DOCUMENTATION

The Contractor shall provide all documentation (in electronic form with one printed copy) needed to operate, administer, and maintain the MITS solution implemented, including the following:

1) Training materials for each on-site training course;

2) Customizable on-line help documentation for each component of MITS;

3) Technical documentation (e.g., installation, configuration, operations, backup/recovery, diagnostic, security) for all COTS and/or third party products implemented as follows:

4)

a. The Contractor shall provide a detailed, comprehensive description and diagram of the proposed system architecture and minimum server specification requirements that will be housed in the OCIO server room. This includes but is not limited to, failover design replication software, peripherals, and all network and internet network connections. This documentation shall specify the location for each

component (e.g., the District’s server room, the District’s network, the OTR offices, the replication site, the disaster recovery site, and, if applicable, the hosting site). This documentation shall specify in detail the requirements for the District to set up a DMZ if needed.

b. The Contractor shall provide documentation of all hardware components needed by the Contractor for the MITS implementation to support all required functionality and provision per industry best practices for redundancy, data and image replication to a disaster recovery site, backup and recovery, failover and five years of data and image growth. This includes but is not limited to detailed specifications of any hardware to reside in the OCIO server room including but not limited to operating systems, processors, hard drives, memory, NICs, factory installed software, bundles software, required capacity, scanning capabilities, scanning speeds and printing speeds.

c. The Contractor shall provide documentation of all MITS software components to support all required functionality and provision per industry best practices for internal site and, if applicable, hosting site system security, redundancy, data and image replication to a disaster recovery site, backup and recovery, failover and five years of data and image growth.

d. The Contractor shall provide documentation describing options for hosting all or a portion of the MITS services/components. This document shall include information on the hosting options adopted by the Contractor’s clients. This document shall include typical Service Level Agreements for hosting services/components and the specific District and Contractor backup and recovery responsibilities required for each hosting option. This document shall include the Contractor’s hosting option recommendation for the District as well as diagrams and descriptions of the recommendation.

e. The Contractor shall provide documentation outlining the overall IT network and security architecture including network, facility, logical, and physical security including personnel, facilities, processes and systems.

f. This Contractor shall provide documentation on System start-up and shut down as well as re-establishing connectivity/communication among the OCIO server room, the target replication site, the hosting site, if applicable, and the disaster recovery site upon disconnection.

g. The Contractor shall provide documentation describing in detail the backup and recovery strategy to be employed for MITS implemented for the District. This documentation shall include but is not limited to all tasks to backup and recover databases, files, application software and images. This documentation shall include the specific roles and responsibilities of the backup and recovery tasks to be

performed by the Contractor and the District.

h. The Contractor shall provide documentation of the Contractor’s disaster recovery approach and business continuity/contingency plan. This documentation shall include but is not limited to a detailed description of 1) the steps involved in a typical disaster recovery; 2) the roles and responsibilities of the District and the Contractor to recover from a disaster; 3) the Contractor’s service level agreements related to disaster recovery; and 4) the Contractor’s plans to test disaster recovery. i. The Contractor shall provide documentation describing the manual and automated

monitoring and alerting that will be performed, configured and maintained for MITS. This documentation shall also include the tools and procedures to be used, the alerting thresholds, the persons that will be alerted in the event of an outage or incident and the roles and responsibilities of the Contractor and the District resources to configure these processes.

j. The Contractor shall provide documentation of the Contractor’s MITS databases. This documentation shall include but is not limited to the platform and version of the database management system(s) as well as the number of databases, the number of tables within each database, the expected size of each database at

implementation, the expected size of each database after five years of growth, specific descriptions of the data contained within each database, the functions supported by each database, and the roles and responsibilities of the District and the Contractor related for the maintenance, backup and recovery and monitoring of each database. This documentation shall include but is not limited to a detailed description of the following items:

1) Maintaining Database Statistics Performing Database Reorgs

2) Space Management of database/log files

3) Database Backups (including system databases as well as application databases)

4) Log Backups 5) Recovery

7) Database changes (Tuning) required due to performance issues with the product – either database or application

8) Database Software Upgrades

9) Installation Process for the new databases

10)Configuration of the new databases (including logging) 11)Database Replication

12)Detailed information on Contractor processes to be run against the databases during non-business hours

k) The Contractor shall provide a Data Dictionary for MITS for all data elements detailing the data schema, data relationships, data element descriptions, formats and valid value ranges.

l) The Contractor shall work with District staff to prepare a system security plan (SSP) for the new system. The SSP shall specify the logical, physical, and managerial controls to be implemented to properly secure the new system. The model to be followed is described in the NIST 800-18 documentation; the control families to be used are as described in the NIST 800-53 documentation. The Contractor is expected to secure the system in accordance with controls specified in the SSP. The

Contractor shall cooperate with DC staff that will conduct an ST&E, and shall remediate all issues as directed by DC staff.

m) The Contractor shall provide documentation describing the MITS user

authentication, functional security roles/authorization, separation of duties and auditing controls.

n) The Contractor shall provide copy of the MITS User’s Guide tailored specifically for the District’s implementation of the system.

o) The Contractor shall provide a copy of the MITS System Administration Guide tailored specifically for the District’s implementation of the system.

p) The Contractor shall provide documentation describing the extent to which the MITS product can be interfaced with third party telephony systems via Unified

Communications (UC) integration following telephony and telecommunications industry standards.

q) The Contractor shall provide documentation of the Contractor’s “Product Road Map” for MITS describing future plans and schedules for new releases, upgrades to the current release and patch updates. The documentation shall include the roles and responsibilities of the Contractor and the OCFO technical staff related to the

application of new releases, upgrades to the current release, patch updates and emergency fixes as well as the testing for these modifications.

5) User documentation, including screen shots (e.g., user’s guide, security) for all COTS and/or third party software products implemented, such as workflow and query/report writer(s);

6) Technical and User documentation on all customizations and/or custom modules implemented; and,

7) COTS and/or third party software product release documentation.

The documentation shall reside on the OTR SharePoint site, as directed by the COTR.

C.4.7 PROJECT MANAGEMENT AND QUALITY MANAGEMENT