Jamaica Civil Aviation Authority



#Bidders’ QuestionsJCAA RESPONSEData ComplianceDoes JCAA system need to maintain any particular level of compliance? Example HIPPA compliance.Archives Act (Primary Legislation) Act (Regulations) there any details on the level of control access to files that JCAA want to use as an example?To be determined through the assessment to be conducted during the ProjectDefine the level of file auditing and types of reports required.To be determined through the assessment to be conducted during the ProjectBackup and Disaster RecoveryWhat are the requirements for Backup and Disaster Recovery?The I.T. Department uses a Virtual Infrastructure using VMWare and Veeam to provide Backup and Recovery service. It is our intention to invest in a Hyperconverged Infrastructure to strategically consolidate the Authority’s growing needs for on-premises hosted services. How often does JCAA want backups to be performed and at what level?Weekly snapshots of the Servers & Data will be sufficient for the proposal. Does backups require to be stored on-site only or both on-site and off-site backups are required?Yes, Onsite and offsite backups are required.How fast does data need to be restored?Assume one (1) Business day for Time to Recover Data.Integration with Other Systems7.Does the record data need to interact with any other system / Application Programming Interface (API)?Yes. A native integration with the Microsoft Office 365 workloads is required (Word, Excel, PowerPoint, Visio, Outlook, SharePoint).Microsoft Dynamics Great Plains is our Finance ERP and a source of Financial records.We will require an API for other systems to check-in & interact with corporate Records.8.If yes, are these other systems proprietary?Yes. TransAir for generating Invoices. We also have Cloud based, commercially available platforms e.g. Diligent Boards & Docuware. Type of Data9.Does JCAA have any restrictions on the multimedia files, email files and other files that will be stored on the systemNo Restrictions on content types.10.Optical Character Recognition (OCR) has been identified in the RFP as a requirement, JCAA needs to advise whether they will be providing scanners and if so, to define the make and model so Fujitsu can verify compatibility.The Consultant must be equipped to convert the records into digital format and recommend the solutions for ongoing records management11.Does the system need to support the Importing of files from computer sources such as email, electronic documents, etc.Yes.12.The RFP included disc and tape records (section 2.5.2), is this intended to be physical or digitally extracted by the JCAA or by the provider?We welcome a costing on the option of the consultant providing this service.13.Will live data need to be stored and if so, define this data?To be determined through the assessment to be conducted during the course of the ProjectSearch14.Would the search be restricted to document labels or can this include document content (managed by access control)?Search options should include as much flexibility as available. Searching by fields and Full Text search are required. 15.Define the level of search indexing See aboveIntegration of?File Retrieval and Word Processing Systems16.Will this system be integrated with the a word processing system such as Microsoft Office 365?Yes.Users 17.How many users will be using the systemA maximum of two hundred and fifty (250) concurrent users for the system is required.18.What is their method of accessLaptops / Desktops and mobile devices.19.How are their accounts and access levels managed (Microsoft Active Directory?)The JCAA currently uses Azure Active Directory.Interface20.Is JCAA comfortable in using a web UI accessible from Microsoft Internet Explorer or Google Chrome for the electronic records management system or is there a limitation on the browsers currently used?Preference for Google Chrome. Web based interface is sufficient.21.Are there any restrictions in using HTML5, javascript etc internally at JCAANo Adobe FlashWorkflows22.Are any of the existing workflows for the processes already defined?Some existing workflows are defined.Setting the processes based on varying conditions. Additional information will be provided during the required Consultant/Department consultations.23.Will we be able to refine any of the existing processes?This is recommended. Adopting old processes on new technology has not proven very useful, or acceptable to users.Physical Archive Questions 24.Based on information in Section 4.3:Provide a strategy for the physical archive:Is there an estimated current physical storage capacity used by JCAA that the prospective can use as a baseline?Not currently. To be determined through the assessment to be conducted during the Project How much physical storage is expected to grow annually?The findings from the analysis phase of the project will drive this determination.Is there a retention on physical items?Yes. Some Department-specific requirements which may be dictated by statuteDoes physical storage need to be kept on-premises or can this be at a different locationBoth on site and at different locations. This can be determined through the assessment to be conducted during the Project.Define the type of security required for physical storage Standard Security arrangements.Define the type of monitoring required for physical storage and the retention of logs, reports, video surveillance etc.Unknown currently. To be determined through the assessment to be conducted during the ProjectDefine the type of access required for physical storageUnknown currently. To be determined through the assessment to be conducted during the Project25Ensure that the physical storage archive meets the required standards regarding the storage and security of the records.Is there a required compliance standard that JCAA currently uses or can the prospective bidder recommend its best practice here?Archives Act (Primary Legislation) Act (Regulations) their functions, each Department (e.g. departments of the Regulatory and Air Navigation Services Divisions) may have additional standards prescribed by regulatory requirements26Are physical documents / items expected to be stored after documents are digitized?Yes. Some JCAA Departments may be required to maintain physical files for a period prescribed by statutes"Provide a secure offsite storage and retrieval system for non-digital and digital records - section 3.1.9"This could be part of a contingency measure, however same is dependent upon cost. The findings from the analysis phase of the project will drive this determination."Provide boxes, files, and other paraphernalia required to file to physical records the document system. - section 3.1.10"The cost and the findings from the analysis