Amendment 002.docx

NARA – 88310321Q00056, Agency Digital Asset Management System – Amendment 001

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

National Archives & Records Administration Same as Block #6

8601 Adelphi Road - Room 3340

College Park, MD 20740

9B. DATED (SEE ITEM 11)

6/4/2021

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

CODE

FACILITY CODE

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

[X ]The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers [] is extended, [X] is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing Items 8 and 15, and returning __1__ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor [ ] is not, [ ] is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

Solicitation 88310321Q00056 for an Agency Digital Asset Management System is hereby amended as follows:

1. See attached, RFQ Questions and Answers.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

Contracting Officer

(Signature of person authorized to sign)

(Signature of Contracting Officer)

NSN 7540-01-152-8070

PREVIOUS EDITION UNUSABLE

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA FAR (48 CFR) 53.243

QUESTIONS AND ANSWERS

1. QUESTION: Attachment 2. Section 3.2.1 “Authorized users will be able to publish assets directly to social media” What tools / platform does NARA use to publish to NARA’s social media channels? Does NARA want to integrate those platforms with the ADAMS?

ANSWER: NARA is not seeking to integrate any other (production) software with the ADAMS system. The ADAMS system may have the capability to publish directly from the ADAMS to at least the social media platforms mentioned in PWS paragraph 3.2.1.

RFQ CHANGE: NONE

2. QUESTION: Attachment 2. Section 3.3 – Besides a Production Environments, how many ADAMS environments does ADAMS require (e.g. Production, Quality Assurance, Development?)

ANSWER: ADAMS only requires a production environment.

3. QUESTION: Attachment 2. Section 4.0 – Does NARA require the Project Management Plan (PMP) to be included in Volume 4 or in another Volume?

ANSWER: No PMP is required with the submission of a quotation. However, the PMP is due within 30 days of award.

4. QUESTION: Attachment 8 – What Volume should the contractor attach the Accessibility Conformance Report Revised Section 508 Edition?

ANSWER: The Accessibility Conformance Report (revised Section 508) attachment 8, should be submitted as a stand-alone document with the Phase 2 submissions.

RFQ CHANGE: ADD “THE ACCESSIBILITY CONFORMANCE REPORT IS TO BE SUBMITTED ALONG WITH THE PHASE II SUBMISSIONS AS A STAND ALONE DOCUMENT.” TO ATTACHMENT 9, QUOTATION SUBMISSION INSTRUCTIONS PARAGRAPH 5, SUBMISSION.

5. QUESTION: Attachment 9. Phase II. (Volume 2) 2. Relevant Past Performance Information. Does NARA want the vendor to submit past performances, Attachment 12, or Relevant Past Performance (Volume 3) prior to the ADAMS demonstration?

ANSWER: Volume 3 and Attachment 12 from your references should be returned to NARA at 12:00 PM ET on July 9th.

6. QUESTION: Attachment 9. Phase II. (Volume 2) 2. Relevant Past Performance Information. Do the references for (Volume 2) 2. Relevant Past Performance Information and Relevant Past Performance. (Volume 3) need to match a limit to only three references?

ANSWER: The Contractor shall submit no more than three references for relevant past performance during the last five years. Please reference Attachment 9, Quotation Submission Instructions.

7. QUESTION: Attachment 9. Phase II. A. Relevant Past Performance. (Volume 3) – Vendors value keeping their customer contacts, pricing, and financial information confidential. What safeguards are in place to protect the information from FOIA requests?

ANSWER: This information is considered sensitive Source Selection information which the Agency is subject to the non-disclosure provisions of the Procurement Integrity Act. In addition, this type of information is also protected from disclosure under Exemption 4 of the Freedom of Information Act. The Agency follows all rules and regulations in responding to any FOIA requests for such information.

8. QUESTION: Attachment 9. Phase II. Price Quotation. (Volume 3) page 60. – Should the section read “Volume 4” instead of “Volume 3?”

ANSWER: Yes

RFQ CHANGE: CHANGE ATTACHMENT 9, QUOTATION SUBMISSION INSTRUCTIONS PARAGRAPH 3

FROM: “3. PRICE QUOTATION. (VOLUME 3) SUBMISSION OF CERTIFIED COST OR PRICING DATA IS NOT REQUIRED. COMPETITION IS ANTICIPATED. THEREFORE, CONTRACTORS ARE STRONGLY ENCOURAGED TO OFFER ITS BEST PRICE.”

TO: “3. PRICE QUOTATION. (VOLUME 4) SUBMISSION OF CERTIFIED COST OR PRICING DATA IS NOT REQUIRED. COMPETITION IS ANTICIPATED. THEREFORE, CONTRACTORS ARE STRONGLY ENCOURAGED TO OFFER ITS BEST PRICE.”

