TARRANT COUNTY PURCHASING DEPARTMENT

Transcription

1 JACK BEACHAM, C.P.M., A.P.P. PURCHASING AGENT TARRANT COUNTY PURCHASING DEPARTMENT AUGUST 4, 2010 RFP NO ROB COX, C.P.M., A.P.P. ASSISTANT PURCHASING AGENT RFP FOR DIGITAL ASSET MANAGEMENT SYSTEM FOR STORING 1. Page 5, Section E.1 What is or what is the purpose of Core Software with 64-bit image encryption authentication/validation module? By definition, the act of encrypting an image is changing the original file and also requires a decryption method. Is this your correct intent? Page 5, Section E.1 - It is mandatory to encrypt all assets using a 64-bit encryption for transferring from the point of download to the server over existing network connections. Assets need to be stored on the server in an un-encrypted format. The vendor must provide hardware and/or software for encrypting and decrypting digital data with a lossless algorithm that does not modify the original. The encryption is to be used when transferring all images and other information from the point of download to the server. Images should then be stored on the server in un-encrypted format when they are secure. This is necessary because there is the possibility that information might be transferred over not completely secured networks. By definition, encrypting and decrypting digital data with a lossless algorithm does not modify the original. 2. Page 6, Section E.2 What is or what is the purpose of an Image Server Controller with LCD? Page 6, Section E.2 Speed of acquisition and transmission to the server is important, therefore, it is desirable to have hardware acceleration for this process. The LCD is desirable to monitor the operational status of the server. The Server Controller LCD is to be used for a quick check on server health and storage usage. This is to be constantly updating the status. TARRANT COUNTY ADMINISTRATION BUILDING, SUITE E. WEATHERFORD, FORT WORTH TEXAS , (FAX)

2 3. Page 6, Section E.2 What is or what is the purpose of a 64-bit A/D converter, acquisition encryption co-processor? Page 6, Section E.2 It is desirable to have a 64-bit co-processor accelerator for acquisition and encryption. 4. Page 7, Section E.4 64-bit image encryption authentication and valuation module. By definition the act of encrypting an image is changing the original file and also requires a decryption method. Is this your correct intent? Page 7, Section E.4 It is mandatory to encrypt all assets using a 64-bit encryption for transferring from the point of download to the server over existing network connections. Assets need to be stored on the server in an un-encrypted format. The vendor must provide hardware and/or software for encrypting and decrypting digital data with a lossless algorithm that does not modify the original. See response above. The original is to be validated with a HASH before being encrypted for transmission to the server. This HASH fingerprint is used to validate the original image. 5. What is the budget amount allocated for this project? $45, In reference to Section: Scope on Page 5, 1 D. Is there a preference if the automated backup system is to tape or to disk? a. If disk based should it be at the primary facility or off-site location? i. If disk based backup should be at the off-site location is there sufficient bandwidth to perform a full max capacity backup ( TB) or will incremental backups be used? ii. If backup is to reside at the primary facility should the off-site server have its own backup as well? Disk should be fine for our needs. a. Preferably an off site location. i. Incremental backups will be used. ii. No. RFP NO PAGE 2 F Q&A 08/04/2010

3 7. Is the duplicate server intended to be identical to the live server including full storage capacity? No. The primary is to be 10TB and the duplicate server will have 6TB capacity. 8. Is the off-site server meant to be available within an hour or within a day? a. If the off-site server is meant to be available within an hour is there sufficient bandwidth to keep it up-to-date with the production server? Within an hour. a. Yes. The off-site server is to be available immediately, being that the files are written at the same time as the primary server. 9. What is the day time available (unused) bandwidth between locations? 950 Mbps. 10. What is the night time available (unused) bandwidth between locations? 950 Mbps. 11. What is the network latency between locations? 1 ms. 12. In reference to Section E.1: Download Station Specifications on Page 5: In the Specifications for the Download Station on Page 5, the County specifies a 64-bit Image encryption authentication and validation module. However, under Scope on Page 5, paragraph C, the County states that the system must use secure hashing methods for establishing image authentication such as current U.S. government standard: SHA 128, SHA 256 and SHA 512. Is a proprietary 64-bit encryption module required or will the County accept solution that employs a secure hashing method using only U.S. government standards (SHA 128, SHA 256 and SHA 512) for image authentication? The 64-bit processor is for processing data, not for image encryption. A proprietary 64-bit encryption module is not required, just a secure hashing method type that is either a government standard, like SHA 256, or one similar that is reliable. RFP NO PAGE 3 F Q&A 08/04/2010

