88310320RFI00003 Presidential Libraries VSS FINAL.docx

88310320RFI00003 – Presidential Libraries, Visitor Services System

NATIONAL ARCHIVES AND RECORDS ADMINISTRATION

REQUEST FOR INFORMATION

Visitor Services System (VSS)

88310320RFI00003

1.0 Introduction

The National Archives and Records Administration (NARA) is an independent Federal agency that helps safeguard and preserve our nation's history by overseeing the management of all Federal records. The stories of our nation and our people are told in the records and artifacts cared for in NARA facilities around the country and people can discover, use, and learn from this documentary heritage. The mission is to ensure ready access to the essential evidence that documents the rights of American citizens, the actions of Federal officials, and the national experience.

NARA, through its Office of Presidential Libraries (LP), administers the Presidential Library system, which is currently composed of 14 Presidential Libraries and Museums (referenced throughout as either Presidential Library(ies) and Museum(s) or Presidential Library(ies). A Presidential Library is added following the end of an administration. Presidential Libraries are not libraries in the usual sense. They are archives and museums, bringing together in one place the documents and artifacts of a President and his administration and presenting them to the public for study and discussion without regard for political considerations or affiliations.

The following Presidential Libraries comprise NARA’s Presidential Library system:

1. Herbert Hoover Presidential Library, West Branch, IA

2. Franklin D. Roosevelt Presidential Library, Hyde Park, NY

3. Harry S. Truman Presidential Library, Independence, MO

4. Dwight D. Eisenhower Presidential Library, Abilene, KS

5. John F. Kennedy Presidential Library, Boston, MA

6. Lyndon B. Johnson Presidential Library, Austin, TX

7. Richard Nixon Presidential Library, Yorba Linda, CA

8. Gerald R. Ford Presidential Library and Museum

a. Library – Ann Arbor, MI

b. Museum – Grand Rapids, MI

9. Jimmy Carter Presidential Library, Atlanta, GA

10. Ronald Reagan Presidential Library, Simi Valley, CA

11. George Bush Presidential Library, College Station, TX

12. William J. Clinton Presidential Library, Little Rock, AR

13. George W. Bush Presidential Library, Dallas, TX

14. Barack Obama Presidential Library, Hoffman Estates, IL (temporary location)

NARA issues this Request for Information (RFI) to obtain technical information about commercially available software-as-a-service (SaaS) cloud hosted products that can be used by NARA for its ticketing, payment, reporting, event, and resource management for the Presidential Libraries.

This RFI is intended strictly for market research. It is issued for information and planning purposes only and does not constitute a solicitation. Potential solutions presented may or may not lead to a solicitation. Any decision to proceed with a solicitation would be based, in part, on available funding.

NARA is a small agency with limited internal information technology (IT) development and systems engineering resources, so we are interested in SaaS solutions that are:

2.0 Description/Objective

NARA’s current Visitor Services System (VSS) is a software as a service (SaaS) ticketing, payment, event, and resource management solution. The SaaS application includes tenants for 13 of the Presidential Libraries and Museums. Eight (8) libraries use the system to support onsite ticket sales, handled through a “box office” model where NARA personnel handle the transactions onsite at a point of sale (POS) system. The system includes the functionality to reserve school groups and other group tours at each Presidential Library and Museum across the country and to manage facility rentals and equipment reservations for those rentals. Libraries that do not use the POS front-end, use the system to collect information for statistical review. The current system supports online ticketing, and NARA is currently in the process of deploying this functionality at various libraries.

NARA has an ongoing requirement for a ticketing; admissions; and visitor and event management system. The system must will integrate onsite and online sales; individual and group reservations; and resource management and reporting into a single, user friendly, system. The goals of maintaining or deploying a single, integrated Visitor Services System (VSS) are to ensure consistency and automation of the reporting of attendance and sales data; simplify financial processing; simplify operations and maintenance of the system; and make visiting any Presidential Library as convenient as possible for the general public.

NARA requires a Contractor to furnish, configure and deploy a Commercial Off-the-Shelf (COTS) VSS that is scalable; cloud-hosted; capable of meeting NARA’s needs with minimal integration and configuration modifications; and does not require significant changes to business processes or employee workflows. The Contractor shall be responsible for the full project lifecycle, which includes, but is not limited to: migration of legacy data to the new system (if applicable), reconciliation of all legacy data, configuration of the system; deployment; training of the NARA internal users on the operations of the system; operations and maintenance of the system; and periodic enhancements to the system for each of NARA’s Presidential Libraries.

3.0 Response Instructions

3.1 Content

Briefly describe your company, products and services, history, ownership, financial information, and other information you deem relevant. Provide points of contact, company address, phone/fax number, email, website, and business size and type (i.e. large business, small business, small disadvantaged business, HUBZone small business, woman-owned small business, service-disabled veteran-owned small business). Include any appropriate copyrighted, patented, trademark, or sensitive information markings.

You are encouraged to provide information on your company’s products and services in support of the stated need. Respond only if you can provide the total solution. Indicate whether your product is commercially available or is on the General Services Administration Federal Supply Schedule or other Governmentwide Acquisition Contract (GWAC). Specifically provide comments on any stated requirements that you believe cannot be implemented with a COTS product with little or no modification of the COTS software. Furthermore, please include substantive responses to the following questions:

3.2 Format

RFI responses are limited to a total of 50 pages, and must be in Microsoft Word format. Page size must be 8.5” x 11", font must be 12 point or larger, and margins must be at least 1". Supplemental product brochures or marketing materials outlining specifications and capabilities may also be submitted, and will not be counted in the overall page count limits.

3.3 Due Date

Each RFI response should be e-mailed to the Point of Contact listed below. The subject of the email should be "VSS RFI Response (88310320RFI00003)". Responses to this RFI should be received by 4:00 PM ET on March 3, 2020. Responses submitted after this date and time will not be accepted. Firms submitting via e-mail are cautioned to allow one extra business day for delivery and confirm receipt of response as the e-mail will need to pass through IT security.

3.4 Questions

Questions regarding this RFI shall be submitted in writing via email to the Point of Contact listed below by February 19, 2020. Verbal questions will not be accepted.

4.0 Disclaimer

This RFI is issued for information and planning purposes only and does not constitute a solicitation. The Government does not intend to award a contract on the basis of this RFI or to otherwise pay for information received in response to this RFI. All information received in response to this RFI that is marked “Proprietary” will be handled accordingly. Responses to the RFI will not be returned. Information provided in response to this RFI will be used to assess tradeoffs and alternatives available for determining how to proceed in the acquisition process and may lead to the development of a work statement. Responders are solely responsible for all expenses associated with responding to this RFI.

5.0 Industry Engagement

NARA may choose to engage with responders. However, such engagement is intended to clarify aspects of the response.

6.0 Point of Contact

James Philiposian (Contractor), Contract Specialist james.philiposian@nara.gov and

Jean-Claude Amisial, Contracting Officer jean-claude.amisial@nara.gov