Single Hosting System
Added: Mar 06, 2017 11:14 am 1.0 Description1.1 The USAHEC in support of the U.S. Army War College is a unique and diverse organization. USAHEC consists of a Collection Management organization, Library (486,000 books, 28,000 periodicals, 325,000 authority publications), Archival Collection (18,979 linear feet of manuscript material, 3,809 linear feet of photographs, over 50 million digital images), and a museum (75,000 artifacts) is seeking information on a Single System (system may have subordinate modules but they must communicate seamlessly) that would perform or address all of the requirements stated in paragraph 2.0 Requirements.1.2 THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for information and planning purposes - it does not constitute a Request for Proposal (RFP) or a promise to issue an RFP in the future. This request for information does not commit the Government to contract for any supply or service whatsoever. Further, the U.S. Army is not at this time seeking proposals and will not accept unsolicited proposals. Respondees are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested party's expense. Not responding to this RFI does not preclude participation in any future RFP, if any is issued. If a solicitation is released, it will be synopsized on the Federal Business Opportunities (FedBizOpps) website at www.fbo.gov. It is the responsibility of the potential offerors to monitor the site for additional information pertaining to this requirement.2.0 Requirements: (this is a consolidated listing of requirements by functional area for a system that can address each of the requirements by function; must be capable of supporting several physically separated locations)Archival Functions• Ability to build/maintain a contextual archival item hierarchy.• Maintains relationships between items, including metadata to item, and items in hierarchy.• Items must be associated ( linked) to accession records/legal transfer instruments/internal collection files, etc. without releasing internal chain of custody records to external customers.• Ability to handle complex/embedded digital objects in context including: attachments, zip files, compiled databases.• Imports /exports archival professional standard schemas such as: Encoded Archival Description (EAD), Resource Description and Access (RDA), Dublin Core, MAchine-Readable Cataloging (MARC) Metadata Encoding and Transmission Standard (METS).• Has batch upload/export capability for item records in multiple formats.• Supports digital format standards including: Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH), Extensible Markup Language (XML).• System allows for some form of user authentication.• User roles/access rights are able to be assigned and managed by individual user, user group, and collection/container.• System actions are associated with a specific user and time stamped.• Audit trail automatically generated/maintained for system actions, regardless if user or item is active/inactive.• Upload/Deletion control - administrator verifies and reviews items before upload or deletion.• In system help file available.• Bug reporting available.• Supports use of controlled vocabulary for metadata creation.• Self Service tool to upload metadata.• Underlying database structure is a non-proprietary format.• Item locations can be tracked, at a minimum, to the archival box storage location level.• Automated update of location status upon circulation/return.• Able to associate an assigned (spatial) volume to a specific box type.• Item non-availability can be noted in the system with a defined category assigned, for example: on loan/exhibit, conservation, processing, specific legal access restriction, etc.• Ability to prioritize and track project work/processing progress for collections.• Items can be associated with condition assessments.• Items can be associated with corresponding digital surrogates.• Ability to generate reports on demand for both repository statistics and system activity.• Ability to customize reports.• Ability to customize data entry fields.• Spell check function.• Data validation function.• Search function, including Boolean, browsing, and searches based on specific data fields, where parameters can be saved for later re-use.• "Out of the box" software with little need for customization.• Automated system software updates.• System shall NOT require staff to know any underlying programming language or re-write file code.Collection Management Functions• Life cycle management for Archival, Library, and Museum collection items.• The system must have a multi-disciplinary catalog for museum, library, and archival collections.• System will manage collections management aspects to include accessioning, deaccessioning, loans, shipments, valuations, insurance and documentation of copyright data.• System must be able to manage documentation related to the acquisition and conservation of collections materials.• System must be able to track location of collections items to include tracking a history/audit trail.• System must be able to have an audit trail for any changes made to collections records.• System must be able to generate reports that can be customized by the user.• System must have XML based import and export capabilities.• System must have workflow management capabilities that assist in the management of the flow of collections materials.• System must have levels of access capabilities based on the user thereby limiting system capabilities based on user type.• System must be able to produce finding aids for archival collections.• System must adhere to Dublin Core Standards.• System must include a capability to manage digital materials in the following file formats at a minimum: TIFF, JPEG, PDF, BMP, Audio (PCM uncompressed, MP3, cdda), video (MPEG2, WMV, MPEG4/H.264, Flash, F4V, MTC, AVI [uncompressed])• System must be able to interface with the public to allow the public to search collections materials while blocking the public from searching data related to management or acquisition of the collections.