9. QUESTION: Attachment 9. Phase II. Price Quotation. (Volume 3) c. – As part of the quotation, does NARA require the vendor to attach a detail project plan for the implementation as part of Volume 4?

ANSWER: Reference the answer in question 3.

10. QUESTION: Attachment 2. Section 3.3.1 – Assuming a start date of September 1, 2021, what is NARA’s date for the ADAMS to go live in production? Are there other NARA deadlines the vendor must factor?

ANSWER: A fully-functioning system must be installed on NARA’s AWS and accessible to administrators and initial end-users within 120 calendar days.

RFQ CHANGE: CHANGE ATTACHMENT 12, PERFORMANCE WORK STATEMENT PWS PARAGRAPH 3.3.1

FROM : “INSTALLATION. THE CONTRACTOR SHALL INSTALL AND CONFIGURE ALL SYSTEM SOFTWARE REQUIREMENTS FOR THE ADAMS SOLUTION. THE CONTRACTOR SHALL WORK IN COORDINATION WITH THE COR TO DEPLOY A FULLY FUNCTIONAL ADAMS ON NARA’S AWS ENVIRONMENT.”

TO: “INSTALLATION. THE CONTRACTOR SHALL INSTALL AND CONFIGURE ALL SYSTEM SOFTWARE REQUIREMENTS FOR THE ADAMS SOLUTION. THE CONTRACTOR SHALL WORK IN COORDINATION WITH THE COR TO DEPLOY A FULLY FUNCTIONAL ADAMS ON NARA’S AWS ENVIRONMENT AND ENSURE ACCESS TO ADMINISTRATIONS AND INITIAL END USERS WITHIN 120 CALENDAR DAYS AFTER AWARD.”

11. QUESTION: Attachment 2. Section 3.3.1 – Is onsite travel out of scope for the implementation project or other phases of the project? If no, how should the vendor calculate travel reimbursement cost?

ANSWER: No travel is allowed.

12. QUESTION: Attachment 2. Section 4.0 – What is NARA’s approach to project management – e.g. DEV/Ops, Agile, etc.?

ANSWER: The project management approach is up to the contractor to propose for this COTS solution.

13. QUESTION: Attachment 2. Section 3 – Are there restrictions on leveraging offshore resources providing services for the project?

ANSWER: Personnel must be able to clear a background investigation if NARAnet access or badging is required. Generally, that will require US citizenship or a visa.

14. QUESTION: Attachment 2. Section 3 – What is the expected number of users to be trained initially by the vendor? Does the NARA leverage internally train-the-trainer, another training methodology, or change management methodology for training staff on new software?

ANSWER: PWS paragraph 3.1.10 only requires the use of online training modules provided by the contractor as part of the system. However, NARA does require initial training of 2-3 administrators and up to 10 “power users” who will serve as internal trainers for onboarding additional NARA staff. This initial training may be provided via remote teleconference. NARA only uses change management to track configuration changes. See appendix F.

RFQ CHANGE: ADD THE FOLLOWING TO ATTACHMENT 2, PERFORMANCE WORK STATEMENT, PWS PARAGRAPH 3.1.10, “TRAINING SHALL INCLUDE, AT A MINIMUM, TRAINING FOR 2-3 ADMINISTRATORS, UP TO 10 POWER-USER AND ONBOARDING. IF THE MINIMUM TRAINING CANNOT BE ACHIEVED THROUGH ONLINE TRAINING MODULES, THE CONTRACTOR MAY PROVIDE TRAINING VIA REMOTE TELECONFERENCE. ANY TRAINING SESSION(S) PROVIDED VIA REMOTE TELECONFERENCE SHALL BE RECORDED AND PROVIDED TO THE COR WITHIN 10 BUSINESS DAYS.”

15. QUESTION: Attachment 2. Section 3 – How many business units will be onboarded into ADAMS?

ANSWER: The ADAMS will support more than 40 locations nationwide with many business units. The ADAMS administrators and an additional group of approximately 10 other individuals should be able to onboard the remaining users.

16. QUESTION: Attachment 2. Section 3 – How many stakeholders will the vendor need to meet with during the design phase?

ANSWER: There are approximately 5 -8 people at the Design Stage Gate. The team will assist you with the process.

17. QUESTION: Attachment 2. Section 3 – What is NARA’s approach and methodology to User Acceptance Testing?

ANSWER: There is no User Acceptance Testing as part of this requirement. NARA is seeking a COTS solution.