4 13. For the Core Internet Browser module (unlimited user license), how many desktops will potentially access the system? The exact number is not known at this time, but approximately forty (40) users or less. 14. For the Core Software with 64-bit image encryption authentication/validation module: a. Is the encryption intended for file transfer over the network or storage on disk? i. If encryption is for network transfer, will there be machines accessing the system other than the two download stations and web clients? Any other machines accessing the system would need network cards with encryption coprocessors or performance will be impacted. ii. If encryption is for storage on disk is a proprietary 64-bit encryption module required or will the County accept solution that employs a secure hashing method using only U.S. government standards (SHA 128, SHA 256 and SHA 512) for image authentications? b. If 64-bit encryption refers to a 64-bit key AND is intended for on-disk storage is a larger key acceptable? A 64-bit key is not generally considered very secure for long term storage. For example, Microsoft s Encrypting File System us a default key length of a. File transfer over the network. i. Yes. ii. Not applicable. b. It does not refer to a 64-bit key; it refers to a 64-bit processor. 15. In reference to Section E.2: Digital Asset Management (System Image Server) Specifications on Page 6: For the 64-bit A/D converter, acquisition encryption co-processor: a. Is this encryption co-processor for network traffic or for storage on disk? i. If it is for storage on disk, please explain the assumptions behind the request. With modern multi-core processors co-processors are no longer used exception in the area of network transmissions due to the ability to parallelize this encryption/decryption tasks. Further, if a processor supporting the AES- NI Instruction set is used this adds yet another boost to performance. A properly specified server should be able to encrypt/decrypt faster than the hard drives can read/write. RFP NO PAGE 4 F Q&A 08/04/2010

5 a. It is for network traffic. i. Not applicable. 16. Please acknowledge that 6 TB after RAID is 5.4 TB after formatting and 4.3 TB available (80% of capacity) and that 4.3 TB is a sufficient amount of storage. No. It is 10TB Raid 6 with 4TB of Hot Spare capacity. 17. In reference to Section E.3: Digital Asset Management (Archive Storage) Specifications on Page 6: a. Is this archival unit to be located at the primary facility or off-site location? b. Is the archival unit to be backed up or will there only be a single copy of archived data? c. Please acknowledge that 2.88 TB available storage (80% of 4 TB formatted) is sufficient for archiving. d. For the Redundant Network Storage Solution O/S (software), please elaborate on what is desired here. Is the off-site server meant to be the redundant destination or a separate storage unit? a. It will be located off-site. b. The back-up / archival unit will be backed up using an off-site disaster recovery module. c. No. It is 6TB Raid 6 with 2TB Hot Spare capacity. d. It is both a redundant destination and a separate storage unit. 18. In reference to Section E.4: Digital Asset Management (Software) Specifications on Page 7: Second bullet Files are automatically backed up when new image files are added to the image server. a. Is this backup intended to be to a local storage device or to the off-site server? b. Is a time-delay acceptable for the backup? c. If a time-delay is acceptable is 24 hours acceptable or must it be faster? d. If a time-delay is not acceptable is waiting for the files to be copied twice (potentially doubling acquisition time) acceptable? RFP NO PAGE 5 F Q&A 08/04/2010

6 a. The backup is intended to be for the off site server. b. No. c. No. d. Yes. 19. In reference to Section E.4: Digital Asset Management (Software) Specifications on Page 7: Seventh bullet, Encryption for secure transmissions. a. Which transmissions are to be secured? i. Web access? ii. Desktop client access? iii. image only or all data? i. Yes. ii. Yes. iii. All data. 20. In reference to Section E.4: Digital Asset Management (Software) Specifications on Page 7: Eighth bullet, Secure and Export module : a. What is to be ed? Images? Links to web pages where the user can login and view images? b. Are the entire contents of the s to be encrypted? If so, is a PKP system in place? a. Images: Yes. Links to web pages; No. b. No. RFP NO PAGE 6 F Q&A 08/04/2010

7 21. In reference to Section E.4: Digital Asset Management (Software) Specifications on Page 7: Tenth bullet, Fully Customizable database features, such as modify field names or add fields : a. Is a customizable (i.e. (non-upgradable) solution desired or a configurable one (that can be upgraded)? A configurable solution is desired. 22. In reference to Section E.4: Digital Asset Management (Software) Specifications on Page 7 of RFP: Thirteenth bullet, Off-site archive module for O/S and custom database backup. a. Please explain what archive for the O/S means. If this backup? A copy of this O/S & custom database is to be archived with the vendor so if system failure occurs, the system can be recovered in a short amount of time. 23. In reference to Section E.4: Digital Asset Management (Software) Specifications on Page 7 of RFP: Fourteenth bullet, Network browser module : a. Please elaborate, is this a web interface for browsing the images? Yes, and it needs to have unlimited concurrent user capabilities. 24. Scope (Page 5 of RFP): A. System must not be based on a proprietary format. 1. Is MS-SQL, MY-SQL or Oracle databases considered proprietary? 2. If images and assets can be archived out of the system into a windows directory, and be accessed via standard Microsoft Windows viewer, is that still considered proprietary? B. The system must have an automatic backup system in place plus a duplicate server for additional security that can be located off site. 1. Are both systems the System Image Server and the Archive Storage Server going to be directly connected to the other Tarrant County network architecture (i.e. servers, clients, peripheral devices, etc.)? RFP NO PAGE 7 F Q&A 08/04/2010

