AttF - Solution Capabilities_Requirements vf.xlsx
XLSX spreadsheet 29 KB Posted
- Solicitation number
- S-16500-00011292
- Issued by
- Marion County, Oregon
About this file
This document is Attachment F - Product Capabilities & Requirements for Solicitation #: RFP S-16500-00011292, Long-Term Social Media Archiving Solution. The solicitation is seeking a solution capable of harvesting content from all major social media platforms, websites, and blogs, including client-side generated webpages, password-protected sites, and live streams. The solution must collect all content, including photos, videos, comments, likes, shares, reactions, private messages, edited and deleted content, and provide real-time or near real-time data capture through API integration. It must also provide robust search capabilities, legal holds, and export options for eDiscovery and public records requests.
The solution must comply with various security and compliance requirements, including digital signing and timestamping, data encryption, and strict access controls. It must be cloud-based and accessible through common web browsers. The vendor must provide onboarding, training, and ongoing customer support, including a dedicated customer success representative.
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Other files
| File | Type | Posted |
|---|---|---|
| RFPAttD - Reference Form.docx | DOCX document | |
| RFPAttC - Proposer Information and Certification.docx | DOCX document | |
| RFPAttE - Cost Proposal Submission Form vf.docx | DOCX document | |
| IRFP Amendment 1 - Q&A.pdf | ||
| Pre-offer Conference Transcript - Social Media Tool.pdf | ||
| InformalRFP Social Media Tool_vf.pdf | ||
| RFPAttB - Disclosure Exemption Affidavit~1.docx | DOCX document | |
| AttA - Sample SaaS Contract vf.docx | DOCX document | |
| AttA_ExI Privacy and Security vf.docx | DOCX document | |
| Notice of Intent to Award~2.pdf |
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Solution Requirements
| SOLICITATION #: RFP S-16500-00011292, Long-Term Social Media Archiving Solution |
| ATTACHMENT F - PRODUCT CAPABILITIES & REQUIREMENTS |
SOLICITATION #: RFP S-16500-00011292, Long-Term Social Media Archiving Solution
| SOW Section | Subsection | Required | Requirements Description | Response |
| 1. Electronic Records Capture | ||||
| 1.1 | Collect | Required | Is the solution capable of harvesting content from all major social media platforms? Please list alll current platforms supported. |
1.2 Collect Preferred or Welcome Is the solution capable of collecting content from websites and blogs?
| 1.3 | Collect | Preferred or Welcome | Is the solution capable of capturing client-side generated webpages by Javascript / Ajax frameworks including Ajax loaded content? |
| 1.4 | Collect | Required | How do users of the solution receive notifications and with what frequency? |
| 1.5 | Collect | Preferred or Welcome | Is the solution capable of capturing webpage content that is displayed after a user event? (f.i. a section on the webpage that loads additional content using Ajax after a user click) |
| 1.6 | Collect | Preferred or Welcome | Is the solution capabale of capturing webpages that are personalized by cookies or geolocation? |
| 1.7 | Collect | Preferred or Welcome | Is the solution capable of capturing password protected websites? |
| 1.8 | Collect | Preferred or Welcome | Does the solution collect the original message or webpage source code and metadata? |
| 1.9 | Collect | Required | Does the solution collect all content on relevant social media platforms, including photos, videos, comments, likes, shares, reactions, private messages, edited and deleted content, and live streams/broadcasts? |
| 1.10 | Collect | Required | Is content captured and collected in realtime or near real-time through API integration with the relevant platforms? |
| 1.11 | Collect | Required | Will changes to the underlying social media platform impact the solution's ability to archive data? |
| 1.12 | Collect | Required | Are logs created for the collection of the data? What information is retained? How long are the collection logs stored? |
| 1.13 | Collect | Required | Does the system continue archiving data if the manager of the social media account is changed on the social media platform (f.i. on Facebook)? |
| 1.14 | Collect | Required | Does your solution place any limitation on the number or records, data transferred or data stored? Please elaborate how the model works. |
| 1.15 | Monitor | Preferred or Welcome | Does the solution provide keyword monitoring of collected social media messages in real-time? |
| 1.16 | Monitor | Preferred or Welcome | Does the solution provide text pattern or regular expression monitoring of collected social media messages in real-time? Expand on the capabilities. |
| 2. Maintenance of Electronic Records | |||
| 2.1 | Legalize | Preferred or Welcome | Is data digitally signed (SHA-256) and timestamped in order to satisfy legal requirements for submitting digital content as evidence per the Federal Rules of Evidence? |
| 2.2 | Legalize | Required | What digital timestamp method or service is used and how is an accurate timestamp guaranteed? |
| 2.3 | Legalize | Preferred or Welcome | Are digital signatures visible in the user interface and in the export files? |
| 2.4 | Index | Required | Does the solution collect data in a way that is easy to search, review, and export through an intuitive user interface? |
| 2.5 | Index | Required | Does the solution provide search capabilities for: full text search, boolean search, phrase search, date range search, search for deleted or edited messages, social media network, message type, date range and author? |
| 2.6 | Index | Required | Does the solution allow to search within single archives and across all archives? |
| 2.7 | Index | Preferred or Welcome | Does the solution index W3C and Dublin Core v1.1 metadata fields? Are these metadata fields searchable through the user interface? |
| 2.8 | Archive | Required | Does the solution offer the option of archiving content retroactively from the the start date of an account? |
| 2.9 | Archive | Required | Is the data archived within the United States? If yes, at which datacenter location? |
| 2.10 | Archive | Required | Is data backed up remotely with fail-over to prevent data loss? |
| 3. Use of Archived Data | |||
| 3.1 | Analyze & Report | Required | Does the solution have the ability to present both a view of content as it appears to the public on its native platform and also with edited or deleted content showing? |
| 3.2 | Analyze & Report | Required | Can administrators access a chronological record of events and actions performed in the system, including creation, editing, deletion of accounts, alerts, portals, legal holds, authenticated and attempted access to the system? |