18. QUESTION: Attachment 2. Section 1.3 – To calculate licensing cost, how many named users will need to access on a day-to-day basis? What are the named user roles and functionality required? How many named, authenticated users will only need search and download capabilities?

ANSWER: NARA estimates approximately 300 seats with about 50-75 users with upload capability, the remaining users with search/download capabilities and one (1) system administrator role. However, the objective for ADAMS is for any NARA staff (or NARA support contractors) from around the agency to have the capability to upload files and access the system from any desktop, laptop, or mobile device.

RFQ CHANGE: ADD THE FOLLOWING TO ATTACHMENT 2 PERFORMANCE WORK STATEMENT, PWS PARAGRAPH 2.0 SCOPE OF WORK, “NARA ESTIMATES APPROXIMATELY 300 USERS WITH 50 TO 75 USERS WITH UPLOAD CAPABILITY, THE REMAINING USERS WITH SEARCH/DOWNLOAD CAPABILITIES AND ONE (1) SYSTEM ADMINISTRATOR ROLE.”

19. QUESTION: Attachment 11. Scenario 1 – How is the web editor currently accessing assets to display on the Drupal website? Is there a require to have an integration between ADAMS and Drupal as part of the implementation or as a part of ongoing services?

ANSWER: There is no requirement or expectation of integration between Drupal and ADAMS.

20. QUESTION: Attachment 11 – Are there additional scenarios not included in the Amendment?

ANSWER: No.

21. QUESTION: Attachment 2. Section 2 Scope of Work – After the implementation is completed, what is the roadmap for possible integrations NARA may add over the duration of the maintenance services? Should those integration cost be factored in the overall cost?

ANSWER: NARA does not anticipate any integration of ADAMS with other systems.

22. QUESTION: We understand this a new requirement and the govt is looking to perform custom development services to build a COTS from scratch. Please confirm or specify if any preexisting COTS that govt is looking to customize and enhance to meet the requirement of the SOW.

ANSWER: NARA is not looking for a custom COTS from scratch, though there may be configuration or minor development needed. The agency is not specifying any particular brand name COTS.

23. QUESTION: Please clarify if the govt is open to considering an existing COTS which can readily provide most of the requirement under the SOW and assist the government to reduce cost and speed up the delivery of the solution.

ANSWER: Yes

24. QUESTION: Please specify if there are any key personnel are to be proposed and their resume is required.

ANSWER: There are no key personnel.

25. QUESTION: We understand that only Volume 1 Requirements Matrix.xlsx by June 23rd for Phase I. Please confirm along with submission formatting requirements for Volume 2 and page length for Phase II.

ANSWER: Only Volume 1, Requirements Matrix is required as part of the Phase I submission. Phase II submissions are limited to three additional volumes (Volume 2, ADAMS Demo, Volume 3, Past Performance, and Volume 4, Price).

RFQ CHANGE: DELETE “VOLUME 2” FROM ATTACHMENT 9, QUOTATION SUBMISSION INSTRUCTIONS PARAGRAPH BEGINNING WITH “PHASE II (VOLUME 2), NARA REQUIRES CONTRACTORS TO PROVIDE A DEMONSTRATION ADDRESSING NARA’S USE CASE SCENARIOS IN ATTACHMENT 11.”

ADD “VOLUME 2” TO ATTACHMENT 9, QUOTATION SUBMISSION INSTRUCTIONS PARAGRAPH 1 TO READ: “ADAMS DEMONSTRATION. (VOLUME 2) VIRTUAL DEMONSTRATIONS WILL BE HELD AMONG THE CONTRACTORS SELECTED TO MOVE ONTO PHASE II. CONTRACTORS WILL BE NOTIFIED OF DEMONSTRATION DATE AND TIME ONCE PHASE I EVALUATIONS ARE COMPLETE. CONTRACTORS SHALL REVIEW AND ADDRESS THE SCENARIOS IN ATTACHMENT 11.”

26. QUESTION: Please provide expected number of personnel from the contractor.

ANSWER: Any resources needed should be based on the contractor’s expertise for providing a solution.

27. QUESTION: Please clarify if the pricing should be provided on each LCAT hourly basis (T&M) or on FFP basis for each CLIN.

ANSWER: Pricing should be in conformance with Attachment 1, Schedule of Prices. A detailed spreadsheet must be provided to detail how the pricing was calculated.

28. QUESTION: Please clarify if the contractor needs to work with the government to get FedRAMP certification on the proposed COTS.

