88310325Q00018 AI and PL Ticketing DRAFT RFQ Questions and Answers.docx

NARA -- 88310325Q00018, Archives I and Presidential Libraries Enterprise Ticketing System Draft RFQ

DRAFT RFQ

QUESTIONS AND ANSWERS

1. QUESTION: The NARA RFIs in 2020 and in 2024 indicate NARA is seeking a broader set of options for solutions. Releasing this opportunity as a small business set aside significantly limits the options for NARA and its stakeholders. Will NARA consider opening the procurement to all business sizes to increase competition and to enable NARA to evaluate innovative industry solutions to deliver the best value to NARA and its visitors?

ANSWER: There is a reasonable expectation that quotations will be received from at least two (2) responsible small business concerns and that an award will be made at a fair market price.

CHANGE: NONE

2. QUESTION: Will NARA increase the transition period to enable a new Contractor to effectively implement, integrate, transition, and ATO the new Contractor solution?

ANSWER: Yes.

CHANGE 1: IN ATTACHMENT 2, PERFORMANCE WORK STATEMENT (PWS) DELETE PARAGRAPH 6.2.1 AND REPLACE IT WITH THE FOLLOWING:

“6.2.1 THE SYSTEM SHALL BE CONFIGURED, INTEGRATED, TESTED, AND DEPLOYED INTO PRODUCTION FOR USE AT ARCHIVES I NO LATER THAN MAY 31, 2025. PRIOR TO PRODUCTION GO-LIVE AT ARCHIVES I, THE SYSTEM SHALL MEET ALL REQUIREMENTS IN PWS PARAGRAPH 3.0, REQUIREMENTS (EXCLUDING THOSE MARKED AS PRESIDENTIAL LIBRARY REQUIREMENTS ONLY) AS WELL AS ALL REQUIREMENTS LISTED AS “MUST” REQUIREMENTS FOR “L” IN APPENDIX 3, RVTM.”

CHANGE 2: DELETE PARAGRAPH 6.2.3 AND REPLACE IT WITH THE FOLLOWING:

“6.2.3 THE CONTRACTOR SHALL PROVIDE A DEPLOYMENT PLAN TO DOCUMENT ITS APPROACH AND TIMELINE FOR DEPLOYING THE TICKETING SYSTEM TO ARCHIVES I BY MAY 31, 2025 AND THE JOHN F. KENNEDY PRESIDENTIAL LIBRARY AND MUSEUM ON SEPTEMBER 30, 2025. THIS PLAN SHALL PROVIDE DETAILS FOR SYSTEM SETUP; CONFIGURATION; AND INTEGRATION, AS APPLICABLE. THE DEPLOYMENT PLAN SHALL ALSO IDENTIFY ALL ACTIVITIES, RESOURCES, AND TIMELINES TO EXECUTE DEPLOYMENT OF THE SYSTEM TO EACH OF THE SITES. BEFORE DEPLOYMENT AT EACH SITE, THE CONTRACTOR SHALL CONDUCT A COMPREHENSIVE REVIEW OF LOCAL CONFIGURATION NEEDS AND TAILOR THE DEPLOYMENT PLAN ACCORDINGLY. THE PLAN SHALL ALSO BE CUSTOMIZED FOR THE UNIQUE SETUP AND CONFIGURATION NEEDS OF EACH SITE.”

3. QUESTION Will NARA provide additional information on NARA’s expectations of the Contractor as it relates to project management, documentation, and gate review requirements required through the SDLC for the COTS, Contractor-owned and operated, SaaS solutions?

ANSWER: Reference Attachment 2, Performance Work Statement (PWS) paragraph 5.10 and paragraph 12.0, Government Furnished Information PWS Appendix 10, Note. No additional information is available at this time.

4. QUESTION: Please allow contractors to submit clarifying questions in a structured manner before proposals are due.

ANSWER: Contractors may submit questions in writing by no later than the deadline specified in the final version of the solicitation.

5. QUESTION: Identify preferred tools, frameworks, or configurations where applicable.

ANSWER: All requirements are identified in the solicitation.

6. QUESTION: List existing systems, tools, or gaps contractors must address in their solutions.

ANSWER: All requirements and constraints for the new solution are identified in the solicitation.

7. QUESTION: Are there specific environmental conditions (e.g., temperature, humidity thresholds) that need strict monitoring for data centers or records storage areas?

ANSWER: Reference Attachment 2, Performance Work Statement (PWS) paragraph 2.1. NARA requires a COTS SaaS, not a data center or a dedicated hosting environment.

8. QUESTION: For boundary protection, are there specific firewall configurations or intrusion detection systems (IDS) NARA requires or recommends?

ANSWER: No. Reference Attachment 2, PWS paragraphs 8.2.2 and 8.3.1.1.

9. QUESTION: What level of cryptographic protection does NARA require for data in transit versus data at rest?

ANSWER: All encryption must meet FIPS 140-2 standards and use encryption modules and ciphers validated at that level. Reference Attachment 2, PWS paragraphs 8.2.2 and 8.3.1.1 and Attachment 7, NARA Terms and Conditions paragraph 4.0, Security of Information and Protection of Controlled Unclassified Information, Including Personally Identifiable Information (April 2017).

10. QUESTION: For tailoring the SDLC, does NARA have specific preferences for tailoring plans, or is this left entirely to contractor discretion?

ANSWER: Reference the Answer to Question 3.

11. QUESTION: Topic: Contract Vehicle for Licensing and Services. Reference: RFQ Page 1.

Topic Question: The RFQ notes, “This is a total small business set-aside RFQ under NAICS code 541519, Other Computer Related Services.” RFQ Page 1.