• Statistical dashboard to report the latest tabulated statistics on the number of items in each collection and the usage of items by type and locationLibrary Functions• URL verification for bibliographic records and websites.• Unlimited record creation.• Ebook compatible.• Catalog function: Consistently reliable platform server connection and access to Authority Records database for creating authority records.• Catalog function: Supports authority record creation and automatic authority record updates from both Library of Congress (LC/LOC) and Online Computer Library Center (OCLC).• Renew overdue items without checking items back in.• Generate unique ID's for patron profiles.• User control over holding periods. Holds expire only when manually programmed. • Online Public Access Catalog (OPAC) is mobile compatible.• Location, call number, and availability information from the search results page.• Location and call number information in saved lists that are emailed (instead of links).• Permalinks for item records.• Intuitive continuity with OPAC interface. When the system is opened in more than one tab it needs to only respond and provide actions to most recent commands.• Device-neutral mobile work lists: browser-based with minimal bandwidth requirements for both Android and iOS products.• Acquisitions function: ability to conduct Keyword searches in Selections list.• Acquisitions function: backtracking an item from purchase to previous selection list.• Acquisitions function: generate customizable item-level record creation for donations and gifts.• Acquisitions function - generate customizable reports for donations and gifts.• User control over the Serial function - generate unlimited journal issues indefinitely until the need for change is identified Modify serial holdings record without closing, example: editing frequency.• A Reports function that can report on either branches or separate branches is required.• Exportable reports• Common reporting/report templates.• Auto-generate scheduled reports.• Generates customizable reports for all platform functions.• Required to run on iOS, Mozilla Firefox browsers, Windows 7, and IE11. • Two inventory software licenses (or an inventory software license for each device).• SIP(2) protocol for self-checkout machines. • Self-checkout machine service option included.• Number of licensed users: 35 (sometimes called user seats).• Language limiters/search ability. • Compatible with open source systems.• Streamlined function windows. For example, the ability to check in, renew, and view a patrons record without moving between different windows. Differentiate associated data that's public vs. non-public.• Non-proprietary formats of data on both ends.• Customizable batch requests and actions including uploads.• Supports global editing.• Cloud-ready architecture and infrastructure with hosting options and/or SaaS.• In system help file with searchable index.• SQL-based database, and supports library profession metadata schemas such as Dublin Core, EAD, MARC, and RDA.• System shall not require staff to know any underlying programming language or re-write file code.• Generates and maintain audit trail automatically for system and record actions with date and timestamps backdating to at least five most recent actions (not including views, only actions).• Customer-centered integration with Discovery tools and web services.• Integrated and seamless user experience without the complication of detailed software coding APIs that free up bibliographic, authority, patron, and transactional data.• Intuitive Interface - navigation options, browse displays, increased ease of use - decreased training time. Preservation Function• Automated Quality Assurance/Quality Control for ingested/data-in-transit AND regular background/data-at-rest scans including: fixity, virus check, metadata integrity.• Generates a dataset equivalent to Library of Congress's PREservation Metadata: Implementation Strategies (PREMIS).• Ability to automate certain preservation actions such as: schedule file migrations and set file paths.• Capable of interfacing with and/or supporting off-site storage location.• Ability to build/maintain a contextual record hierarchy.• Maintains relationships between objects, including metadata to object and objects in hierarchy.• Supports the archival professional standard schemas such as: Encoded Archival Description (EAD), Resource Description and Access (RDA), Dublin Core, MAchine-Readable Cataloging (MARC).• Supports digital format standards including: Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH), Extensible Markup Language (XML).• System allows for some form of user authentication.• System actions are associated with a specific user and time stamped.• User roles/access rights are able to be assigned in a granular fashion and tightly controlled.• Audit trail automatically generated/maintained for system actions, regardless if user or digital object is active/inactive.• Upload/Deletion control - administrator verifies and reviews items before upload or deletion.• Reports which distinguish between significant file actions (upload, move, rename, flag for deletion) and incidental actions (read-only access, background fixity check).• Ability to receive active notification of significant file actions.• Significant actions require some form of concurrence/affirmation.• Ability to generate reports for: fixity, virus check, metadata integrity, automated process results, system actions, audit reports, file types, space usage, etc.• Files are accessible tough a digital forensic tool that permits non-altering forms of access (view only/background fixity scan/copy creation) without altering underlying technical metadata (last accessed/edited date), similar to BitCurator. [Creation metadata stays separate from archival use metadata and do not overwrite one another.]