Questions_and_Answers_2.docx

S5121A-16-R-0013 Questions and Answer 2

1. What is the current approach for backup, recovery and failover?

ANSWER: There are two identical production instances (one hot, one standby) mirrored via SQL. Nightly backups are completed at SQL and NAS layers for each instance. Twice yearly, the agency does a comprehensive failover from hot to standby, and their roles reverse.

2. What is the current architecture of DCMA 360? How many farms, where are they located, how many site collections and subsites?

ANSWER: The architecture is based on Microsoft blue print medium farm design recommendation for a 15,000 seat organization with active collaboration requirements. Within the production environment, there are less than 2000 site collection and less than 10,000 sub sites.

3. How is data currently organized in DCMA 360? What is the makeup of content types, term stores, libraries, lists, etc..? Is there a data model?

ANSWER: Enterprise Content Types are published across DCMA sites and libraries with the out of box Managed Metadata Service Application.

4. How are cases managed in DCMA 360? Sites, libraries or document sets?

ANSWER: Not currently being used.

5. For emails that need to be captured as records. How many Capstone users have been identified? How many records are related to contract cases?

ANSWER: Capstone users have not been specifically identified at this time. The agency retains all emails for a significant number of years. The Agency intends to use CSPro capabilities to implement Capstone email retention requirements. There are approximately 250 personnel that might be classified as Capstone Users.

6. How many records are associated with each of the 350 series found in HP Trim?

ANSWER: There are approximately 13.7 million records, with about 80-85% of the records being associated to three series codes.

7. How are records being aged in HP Trim? Are they event and time based or both? Where are the event dates stored and how are they updated?

ANSWER: They are time based, and manually purged in accordance with DCMA’s NARA approve filing plan. Contract records are purged 6 years from the date the contract was closed or 30 years from the date of upload for facility records. The type of record (contract or facility) can be determined from the second position of all record series codes.

8. Is HP Trim tracking any physical objects or is it only data from SharePoint?

ANSWER: Currently, HP Trim is being used to store all discrete physical objects and metadata. In the future, these would be stored in CSPro and SharePoint Records Centers.

9. How are the business support records expected to be managed? Should they be migrated to Record Centers as part of this exercise or are they being managed in-place? Is HP Trim tracking these records in any way or are they entirely outside of HP Trim?

ANSWER: Business Support documents are managed completely in DCMA 360 outside of Trim. Since these have their own tagging and retention policies, the future state objective would be to pull these into a long term records archival state such as SharePoint Records Centers.

10. What is meant by "Leverage existing SharePoint APIs to integrate existing IWMS - HP Trim interfaces with IWMS - CSPro interfaces."? (from Attachment 03, PWS, bottom of page 4)?

ANSWER: K2 and HP Trim SDK’s are being used to move documents across the applications, e.g., to the correct long term records container based on metadata or policy. It would be expected that CSPro customization would leverage the appropriate API’s to accomplish similar objectives.

11. Is the Government seeking experience specifically in Compliance Suite Pro?

ANSWER: Yes. However, since CSPro is a SharePoint "bolt on" application, SharePoint knowledge and expertise is a must as well.

12. Key personnel

a. Does the offeror need to have key personnel employed prior to responding? Are letters of commitment needed if they are not?

ANSWER: Contactors should have key personnel identified and ready for on-boarding within two weeks after award.

b. Do key personnel need to have their certifications prior to the date of the award?

ANSWER: Yes.