Suggestion: Please consider the use of NASA SEWP as a contract vehicle that would support a single award for both services, licensing, and small business participation with the evaluation criteria.

ANSWER: Reference the Answer to Question 1.

12. QUESTION: Topic: Payment Timeline for NARA specific configuration services. Reference: RFQ Enclosure 1, paragraph ii.

Topic Question: The RFQ states,”(ii) Fixed Price (FP). Base Year and Option Year I (Seven (7) Presidential Libraries) SaaS licenses and Base Year and Option Year I (Seven (7) Presidential Libraries) Operations and Maintenance. The SaaS licenses and Operations and Maintenance shall only begin upon NARA’s Chief Information Officer (CIO) granting Authority to Operate (ATO). The Government expects an initial deployment of Archives I and the John F. Kennedy (JFK) Presidential Library. The Government will not pay for these services until the deployment is complete and ATO granted by NARA’s CIO.”

Suggestion: Please clarify the following item: If minimal SaaS licensing is required for the configuration of NARA specific features to support the contractor’s engagement in the NARA ATO process, will NARA consider that licensing at the time it is required?

ANSWER: The Contractor shall identify any costs associated with “minimal SaaS licensing” as part of the price for the deployment, and migration. Under no circumstances will NARA pay for the full SaaS licenses until ATO is achieved.

CHANGE: IN ATTACHMENT 1, SCHEDULE OF PRICES PARAGRAPH 2, SCHEDULE OF PRICES, DELETE THE NOTE AND REPLACE IT WITH THE FOLLOWING:

“NOTE: THE CONTACTOR MUST SEPARATELY IDENTIFY AND EXPLAIN KNOWN ODCS (E.G. SUBCONTRACT, APPLICABLE MATERIAL, PARTS, ETC.), IF APPLICABLE, FOR ALL SEPARATELY PRICED CLINS. THE GOVERNMENT RESERVES THE RIGHT TO NOT PAY FOR ODCS WHICH ARE NOT CLEARLY IDENTIFIED AND EXPLAINED IN THE CONTRACTOR’S QUOTATION. THE GOVERNMENT DOES NOT GUARANTEE THAT ODCS WILL BE INCLUDED IN THE RESULTING CONTRACT. IF THE CONTRACTOR REQUIRES A “MINIMAL” NUMBER OF SAAS LICENSES TO BE PURCHASED FOR THE COMPLETION OF WORK IN CLINS 0002, 0006, 0010, AND 0022 THEN THE CONTRACTOR MUST IDENTIFY THE SAAS LICENSES PRICES, AS PART OF THE ODCS APPLICABLE FOR THOSE SERVICES. THESE LICENSES SHALL EXPIRE UPON COMPLETION OF THE DEPLOYMENT TO PRODUCTION.”

13. QUESTION: Topic: Payment Timeline for NARA specific configuration services. RFQ Enclosure 1, paragraph ii.

Topic Question: The RFQ states,”(ii) Fixed Price (FP). Base Year and Option Year I (Seven (7) Presidential Libraries) SaaS licenses and Base Year and Option Year I (Seven (7) Presidential Libraries) Operations and Maintenance. The SaaS licenses and Operations and Maintenance shall only begin upon NARA’s Chief Information Officer (CIO) granting Authority to Operate (ATO). The Government expects an initial deployment of Archives I and the John F. Kennedy (JFK) Presidential Library. The Government will not pay for these services until the deployment is complete and ATO granted by NARA’s CIO.”

Suggestion: Please clarify the following item: What services are included in the delayed payment clause?

ANSWER: There is no “delayed payment” clause. Reference Attachment 6, Contract Administration, paragraph 5, Invoicing Frequency.

14. QUESTION: Topic: Onsite Hardware and Kiosks. Reference RFQ Enclosure I., iii and iv

Topic Question: The RFQ describes the need for onsite hardware and kiosks. If the proposed solution does not require unique hardware, outside of a standard laptop or browser based device, using Windows or iOS, does the Government want the Contractor to supply that standard office equipment?

Suggestion: Clarify available standard laptop or browser based device, using Windows or iOS, availability for use in the on-site locations.

ANSWER: The Contractor shall provide the equipment. NARA is not furnishing any standard laptop or browser-based devices to the Contractor for this project. Reference Attachment 2, PWS paragraph 6.4, Onsite Hardware and paragraph 13.0, Government Furnished Equipment.

15. QUESTION: Topic: Kiosk System. Reference: Attachment 2, PWS Appendix 3 Req# 4.0

Topic Question: The PWS references a Kiosk system planned for procurement. We would like to confirm compatibility to ensure that the proposed SAAS application can be accessed seamlessly via the Kiosk systems.

Suggestion: Please provide details on the Kiosk systems NARA plans to procure. Information regarding the intended customer use, integration pattern, estimated data volume, and other potential uses would be helpful.

ANSWER: Reference the Answer to Question 14. The Contractor is expected to supply all of the hardware and software for this contract including the Kiosk systems and point of sale software to ensure interoperability (reference Attachment 2, PWS paragraphs 2.6, 3.2.9, and 7.2). It is the Contractor’s responsibility to describe the integration pattern for its solution. The data volume can be estimated based on PWS Appendices 12.0, Accessibility Requirements Tool – Ticketing Requirements; 13, Visitor Data - Archives I (2015 through 2024); and 14, FY 2023 Presidential Library and Museum Ticket Sales.

16. QUESTION: Topic: POS System. Reference: Attachment 2, PWS Appendix 3, Req# 3.0.

Topic Question: The PWS references a Point-of-Sale (POS) system planned for procurement. We would like to confirm compatibility to ensure that the proposed SaaS application can be accessed seamlessly via the POS systems.

