4-Mandatory Minimum Requirements and Technical Criteria May2026.docx

Mandatory Minimum Requirements and Technical Criteria Mandatory Minimum Requirements

Offerors must meet all mandatory minimum requirements in this section. Any Offeror that does not meet any or all of the following requirements will be deemed non-responsive and rejected from further consideration.

Technical criteria will be scored on a 0-5 scale by an evaluation committee and the offeror must provide a point-by-point response to the Technical Criteria topics detailed below. There will be 3 evaluation stages. Stage 1- MMR’s Mandatory Minimum Requirements, Stage 2 Technical Criteria Evaluation, Stage 3 Demonstration Evaluation. Offeror must meet the minimum technical score threshold outlined in the RFP to advance to the demonstration stage.

Mandatory Minimum Requirements (Pass/Fail, must pass all)

· Offeror must host and access data and development code/application in the United States.

· Offeror must understand and experience working with state governments, archives, and/or special collection libraries.

· Offeror must provide training opportunities, installation support, and ongoing customer service.

· Offeror must upload their response to the Five(5) sections of the Scoreable Technical Criteria proposal in the Technical Criteria Questions Section

· Offeror must upload, as a separate attachment, their cost proposal in the Cost Proposal questions section.

Technical Criteria

Technical Criteria categories listed below will be evaluated by an evaluation committee on a score of 0-5 as described in the RFP. Vendors must provide a point-by-point response detailing how they meet or exceed each criteria or requirement listed below.

Scorable Technical Criteria Asset Management(150 points)

· Configurable to store a variety of archival file types including TIFF, JPEG2000, PDF and PDF/A, PNG, MOTION, MOV, AVI, MPEG4, WAV, AIFF, FLAC

· Ensures synchronization of data across cloud environments

· Automatically creates derivatives

· Provides automated persistent identifiers Usability(150 points)

· Includes tools for collaborative work, version control, commenting, and approval workflows

· Integrable with Archives' current collections management system, APPX/AXAEM.

· Integrability with Archives' storage environments: Google Drive, AWS S3 glacier storage

· Remote accessibility

· Front-end web server

· Robust search and discovery capabilities Privacy(150 points)

· Secure transfer of data while at rest and in-transit, regardless of the transfer method - must support PII and HIPAA compliance

· Controlled access settings and security compliance, including data encryption and PII recognition

· SSL Capable

· Must be compatible with SAML 2.0 for Single Sign On authentication.

Metadata(150 points)

· Pulls technical metadata and supports customizable metadata schemas

· Retains integrity of technical metadata upon import and export

· Bulk description utility Reporting(150 points)

· Vendor must provide a minimum of two references from three different archives customers. (6 references in total) References that are owned by the offeror do not qualify for this requirement.

· Offers reporting functions for key performance indicators

· Must provide system documentation and data dictionaries.

· Produces file manifests for ingested assets Demonstration(200 points) Offerors who meet the minimum threshold for the technical criteria will be invited to move on to the demonstration stage. There will be an allotted 2 hour time limit for the demonstration. This will consist of 90 minutes of demonstration. 60 Minutes will be allotted to demonstration and 30 minutes will be allotted for Q&A. Offerors should be prepared to give a live demonstration of the system being offered. Offerors who meet the minimum threshold for the technical criteria evaluation and Demonstration evaluation will move to the cost stage of the evaluation. Detailed instructions will be given to the offerors invited to the demonstration.