PST INGESTION RFI SPECIFICATION NO.: IT F IT F 1

2 City of Tacoma Information Technology Department REQUEST FOR INFORMATION IT F PST Ingestion RFI Submittal Deadline: 11:00 a.m., Pacific Time, Tuesday, August 4, 2015 Submittal Delivery: Sealed submittals will be received and time stamped at this location only: City of Tacoma Procurement and Payables Division Tacoma Public Utilities - Administration Building North, Main Floor 3628 South 35 th Street, Tacoma, WA Submittal Opening: Sealed submittals in response to a RFB will be opened by a Purchasing representative and read aloud during a public bid opening held in Conference Room M-1, located on the main floor in the same building. Submittals in response to an RFP or RFQ are recorded as received but are not typically opened and read aloud. After 1:00 p.m. the day of bid opening, the names of vendors submitting proposals are posted to the website for public viewing. Solicitation Documents: An electronic copy of the complete solicitation documents may be viewed and obtained by accessing the City of Tacoma Purchasing website at Register for the Bid Holders List to receive notices of addenda, questions and answers and related updates. Click here to see a list of vendors registered for this solicitation. Pre-Proposal Meeting: A pre-proposal meeting will not be held.. Project Scope: Vendors are invited to provide information regarding solutions for the discovery, ingestion, and archiving of City data files, per this Request for Information (RFI). Estimate: N/A Additional Information: Requests for information regarding the specifications may be obtained by contacting Chuck Blankenship, senior buyer, by to charles.blankenship@cityoftacoma.org. Protest Policy: City of Tacoma protest policy, located at specifies procedures for protests submitted prior to and after submittal deadline. Meeting sites are accessible to persons with disabilities. Reasonable accommodations for persons with disabilities can be arranged with 48 hours advance notice by calling IT F 2

3 Contents SECTION 1 INTRODUCTION / GENERAL INFORMATION Point of Contact... 5 SECTION 2 - SUBMITTAL INFORMATION... 5 SECTION 3 - PROPRIETARY OR CONFIDENTIAL DESIGN INFORMATION... 6 SECTION 4 - DISCLAIMER... 7 IT F 3

4 SUBMITTAL CHECK LIST This checklist identifies items to be included with your submittal. Submittals must be received by the City of Tacoma Purchasing Division by the date and time specified in the Request for Information page. The following items make up your submittal package: One original, one copy of your complete submittal. The information being requested in Section 2, Submittal Information IT F 4

5 SECTION 1 INTRODUCTION / GENERAL INFORMATION The City of Tacoma, Information Technology Department, provides service to approximately 3,600 employees for General Government and Tacoma Public Utilities. The City s service is hosted on premise and consists of Microsoft Exchange 2013, supporting Outlook 2010 clients, and OWA. Currently, the IT Department has identified approximately 16,000 PST files, located on workstations, laptops, network drives/shares, equating to approximately 7TB of data potentially spread across 4,000 devices, primarily on network storage devices, and inclusive of networked servers, workstations, DVDs, and thumb drives. No contract will be awarded from this RFI process. This is for informational purposes. Vendors are invited to provide information regarding solutions for the discovery, ingestion, and archiving of City data files into Microsoft Exchange, per this Request for Information (RFI). It is the City of Tacoma s goal to ascertain current estimated expense information for a future competitive solicitation, to provide a solution, and establish a list of potential vendors for this process. The City will review all responses to this RFI. The City may seek additional information from the respondents. The City may issue a new solicitation and invite RFI respondents to participate, or elect not to proceed further Point of Contact Any questions regarding this RFI should be in writing and directed to: Chuck Blankenship, Purchasing Division, via to Charles.blankenship@cityoftacoma.org SECTION 2 - SUBMITTAL INFORMATION Respondents are asked to provide the following information and list it in the order of sequence below: A. Name of Firm 1. Main office address 2. Primary contact Name / telephone number / address 3. Additional contacts for further technical inquires (name / telephone number / e- mail address) 4. Internet address B. Detailed description of vendor s experience with successfully implementing the proposed solution. C. Provide information about development services if customizations to the solution are required. IT F 5

6 D. Provide information about assistance in implementation of the product. E. Overview of how the solution will locate PST files on all connected devices, local drives, removable media and network drives/shares. F. Overview of how the solution manages access to PSTs once the data has been migrated G. Overview of how the solution manages analysis of ownerless PSTs and by what methods the PSTs are assigned a migration destination. H. Overview of how the solution provides verifiable migration and move of PST files into Microsoft Exchange, and the appropriate related user account. I. Overview of how the solution will secure the PST data to avoid loss or corruption during the import process. J. Overview of how the solution allows transfer of PST information into a separate Microsoft Exchange archive location, where that information can be accessed while the original PST file is deleted. K. Overview of how the solution provides legally defensible delete operation (documented) of PST files once migrated to Microsoft Exchange. L. Overview of how the solution maintains the integrity of metadata. M. Does the solution have the ability to search, collect and create a PST (or another container) to consolidate the search results for public disclosure or litigation presentation? N. Does the solution provide scheduled, automated, or manual operations? O. Does the solution provide real time status monitoring and feedback of operations? P. Does the solution conduct operations that are not disruptive to end users. Q. Is the solution an appliance, software, professional services or any combination of thereof? R. Does the solution require an agent to be installed? S. Describe how the solution is licensed? T. What is the estimated cost of the proposed solution including support and maintenance for the first year? What is the estimated cost of support and maintenance for years 2-5? SECTION 3 - PROPRIETARY OR CONFIDENTIAL DESIGN INFORMATION Washington State Public Disclosure Act (RCW et seq.) requires public agencies in Washington to promptly make public records available for inspection and copying unless they fall within the specified exemptions contained in the Act, or is otherwise privileged. Documents submitted under this Specification shall be considered public records and, with limited exceptions, will be made available for inspection and copying by the public. Information that is confidential or proprietary must be clearly marked. Further, an index must be provided indicating the affected page number(s) and location(s) of all such identified material. Information not included in said index will not be reviewed for confidentiality or as proprietary before release. IT F 6

7 SECTION 4 - DISCLAIMER Please note this RFI is being issued to gather information only. It has not been determined whether any future solicitation would be issued. While the intent of this RFI is to gather information and identify vendors, there is no guarantee that any specific information submitted by any Respondent would be included in any future solicitation should it be issued at a later date. Each Respondent shall bear all expenses incurred by the preparation and presentation of its RFI response. The City of Tacoma will therefore reject any claim made against them in this matter, regardless of the results of the subsequent processes, if any. IT F 7