phase of the project will drive this determination.Infrastructure Questions 27Do JCAA have a geological data restriction? No.28Does the JCAA prefer a cloud based or an On-premise solutionHybrid.If On-Premise, JCAA to define the level of high availability required by this new storage and server infrastructureThe Authority has a VMWare hypervisor with Veeam for Backup & Replication.29JCAA to advise and define the infrastructure that they will be providing for this solution. The findings from the analysis phase of the project will drive this determination.30Does the JCAA need fast flash SSD storage?Yes.31Does the JCAA have an estimation on required storage I/OS required?The findings from the analysis phase of the project will drive this determination.32How many users will be using the system?A maximum of two hundred and fifty (250) concurrent users for the system is required.33What type of devices will require access to the filesLaptops, Desktops and Mobile Devices.34Will this system be used Internally or does external Internet / VPN access need to be provisioned?System will be used both internally and externally. VPN access is available. 35Are there any security requirements required for access such as 2 factor authentications?A Data Protection Impact Assessment will be performed at the appropriate time. Two Factor Authentication is required.36Define the type of production fault tolerance needed, i.e. single site production with no high availability, Disaster Recovery hot site etc.The findings from the analysis phase of the project will drive this determination.37JCAA to identify the infrastructure that they will be providing / that their clients will be using, i.e:Average specs of workstations / mobile devicesLaptops with 8GB RAM, i5 Processor, Dual ScreensScanners if so providedThe Consultant must be equipped to convert the records into digital format and recommend the solutions for ongoing records managementNetwork devices if so providedThe Authority uses Sharp branded Multi-Function Devices.Server infrastructure if so providedThe findings from the analysis phase of the project will drive this determination. 38Will we be integrating JCAA's email for notifications and other email related tasks?Yes.Document Classification39Department / Group / Sub Group of documents to be digitized (full project or phased)Documents across the organization are to be digitized on a phased basis. There are twenty-two Departments that provider services, regulatory oversight and enabling services40Number of pages to be scannedTo be determined through the assessment to be conducted as a part of the Project41Are documents 1 or 2 side printedBoth 1-sided and 2-sided documents will be a part of the project42Number of pages per file (best estimates)To be determined through the assessment to be conducted during the Project43If page and file quantities not known, describe how documents are currently stored? If filing cabinets, list quantity of file cabinets; sizes of cabinets & drawer count; estimated files per drawer; estimated pages per fileTo be determined through the assessment to be conducted during the course of the Project44Period (years) of documentsSeven (7) is a good estimate to plan with, pending the result of the consultation phase45Current digitized work. If yes, software being usedMicrosoft Office 356(Small Docuware deployment)Indexing46Specifications on number of records to be indexed To be determined through the assessment to be conducted during the course of the Project47Metadata to be captured for document storage and retrieval (indexing field)The is going to vary across the document types. The consultation phase of the project will be able to provide an estimate.48Availability of a pre-existing database from client (if applicable)Windows file share directories contain the digitised copies of physical documents for most Departments.OCR Technology and Scanning49Availability of sample documents for review to ascertain certain details (OCR capability / condition)Sample documents are available for review; however, the records also include recordings and other materials to which a records management scheme must also applyDocument Prep50Status of documents (active / inactive / combination)Combination of active and inactive documentsPage Sizes51What are the varying page length /s & sizes to be actioned ?Varied. The consultation phase of the project will be able to provide an estimateProject Site52Client preference To be determined through the assessment to be conducted during the ProjectSubmission deadline53Please confirm the submission date and time for submission: (RFP#2020/JCAA/03) The procurement of consultancy services, to assist the JCAA in the development and implementation of an archive and records management systemThe submission deadline has been extended to June 30, 2020 @ 3:00 p.m.54Number of employees in JCAA:? Approximately 32055Number of records to be digitised:?To be determined during the assessment phase of the Project after discussions with the various Departments56Size of aviation industry in JCAA (number of registered aircraft/AOCs/AMOs/etc.):The JCAA, regulator of Jamaica’s civil aviation industry maintains records related to the certification of regulated entities within that industry including, but not limited to, aerodrome operators, air operators, approved training organizations, licenced personnel (including pilots and air traffic controllers), aircraft maintenance organizations and aircraft maintenance engineers.? The Project requires an assessment of the needs in this area to be conducted in consultation with the Departments in the Regulatory Affairs Division.57Is there an editable form that can be completed, and where can this be located?There is an edible form. Bidders can request same by writing to purchasing@.jm58What is the new due date for submissionThe submission deadline has been extended to June 30, 2020 @ 3:00 p.m.59Number of employees in JCAA:? Approximately 32060Number of records to be digitisedTo be determined during the assessment phase of the Project after discussions with the various Departments61Size of aviation industry in JCAA (number of registered aircraft/AOCs/AMOs/etc.):The JCAA, regulator of Jamaica’s civil aviation industry maintains records related to the certification of regulated entities within that industry including, but not limited to, aerodrome operators, air operators, approved training organizations, licenced personnel (including pilots and air traffic controllers), aircraft maintenance organizations and aircraft maintenance engineers.? The Project requires an assessment of the needs in this area to be conducted in consultation with the Departments in the Regulatory Affairs Division ................
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