HomeMy WebLinkAboutExhibit 7DRAFT
EXHIBIT B
SOW —Services and System
Including Bud6et and Schedule
and List of Subcontractors
(To be completed and included upon document execution)
Professional Services Agreement — Foray Tecbnologies — RFP 127103, Law Enforcement Digital Photo Lab System 24
OIL FORAY-
TECHNOLOG1ES
SECTION 6: Methodology and Overall Approach to Scope of Work
a) Functionality and capabilities of the proposed hardware
All hardware included in this proposal is standard, commercially available hardware as specified in the
RFP, and includes:
A. Digital Single -Lens Reflex (SLR) Cameras and Accessories
The proposed digital SLR cameras include a quantity of thirty (30) each of Camera Package 1 or
Camera Package 2:
Complete Camera Package I.-
*
:• Nikon D300, 12.3 mega pixels, digital SLR camera body with neck strap.
• Nikon Battery, EN-EL3e, Quantity: 60 (two batteries per camera)
• Nikon Battery Charger.
ZD
• Nikon Macro Lens, AF -S DX Nikkor 18-105 MM F/3.5 -5.6G ED VR.
• Nikon Flash, SB -900 AF Speedlight.
• Lexar Professional with Write acceleration Compact Flash Card Type I/II 233 Speed, 4
GB or greater, Quantity: 60 (two flash cards per camera)
• Nikon MB -D10, Multi Power Battery Pack.
• Quantum Instruments, Turbo Battery
• Quantum Instruments, CKE Flash Cord.
• Pelican 1510 Camera Case, with dividers.
• Tiffen Ultra Violet (W) filter, Nikon 72 mm.
Complete Camera Package 2:
• Cannon EOS 50D, 15.1 mega pixels, digital SLR camera with neck strap.
• Cannon Battery, BP -51 IA, Quantity: 60 (two batteries per camera).
• Cannon Battery Charger.
• Cannon Marco Lens, EF24-105mm f/4 L IS USM.
• Cannon Flash, Speedlite 580EX II.
• Lexar Professional with Write acceleration Compact Flash Card Type I/11233 Speed, 4
GB or greater, Quantity: 60 (two flash cards per camera).
• Cannon BG-E2N, battery grip.
• Quantum Instruments, Cannon Model, Quantum Battery l+
April 13, 2009 Page 31 Response to RFP #127103
• Quantum Instruments, M132 Flash Cord.
• Pelican 1510 Camera Case, with dividers.
• Tiffen Ultra Violet (UV) filter, Cannon 77 min.
B. Download Workstations
Foray will provide five (5) download workstations configured to download digital data fi-om
digital SLR cameras and any available digital medium on the market, such as: SM, xD, Compact
Flash Type I and II, SD/hnini/MMC/RS, MS/Pro/Duo. The workstations shall be installed in the
CSI Unit so that all members of the Unit can access and download their- digital images onto the
Digital Photo Lab server.
These stations will be password protected, allow for multiple user- access, and allow users to
download images from other digital SLR cameras or storage devices, which are collected as
evidence from crime scenes, and allow the user to sort downloaded images by Miami Police
Department case numbers, crime type, photographer, and location.
The proposed workstations meet or exceed the standards of the below listed brand name
equipment:
• Dell Optiplex 960 Mini Tower Desktop Computer.
• Intel Quad Core 2, 3 GHz Processor.
• Windows XP Operating System, with latest service pack.
• Syrnantec Ghost.
• Ghost Maintenance.
• Microsoft Enterprise Agreement - Full Platform - True -Up Year One Microsoft Office.
• McAfee Total Protection Enterprise Advanced Perpetual with 1 yr Gold Support.
• Network Interface Card (NIC).
• 19" inch digital high resolution monitor with two (2) USB ports.
• ATI Radeon, 256 MB, with PCI Express (PCIe) bus type, video card.
• 7 in I card reader.
• 6 USB ports.
