A04_140F0918R0014_Statement_of_Work.pdf

GENERAL

The U.S. Fish and Wildlife Service (“Service” or “the government”) seeks a centrally manageable Digital Asset Management solution (DAM) for storing, organizing, retrieving, and distributing digital assets including photographs, documents, video, and other multimedia files.

The Service will use the solution to upload and organize digital content, store data and information around our digital assets, and allow visitors to fws.gov an easy-to-use interface to search and download content. The Service is seeking a best value proposal to meet the needs and requirements of the government. The desired solution is an on-premise application installation wholly-owned by the Service, that has the flexibility to leverage existing systems utilized by the Service - namely, Drupal and Sharepoint modules - for asset management.

BACKGROUND

The Service's National Conservation Training Center (NCTC), located in Shepherdstown, West Virginia, manages the USFWS Conservation Library, which includes the National Digital Library (stills, video, and all associated files and metadata). The digital asset management solution we seek will replace and expand upon the capabilities of the current system, which can be viewed at https://digitalmedia.fws.gov. Additionally, the Service has multiple accounts at flickr.com with content that should be brought into the new solution.

REQUIREMENTS

In order to be considered for further evaluation, the proposed solution must meet all of the following requirements.

● Responsive interface design built on W3C standards for access through mobile devices (e.g. smartphones and tablets) and desktop computers with web access. File uploading capability and end-user functionality available in desktop and mobile environment.

● Browser-based public access for searching and downloading approved content without the need for user accounts or other restrictions

● Ability to accept submissions from the public for consideration

● Ability to archive assets for internal viewing only as well as the ability to display assets publicly

● Support for rich media assets including photos, music, videos, animations, podcasts and other multimedia content

● Accommodates multiple user roles including admin, approver, uploader, and end user.

● Satisfies relevant accessibility requirements under Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794.d)

○ https://www.doi.gov/ocio/policy-mgmt-support/information-and-records-management/section-508-policies

● Solution must be hosted on-premise and compatible to run in VMWare Virtualization environment and run on Windows Server 2012 R2 Operating System.

● Solution is open to indexing by search engines

● Capable of full integration with Drupal and Sharepoint allowing complete data exchange between environments https://www.doi.gov/ocio/policy-mgmt-support/information-and-records-management/section-508-policies https://www.doi.gov/ocio/policy-mgmt-support/information-and-records-management/section-508-policies https://www.doi.gov/ocio/policy-mgmt-support/information-and-records-management/section-508-policies

● For power users, administrators and content managers, application supports multi-factor authentication, Personal Identity Verification (PIV) card credentials, and can directly connect to Active Directory servers using LDAP protocol

● Allows multi-level access configuration for administration based upon group, role, or device (e.g. power user, and end user roles). This role based user administration should be controlled by Active Directory Security Groups.

● Vendor-provided training and technical support as described in section G below. Vendor will also need to provide any support necessary in assistance with necessary security documentation for require Authority-to-Operate (ATO) procedure

● A Government Product Accessibility Template must be included with the proposal

TASKS AND DELIVERABLE ITEMS

A. Admin interface and functions

● Full admin functionality within a mobile environment either through an Apple iOS compatible browser or Apple iOS (i.e. iPhone or iPad) compatible app

● Defined roles for users (e.g. “admin,” “approver,” “uploader”) with specific capabilities for each user role

● Ability to provide workflow status tracking and notify proper users of outstanding tasks, for instance, to email approver of files awaiting approval

● Ability to stage uploaded assets pending publication by the approver

● Ability to create custom metadata fields and other identified file properties (such as file size) as a precondition of file upload

● Facilitates meta-tagging by providing drop down lists, auto-fill selections, etc.

● Ability to embed commonly used metadata (e.g., photographer name) within image files upon download such that it is readable in commonly used photo editing software

● Preserve embedded metadata on file upload and incorporate that metadata into the file record

● Ability to make custom metadata available to search function

● Supports batch uploading and meta-tagging

● Ability to require supporting documents (e.g. caption files, copyright forms) on file upload for relevant files

● Ability to link copyright release, likeness release, or other relevant documents and information (e.g. rights) to a specified asset

● Ability to divide content into distinct collections or accounts, each with its own defined management process (e.g. specific uploaders, approvers, etc.). Collection size is limited only by total number of files in system

● Ability to create groups of collections, for instance, to group field office collections into a regional collection

● Provides usage analytics for individual assets or defined collections or groups of assets, including information about how, when, and where an asset was published/used

● Allows administrators to monitor system use such as successful logins, access levels, timestamps, and records updated

● Ability to retain, retrieve, and link previous versions of relevant files to provide an historical record, e.g. current and previous versions of a document file

● Ability to identify duplicate files including the analysis of closeness of pixel data for images

● Ability to backup and restore media assets and metadata

● Ability to export assets and metadata according to specified metadata, file properties, etc.

● Ability to provide a designated outside end-user access to view a file and associated metadata that has been uploaded into the system but not yet added to the public collection (i.e., is still in the approval queue)

B. End-user interface and functions

● Browser-based, mobile-friendly interface built on broadly accepted web standards

● “Smart” search that allows for common misspellings, singular/plural noun forms, admin-generated synonyms, and promoted content.