| 3.3 | Integrate | Preferred or Welcome | Is there a public access link or portal to provide external parties the ability to view content as it would have originally appeared on its host platform? |
| 3.4 | Integrate | Preferred or Welcome | Does the solution integrate with GovQA or other public records request platforms to faciliate the easy collection and transfer of data associated with public records requests? |
| 3.5 | Discovery & Hold | Required | Does the solution allow users to place a legal hold on a single records, an entire social media account or search results? |
| 3.6 | Discovery & Hold | Required | Can search results be added to a case? |
| 3.7 | Discovery & Hold | Preferred or Welcome | Does the solution provide case management capabilities for eDiscovery or management of open records requests? |
| 3.8 | Discovery & Hold | Required | Is it possible to export media files (video, audio, image) of any individual record, entire social media account, or search result directly through the user interface? |
| 3.9 | Discovery & Hold | Preferred or Welcome | Does the solution provide capabilities to easily export social media data directly into 3rd party eDiscovery tools? If so, please list current integrations. |
| 4. Disposal of Electronic Records | |||
| 4.1 | Retention | Required | How long is the service provider capable of storing data? |
| 4.2 | Retention | Required | Are logs created of all destruction activities? If yes, please provide a sample per 3.4.3.1. |
| 4.3 | Disposal | Required | Does the solution provide retention scheduling capabilities? |
| 4.4 | Disposal | Required | Does the solution have an option to recover disposed records within a predefined timeframe (f.i. 30 days)? |
| 4.5 | Disposal | Required | Does the service provider have established procedures for secure disposal and complete removal of customer data, if requested? Does the solution comply with established security standards such as ISO 27001:2022 Control 8.3.2 or NIST SP 800-88? |
| 5. Transfer of Data | |||
| 5.1 | Long-Term Preservation | Required | Can a permanent disposition status be set on records or archives, overruling the records retention policies? |
| 5.2 | Long-Term Preservation | Required | Please list all export formats the solution offers, such as WARC, JSON, PDF, etc. |
| 5.3 | Long-Term Preservation | Required | Can captured content be bulk exported (e.g. entire accounts for large time spans)? Can this be done from the user interface or does it require vendor assistance? |
| 6. Security | |||
| 6.1 | Security | Required | Does the solution support mandated 2-factor authentication for all users who access archives? |
| 6.2 | Security | Required | Are administrators able to create an IP whitelist, ensuring that users can only log in from specific networks and devices? |
| 6.3 | Security | Required | Are administrators able to specify a password policy for users (number/type of characters, lock our periods, etc.) customized to the organizations security policies? |
| 6.4 | Security | Required | Are administrators able to set a maximum number of concurrent logins per user to discourage sharing of login credentials between employees? |
| 6.5 | Security | Required | Are administrators able to review all user actions in the platform in an audit log? |
| 6.6 | Security | Preferred or Welcome | Does the solution encrypt data in transit and at rest? What encryption methods are used? |
| 6.7 | Security | Required | Do you employ data centers that meet industry standard security and auditing requirements such as ISO 27001:2022 certification or SOC 2 Type II standards? Please provide a copy of the certification or report. |
| 6.8 | Security | Preferred or Welcome | Is the service provider (not the datacenter) ISO 27001:2022 certified ensuring that security, availability, processing integrity, confidentiality, and privacy are prioritized within the organization? Please provide a copy of the certification. |
| 6.9 | Security | Required | Does the service provider have proactive and preventative measures in place to mitigate and respond to major disruptive events? Please provide a copy of the business continuity plan. |
| 6.10 | Security | Required | Does the service provider have a disaster recovery plan defining how to get systems and services restored? Awarded vendor may be asked to provide a copy of the disaster recovery plan. |
| 6.11 | Security | Required | Do you perform an annual vunerability or penetration test on your systems by an independent party? Please provide the test results of the last scan. |
| 7. Administration & Technology | |||
| 7.1 | Administration | Required | Does the solution allow for multiple administrators to manage user accounts across different groups and departments? |
| 7.2 | Administration | Required | Are administrators able to grant permissions and roles to user groups? |
| 7.3 | Administration | Required | Can administrators set system-wide level permissions for all users, in addition to giving permission on an archive-by-archive basis? |
| 7.4 | Technology | Required | Is the solution completely cloud-based with no need for the installation of software? |
| 7.5 | Technology | Required | Is the solution tested and supported for Google Chrome, Safari and Microsoft Edge browsers? |
| 7.6 | Technology | Required | Does the software meet Web Accessibility standards, and is it ADA compliant, as per the specifications of section 508c of the Americans With Disabilities Act. |
| 8. Customer Service | |||
| 8.1 | Service & Support | Required | Does the vendor offer onboarding services? What is included? |
| 8.2 | Service & Support | Required | Are customers provided with training on proper use of the solution? Would it be functionality training? Standard User Functionality? Administrative Level Functionality? |
| 8.3 | Service & Support | Required | Does the vendor offer ongoing customer support services? Is 24/7 support available? Please describe support response time and escalation procedures. |
| 8.4 | Service & Support | Required | Will the vendor provide the organization with a dedicated Customer Success representative to assist with any required service and support? If not a single representative, please describe the support model. |
| 8.5 | Service & Support | Required | How is system down time communicated? Are updates automated or opt-in? |
| 9. Other Considerations | |||
| Please highlight any significant new capabilities, compatibilities, or features expected within the next 12 months (if any) |
File details come from the government source that posted it. Updated .