• System is able to be compartmentalized to keep preservation master and access master copies segregated from one another, physically and technically (access parameters).Digital Asset Management Functions• Automated Quality Assurance/Quality Control for ingested/data-in-transit AND regular background/data-at-rest scans including: fixity, virus check, metadata integrity.• Automated bulk ingest for ease of transfer with/between existing platforms and archival professions standard platforms such as: ContentDM, SharePoint, Bagit, Outlook.• Generates unique item identifiers.• Generates a dataset equivalent to Library of Congress's PREservation Metadata: Implementation Strategies (PREMIS).• Ability to automate certain preservation actions such as: schedule file migrations and set file paths.• Capable of interfacing with and/or supporting off-site storage location if required.• Ability to build/maintain a contextual record hierarchy.• Maintains relationships between objects, including metadata to object and objects in hierarchy.• Link digital objects to accession records/legal transfer instruments/internal collection files, etc. without releasing internal chain of custody records to external customers.• Ability to handle complex/embedded digital objects in context including: attachments, zip files, compiled databases.• Supports the archival professional standard schemas such as: Encoded Archival Description (EAD), Resource Description and Access (RDA), Dublin Core, MAchine-Readable Cataloging (MARC).• Supports digital format standards including: Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH), Extensible Markup Language (XML), Z39.50 communications protocol.• Supports Dublin Core to MARC record crosswalk for the purpose of making information available in WorldCat.• System allows for some form of user authentication.• System actions are associated with a specific user and time stamped.• User roles/access rights are able to be assigned in a granular fashion.• Audit trail automatically generated/maintained for system actions, regardless if user or digital object is active/inactive.• Upload/Deletion control - administrator verifies and reviews items before upload or deletion.• Reports which distinguish between significant file actions (upload, move, rename, flag for deletion) and incidental actions (read-only access, background fixity check).• Ability to receive active notification of significant file actions.• Significant actions require some form of concurrence/affirmation, either automated or from another user.• Ability to generate reports on demand for: fixity, virus check, metadata integrity, automated process results, system actions, audit reports, file types, space usage, etc.• Automate some level of PII detection/ flagging.• In system help file available.• Has batch upload capability.• The system shall allow system administrator to index the system when files are uploaded or imported, making them immediately available.• Supports use of controlled vocabulary for metadata creation.• Self Service tool to upload metadata.• Supports global editing.• Supports authority record creation and automatic authority record updates from both Library of Congress (LC) and Online Computer Library Center (OCLC).• Optical Character Recognition (OCR) capable upon image and/or collection import/upload.• "Out of the box" software. Little need for customization.• Windows- or web-based interface for configuration and editing.• Automated system software updates.• System shall NOT require USAHEC staff to know any underlying programming language or re-write file code.• System must be able robust enough to handle over 50 million images.• Provides for search capabilities including: basic keyword, advanced Boolean, searches of specific Dublin Core metadata fields, and browsing.• End-users' will not be able to edit/change metadata or items at any level.• 50 user licenses.General Discovery/Search Function• Adherence to system-identified thesaurus or controlled vocabulary when running Subject Terms searches.• Search recognizes natural language keyword searches, recognizes abbreviations in metadata vocabulary, and recognizes DACS, EAD, and MARC metadata schemes simultaneously. Search limits: content type, content format, subject terms, author, and publication date range• Sort by: most recent, relevance, • "Save to Folder" feature, with ability to email, export, and print.• Main search text box/bar recognizes Boolean operators.• A single entry point to library, digital archive, collection management system, and proprietary databases to which the USAWC Library subscribes.• The ability to create a search box on your own website.• The ability to pre-define search parameters in order to eliminate subsets of results to create more specific audience-based search boxes either by database level or title level.• The ability to create RSS feeds from search strings so that searches can be automatically updated.• Provides faceted and smooth changes to search parameters for more advanced searching.• Provides advanced search with multiple fields as well as single, basic search box.• Keyword search recognizes foreign language characters and diacritical characters.• The search functionality employs the use of indexing, data harvesting, and protocol searching to tie together data records to be searched upon the submission of a user query.• The search engine or discovery layer will harvest data from the XML code provided by our cloud based servers potentially including an Integrated Library System (ILS) server, a Digital Asset Management Server (DAMS), a Collection Management System (CMS) server, a Museum Collection System, and also be attached to other servers and Discovery Layer Systems tough Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH).• The search should tie various systems together to search all item types such as books, DVDs, CD-Audio, films, periodical articles, serial articles, photographs, archival materials, artifacts, etc. • The user interface will offer a "basic search box," an "advanced search page" with many search boxes (allowing various fields and item types to be searched directly and in conjunction with others), "facets" or check boxes to include and exclude various items types from a search, and allow the construction of RSS feeds to be copied from a desired search.