• 3 20G SATA 7200 RPM HDD 3.5" Hard drive.
• 4 GB DDR2 Non -ECC SDRAM, 800 MHz, (2 DIMM) Memory.
C. Administration Workstations:
The proposed law enforcement Digital Photo Lab Systern will allow the Police Department to
continue its current business practice of having all images downloaded at the download stations
and images can be viewed on the administrative workstations for quality control and assurance of
images, storage and filing.
This proposal includes three (3) administrative workstations that meet or exceed the standards of
the below listed brand name equipment.
0 Dell Optiplex 960 Mini Tower Desktop Computer.
• Intel Quad Core 2, 3 GHz Processor.
• Windows XP Operating System, with latest service pack.
• Symantec Ghost.
• Ghost Maintenance.
• Microsoft Enterprise Agreement - Full Platform - True -Up Year One Microsoft Office.
• McAfee Total Protection Enterprise Advanced Perpetual with 1 yr Gold Support.
• Network hiterface Card (NTC).
• 19" inch digital high resolution monitor with two (2) USB ports.
• ATI Radeon, 256 MB, with PCI Express (PCIe) bus type, video card.
• 7 in 1 card reader.
• 6 USB ports.
• 320GB SATA 7200 RPM HDD 3.5" Hard drive.
• 4 GB DDR2 Non -ECC SDRAM, 800 MHz, (2 DIMM) Memory.
D. Servers
Two (2) servers will be provided for the operation and storage of the new law enforcement
Digital Photo Lab media. One server will be used to store and retrieve media while the other
server will be used as a redundant backup of the first server. The servers are capable of fitting
into the existing Dell Server Racks located in the Miami Police Department (MPD) Server Room.
- Both servers meet or exceed the standards of the below listed brand name equipment:
• Dell Power Edge 2950 1II Server
• Processor: two (2) Dual Core Intel Xeon L5240, 6MB Cache, 3.0 GHz, 1333 MHz FSB
processors.
• Operating System: Windows Server 2003.
• Memory*: 16 GB 667MHz (8x2GB), Dual Ranked DIMMs.
• Riser- Card: Riser with 3 PC.
• Chassis Configuration: Rack Chassis with Sliding Rapid / Versa Rails and Cable
Management Arm, Universal.
• Power Supply: Energy Smart Redundant Power- Supply with Dual Cords.
• Hard Drive* Configuration: Integrated SAS/SATA Raid 5, PERC 6/i Integrated. Hard drives
must be swappable.
• Network adapter: Intel PRO 1000VT Quad Port 1GbE NIC, PCIe-4.
• CD/DVD Drive: DVD -ROM, SATA, Internal.
• Latest version of McAfee Antivirus and Spyware Software, Enterprise Edition.
In the City's RFP, the City stated that the proposer shall indicate what storage capacity and
memory the servers must have based on the fact that the CSI Unit currently takes about 12,000
pictures per month (500 rolls x 24 exposures per roll).
April 13, 2009 Page 33 Response to RFP #127103
Based on the City's workload and using the standard 90/10 rule where 90 percent of photographs
taken are Category 1 images (defined by SWGIT as "documentation" photographs —JPG image
files) and 10 percent are Category 2 images (defined by SWGIT as "evidentiary" photographs —
RAW or TIF photographs that are used for analysis), the City would require approximately 6.13
TB of used space over a period of five (5) years. (This assumption is based on an average of the
typical file sizes generated by the cameras specified in City's RFP, i.e., Complete Camera
Package 1 and Complete Camera Package 2.
The City also stated that the server shall contain enough storage capacity to store at least five (5)
years worth of data.
The serves- specified in the City's RFP, the Dell Poweredge 2950, provides a maximum capacity
of 6 TB, which yields an effective storage capacity of only 4.5 TB, which does not fulfill the
requirement for five years worth of data.
