DAM_RFP_questions_document_2_of_2.pdf

DAM RFQ ANSWERS DOCUMENT 2 OF 2

When it says in the RFP the system shall, (ex: converting a full-color file to a grey-scale file), if your system doesn't perform that function, will it disqualify your bid?

No, however this is information that may factor into the decision.

Page 4: Note 2: Firm Fixed Pricing represents a one-time cost, i.e. they cannot be set up as a repeating cost e.g. a subscription.

Question: - After year 5, is the expectation to re-license or evaluate at the end of the optional year. Government procurement requires contracts/BPAs to be re-competed after the options years expire; this does not correlate with the quality of the services provided by the Contractor. The Contractor is welcome to participate in the re-compete.

Page 7 states: "The Peace Corps will develop any integration required to update the Contractor’s solution with data from Peace Corps’ systems."

Question: What type of "data" is Peace Corps intending to push into the system? Data may include meta tags/keywords/descriptions, associated with photos; data pulled from PCrm but this would not be an immediate need.

Page 8 states: "Connect to Peacecorps.gov (Django Python; PHP/CSS) to enable staff to seamlessly move an asset from the system to the website."

Question: Is there a preference on whether a physical copy of the asset is copied/moved to the website, or would an embed code for embedding the asset on the website be a desired option? An API would be a first priority. We would welcome any discussion around any additional functionality to consider. Our current use case is to leverage an API to dynamically display images that are hosted on Zenfolio (example “Photos from Botswana” grid: https://www.peacecorps.gov/botswana/). Giving content managers more flexibility to use photo assets on the website is desirable as well, and we’re open about how to achieve that.

Page 8 states: "The capability to connect directly to the Peace Corps photo repository, currently, Zenfolio (and/or any other similar hosting solutions), the back-end location of Peace Corps media library. This repository may be merged into the Contractor’s solution."

Question: Is the goal to ultimately import everything from Zenfolio into the DAM? Ideally.

Minimally, an API solution is necessary. Please note you capability in your proposal.

Page 11 states: "The system shall optionally support multiple languages and/or the ability to translate assets and customizable templates"

Question: Which languages will Peace Corps want to offer as options to users? Spanish and

French are priorities; however, we would work with our Posts to determine additional needs, which may potentially include: Russian, German, and Mandarin language support.

1. What is the current DAM system that is being used by the Office of External Affairs/Office of Communications for Brand Central? It is a proprietary DAM solution.

2. What is the current CMS that is being used by the Peace Corps that the new DAM must integrate with? Clarification is needed. There are multiple CMS solutions that Peace Corps uses. The current Brand Central uses a proprietary CMS solution; Zenfolio has a CMS and the website uses Wagtail.

3. Does the Peace Corps have an existing Authority To Operate (ATO) in the Amazon Web Services (AWS) environment? The Peace Corps does not contract directly with AWS but does through vendors (e.g., the website is hosted in an AWS environment through a contractor.)

4. Does the Peace Corps have their own data center? Yes, but this would not be relevant for this solution.

5. Is the Peace Corps DAM currently hosted in the AWS environment? It is hosted in AWS.

6. Is the Peace Corps CMS currently hosted in the AWS environment? Yes

7. RFP, p. 9, Section C.1.4. Is the government requiring that the new DAM platform must comply with NIST 800-53 Low Impact controls? Yes

8. If the new DAM system will not require an ATO, please advise why the new DAM platform must include FISMA and FedRAMP controls? We may integrate with other Peace Corps solutions necessitating such controls.

9. If the new DAM system does not contain PII, can tailored LI-SAAS FedRamp controls be implemented? Depending on the integrations, PII may be a factor that we would like to account for—please indicate your capabilities.

10. RFP, p. 30, Section J. Section J lists “Attachment C – Pricing Template and SOW for Call Order 0001”. Attachment C posted on FBO contains an SOW but no Pricing Template.

Please advise if you will be posting a separate Pricing Template for Attachment C or if we are to use Attachment A - Pricing Template for BPA, Tab “Call Order 0001.” Please use Attachment A as this will be instrumental in cost assessments—all costs should be accounted for as this applies to the overarching BPA (multiple call orders can be issued against the pricing in this BPA; Attachment C represents the first Call Order (0001). It does not include all of the deliverables that are in Attachment A—e.g., the first call order does not require the delivery of an exit plan; however we would like a cost for this as noted in Attachment A to secure pricing for subsequent Call Orders that may be issued under this BPA. You may add additional lines for pricing purposes but all costs should be clearly indicated and broken down.

11. RFP, p. 31, Section L.3. Composition of Volume 3 states: “Part I Complete Pricing template for Call 001 found in Attachment (C). Part II Complete Quote in response to SOW for Call 001 found in Attachment (C).”

a. For Part I: As per question # 1 above, there is no Pricing template in Attachment C. Please advise if you will be posting a separate Pricing Template for Attachment C or if we are to use Attachment A - Pricing Template for BPA, Tab “Call Order 0001.” Please see #10 response.

b. For Part II: Please advise what format you are requesting for a “Complete Quote”.

Please advise how the “Complete Quote” differs from the Tab “Call Order 0001” of Attachment A. Please note that Call Order 0001 does not include all deliverables that are listed in Attachment A (the Blanket Purchase Agreement). Additional Call Orders may be issued against the BPA based on Attachment A pricing.

c. Please confirm that Part I and Part II are requesting two separate documents, a “Complete Pricing template” and a “Complete Quote?” Please advise what specific different information is being requested? Yes. The Complete Pricing template provides overarching BPA pricing; the Complete Quote represents the Call Order 0001 (which does not include all components listed in the BPA).