Suggestion: Please provide details on the POS system NARA plans to procure. Information regarding the intended customer use, integration pattern, estimated data volume, and other potential uses would be helpful.

ANSWER: Reference the Answers to Questions 14 and 15. The Contractor shall provide the point-of-sale (POS) system devices and POS applications. The Credit Card readers must be EMV compliant. Reference Attachment 2, PWS Appendix 14, FY 2023 Presidential Library and Museum Ticket Sales for estimated data volume and Attachment 2, PWS paragraph 3.2.6, 3.9.1, 3.9.1.1, 3.10, 3.11, 6.4, 6.6.2, and 13.2). It is the Contractor’s responsibility to describe the integration pattern for its solution to meet NARA’s requirements.

CHANGE 1: IN ENCLOSURE 1, SCHEDULE OF PRICES DELETE THE HEADER TEXT FOR TABLE 3(a) AND REPLACE IT WITH THE FOLLOWING:

“BASE YEAR: PRESIDENTIAL LIBRARY TICKETING SYSTEM CONFIGURATION, MIGRATION, TESTING, DEPLOYMENT, AND TRAINING. (OPTIONAL REQUIREMENTS) APPLICABLE TO CLIN 0010”

CHANGE 2: IN ENCLOSURE 1, SCHEDULE OF PRICES DELETE THE HEADER TEXT FOR TABLE 3(e) AND REPLACE IT WITH THE FOLLOWING:

“OPTION YEAR I: PRESIDENTIAL LIBRARY TICKETING SYSTEM PROJECT MANAGEMENT CONFIGURATION, MIGRATION, TESTING, DEPLOYMENT, AND TRAINING. (OPTIONAL REQUIREMENTS) APPLICABLE TO CLIN 0022”

CHANGE 3: IN ENCLOSURE 1, SCHEDULE OF PRICES DELETE THE CLIN 0001 DESCRIPTION AND REPLACE IT WITH THE FOLLOWING:

“ARCHIVES I - TICKETING SYSTEM CONFIGURATION, TESTING, DEPLOYMENT, AND TRAINING”

CHANGE 4: IN ENCLOSURE 1, SCHEDULE OF PRICES DELETE THE CLIN 0006 DESCRIPTION AND REPLACE IT WITH THE FOLLOWING:

“JOHN F. KENNEDY PRESIDENTIAL LIBRARY AND MUSEUM (JFK) - TICKETING SYSTEM CONFIGURATION, MIGRATION, TESTING, DEPLOYMENT, AND TRAINING.”

CHANGE 5: IN ENCLOSURE 1, SCHEDULE OF PRICES DELETE THE CLIN 0010 DESCRIPTION AND REPLACE IT WITH THE FOLLOWING:

“TICKETING SYSTEM CONFIGURATION, MIGRATION, TESTING, DEPLOYMENT, AND TRAINING. (OPTIONAL CLIN)

-HERBERT HOOVER PRESIDENTIAL LIBRARY AND MUSEUM (HOOVER)

-FRANKLIN D. ROOSEVELT PRESIDENTIAL LIBRARY AND MUSEUM (ROOSEVELT)

-HARRY S. TRUMAN PRESIDENTIAL LIBRARY AND MUSEUM (TRUMAN)

-DWIGHT D. EISENHOWER PRESIDENTIAL LIBRARY AND MUSEUM (EISENHOWER)

-GERALD R. FORD PRESIDENTIAL LIBRARY AND MUSEUM (FORD)

-JIMMY CARTER PRESIDENTIAL LIBRARY AND MUSEUM (CARTER)

-GEORGE HERBERT WALKER BUSH PRESIDENTIAL LIBRARY AND MUSEUM (BUSH 41)”

CHANGE 6: IN ENCLOSURE 1, SCHEDULE OF PRICES DELETE THE CLIN 0022 DESCRIPTION AND REPLACE IT WITH THE FOLLOWING:

“TICKETING SYSTEM PROJECT MANAGEMENT, CONFIGURATION, MIGRATION, TESTING, DEPLOYMENT, AND TRAINING. (OPTIONAL CLIN)

-HOOVER

-ROOSEVELT

-TRUMAN

-EISENHOWER

-FORD

-CARTER

-BUSH 41”

CHANGE 7: IN ENCLOSURE 2, PERFORMANCE WORK STATEMENT (PWS) DELETE PWS PARAGRAPH 1.3.2 AND REPLACE IT WITH THE FOLLOWING:

“1.3.2 THE CURRENT PRESIDENTIAL LIBRARIES TICKETING SYSTEM PROVIDED BY ACME TECHNOLOGIES IS A CLOUD-HOSTED SOFTWARE AS A SERVICE (SAAS) TICKETING AND RESOURCE MANAGEMENT SOLUTION. EIGHT (8) OF THE 15 PRESIDENTIAL LIBRARIES USE ACME TECHNOLOGIES TO SUPPORT ONSITE AND ONLINE TICKET SALES HANDLED THROUGH A “BOX OFFICE” MODEL WHERE NARA PERSONNEL MANAGE THE TRANSACTIONS USING ACME’S POINT-OF-SALE (POS) SYSTEM:”

CHANGE 8: DELETE PWS PARAGRAPH 1.3.2.1 AND REPLACE IT WITH THE FOLLOWING:

“1.3.2.1 NARA’S EXISTING TICKETING SYSTEM AT THE PRESIDENTIAL LIBRARIES EXPORTS FINANCIAL TRANSACTION REPORTS IN XML FORMAT THAT CAN BE INGESTED BY MICROSOFT DYNAMICS GREAT PLAINS WHICH NARA USES TO MANAGE ITS FINANCIAL TRANSACTIONS VIA SCRIPTS.”