Since this capacity does not meet the five year on-line storage requirement, the City stated in
Addendum 3 that a "Direct Attached Storage Array Expansion Drive, such as the Dell
PowerVault series" may be used. Therefore, our proposed solution includes the Deli Power Edge
2950 with 2-250 GB internal Drives in a Raid 1 configuration and the Dell PowerVault MD 1000
with nine, 1 TB hard drives which yields an effective storage capacity of 7.2 TB.
E. Scanners and Printer
This proposal includes all necessary accessories (i.e. cables, ink, software) for the proper
functionality and integration of the equipment listed below with the law enforcement Digital
Photo Lab system (workstations and servers).
Quantity two (2) of each item listed below
• Film Scanners: Nikon Super Coolscan 9000 ED
• Flatbed Scanners: Epson Perfection V700
• Color Printer: Epson Stylus Pro 4880
• Printer Stand: C4800 Epson printer stand
April 13, 2009 Page 34 Response to RFP 4127103
b) Functionality and capabilities of the proposed software
FORAY Technologies' Authenticated Digital Asset Management System (ADAMS) platform consists of
a variety of software modules that will be implemented to provide the level of features and functions
specified in the City's RFP for a digital media storage system. These modules include:
• Digital Workplace
• Digital Acquire
• Audit Trail
• Advanced User Rights Management
Digital Workplace
Digital Workplace is the work space for the forensic specialist. It provides multilevel viewing of
cases and digital evidence, along with comparisons of original and enhanced images. It
continually authenticates originals and enhancements and only allows enhancements to copies of
the original image. Digital Workplace displays asset acquisition statistics, such as camera EXIF
data, history of enhancements, and an audit trail of all access to the digital asset. Digital
Workplace allows the user to record any chemical processes, dye stains, and powders applied to
the asset as well as record lighting conditions and light sources as well as identify the type of
surface where the evidence was found. Digital Workplace also provides multiple options for
recording unlimited free -form notes.
Digital Acquire
Digital Acquire provides the capability to download evidence from digital cameras, scanners,
audio and video sources, or file systems. The interface is easy-to-use and presumes no user
training. I t can be easily deployed on dedicated workstations, or on every desktop or squad car
laptop. Digital Acquire is intended for- fast, simple download of digital evidence and provides
step-by-step process for downloading a single asset or a batch of digital assets to the asset
repository. Each asset is authenticated and checked into the correct location within the
repository. Assets are unaltered (including file narne) and locked down with a digital signature.
Once acquired, only permitted users may access the assets.
Audit Trail
Audit Trail tracks and reports on all changes made to cases and to each piece of digital evidence
stored within the case. Each time the evidence is enhanced, moved, processed, or simply viewed,
an irrevocable audit trail entry is made. Even access to the evidence by programs outside of the
Foray ADAMS platform is tracked by Audit Trail. During discovery as well as for presentation
in the courtroom, the user can print reports for case and assets showing who, how and when any
given piece of evidence was accessed starting from the tune it was entered into the system.
Advanced User Rights Management
Advanced User Rights Management extends the built-in security of the ADAMS platform to
include custom groups, privileges and access control. Custom groups can be created, users can be
added to those groups, and privileges can be assigned to groups of users. For those agencies with
an existing directory server, integration of groups and users is automatic, and the system uses the
April 13, 2009 Page 35 Response to RFP #127103
groups and users defined on the directory server. Specific cases or assets within cases can be
locked down so that only certain groups or users have access.
c) Conversion methodology and approach
The following methodology and overall approach will be used to convert the images currently stored in
the Linear Systems digital photo lab to the proposed digital photo lab system.
1. Images currently stored in the Linear Systems digital photo lab will be exported by case number
order
2. Images will be acquired into the proposal Foray Technologies ADAMS system in batch by case
number.
