Page 218 - Automated Fingerprint Identification Systems (AFIS)

CONTRACTUAL ISSUES REGARDING THE PURCHASE OF AN AFIS 203

Office for Technology (OFT). (See http://www.oft.state.ny.us/ for more infor-
mation.) A state agency is obligated to undergo a review by and obtain per-
mission from OFT before engaging in most technology-related procurements.
Thus, in addition to financial control agencies, an AFIS acquisition may be
subject to approvals by a technology-based group.
Depending on the AFIS desired, additional approvals may be required by the
control agency obligated to ensure the integrity of electronically transmitted
information. For example, if fingerprints will be obtained in remote locations
and electronically submitted to a central site through livescan technology, infor-
mation security requirements must be addressed. Inquiry must be made as to
whether there are established minimum requirements, ethics, responsibilities,
and accepted behaviors required to establish and maintain a secure environ-
ment and achieve the government’s information security objectives. If so, those
requirements must be incorporated into the acquisition. In New York State, the
Office for Cyber Security and Critical Infrastructure Coordination sets the
direction, gives broad guidance, and defines requirements for information
security-related processes and actions across state entities. (See http://www
.cscic.state.ny.us/ for more information.)

9.5.3 ADDITIONAL REQUIREMENTS BASED ON THE
INTENDED USE OF THE TECHNOLOGY

While there are certain commonalities in how governmental entities treat data,
each state has unique requirements and concerns, especially in relation to crim-
inal history records. If the AFIS will interface with criminal history data, the
requirements must be incorporated onto the RFP. For example, in the crimi-
nal context, the RFP must identify whether special requirements apply to the
sealing of data, levels of access, treatment of selected records, and whether
there are statutes, court decisions, or practices governing the return of the
information. A governmental agency needs to provide this information in the
solicitation and ensure incorporation in the System specifications and evalua-
tion requirements, as appropriate.

9.6 IDENTIFICATION OF FUNDING SOURCES

As part of the planning process, funding sources for the AFIS procurement
must be identified. Due to the nuances and specific nature of the public
funding process, it is critical that the appropriate staff be involved and fully
understand the purpose and goals of the procurement. In addition to program
staff, other staff involved in the RFP development and approval should include
representatives of the finance or budget office, grants office, and legal office.