CHANGE 9: DELETE PWS PARAGRAPH 2.1 AND REPLACE IT WITH THE FOLLOWING:

“2.1 NARA HAS A REQUIREMENT FOR A COMMERCIALLY AVAILABLE-OFF-THE-SHELF (COTS) CLOUD HOSTED SAAS SOLUTION. THIS COTS SOLUTION SHALL REQUIRE MINIMAL CONFIGURATION TO IMPLEMENT. THE TICKETING SYSTEM MUST BE ACCESSIBLE VIA THE WEB TO ALL AUTHENTICATED NARA FEDERAL AND CONTRACTOR STAFF AND SHALL NOT REQUIRE ADDITIONAL NETWORKING OR CHANGES TO PROVIDE ACCESS, EXCEPT AS NECESSARY TO COMPLY WITH SECURITY REQUIREMENTS.”

CHANGE 10: DELETE PWS PARAGRAPH 2.4 AND REPLACE IT WITH THE FOLLOWING:

“2.4 NARA REQUIRES A DESIGN THAT IS SCALABLE FOR CONCURRENT CUSTOMER USE AND FUTURE CAPABILITY, FULLY CLOUD HOSTED, AND CAPABLE OF MEETING NARA’S NEEDS WITH MINIMAL MODIFICATIONS TO ITS WEBSITES. NARA ALSO REQUIRES MINIMAL CHANGES TO ITS BUSINESS PROCESSES AND EMPLOYEE WORKFLOWS.”

CHANGE 11: DELETE PWS PARAGRAPH 3.2.16 AND REPLACE IT WITH THE FOLLOWING:

“3.2.16 THE TICKETING SYSTEM’S DESIGN SHALL ALIGN WITH THE ‘LOOK AND FEEL’ OF EACH LOCATION’S RESPECTIVE WEBSITE. WHILE USERS MAY HAVE TO LEAVE THE MUSEUM HOMEPAGE TO OBTAIN TICKETS THROUGH THE TICKETING SYSTEM, THE ‘LOOK AND FEEL’ OF THEIR EXPERIENCE WILL BE MAINTAINED. ONCE A USER HAS COMPLETED THEIR EXPERIENCE WITH THE TICKETING SYSTEM, THE SYSTEM WILL RETURN THEM TO THE APPROPRIATE PLACE ON ARCHIVES.GOV. THE TICKETING SYSTEM’S WEBSITE WILL MEET THE NARA APPROVED CHECKLIST FOR WEBSITE REQUIREMENTS. REFERENCE APPENDIX 15, WEBSITE CHECKLIST.”

CHANGE 12: DELETE PWS PARAGRAPH 3.9.1.7 IN ITS ENTIRETY.

CHANGE 13: DELETE PWS PARAGRAPH 3.11.4.6 IN ITS ENTIRETY.

CHANGE 14: DELETE PWS PARAGRAPH 5.10.1 AND REPLACE IT WITH THE FOLLOWING:

“5.10.1 PRIOR TO THE INITIATION OF SYSTEM SETUP, CONFIGURATION, AND DEPLOYMENT ACTIVITIES AT ARCHIVES I AND JFK PRESIDENTIAL LIBRARY, THE CONTRACTOR SHALL DOCUMENT THE SITE-SPECIFIC ITEMS IN THE DEPLOYMENT PLAN FOR EACH LOCATION (REFERENCE ATTACHMENT 2, PWS PARAGRAPH 6.2.3).”

CHANGE 15: DELETE PWS PARAGRAPH 5.10.2 AND REPLACE IT WITH THE FOLLOWING:

“5.10.2 PRIOR TO THE INITIATION OF SYSTEM SETUP, CONFIGURATION, AND DEPLOYMENT ACTIVITIES AT THE SEVEN (7) PRESIDENTIAL LIBRARIES, THE CONTRACTOR SHALL DOCUMENT THE SITE-SPECIFIC ITEMS IN THE DEPLOYMENT PLAN FOR EACH LOCATION (REFERENCE ATTACHMENT 2, PWS PARAGRAPH 6.6.1) FOR EACH SITE.”

CHANGE 16: DELETE PWS PARAGRAPH 6.1 AND REPLACE IT WITH THE FOLLOWING:

“6.1 THE SYSTEM SHALL BE CONFIGURED, TESTED, AND DEPLOYED TO PRODUCTION ONCE IT IS GRANTED AN AUTHORIZATION TO OPERATE (ATO) BY NARA (REFERENCE ATTACHMENT 2, PWS PARAGRAPH 8.0, SECURITY), AND COMPLETION OF ACCEPTANCE TESTING IN ACCORDANCE WITH PWS PARAGRAPH 9.0, TESTING AND CUSTOMER ACCEPTANCE TESTING. DEPLOYMENT MUST INCLUDE HARDWARE CONFIGURATION, USER ACCOUNT LOAD WITH ACCOUNT ROLE CONFIGURATION, AND AVAILABILITY OF THE SYSTEM TO ALL USERS. THE CONTRACTOR IS EXPECTED TO OBTAIN AN INITIAL ATO FOR THE SYSTEM BEING IMPLEMENTED AT ARCHIVES I WHICH WILL THEN BE ADJUSTED WHEN THE ADDITIONAL TECHNICAL CAPABILITIES ARE ESTABLISHED FOR THE JOHN F. KENNEDY PRESIDENTIAL LIBRARY AND MUSEUM AND THE REMAINING PRESIDENTIAL LIBRARIES (E.G., PAYMENT PROCESSING FOR THE PRESIDENTIAL LIBRARIES).”

CHANGE 17: IN ATTACHMENT 2, PWS APPENDIX 3, RVTM AND PWS ATTACHMENT 1, RVTM_TICKETING SYSTEM RVTM_CONTRACTOR RESPONSE SHEET FINAL, DELETE THE ROW FOR REQUIREMENT 28.0.

