NTL Digital Repository Sources Sought Notice.pdf

Sources Sought Notice

TITLE

National Transportation Library Digital Repository Platforms

AGENCY/OFFICE

Department of Transportation, Office of the Assistant Secretary for Research and Technology, Bureau of Transportation Statistics

CLASSIFICATION

NAICS Codes:

513210 - Software Publishers 518210 - Data processing, hosting, and related services 541511 - Custom Computer Programming Services 519290 - Web Search Portals and All Other Information Services 519210 - Libraries and Archives

DESCRIPTION

The National Transportation Library (NTL), in coordination with the Office of the Chief Digital and Information Officer, is conducting market research for a repository system for managing and providing public access to its digital collections. The NTL seeks to identify commercial products (i.e. not requiring a software development effort) to fulfill the following needs:

● Provide a digital repository platform;

● Configure the public interface according to NTL requirements;

● Configure the cataloging interface according to NTL requirements; and

● Migrate digital assets including metadata and files from the current cataloging database.

The NTL’s objectives in releasing this Sources Sought notice include:

● Identifying the availability and capabilities of presently available commercial solutions;

● Receiving feedback on the NTL’s requirements;

● Understanding pricing for these commercial products; and

● Understanding the marketplace and identifying potential vendors who can provide these products.

BACKGROUND

The Bureau of Transportation Statistics, part of the Office of the Assistant Secretary for Research and Technology, administers the National Transportation Library.

The NTL is one of five national libraries in the United States. In support of its legislative mandate to acquire, preserve, and manage transportation information products, the NTL maintains the Repository and Open Science Access Portal (ROSA P). ROSA P is a full-text digital library that serves as the central repository for U.S. Department of Transportation (USDOT) research results, technical publications, archives, and transportation data. ROSA P’s collections include documents, datasets, still images, video files, audio files, software, and maps.

In 2023, the NTL established the USDOT Archives. The Archives preserves and facilitates access to historical records of USDOT offices and employees and collects a wide variety of record types, including publications, manuscripts, audio-visual materials, objects, and others. ROSA P achieved CoreTrustSeal Trustworthy Repository Certification in 2025.

Current State of the NTL Repository

Currently, ROSA P is implemented across two disparate/non-integrated platforms. The cataloging interface and database were built in-house and are managed by the NTL. The public interface is built on the Islandora framework and is managed by an external agency. The external agency also provides an ingest system to upload metadata and files between the cataloging and public interface platforms. USDOT-funded and USDOT-produced research outputs are submitted to NTL via email. This division of platforms with complicated, inefficient manual procedures requires a substantial level of effort to maintain. In pursuit of cost optimization and operational efficiency, NTL desires an integrated repository system to replace the patchwork version currently in use.

NTL’s fastest growing collection types are data and digitized archival materials. NTL is in need of a digital repository that can support the specific storage and access needs for these high-profile collections with large, varying file types in alignment with Open Science and Public Access best practices.

REQUIREMENT DESCRIPTION

NTL is requesting information from vendors who can provide commercial products to fulfill its needs for an integrated digital repository system.

The repository platform must be configured to meet NTL requirements for metadata, security, storage, and publishing. The provider shall have technical expertise, experience, and resources needed for configuration and operation of the platform for the National Transportation Library.

The platform must have features supporting discoverability, public access, accessibility, and machine-readability for open transportation research outputs. The repository must function as a holistic platform to collect, describe, organize, manage, preserve, and disseminate USDOT information products.

Key features and functionality for NTL’s requirements are listed below.

General Requirements The solution must support interoperability, flexibility, be compatible with industry standards, and integrate with other applications. Specific requirements include:

1. Integrated cataloging workspace and public search interface.

2. Bi-directional APIs to allow for integration with other systems.

3. Robust reporting functionality incorporating both standard and customized reports that can be generated by staff without extensive technical skills. Ability to pull reports for analyzing collections, metadata updates and enhancement, and maintaining authority files. Ability to pull reports on usage statistics by customizing date ranges. Reporting functionality for pull lists report that is sortable by metadata field.

4. Self-service submission portal provides configurable submission instructions, copyright and licensing terms, and requires users to accept submission agreements.

5. Self-service submission portal that is capable of handling single and bulk deposits as well as large file sizes like datasets.

6. Self-service submission portal offers a mediated workflow for staff to review ingests before publishing.

7. Meets digital-first public experience requirements outlined in OMB Memorandum M-23- 22, with an emphasis on mobile responsiveness and accessibility.

8. Hosts large file sizes and a variety of file types.

9. Training is offered and user documentation is provided.

10. Support for data migration/conversion from the current repository system.

11. The platform must support a standard-compliant OAI-PMH (Open Archives Initiative

Protocol for Metadata Harvesting) v2.0 endpoint. The provider must demonstrate the ability to expose metadata in multiple formats (e.g., oai_dc, marcxml, and datacite) via this endpoint.