● Thumbnail preview of images/assets and associated metadata

● Watermarking or other clear notice of copyrighted content

● Access to full copyright restrictions and allowances, where applicable

● Ability to download a given image rendered by the system in a specific resolution selected from a set of options (e.g. 800x600, 1200x800, original size)

● Persistent user-friendly URLs for assets and search results

● Ability to generate persistent shortened URLs for sharing media files

● Preservation of embedded metadata upon download of files

● Ability to select and share single or multiple images

C. Integration with other systems

● Drupal

○ Integration between Drupal and the DAM allowing full access to all files and associated metadata and the ability to pass information between the two systems

● SharePoint

○ Integration between Drupal and the DAM allowing full access to all files and associated metadata and the ability to pass information between the two systems

● Flickr

○ Able to integrate with Flickr for manual, scheduled, and batch upload/download of images and associated metadata

● Adobe Creative Cloud

○ Ability to receive and preserve XMP image metadata embedded into images using Photoshop and uploaded into/downloaded from DAM

● Robust APIs to be utilized in other unspecified systems

● Web Browsers

○ IE 11 (Microsoft Edge), Google Chrome (current stable release), Mozilla Firefox (current stable release), and Safari (current stable release)

○ DAM interface screens written to comply with W3C standards for broad browser support

● ContentDM

○ Able to import media assets and metadata that are exported from ContentDM in XML or CAB formats

○ The above is a one time requirement to export legacy images into the DAM solution procured through this solicitation

● National Archives Records Management (NARA)

○ Ability to export records in accordance with National Archives Records

Management (NARA) transfer guidance: https://www.archives.gov/records-mgmt/policy/transfer-guidance.html

● Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH)

○ Ability to export records in accordance with Open Archives Initiative Protocol for

Metadata Harvesting (OAI-PMH) implementation guidelines: https://www.openarchives.org/OAI/2.0/guidelines.htm

● WorldCat

○ Integration with WorldShare for harvesting of records and making them searchable in WorldCat, allowing full access to all files and associated metadata

D. Architectural Requirements

● The anticipated number of concurrent administrators is 12 or fewer. The anticipated number of users (uploaders and approvers) is 100 or less. The contractor must describe in the proposal their licensing credentials and pricing whether based upon flat rates, number of users, number of concurrent users, or other terms.

E. Vendor Support and Training

● Demonstration by the vendor that installed software meets requirements of Sections A through D as stated by the vendor, including, but not limited to; logging in, establishing login roles, monitoring access, adding a variety of records, performing search capabilities, uploading/downloading batch data, developing metadata, monitoring usage and other administrative oversight functions, running reports, initiating a help desk request for services from the vendor.

● Installation of Software - The vendor will install the application on existing government owned hardware located in the Federal Data Center in Denver, CO and configure the ability to mirror the environment in a redundant Federal Data Center in Reston, VA. It will perform this function in person or remotely by coordinating access and scope with Information Resource Technology Management (IRTM) engineering staff to be identified at project award. Vendors must identify their capacity determinations to meet the requirements in this statement of work.

● Service Agreement for Vendor Support - Once installed and operational, it is anticipated that vendor expertise will be required to aid management of software updates and provide Tier-3 technical support as needed (Tier-3 - most difficult or advanced issues).

The Vendor will identify costing information and credentials for up to two staff that could go through a federal background check and be adjudicated to work directly on FWS servers.

● Ongoing access to online training materials including manuals, training videos, etc.

https://www.archives.gov/records-mgmt/policy/transfer-guidance.html https://www.archives.gov/records-mgmt/policy/transfer-guidance.html https://www.openarchives.org/OAI/2.0/guidelines.htm

● A vendor-provided “migration specialist” to manage the migration of legacy data in the existing NCTC “National Digital Library” records totalling approximately 20,000 assets and associated metadata (CONTENTdm)

● Training must include at least two sessions for application administrators (elevated privilege accounts) managing others, and three sessions for content managers. The contractor must describe their training offerings and proposal in the solicitation response.

● Contractor is to provide during their response to the solicitation their proposed schedule to commence within 30-days after the award on the installation, configuring, testing, and training of the system.

● The government will have a 30-day evaluation period to resolve any discrepancies, software or support errors, to commence after the installation of the solution and completion of the training sessions for government personnel

GOVERNMENT-FURNISHED MATERIALS AND SERVICES

The government will provide the appropriately specified server and database structure for an on-premise solution as specified by the vendor in their submitted proposal to allow for successful installation and operation of the solution. If the vendor’s proposal is for one or more web-based applications hosted by the Contractor in a FedRAMP-certified cloud hosting environment, then no government-furnished material will be provided unless specified in the proposal and agreed to by the government. The government will provide workload guidance, direction, and feedback to ensure overall mission accomplishment.

PLACE OF PERFORMANCE

The contractor should be prepared for regular and possibly frequent visits to Service offices to perform work. The Service’s Denver office would be the primary work site, but travel may be required to the Washington, D.C. area and to Shepherdstown, WV. When feasible, remote work may be acceptable.

PERIOD OF PERFORMANCE

Period of performance would begin upon award of the contract (the target timeline is June of 2018), and would continue for one year with options for renewal for up to four additional years.