12. RFP, p. 31, Section L.3. Composition of Volume 1. Please advise if there is a page limitation to Part II Past Performance. Thank you for requesting clarification—we are requiring a list of three references which represent three similar projects in size and scope.

Ideally, this would be part of Volume One (10 pages) but given this was not clear, please limit examples to two pages total.

13. Attachment A, CLIN 1, Rows 13, 14, 15. Our standard SaaS subscription pricing includes:

software license, technical trouble shooting support, customer service, security and hosting compliance services. These components are not broken out and priced separately for customers, and any attempt to do so would be an estimate only. Does the government wish an estimate of how these components are broken out? If so, technical trouble shooting support, customer service, security and hosting compliance services are all part of our customer support services. Would it be acceptable to provide one cost estimate for all three components? The pricing attachment is designed to help eliminate ambiguity so the Peace Corps and Contractor have a clear understanding of pricing and the deliverable. Please provide estimates and detailed descriptions for what that amount includes (e.g., customer service, trouble-shooting?--What kind of services. Is it a live person; ticketing system?/how many hours of help and when are they available?; does the solution require a set-up fee that is separate? some solutions include a specific number and type of users in their “package” while others do not; what if our needs are outside the package—please indicate how that is accounted for?) The goal is to make sure all costs are transparent especially where scalability is a factor.

14. Attachment B, Task 1, Row 9 and Row 39. Please advise if Row 39 “preventing unauthorized users from accessing the system” is accomplished by providing the ability for SSO using ADFS/SAML called for in Row 9, or if this is a separate system or hosting security prevention requirement? SSO is preferred but not required. If it’s not SSO, this would be taken into consideration as part of the overall evaluation but we would like to understand your capabilities and recommendations. Even if not SSO as similar to our website CMS and Web hosting, we still document all user authentication requirements.

15. Attachment B, Task 5, Row 122. Please define “archive audit records.” Does this refer to standard backup of all data in storage and on the system? Yes. As a federal agency, the Peace Corps has stringent archived record requirements.

C.3.1.2: Software Integration

4: What authorization methods currently exist for your existing media repository (e.g.

Zenfolio and others)? Would this be used for a one-time or ongoing asset transfer? The first transfer would be the most significant. We may periodically have a batch of photos for uploading but the initial transfer would be the immediate focus.

4: Can you provide an example of a customized process workflow used with the Peace

Corp? How many customized workflows would be required and at what point in time during the system deployment? An example is a user within Region A completes a customizable template in the system. After finishing the template, the user’s template is automatically sent (as a notification) to an approver with approval rights in Region A. The approver verifies the accuracy of the customized template and either approves, modifies, or rejects the customized template. The user within

Region A gets a notification that his customized template is either been approved, or has been rejected. Multiple customized workflows may be needed; this would occur depending on the offices using the system and may vary by the assets/materials used.

C.3.2.4 Implementation

I.1: Where will your admin seats be based? At HQ or in satellite locations? Definitely

HQ but possibly satellite locations—please indicate any related drawbacks/issues.

I.3: What social tools are currently used and required? Peace Corps is on a number of social media platforms however, they are not linked to our brand asset repository.

Please indicate your capabilities and note pricing. Priorities are Facebook and

Instagram, and YouTube.

III.1: Can you provide a definition or example of your desired template composition?

What elements should be included? Are you referring to a dynamic or static template? To help address this question: typically, photo(s) with the ability to size, text in different sizes with different fonts based on our brand guidelines. This may include open text, dropdown headline or sub-headline text chooses (a default and selections), auto populated information/stats depending on purpose (name/phone number; country-specific stats) also links, logos (locked-down and option to insert or co-brand), other files (country flags), possibly embedded video, etc.

III.6: Please define optionally? Is this a minimum requirement for your desired solution provider? How many foreign languages should the system optionally auto-detect? Please indicate your capabilities (note, we have posts in 60+ countries that may want to leverage the system with a wide range of languages).

IV.6: Would responsive websites meet requirements for mobile upload? Is a separate mobile app required? A responsive/mobile website is preferable to an App, which is not required.

IV.1: What are the three most frequent file type conversions? Likely jpegs, pngs and

PDFs but as our system changes and is more widely used, this may evolve.

V.1: What are your specific reporting needs? What metrics are required? How frequently are reports required and in what format? Please indicate your reporting capabilities.

See section page 11 of 32, V. Analytics. The purpose of the reporting would be to assess easily (e.g., dashboard), what assets and/or templates are being used, how often, by whom, etc. to help make decisions on where to allocate resources, what types of materials and potentially customizations are most leveraged, etc.

C.3.4 Contract Closeout Plan

1: What is the current exit plan? What level of support will the existing contractor support in the transition to your new vendor? The bulk of the work would fall on the new contractor; we anticipate a cooperative relationship should this be the case.

1: What is your desired exit plan timeline (e.g. 60 days, 90 days, 6 months, etc.)?

Immediately in order to get up and running quickly.

Note 2 states that Firm Fixed Pricing represents a one-time cost, i.e. they cannot be set up as a repeating cost e.g. a subscription. Does this mean that Peace Corps is not interested in a annual subscription service and only wants perpetual license that they pay in year 1, but no license costs in the option years? Can you clarify what the statement means? Thanks.The Peace Corps exercises option years for annual services (e.g., an annual subscription). In other words, we do not pay upfront for a five-year subscription. The pricing should be indicative of what it would be in the option years for the annual rate as a new Call Order would be issued.