CHANGE 18: IN ATTACHMENT 2, PWS APPENDIX 3, RVTM AND ATTACHMENT 2, PWS ATTACHMENT 1, RVTM TICKETING SYSTEM RVTM_CONTRACTOR RESPONSE SHEET FINAL, DELETE REQUIREMENT ID NUMBER “28.1” AND REPLACE IT WITH “28.0” AND DELETE REQUIREMENT TEXT AND REPLACE IT WITH THE FOLLOWING:

“THE SOLUTION SHALL EXPORT FINANCIAL DATA IN XML FORMAT TO MICROSOFT DYNAMICS GREAT PLAINS (GP) FOR ALL SALES TRANSACTIONS, EXCEPT ZERO-DOLLAR TRANSACTIONS.”

17. QUESTION: Topic: Payment Services. Reference: Attachment 2, PWS Appendix 3, Req# 11.0.

Topic Question: The PWS references a payment service planned for procurement. We would like to confirm compatibility to ensure that the proposed SAAS application can be accessed seamlessly via the POS systems.

Suggestion: Please provide details on the planned payment service (e.g. pay.gov, Square, Stripe) or clarify if the Contractor is supposed to suggest a service that works well with the SAAS platform.

ANSWER: The Contractor is not to supposed to suggest a payment service (e.g. pay.gov, Square, Stripe). NARA is required to use the Department of Treasury’s Card Acquiring Service (CAS) for credit card transactions which is WorldPay, Inc. The credit card readers must be EMV compliant and the system shall comply with CAS requirements for financial transactions.

CHANGE 1: IN ATTACHMENT 2, PWS DELETE PARAGRAPH 3.2.6 AND REPLACE IT WITH THE FOLLOWING:

“3.2.6 ALL SALES PLATFORMS SHALL BE ABLE TO ACCEPT AND PROCESS VISA, MASTERCARD, DISCOVER, AND AMERICAN EXPRESS CREDIT CARDS VIA MANUAL AND CONTACTLESS PAYMENTS, AS NEEDED. ALL CREDIT CARD READERS SHALL BE EUROPAY, MASTERCARD, VISA (EMV) COMPLAINT. ADDITIONALLY, THE ONSITE BOX OFFICE POS SHALL BE ABLE TO ACCEPT CASH AND CHECKS. THE SYSTEM SHOULD ALSO BE ABLE TO PROCESS ZERO-DOLLAR TRANSACTIONS WITHOUT REQUIRING A CREDIT CARD. ZERO-DOLLAR TRANSACTIONS SHOULD NOT BE SUBMITTED TO THE BACK-OFFICE ACCOUNTING SYSTEM.”

CHANGE 2: DELETE PARAGRAPH 3.11.1 AND REPLACE IT WITH THE FOLLOWING:

“3.11.1 THE CONTRACTOR SHALL PROCESS CREDIT CARDS THROUGH THE DEPARTMENT OF TREASURY’S CARD ACQUIRING SERVICE (CAS) WHICH IS CURRENTLY, WORLDPAY, INC. WITH NARA BEING THE MERCHANT OF RECORD. REFERENCE HTTPS://FISCAL.TREASURY.GOV/CAS/ FOR ADDITIONAL INFORMATION CONCERNING THE DEPARTMENT OF TREASURY’S CAS.”

18. QUESTION: Topic: Past Performance from Prime/Sub. Reference: RFQ page 105. Attachment 10, Quotation Submission Instructions

Topic Question: 2.a, Relevant Past Performance states “vi. Contractors must submit similar past performance information on quoted significant or critical subcontractors. Subcontractor past performance must be relevant to that required under this RFQ and to the work to be subcontracted. The quote must describe the amount of work and criticality of the work to be subcontracted. Such subcontractor work must clearly indicate the extent of involvement of the subcontractor(s) in the quoted effort such as 40% of the total labor hours and why such subcontractor experience is relevant considering the subcontractor effort quoted.

Suggestion: Please define the term “critical subcontractor” and how much workshare makes them “critical.”

ANSWER: Crit i cal / adj. 3. “having a decisive or crucial importance in the success, failure, or existence of something.” Oxford Languages (extension on Google Search). Therefore, a “critical subcontractor” is a subcontractor whose efforts have a decisive or crucial importance to the success, failure, or existence of the system this solicitation requires.

19. QUESTION: Topic: Past Performance from Prime/Sub. Reference: RFQ page 105. Attachment 10, Quotation Submission Instructions

Topic Question: 2.a, Relevant Past Performance states “vi. Contractors must submit similar past performance information on quoted significant or critical subcontractors. Subcontractor past performance must be relevant to that required under this RFQ and to the work to be subcontracted. The quote must describe the amount of work and criticality of the work to be subcontracted. Such subcontractor work must clearly indicate the extent of involvement of the subcontractor(s) in the quoted effort such as 40% of the total labor hours and why such subcontractor experience is relevant considering the subcontractor effort quoted.

Suggestion: Also, please advise how many of the five (5) required Past Performance References can be submitted by a critical subcontractor.

ANSWER: Up to three (3) for the prime contractor and up to two (2) for each critical subcontractor.

CHANGE 1: IN ATTACHMENT 10, QUOTATION SUBMISSION INSTRUCTIONS DELETE PARAGRAPH 2.a. AND REPLACE IT WITH THE FOLLOWING:

A. RELEVANT PAST PERFORMANCE (VOLUME II). THE CONTRACTOR SHALL SUBMIT UP TO THREE (3) REFERENCES FOR THE PRIME CONTRACTOR AND, IF APPLICABLE, UP TO TWO (2) FOR EACH CRITICAL SUBCONTRACTOR FOR RELEVANT PAST PERFORMANCE DURING THE LAST FIVE (5) YEARS.