• The search functionality will include BOOLEAN logic operators and the use of quotation marks to allow the user to have more control of the search query. • The display of results will be ordered by relevance to the user's query based on the search terms and operators / facets / advanced search options employed by the user. • The top results ordered by relevance will be the typical arrangement of first ten results displayed (and will be adjustable to more initial results displayed such as 25, or 50 or 100) and will be displayed with "More" link at the bottom to allow the user to continue to page tough the many results after the first, initial results.General System Maintenance and Training• Automated system software updates.• Maintenance support plan. Includes free software upgrades, weekly data backups, software backups, help desk service within two hours notification, support ticket portal, off hours phone support for site down emergencies.• Training options for the system (and modules if utilized) both we-based and onsite along with advanced reports training.3.0 Requested Information:3.1 Requesting rough costing for a single system that can perform the functions listed in paragraph 2.0.3.2 Detailed descriptions of the system (and sub-modules if utilized) and how it functions both technical and general. Client listings that the contractor has supported with similar products and scope of holdings.3.3 Suggestions and recommendations for this system.3.4 Information and costing if the contractor can support offsite server storage for the digital collection. Storage space would be acquired incrementally with the potential of hosting over 50 million digital images or more in the end. Offsite storage will require backup (ideally another location) and have the capability to support archival digital collections. System to eliminate the potential for data degradation prevention. Please provide details.4.0 Responses4.1 Interested parties are requested to respond to this RFI with a white paper.4.2 White papers in Microsoft Word or PDF format are due no later than 28 March 2017, 4:00 p.m. EST. Responses shall be submitted via e-mail only to karen.a.kurzendoerfer.civ@mail.mil. Proprietary information, if any, should be minimized and MUST BE CLEARLY MARKED. To aid the Government, please segregate proprietary information. Please be advised that all submissions become Government property and will not be returned.4.3. Section 1 of the white paper shall provide administrative information, and shall include the following as a minimum:4.3.1 Name, mailing address, overnight delivery address (if different from mailing address), phone number, fax number, and e-mail of designated point of contact.4.3.2 Recommended contracting strategy.4.3.4 Business type (large business, small business, small disadvantaged business, 8(a)-certified small disadvantaged business, HUBZone small business, woman-owned small business, very small business, veteran-owned small business, service-disabled veteran-owned small business) based upon North American Industry Classification System (NAICS) code 541512, Computer Systems Design Services. "Small business concern" means a concern, including its affiliates that are independently owned and operated, not dominant in the field of operation in which it is bidding on Government contracts, and qualified as a small business under the criteria and size standards in 13 CFR part 121. A small business concern for the purposes of this procurement is generally defined as a business, including its affiliates, averaging no more than 25 million dollars in annual receipts. Annual receipts of a concern that has been in business for 3 or more complete fiscal years means the annual average gross revenue of the concern taken for the last 3 fiscal years. Annual receipts of a concern that has been in business for less than 3 complete fiscal years means its total receipts for the period it has been in business, divided by the number of weeks including fractions of a week that it has been in business, and multiplied by 52. Respondees are cautioned, however, that this is a general description only. Additional standards and conditions apply. Please refer to Federal Acquisition Regulation FAR 19 for additional detailed information on Small Business Size Standards. The FAR is available at http://www.arnet.gov.4.4 Section 2 of the white paper shall answer the issues addressed in Section 3 of this RFI.5.0 Industry DiscussionsU.S. Army representatives may or may not choose to meet with potential offerors. Such discussions would only be intended to get further clarification of potential capability to meet the requirements, especially any development and certification risks.6.0 QuestionsQuestions regarding this announcement shall be submitted in writing by e-mail to the Contracting Officer, email address. Verbal questions will NOT be accepted. Questions will be answered by posting answers to the E-Commerce Central website; accordingly, questions shall NOT contain proprietary or classified information. The Government does not guarantee that questions received after 17 March 2017 will be answered.7.0 SummaryTHIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide [FILL IN TITLE OF REQUIREMENT]. The information provided in the RFI is subject to change and is not binding on the Government. The U.S. Army has not made a commitment to procure any of the items discussed, and release of this RFI should not be construed as such a commitment or as authorization to incur cost for which reimbursement would be required or sought. All submissions become Government property and will not be returned.
W91QF0-17-T-0001 Department of the Army Materiel Command Mission and Installation Contracting Command Carlisle Barracks
3/6/17, 11:14 AM