12. Implements unique persistent identifiers: ORCIDs for researchers, DOI integration, ROR IDs, NAIDs (National Archives Identifier), and ARKs (Archival Resource Keys).

13. Compliance with the FAIR Principles (Findable, Accessible, Interoperable, Reproducible).

14. Responsive customer support with 24/7 monitoring for site stability.

15. Provides usage metrics/analytics for customized reporting by collection, time period, creator, etc.

Cataloging Interface Requirements The solution must support NTL’s cataloging interface requirements for creating and maintaining metadata records and authority files. Specific requirements include:

1. The ability to duplicate records.

2. The ability to make global changes to specific fields in a defined set of records.

3. The ability to add instructional text on metadata fields. The instructional text for metadata entry must allow for configuration by NTL.

4. The ability to delete records is restricted to certain user roles.

5. The ability to create record templates and set default values for metadata fields.

6. Ability to catalog records individually and in batches.

7. Flexible, configurable metadata for Dublin Core and DCAT-US 3.0 schemas that can be adjusted for NTL’s requirements. The DCAT-US 3.0 schema is a requirement per OMB M-25-05 for federal data.

8. Ability to integrate Transportation Research Thesaurus (TRT) terms. The TRT is the controlled vocabulary used for indexing and retrieval of transportation information.

9. Authority control functionality.

10. Ability to add a record to more than one collection.

11. Functionality for creating series records.

12. Configurable metadata display, both on the cataloging interface and in the public interface, according to NTL requirements.

13. Ability to incorporate repeatable metadata fields.

14. Ability to crosswalk internal metadata into MARC, Dublin Core, and DataCite schemas for both export and harvesting.

15. Ability to create and organize nested collections (hierarchical by organizational level and by topic). Collection display should be customizable by NTL including images and collection descriptions.

16. Ability to relate/link records for various research outputs (data, reports, publications).

Public Interface Requirements https://trt.trb.org/

The solution must support federal Public Access and Open Data requirements.

1. Advanced search functionality that will allow searching of all metadata ingested into the system.

2. Ability to select a sort order for search results.

3. Facets and filtering of searches.

4. Ability to build on previous searches and/or retain search history within a session.

5. Ability to browse collections.

6. Preview files on individual record pages without having to download. For example, a

PDF viewer or embedded streaming.

7. Ability to export records and/or citations.

8. UI-based tool to download filtered search results or collections as CSV/XML/JSON files.

9. Ability to organize and display image galleries.

10. Ability to curate themed archives digital exhibits.

11. Pan and zoom features for images.

12. Version control functionality (especially important for datasets).

13. Displays clear file lists with individual file Download and Download All buttons.

14. Provides clear copyright and licensing information with Creative Commons logo for license type.

Administrative, Security, and Technology Requirements The solution must support USDOT’s and NTL’s operational oversight, system-level configuration, and maintenance requirements. Specific requirements include:

1. The system allows NTL administrators to create and manage user accounts and roles.

2. Allows for administrative access privileges and different levels of user access privileges, with role-based security for accessing records, collections, files, etc.

3. The system uses web-based, open architecture that allows for seamless integration with other systems.

4. The system has a help section, with online user documentation internally linked.

5. The system supports a development, testing, and training environment in which records can be created, deleted and updated without affecting the performance or data in the production database.

6. Ability to configure the public interface/front end, including branding according to USDOT standards.

7. Provides ongoing patching and updates.

8. Users login via PIV cards (DOT employees and contractors) or Login.gov accounts (non-

DOT users).

9. FedRAMP authorized.

10. May be configured with.gov URL, consistent with the requirements of the DOTGOV Act.

SUBMISSION INSTRUCTIONS

BTS is issuing this Sources Sought Notice to identify potential qualified sources, including, but not limited to Small Business (SB), Small Disadvantaged Business (SDB), 8(a) Certified SDB, HUBZone SB, SDVOSB, or WOSB concerns that may be interested in and capable of performing the work described herein to provide digital repository platforms. Any proprietary information should be marked on the response.

BTS welcomes all qualified sources with the appropriate NAICS Code and past experience to submit responses to this Sources Sought Notice. BTS does not intend to award a contract on the basis of responses to this notice or otherwise pay for the preparation of any information submitted. Acknowledgement of receipt of responses will not be made; and no formal evaluation of the information received will be conducted by BTS. BTS may issue a Request for Proposals (RFP) at a later date. However, should such a requirement fail to materialize, no basis for claims against BTS shall arise as a result of a response to this notice.

REQUESTED INFORMATION

BTS has created a questionnaire for sources to provide an at‐a‐glance view of their technical expertise and connections to meet the anticipated requirements. Sources should answer this questionnaire as thoroughly as possible. Responses must be submitted by April 30, 2026, 3:00

P.M. EST.