CHANGE 2: IN ATTACHMENT 11, EVALUATION FACTORS FOR AWARD DELETE PARAGRAPH I.2. AND REPLACE IT WITH THE FOLLOWING:

“2. RELEVANT PAST PERFORMANCE. THE CONTRACTOR WILL BE EVALUATED TO ASSESS THE DEMONSTRATED QUALITY OF PERFORMANCE ON SIMILAR WORK, TO INCLUDE THE ABILITY TO CONTROL THE QUALITY AND COST OF WORK, TIMELINESS OF PERFORMANCE, AND EFFECTIVENESS AT ACCOMPLISHING THE GOALS OF PREVIOUS RELEVANT WORK.”

20. QUESTION: Topic: Single or Multiple Award Contract. Reference: RFQ page 1.

Topic Question: Does the Government intend for this contract to be a Single Award or a Multiple Award contract?

Suggestion: Please clarify if the Government intends to award one contract for both the licenses, implementation services, and O&M support.

ANSWER: Reference page 1 of the combined synopsis solicitation (CSS), FAR Provision 52.212-1, Instructions to Offerors -- Commercial Products and Commercial Services (Sep 2023) Addenda(2), which deletes paragraph (h), Multiple Awards.

21. QUESTION: Topic: System Interoperability. Reference: Attachment 2, PWS Appendix 3 Req# 28.0.

Topic Question: The Requirements document notes, “The solution shall integrate with internal and external systems.”

Suggestion: Please list the systems/applications/datasources that the ticketing system would need to integrate with, and the underlying technology (i.e. .NET application, Java-based app, SQL database, Postgres database, SaaS application, legacy application, etc.)

ANSWER: Reference the Answer and Change to Question 16. The system shall utilize Microsoft Entra ID to support multi-factor authentication.

CHANGE 1: IN ATTACHMENT 2, PWS DELETE PARAGRAPH 3.10 AND REPLACE IT WITH THE FOLLOWING:

“3.10 INTERNAL USER MULTIFACTOR AUTHENTICATION. THE SYSTEM SHALL UTILIZE A SECURITY ASSERTION MARKUP LANGUAGE (SAML) BASED IDENTITY PROVIDER (IDP), CURRENTLY MICROSOFT ENTRA ID, TO SUPPORT MULTI-FACTOR AUTHENTICATION OF THE INTERNAL USERS.”

CHANGE 2: DELETE PARAGRAPH 13.2 AND REPLACE IT WITH THE FOLLOWING:

“13.2 NARA WILL FURNISH ALL MICROSOFT ENTRA ID LICENSES AND CONNECTIVITY REQUIRED FOR ENABLING USER AUTHENTICATION WITH NARA’S MICROSOFT ENTRA ID AND LDAP.”

CHANGE 3: IN ATTACHMENT 4, PERFORMANCE REQUIREMENTS SUMMARY (PRS) DELETE RS-2 DESCRIPTION AND REPLACE IT WITH THE FOLLOWING:

“(RS-2) MULTI-FACTOR AUTHENTICATION SUPPORT PWS PARAGRAPH 3.10”

CHANGE 4: IN ATTACHMENT 4, PERFORMANCE REQUIREMENTS SUMMARY (PRS) DELETE THE PERFORMANCE STANDARD AND REPLACE IT WITH THE FOLLOWING:

“THE CONTRACTOR MUST SUCCESSFULLY UTILIZE NARA’S INSTANCE OF MICROSOFT ENTRA ID FOR USER AUTHENTICATION TO THE TICKETING SYSTEM.”

22. QUESTION: Topic: System Interoperability. Reference: Attachment 2, PWS Appendix 3 Req# 28.0.

Topic Question: The Requirements document notes, “The solution shall integrate with internal and external systems.”

Suggestion: What is the volume of integration expected across each of these systems?

ANSWER: Reference the Answer and Change to Question 16.

23. QUESTION: Topic: System Interoperability. Reference: Attachment 2, PWS Appendix 3 Req# 28.0.

Topic Question: The Requirements document notes, “The solution shall integrate with internal and external systems.”

Suggestion: What is the required/intended integration pattern NARA would use (i.e. realtime, batch, pubsub, etc.)?

24. QUESTION: Topic: System Interoperability. Reference: Attachment 2, PWS Appendix 3 Req# 28.0.

Topic Question: The Requirements document notes, “The solution shall integrate with internal and external systems.”

Suggestion: Are there requirements for bi-directional integrations?

25. QUESTION: Topic: Data Migration. Reference: RFQ Section 6.3.

Topic Question: The RFQ notes, “The Contractor shall migrate sales data from the last two years from the legacy ticketing system at the John F. Kennedy Presidential Library and Museum and each remaining Presidential Library in accordance with PWS paragraph 6.6, Solution Deployment for the Seven (7) Presidential Libraries (Optional) into the new system prior to site deployment, without corruption or loss. This is approximately 75MB of data per library.”

Suggestion: What type of data needs to be migrated from the legacy ticketing system?

ANSWER: The following is the type of data that is to be migrated includes, but is not limited to:

Order Information Order Number Group Name Order Amount Order Payments Sale Date Arrival Date Order Contact Information Ticket Types Inventory Items Event information associated with orders (including event date, event time, event name, capacity, etc.)