8 A.1 *By definition only, MS-SQL, MY-SQL or Oracle databases are proprietary database systems, but the main concern is whether or not the images can be accessed, viewed or exported out of the system if the software company becomes insolvent. A.2 As long as there is a module or export function that will allow images and assets to be viewed or archived out of the system and be accessed via standard Microsoft Windows viewer then that will be an acceptable solution even though it might be defined as a proprietary database. B.1 The System Image Server and the Archive Storage Server will be a stand alone system not directly connected to other Tarrant County network architecture. However, it will be accessed with permissions (user name / password), using a standard Internet connection. *These database system can be used for indexing purposes, but not for storage of data. 25. Specific Requirements (Page 5 of RFP): 1. Download Station: Core Internet Browser Module (unlimited user license) a. What specific functionality is required in the Core Internet Browser Module? b. Is this an internet browser so that users can only access the databases from the download station via this browser? c. Does Internet Browser mean that it runs in a standard web browser (i.e. internet Explorer, Firefox, etc.) and therefore, does not require any software be installed? d. Does unlimited user license refer to the number of users with access to the download station? a. The Core Internet Browser Module will be the main software module that resides on the download station and allows unlimited users access to the system. b. No, users from any computer connected to the Internet will have access to the system. c. Yes, Internet browser means standard web browser such as EI, Firefox, etc. d. No, unlimited user license refers to the number of users with access to the system from their own computer. RFP NO PAGE 8 F Q&A 08/04/2010

9 26. Digital Asset Management (System Image Server) (Page 6 of RFP): a. Will the server be attached to the other Tarrant County network architecture (i.e. servers, clients, peripheral devices, etc.) or is this a closed-loop system (System Image Server, Archive Server, and 2 Download Stations)? b. Please specify functionality required for unlimited concurrent users (i.e. ability to import/export, view, print, generate report, etc.)? Also, is software required for each client workstation? a. This is a closed loop system whereby the only input is from a download station. Assets can be viewed from any computer with Internet connection and the proper login. b. Unlimited concurrent users will have view rights only. The system administrator will have the ability to assign additional rights such as printing. Software should not be required for each client workstation, only an Internet connection and the proper username and password. 27. Digital Asset Management (Software) (Page 7 of RFP): First bullet: Administrator has complete control of files and the ability to assign rights to all users: a. Is it required to have the ability to assign rights down to the object level or just to the case level? b. Does the system require having both a grant or revoke security model? c. Will security be set at both the group and individual user level? a. The ability to assign rights to the case level should be all that is needed. b. No, this is not required. c. No, just the individual level. 28. Digital Asset Management (Software) (Page 7 of RFP): Second bullet: Files are automatically based up when net image files are added to the image server: a. Does this mean that when a new image is ingested into the system that a copy is automatically created and saved into a separated location (archive storage system)? a. Yes, when a new image is ingested a duplicate should be made on a different drive or different location or both. RFP NO PAGE 9 F Q&A 08/04/2010

10 29. Digital Asset Management (Software) (Page 7 of RFP): Third bullet: Software must have chain of custody and log-tracking features. a. Please specify the information (i.e. time/date, user, and workstation) that it must include. b. Should that information be able to be provided in a detailed printable report format for external distribution? c. Does the log tracking feature include the detailed image or asset history as well as the system log? RESPONSE; a. Information that would be desirable would be user name, time, and case number(s) accessed. b. Yes, although this is not necessary it would be a desirable feature. c. Yes, although this is not necessary it would be a desirable feature. 30. Digital Asset Management (Software) (Page 7 of RFP): Fifth bullet: Auto RAW image converter for viewing image files captured in RAW format. a. Does this mean you want RAW images converted before they are imported into the database or for images once they are already stored into the database? b. Is it important to store the original RAW image into the database to meet NIST and SWIGIT requirements? RESPONSE; a. The RAW image needs to be stored as a RAW image to preserve the original data AND a working copy of the RAW image needs to be created (JPEG) and stored in the system. b. Yes, this is important to meet NIST and SWIGIT requirements. 31. Digital Asset Management (Software) (Page 7 of RFP): Seventh bullet: Encryption for secure transmissions. a. Please explain functionality required. How are they being transmitted, over the web on the network? RESPONSE; a. Encryption for transfer to off-site Archive Server across the Network. RFP NO PAGE 10 F Q&A 08/04/2010