ANSWER: NARA will not sponsor a FedRAMP ATO. See Attachment 6, Additional NARA Terms and Conditions paragraph III.B.3.b: If not certified under FedRAMP, the information system must receive an ATO signed by the NARA Authorizing Official in accordance with NARA 804 and its supplements. ATO must be able to be received by the required go-live date.

29. QUESTION: Please clarify if the proposed solution needs to be FedRAMP certified to considered for Phase II.

ANSWER: Reference the answer in question 28.

30. QUESTION: Please clarify if the offeror should be ISO 27001 certified.

31. QUESTION: PWS Section 1.3, Page 5 - How is NARA maintaining the current digital assets? Is there any custom solution NARA is using to maintain the digital assets now? Can you please give more details of the current process?

ANSWER: NARA is currently managing a portion of it’s Corporate AV assets in an Adobe Lightroom Catalog and external hard drives with a backup on the AWS cloud.

32. QUESTION: PWS Section 1.2, Page 5 - We understand there are 3000 staff over 40 facilities. Can you please clarify the administrative and privileged users for ADAMS?

ANSWER: There will be 2-3 administrators with all administrative privileges. We anticipate about 10-30 super-users with upload, and download privileges, and maybe 300 users who will be downloading.

33. QUESTION: PWS Section 1.3, Page 5 - Does the performance require the contractor to migrate the existing 100TB digital data to the new system?

34. QUESTION: PWS Section 3.1, Page 6 - How many authorized concurrent users are expected to use the system?

ANSWER: NARA expects 50 to 100 concurrent users at any one time. However, NARA-wide, personnel should have viewing capabilities. NARA estimates that at any one time, there may be 100 personnel viewing the ADAMS.

35. QUESTION: PWS Section 3.1.2, Page 6 - Can you please clarify IPTC?

ANSWER: IPTC stands for "International Press Telecommunications Council” and is a set of standard information that can be embedded into a digital photo as metadata. Adobe has used IPTC as the foundation for their Adobe XMP (Extensible Metadata Platform) open standard. IPTC metadata may also be included in xml sidecar files describing the asset.

36. QUESTION: Where is the performance location?

ANSWER: Archives II is located in College Park, MD. However, the performance location will be the contractor’s primary place of business.

37. QUESTION: PWS Section 2.0 Scope of Work - Will the government provide NARA AWS infrastructure services? Or is it the contractor's responsibility to acquire and maintain the required services to support ADAMS?

ANSWER: NARA will provide the AWS infrastructure services.

38. QUESTION: General - Did NARA explore any COTS products for ADAMS requirements in the past?

ANSWER: NARA conducted market research as a part of our process and determined there are a number of COTS products, out of the box, that meet our requirements.

39. QUESTION: Is it acceptable to the government to provide a few custom development features if some of the functionalities are NOT out of the box of the proposed COTS product?

ANSWER: Yes. The Contractor shall designate in the notes column of the Requirements Matrix which functionalities require development as well as the anticipated time it will take to develop and implement the custom development features.

RFQ CHANGE: ADD THE FOLLOWING SENTENCES TO ATTACHMENT 9, QUOTATION SUBMISSION INSTRUCTIONS PARAGRAPH BEGINNING WITH “PHASE 1. (VOLUME 1),” CONTRACTORS MAY QUOTE CUSTOM DEVELOPMENT FEATURES TO MEET THE MUST REQUIREMENTS. HOWEVER, ANY CUSTOM DEVELOPMENT FEATURES MUST BE DESIGNATED AS SUCH AND MUST INCLUDE THE ANTICIPATED TIME IT WILL TAKE TO DEVELOP AND IMPLEMENT THE FUNCTIONALITY.

40. QUESTION: Does the performance require any other internal NARA systems to be integrated with ADAMS?

41. QUESTION: PWS Section 3.1.2, Page 6 - Does the system require only to upload digital media content – photos, audio, videos, graphic images? Or does it include any other XML, PDF, Word, Excel, PPT, etc., ANSWER: Yes, there will be other formats such as xml and pdf. There MAY also be a need for storage of .doc or .xls files as description or finding aids. Please see the list of formats in the requirements.

42. QUESTION: PWS Section 3.1.2, Page 6 - Does the system require any compression utility?

ANSWER: For large files a zip utility would be beneficial for facilitating a quicker download.

43. QUESTION: PWS Section 3.1.4, Page 6 - Does the ADAM system require any API for third party users and the public to consume the digital data?

ANSWER: There is a requirement for secure access for public view and or download of designated assets. Please see Attachment 2, Performance Work Statement PWS paragraph 3.1.7 Authorized users will be able to securely share asset(s) to internal and external (non-NARA) users (without authentication) via notification through email with a link to the selected assets.