Customer Account Information Group Name Group Category Group Phone Number Group Website Group Email Address Group Main Address

CHANGE: IN ATTACHMENT 2, PWS DELETE PARAGRAPH 6.3.1 AND REPLACE IT WITH THE FOLLOWING:

“6.3.1 THE CONTRACTOR SHALL MIGRATE SALES DATA FROM THE LAST TWO (2) YEARS FROM THE LEGACY TICKETING SYSTEM FOR THE JOHN F. KENNEDY PRESIDENTIAL LIBRARY AND MUSEUM AND EACH REMAINING PRESIDENTIAL LIBRARY LISTED IN PWS PARAGRAPH, 6.6 (IF EXERCISED) INTO THE NEW SYSTEM PRIOR TO SITE DEPLOYMENT, WITHOUT CORRUPTION OR LOSS. THIS IS APPROXIMATELY 75MB OF DATA PER LIBRARY. THE DATA IS CURRENTLY IN XML FORMAT AND HOSTED IN MONGO DB. THE DATA TYPES INCLUDE BUT ARE NOT LIMITED TO:

26. QUESTION: Topic: Data Migration. Reference: RFQ Section 6.3.

Topic Question: The RFQ notes, “The Contractor shall migrate sales data from the last two years from the legacy ticketing system at the John F. Kennedy Presidential Library and Museum and each remaining Presidential Library at Section 6.6 (if exercised) into the new system prior to site deployment, without corruption or loss. This is approximately 75MB of data per library.”

Suggestion: What is the legacy ticketing system (including the underlying technology)?

ANSWER: Reference Attachment 2, PWS paragraph 1.3.2.

27. QUESTION: Topic: Group Reservation. Reference: Attachment 2, PWS Appendix 3 Req# 40.0.

Topic Question: The requirements note, “The solution shall allow all users to make group reservations.”

Suggestion: How do you currently schedule and manage group or timed reservations, and what challenges are you looking to resolve?

ANSWER: The Contractor is expected to propose a solution that meets the requirement as stated.

28. QUESTION: Topic: Email Notification. Reference Attachment 2, PWS Appendix 3 Req# 9.0.

Topic Question: The requirements note, “The solution shall provide the capability to send both manual and automated batch emails with attached documents/URLs to attendees.”

Suggestion: How many total emails do you anticipate sending in a 12 month duration?

ANSWER: It is expected that roughly 2 million visitors will use this system per year. Reference Attachment 2, PWS paragraph 12.0, Government Furnished Information (GFI), PWS Appendices 13 and 14.

29. QUESTION: Topic: Email Notification. Reference Attachment 2, PWS Appendix 3 Req# 9.0.

Topic Question: The requirements note, “The solution shall provide the capability to send both manual and automated batch emails with attached documents/URLs to attendees.”

Suggestion: How many email subscribers do you have?

ANSWER: NARA does not have email subscribers. Emails are sent to those visitors who order tickets.

30. QUESTION: Topic: SMS Notification. Reference PWS Appendix 3 Req# 10.0.

Topic Question: The requirements note, “The solution shall provide the capability to automatically send batch SMS messages with attached documents/URLs to attendees who subscribe to receiving SMS notifications.”

Suggestion: How many total SMS do you anticipate sending in a 12 month duration?

ANSWER: Reference the Answer to Question 28.

31. QUESTION: Topic: SMS Notification. Reference Attachment 2, PWS Appendix 3 Req# 10.0.

Topic Question: The requirements note, “The solution shall provide the capability to automatically send batch SMS messages with attached documents/URLs to attendees who subscribe to receiving SMS notifications.”

Suggestion: How many SMS/mobile subscribers do you have?

ANSWER: NARA does not have any active ongoing SMS/mobile subscribers. SMS messages are sent to those who order tickets.

32. QUESTION: Topic: SMS Notification. Reference Attachment 2, PWS Appendix 3 Req# 10.0.

Topic Question: The requirements note, “The solution shall provide the capability to automatically send batch SMS messages with attached documents/URLs to attendees who subscribe to receiving SMS notifications.”

Suggestion: Are all subscribers in the US?

ANSWER: There are no current subscribers, reference the Answer to Question 31. We anticipate that there will be visitors who reside outside of the US.

33. QUESTION: Topic: SMS Notification. Reference Attachment 2, PWS Appendix 3 Req# 10.0.

Topic Question: The requirements note, “The solution shall provide the capability to automatically send batch SMS messages with attached documents/URLs to attendees who subscribe to receiving SMS notifications.”

Suggestion: Would MMS be of value to NARA with the capability of including videos or images in text messages?

ANSWER: Multimedia Message Service (MMS) is not required.

34. QUESTION: Services to be Furnished, page 3: The objective of this program is to combine the two (2) ticketing solutions into one. Does this suggest a desire to combine the current [REDACTED] tenants for the eight libraries and Archives 1 that is currently on Rec.gov into a single tenant or would this be moving Archives 1 to its own [REDACTED] tenant instance?

ANSWER: No. It is the Contractor’s responsibility to propose the system architecture that best meets NARA requirements.

35. QUESTION: Services to be Furnished, page 3: The goals of deploying a single, integrated ticketing system are to ensure consistency and automation of the reporting of attendance and sales data. This assumes Archives 1 and JFK Library will be the pilot and the remaining seven libraries will be part of a phase II effort?

ANSWER: Reference Attachment 1, Schedule of Prices, paragraph 2(f) and Attachment 2, PWS, paragraph 6.6, Solution Deployment for the Seven (7) Presidential Libraries (Optional).

36. QUESTION: Page 13: For Archives I, how many terminals are in place today and expected moving forward?

ANSWER: There are no “terminals” in place for visitor ticketing. Reference Attachment 2, PWS paragraph 6.4.1 for the Archives I hardware requirements.

37. QUESTION: Scope, page 20, 2.2: Is the vision for a single tenant or multi-tenant as it is today where Archives 1 is added to the [REDACTED] ecosystem?

ANSWER: Reference the Answer to Question 34.