Bureau of Transportation Statistics Market Research Questionnaire – National Transportation Library Digital Repository Platforms

1. Company name, address, and web address.

2. Company point(s) of contact, including name, position, phone number, and email address.

3. Provide your Unique Entity ID (UEI) from sam.gov (https://sam.gov/)

4. Provide link to your product on FedRAMP marketplace

(https://marketplace.fedramp.gov/)

5. Are there limits to file size? ___Yes ___No What is the size limit ___

6. Are there limits to file type? ___Yes ___ No Describe file type limits:

7. Will your product offer a solution COTS without development? ___yes ___no

8. Will your product offer a solution with development ___yes ___ % estimate of customization required ___no

Technical Capability Please address your digital repository platform’s ability to meet NTL’s technical needs in the four tables and two brief narratives below. Place an “X” for each requirement along with an explanation of how the solution does or does not meet that requirement.

Table 1: General Requirements

General Requirements Currently

Capable Currently Not Capable

Details or Explanation

Integrated cataloging and public interface

Bi-directional APIs

Reporting functionality

Self-service submission portal with customizable submission instructions

Self-service submission portal allows single, bulk, and large file deposits

Self-service submission portal with mediated workflow

Public interface meets OMB M- 23-22 digital-first requirements

Hosts large file sizes and variety of file types

Includes training and user documentation

Data migration/conversion support

OAI-PMH support

Implements persistent identifiers (ORCIDs. DOIs, RORs, NAIDs, and ARKs)

FAIR Principles compliance

Responsive customer support & 24/7 site stability

Usage metrics/analytics

Table 2: Cataloging Interface Requirements

Cataloging Interface Requirements

Currently Capable

Currently Not Capable

Details or Explanation

Ability to duplicate records

Ability to make global changes to defined sets of records

Ability to add instructional text on metadata fields

Delete records restricted by user role

Create record templates and set default values for metadata fields

Cataloging by individual record or batch

Flexible, configurable Dublin Core and DCAT-US 3 metadata

Integrate controlled vocabularies (TRT)

Authority control functionality

Ability to add records to multiple collections

Series records functionality

Configurable metadata display per NTL requirements

Repeatable metadata fields

Metadata crosswalking

Create, organize, and customize nested collections

Ability to link repository records for various research outputs

Table 3: Public Interface Requirements

Public Interface Requirements

Currently Capable

Currently Not Capable

Details or Explanation

Advanced search functionality

Sort order for search results

Search facets and filtering

Build on previous searches/retain search history

Browse collections

Preview files without downloading

Export records and/or citations

Metadata download in multiple formats

Organize and display image galleries

Curate themed archives exhibits

Pan and zoom features for images

Version control for datasets

Clear file lists with individual file or all file download

Copyright and licensing information

Table 4: Administrative, Security, and Technology Requirements

Administrative, Security, and Technology Requirements

Currently Capable

Currently Not Capable

Details or Explanation

NTL administrators can manage accounts and user roles

Different levels of user access privileges

Web-based, open architecture

Help section with online documentation

Development, testing, and training environment

Configurable front-end with USDOT branding

Patching and updates

User login via PIV cards or Login.gov

FEDRAMP authorized

Configurable with .gov URL

Brief Narratives

Briefly describe (<1000 words) additional features and functionality your digital repository platform offers.

Briefly describe (<1000 words) artificial intelligence capabilities to support the repository platform. If your solution can automate the initial screening of complex attachments, please include that information.

Business Classification

List all North American Industry Classification System (NAICS) codes used by your firm:

NAICS Codes

Identify all applicable classifications for your organization such as:

Classification Yes No

Small business

Small disadvantaged business

Women-owned business

HUB Zone business

8(a) business

Service-disabled veteran-owned small business

Large business

Non-profit

Other (please specify)

1. Is your company on the GSA Schedule? ___ yes ___ no

a. If yes, provide your SIN number:

b. If yes, provide your Schedule number:

2. Is your company registered in the System for Award Management (SAM)? ___ yes ___ no

a. If yes, provide your Unique Entity ID (UEI) number:

Pricing Information

For the potential repository offering, please explain the following:

1. How are the initial migration and start-up costs priced? For example, is it by volume of data migrated, data conversion factors, enterprise-wide, or on some other basis?

2. How is the repository normally priced for ongoing annual maintenance? For example, is it priced out per number of users, by volume of data hosted, enterprise-wide, or on some other basis?

3. Are separate modules or additional packages needed for the cataloging interface and public interface? In other words, will a digital repository with an integrated front and back end require multiple products?

4. How are customization and enhancement requests priced? For example, as a separate Line Item, by the hour, or on some other basis?

5. Is training provided or does training need to be purchased as a separate Line Item? If so, what type, level/amount of training is included?

6. Is support included or does support need to be purchased as a separate Line Item? If so, what type, level/amount of support is included?

519210 - Libraries and Archives