3. Where available in the Linear Systems digital photo lab system, the following data elements will
be entered during the conversion process:
• Asset Folder Type and enter- the corresponding identifying asset folder (case) number
• Contributing agency identification
• Crime type and date on which the crime was committed
• Identification of person who took the photograph and the date the photographs were
actually taken
• Category (asset type)
• Specific address (location) where the crime occurred
• Brief description that describes the asset(s) in the case
NOTE: Any of the above information that is not currently in the Linear Systems digital photo lab
system may be added by Miami Police Department personnel at any time.
d) Proposer Coordination Plan
Many software companies, such as Foray Technologies, create commercial off-the-shelf (COTS) software
products to fulfill the needs fora commodity -type (non -customized) software product. The use of COTS
software allows law enforcement agencies to reduce the risks associated with the acquisition,
development, and support of custom-designed software solutions. The most significant benefits are
reduced costs, optimized implementation schedules, improved reliability and maintainability using proven
software products. In addition, high overhead costs associated with program management activities can
be reduced significantly as well.
Foray Technologies has been providing COTS software products to the law enforcement community for
nearly 15 years. We have a demonstrated, proven track record of applying the appropriate knowledge,
skills, tools and techniques to fulfill project requirements and guarantee the successful implementation of
projects like the Digital Media Storage System described in this proposal.
April 13, 2009
Page 36
Response to RFP #127103
More importantly, we believe that projects like the Digital Media Storage System require a close,
continuous, active partnership between the Customer's project manager, Foray Technologies, and the end
user. Our goal is to ensure total customer satisfaction by providing the highest level of consistent
program management and follow-up throughout the life of the project, including but not limited to:
• Review project status to maintain focus and maximize program effectiveness.
• Monitor overall progress against implementation schedule.
• Resolve problems and issues, if any.
• Escalate issues which can't be resolved by the project team.
• Report requested plan variations and change control items.
Implementation Services Plan
Foray Technologies' Implementation Services plan defines the general approach to ensure
successful system implementation. The goal of our Implementation Services is to identify the
major milestones and activities in the project, and begins upon the successful award of the
contract.
The typical timeframe for successful completion of a project like the Digital Media Storage
System is approximately 8 weeks from award of contract to completion of training, and involves
the following tasks:
• Execution of contract
• Notify Customer- of space (footprint) requirements for proposal solution
• Coordinate on-site installation and integration schedule
• Coordinate on-site training
• Coordinate network requirements with Customer for proposal solution
• Complete procurement of hardware required for project
• Perform on-site installation, integration and testing
• Perform on-site training
Implementation Schedule
The following implementation schedule will be put into operation upon notification of contract
award.
Upon notification of contact award, the project manager will:
.'I • Mai l/Fax/EmaiI order confirmation letter to City
L • Schedule Project Kick Off date with City within one week from receiving the Purchase
Order
.9 • Once Project Kick Off date has been confirmed, schedule weekly call with City to
confirm any related install and configuration issues that may arise. The weekly calls will
continue through the entire process and will allow for planning of location changes and
scheduling conflicts as outline in Section b of RFP 127103.
Provide City with required City tasks to be completed prior to install (network connec-
tivity, etc)
S • Once City requirements are completed and confirmed, schedule installation and training
dates with City. Once dates are confirmed, mail installation and training date
confirmation letter to City.
fd Prior to on-site installation, provide City with a check list of items to be delivered and
received on-site.
Prior to on-site installation, provide City with a check list of tasks to be accomplished
during the installation and training by Foray.
8 City will confirm with Foray engineer and sign off for all items shipped and received
prior to on-site installation and configuration.
• City will confirm with Foray engineer and sign off for all tasks completed during the
installation and configuration as designated in checklist.
Foray Engineer will convert the Linear Data Base. You will note that proof of the ability
of Foray to, import the images from the Linear Database were outlined and answered in
Section 5. We acquired and imported sample images that had been attached to RFP
127103 and ran an Acquisition and Asset Detail Report which are attached as Appendix
A of this response.
�f • Training on application familiarization will begin upon confirmed completion of
installation and configuration.
12— • System Acceptance Testing by the City will begin immediately upon completion of the
training and will conclude within 30 days.