38. QUESTION: Scope, page 20, 2.2: Is it open for further discovery to better understand the requirements around sending via email curated pre-visit and post-visit information such as satisfaction surveys, accessibility information, and other relevant data that allow guests to build an itinerary and customize their experience. How is this handled today, if at all?

ANSWER: It is the Contractor's responsibility to propose how it will meet the requirements.

39. QUESTION: Scope, page 20, 2.2: Is it open for further discovery to better understand the requirements around sending via email curated pre-visit and post-visit information such as satisfaction surveys, accessibility information, and other relevant data that allow guests to build an itinerary and customize their experience. Could this be handed in via a separate marketing automation solution?

ANSWER: It is the responsibility of the Contractor to determine how to provide this capability as part of its proposed solution.

40. QUESTION: Scope, page 20, 2.2: Is it open for further discovery to better understand the requirements around sending via email curated pre-visit and post-visit information such as satisfaction surveys, accessibility information, and other relevant data that allow guests to build an itinerary and customize their experience. Is this just for Archives 1 or is the vision for all Libraries to benefit from this?

ANSWER: The requirements are applicable to all locations.

41. QUESTION: Page 22, 3.1.1 - PWS+Appendix+3_Ticketing+System+RVTM_FINAL does not list requirement priorities. Will this be updated for the final version of the RFP materials?

ANSWER: No, the final version will not be updated to include “requirement priorities”.

42. QUESTION: Page 24, 3.2.8.1: The solution shall provide the capability to automatically send batch emails with attached documents/URLs to attendees based on reservation date or other criteria. This includes the ability to automatically email booking confirmation, invoices, event cancellation; and email notification to inform users about special exhibitions, events, or library programs. This also includes the ability to set up "rules" so that automated emails are sent to visitors based on certain criteria (send an email with pre-written text to every visitor one week before their visit and/or an email with a survey one day after their visit.) How is this handled today?

43. QUESTION: Page 24, 3.2.8.1: The solution shall provide the capability to automatically send batch emails with attached documents/URLs to attendees based on reservation date or other criteria. This includes the ability to automatically email booking confirmation, invoices, event cancellation; and email notification to inform users about special exhibitions, events, or library programs. This also includes the ability to set up "rules" so that automated emails are sent to visitors based on certain criteria (send an email with pre-written text to every visitor one week before their visit and/or an email with a survey one day after their visit.) Would this just be for Archives 1 or would this be a benefit across the Libraries as well?

ANSWER: This requirement is applicable to all sites.

44. QUESTION: Page 24, 3.2.8.1: The solution shall provide the capability to automatically send batch emails with attached documents/URLs to attendees based on reservation date or other criteria. This includes the ability to automatically email booking confirmation, invoices, event cancellation; and email notification to inform users about special exhibitions, events, or library programs. This also includes the ability to set up "rules" so that automated emails are sent to visitors based on certain criteria (send an email with pre-written text to every visitor one week before their visit and/or an email with a survey one day after their visit.) Is it possible to manage this through a CRM or Marketing Automation tool?

ANSWER: It is the responsibility of the Contractor to determine how to provide this capability as part of its proposed solution.

45. QUESTION: Reference Attachment 12, Product Demonstrations. Task 01, page 110 Creating and Maintaining User Accounts. We assume this is related to SSO and MFA?

ANSWER: Account creation and maintenance may include SSO and MFA, but it does not have to be included as part of the demonstration.

46. QUESTION: Reference Attachment 12, Product Demonstration Instructions. Task 3, page 111: Seating capacity including wait lists. Is the desire to have full reserved seating capacity for a subset of Archives events?

ANSWER: Yes.

47. QUESTION: Reference Attachment 12, Product Demonstration Instructions. Task 3, page 111: Seating capacity including wait lists. How is this [full reserved seating capacity for a subset of Archives events] handled today?

48. QUESTION: Reference Attachment 12, Product Demonstration Instructions. Task 3, page 111: Seating capacity including wait lists. How are waitlists handled today?

49. QUESTION: Reference Attachment 12, Product Demonstration Instructions. Task 5, page 111: Demonstration of Onsite Kiosks. What is the desired vision for kiosk usage concerning visitation (purchase and/or redemption)?

ANSWER: Reference Attachment 2, PWS paragraphs 2.6, 3.2.9, and 7.2.

50. QUESTION: Reference Attachment 12, Product Demonstration Instructions. Task 5, page 111: Demonstration of Onsite Kiosks. Is there a desire to develop the functionality in-house or contract out? [REDACTED] partners with leading providers in the kiosk space.

ANSWER: It is the Contractor’s responsibility to either develop this functionality or subcontract it out.

51. QUESTION: Reference Attachment 12, Product Demonstration Instructions. Task 8, page 112: The Contractor will demonstrate the back office financial capabilities of the ticketing system. What does this entail for the demonstration? Please expand if you can.

ANSWER: NARA intended the demonstration to cover back-office order management, not financial transactions and integrations.

CHANGE: IN ATTACHMENT 12, PRODUCT DEMONSTRATIONS TASK-08 DELETE THE TASK DESCRIPTION AND REPLACE IT WITH THE FOLLOWING:

“TASK DESCRIPTION: THE CONTRACTOR WILL DEMONSTRATE THE BACK OFFICE ORDER MANAGEMENT CAPABILITIES OF THE TICKETING SYSTEM. (RVTM 4.0, 5.1, 11.0, 14.0, AND 30.0)”

52. QUESTION: In addition to submitting the demo video as directed herein, do you expect there will also be an opportunity for a live demo with Q&A for NARA staff in possible successive rounds of consideration after the quotation submissions?

ANSWER: No, NARA is not requiring live demos with Q&A for NARA staff.