11 32. Digital Asset Management (Software) (Page 7 of RFP): Eighth bullet: Secure and Export module. a. Will the Digital Asset Management server be directly connected to the Tarrant County server? b. When you way Secure Export module do you mean export to CD, Web or Network? a. No, the DAM server will be a separate system but with a link to export files via . b. Secure Export module is for secure export to Photoshop or other designated mapped location. Log files are updated with every export with name, data, time and action. 33. Digital Asset Management (Software) (Page 7 of RFP): Ninth bullet: Administrative functions such as sorting by case type, photographer name, data, etc. a. Should the structure of the database provide the ability to automatically sort the images upon import based on agency policy (i.e. Year, Case #, Department, User, etc.)? b. Is there a requirement to also be able to search on specific fields and other data related to an object? a. Yes, this is a requirement. b. Yes, to be able to search by case type or other notes on the case would be a benefit. 34. Digital Asset Management (Software) (Page 7 of RFP): Twelfth bullet: Non-destructive image enhancement feature. a. Does this require an embedded image editing engine or are these enhancements performed by a 3 rd party product (Photoshop)? If performed by a third party product do you require the history of all changes to be stored with the image as part of the image history report? b. Please specify types of enhancements required (i.e. brightness, contrast, transparency, levels). Is there a desire to also have a built-in graphic editing tool for charting, 1:1 comparison, and measurement? a. Any editing will be done with Photoshop and the history is recorded automatically. b. The majority of the users will only need basic adjustments such as brightness and contrast. Not at this time. RFP NO PAGE 11 F Q&A 08/04/2010

12 35. Digital Asset Management (Software) (Page 7 of RFP): Thirteenth bullet: Off-site archive module for O/S and custom database backup. a. What type of O/S? What does a custom database backup include? Please explain in detail what it is that is required. REPONSE: a. The O/S will be the standard software that resides on the Archive Server. The custom database only refers to the database that resides on the Archive Server. It is a backup of the Image Server data. 36. Digital Asset Management (Software) (Page 7 of RFP): Fourteenth bullet: Network browser module. a. Please explain functionality required. Does the browser work only on your network or is it web enabled? b. What are the features required: view assets, print custom reports, burn CD/DVS, multi level security? a. The browser should be web-enabled so approved employees, with a computer and internet connection can view assets on the secure network. b. For most users, the only feature will be viewing. All other features will be controlled by the System Administrator (Forensic Photographer). Other features required should be making CD/DVD copies, printing photos, printing contact sheets and custom reports. 37. Pages 5-6 of RFP: a. While the requirements specify that the hardware will include an operating system ( S/S ), there is no mention of the database management system being supplied. Our system operates using Microsoft SQL Server. b. May we assume that the Medical Examiner s Office has the appropriate SQL Serve licenses and that we need not supply them? a. There is no database management system supplied. It is therefore required for a complete turnkey system. b. No. This system needs to be a complete, separate photo database server that needs both hardware and software. RFP NO PAGE 12 F Q&A 08/04/2010

13 38. Page 7 of RFP: Under 5 the fourth bullet, the RFP calls for a one year on-site maintenance contract. It would be impractical to apply that to software and very costly. May we assume that this requirement applies only to equipment? No. This applies to software and hardware. Software support is just as important as hardware support, however, telephone tech support for software is an option that we will consider in the proposals. 39. Page 8 of RFP: The proposal submission requires an insurance form (#6). On page 4 of the RFP the RFP indicates that there are some Required Provisions in the insurance requirements. Obtaining an insurance form with these requirements involves paying our carrier a fee though the County will not yet have awarded a contract. Is it necessary prior to award of contract to obtain an insurance form with the required provisions. It will be required after the award. 40, From viewing the RFP, I wanted to find out if you are considering running a Software as a Service model, or if you are only considering a licensed and installed system? Our system is entirely web based and our infrastructure utilizes redundant servers at different geographic locations to allow for better security/protection and ease of access to your files. Would this work for you? This is not a solution that we have had the time to study. Many of our files are large and uploading them via web would be too slow for our needs. 41. How many user accounts would you need (people with ability to view/download images/assets? We can only estimate and that is why we are looking at an unlimited user amount at this time. 42. How many would need to be able to upload images? Originally we are thinking only two (2) stations for uploading images but after installation the amount could increase. RFP NO PAGE 13 F Q&A 08/04/2010

14 43. How many would need to be system wide administrators (with the ability to set permissions across the system)? Only one (1) at this time, but we might want to add one (1) or two (2) back-up employees with that ability. 44. How many GB of storage space will you required to start? 10,000 GB to start or 10 TB. 45. How much growth/additional space do you foresee in the next few years? We are probably using 150 GB per year average at this time. RFP NO PAGE 14 F Q&A 08/04/2010