13 • Continue to communicate with City on a weekly basis through the completion of system
acceptance testing.
14 • Upon completion of System Acceptance Testing, submit statement of completion to the
City for confirmation and signature.
e) Training Plan
Above and beyond delivering sound, reliable, proven hardware and software solutions, Foray
Technologies is committed to educating and informing our clients about the solutions they use. We set
ourselves apart from the competition by providing valuable information that includes conducting digital
imaging training programs, teaching best practices for using digital imaging technologies in your
investigative processes, making product recommendations and sharing guidelines for establishing SOPs
as well as testifying in court.
No other vendor can provide the level of knowledge, real-world experience or law enforcement expertise
that we do. We strive to deliver high value with all our products as well as our training programs, and we
firmly believe that our proposed solution meets that goal.
Upon successful installation of the hardware and software, training sessions will be conducted on-site at
the Miami Police Department facility on the actual operating system workstations using real-world cases
so there is no confusion once training is completed and the users start using the system to do their day-to-
day case work.
• Download Workstation Training
Foray Technologies will provide two, one-half day sessions for Download Workstation
Training
NOTE: The software used on the download workstations (Digital Acquire) provides the
ability to download digital images from digital cameras, scanners, audio and video sources, or
file systems. Digital Acquire is intended for fast, simple download of digital evidence and
provides step-by-step process for downloading a single asset or a batch of digital assets to the
asset repository. The interface is easy-to-use and presumes no user training. However, Foray
Technologies uses a "Train -the -Trainer" methodology for this module to ensure system
continuity, functionality and usage so agencies can easily manage personnel changes in the
future.
• Administrator Workstation Training
Foray Technologies will provide three full workdays of training to the ADAMS
administrators and primary users. This three-day training class provides a total of 24 hours of
ADAMS user- familiarization on the proper use and operation of the application components
that permit entry, retrieval, processing, printing, exporting and archiving the digital images in
the proposed system. Core users will receive two and a half days of operational training and
the 1T/Admin will receive an additional one-half day of advanced system administrator
training.
Classes typically run from 8:30am-4:30pm daily. To ensure the highest level of success, we
believe that the student -to -workstation ratio with a limited number of computers should not
exceed 5 to 1.
April 13, 2009 Page 39 Response to RFP #127103
Sample Training Course Outline:
Day One:
ADAMS Application overview
• Logging on/Passwords
• Windows Menus/Task Bar/Icon familiarization
• Views/File Folders
Asset Acquisition
• Acquiring from a device
• Acquiring from the file system
• Entering in case/asset information
Day Two:
Application Overview
Review of Acquisition Process
• Image acquisition procedures
• Importing a case
Processing In Digital Workplace
• Image Orientation & Alignment
• 1:1 Calibration
Processing in Photoshop
• Basic Photoshop Techniques
• Foray Plug-in Filters
Output
• Report and printing options
• Exporting an individual asset
• Exporting a case
Day Three:
Review of ADAMS systern application
• Acquire
• Process
• Output
• Windows Menus/Task Bar/Icon familiarization
• Views/File Folders
• Search Options
Ann 1 13 2009 Page 40 Response to RFP #127103
Administrator Familiarization
• User Rights Access/Permissions (to include adding new users, granting user
permissions, deleting old users, etc.)
• Archiving
• Restoring an archived image/case
• System maintenance
• Back-up procedures
• Remote Support
• Image Archive subsystem operation
NOTE: Like the Download Workstation Training Program, Foray Technologies uses a
"Train -the -Trainer" methodology for the Administrator Workstations to ensure system
continuity, functionality and usage so agencies can easily manage personnel changes in the
future. In addition, user manuals will be provided at the training sessions. An electronic
version of the user manual will also be provided to the City so that the City may print and
distribute additional copies as the need arises. All updates made to the user manual will be
provided to the City at no cost.
April 13, 2009
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Response to RFP #127103