P19-170 - Supply and Delivery of Voice Recording System

Address:
York University
Procurement Services
4700 Keele Street
Toronto, Ontario
Canada, M3J 1P3
 
Description:

Objectives
York is seeking to engage one (1) qualified proponent for the replacement of legacy telephone and radio recording solution used by York’s Security Services. The present telephone and radio call monitoring and recording solution has reached the end of its useful life and must be replaced in a timely manner.

Background
York operates its own telephone and radio system. The existing Dictaphone solution enables York to monitor live and record telephone calls and radio signals. The existing solution also records calls for latter retrieval and stored audio recordings are archived. The York Security Control Centre is operated 24/7 and manages approximately 1,000 to 1,200 telephone calls per month.

York utilizes a Genband Application Server (AS) Rel. 11.2 to supply voice and unified communications service to faculty and staff. The desktop phones to be deployed and recorded will be Polycom VVX500’s which may include add on modules for extra lines. The proposed solution must use the SIPREC protocol (Internet Engineering Task Force RFC 4103) to record call media streams and Meta-Data. York University currently utilizes Ribbon Q21 Session Border Controllers to perform SIPREC.

Deliverables
The Selected Proponent will be responsible for the replacement of legacy telephone and radio logging (recording) solution. The proposed call recording system will be operational 24 hours per day and 7 days per week throughout the year.

The new recording solution will include deployment and implementation of all hardware and software as a total solution in this proposal. The Proponent is required to propose a solution that meets or exceeds the functional and technical requirements described in this RFP.

Functional Requirements
The proposed solution must meet the following functional requirements:

System Requirements

1. Record analog radio and telephone channels;
2. Ability to provide simultaneously screen capture capability;
3. Ability to record VOIP phone calls;
4. Ability to scale and expand to additional channels;
5. Proposed solution shall have the ability for continuous recording mode 24/7;
6. Ability to allow for simultaneous access by different users and define user’s access for playback of call recording;
7. Must provide an audit logs of all recordings (radio, telephone or screen capture), including audit trail with date and time stamped. This function shall be restricted from any edits or alterations by anyone.

1. Solution to be accessed via application client or web based software to monitor, manage and administer;
2. The ability to activate Record/ Pause/ Playback in playback mode using Function Keys or mouse from Users' workstations;
3. Search for recordings by date, time, channel, incoming/outgoing and telephone number;
4. Ability to add comments to recordings via the management interface;
5. Proposed solution must provide pre-formatted and ad-hoc report generation capabilities;
6. Ability to connect directly to system database to develop custom reports using 3rd party reporting packages;
7. Ability to allow for simultaneous access by different users and define user’s access; and
8. Ability to export recording log details to standard datasets such as CSV files.

1. Ability to download the file in an acceptable format with the ability to edit the recordings and the renaming of the name;
2. Ability to send alerts to select recipients based on pre-set triggers;
3. High compression setting capability to optimize storage requirements;
4. Proposed solution shall have the option to encrypt all audio recordings and related data using at least 256-AES encryption or better;
5. Ability to store calls recording locally with the ability to ‘archive’ data storage of audio recordings after a set number of days to a separate storage volume/database table; and
6. Automatic purging of all archive data storage of audio recordings after a set number of days.

1. Ability to access, play and retrieve audio recordings from a mobile device (iOS, Android & Blackberry).
2. On a per recording basis, solution shall provide audit trail of who and when individual recoding was accessed.
3. Ability to allow for live monitoring of designated phone sets in security control.

1. Proposed solution must be an on premise solution;
2. Preference will be for a VM-Ware based virtual appliance vs a physical appliance;
3. Provide documentation on system hardware and system archt.
4. Preference of using existing CIFs based file storage/iSCSI mounts for audio storage;
5. Preference of using MS SQL or Oracle based database technology;
6. System components shall use Dynamic Host Configuration Protocol (DHCP);
7. System components shall use Network Time Protocol (NTP) to sync system time across screens, servers and other related systems;
8. HTTPS or other encryption means of transmission is preferred over HTTP or unencrypted traffic between server backend and components;
9. Proposed solution’s end user interface shall either be a web browser or Windows based client. Preference will be given to web browser based solutions;
10. For solutions with server-client based architecture, it would be preferable that the client be compatible/certified with Citrix XenApp application virtualization platform;
11. York’s preferred authentication method is through MS Active Directory, ideally the proposed solution shall comply and align with this authentication method
12. All web interfaces preferred method of authentication shall either be SAML, MS-Active Directory or LDAP.

1. The following table outlines the different lines/endpoints that are required to be recorded.

1. Vendor training manuals
2. Audio and video recordings
3. Microsoft® PowerPoint presentations

1. Executive Summary and Qualifications
2. Methodology
3. Timetable/Workplan
4. References/Past Experience
5. Appendix C – Mandatory Technical and Functional Requirements
6. Financial Considerations
7. Section 9.0 – Acknowledgement

1.  Mandatory Requirements
2. Executive Summary, Qualifications, and References Approach
3. Methodology
4. Timetable/Workplan
5. References/Past Experience and
6. Financial Considerations