Digital_Asset_Managemnt_SOO.docx

Digital Asset Management Statement of Objectives A. Background

In recent years, Federal Student Aid (FSA) has increased the variety of ways in which content is created, delivered, cataloged and stored from vendors. FSA currently informs the public about financial aid for college via print and electronic publications, the StudentAid.gov website, infographics, the @FAFSA Twitter account, FSA’s Facebook page, videos on FSA’s YouTube channel, posts on the ed.gov Homeroom blog, webinars, and face-to-face outreach at college fairs and other events. Federal Student Aid has significantly increased the amount of creative assets and graphics used to support its communications, including print and online publications and brochures; internal templates, such as letterhead, PowerPoint presentations, and memos; website content and creative; social media creative content, infographics and animated videos.

FSA owns the creation, dissemination, and maintenance of our creative assets and its documentation. Creative development and management is central to our business operations and plays a critical role in our customer-facing communications.

Organized multimedia digital assets are critical to the collaboration and dissemination of our creative content. Digital asset management facilitates access over ownership to our multimedia files, which enables us to tell a more complete and compelling story about our brand across enterprise-wide, front facing groups.

In order to support Digital Asset Management, the Contractor shall provide the services described in section B, Scope under this Statement of Objectives (SOO).

B. Scope.

A. The Contractor shall provide a cloud-based, multimedia (e.g., photos, images, audio) digital asset management solution that includes the following:

1. Asset Management:

a. The Contractor shall provide a solution that can facilitate end-to-end management of creative products and assets. The solution shall have the capability to coordinate the development and implementation of visual engagement strategies and support creative planning and decision-making to effectively disseminate information to various internal stakeholders and public groups across various multimedia/new media platforms.

b. The Contractor shall provide a cloud-based media manager storage solution that is scalable to enterprise-wide content needs.

c. The Contractor shall include multi-user extended licenses for the solution that can extend authorization rights and access to third party partners.

d. The Contractor shall develop centralized access to content and digital assets in one place, accessible from anywhere online.

e. The Contractor shall offer an option of industry standard rich media managerial software system that demonstrates capabilities such as but not limited to: monitoring, analyzing, recording, and archiving media assets, as well as managing user permissions and usage policies.

2. Collaboration:

a. The Contractor shall develop a solution that organizes and tracks the creation, usage, and version tracking of existing content to be reused across media channels.

3. File types:

a. The contractor shall create a solution that supports the development and dissemination of a wide range of creative content including but not limited to: audio; mp3, mp4, AIFF, WAV, etc, image; png, gifs, jpg, eps, ai, psd, vectors, illustratrations, fonts, etc., still and motion pictures; pprod, MOV, mp4, WMV, etc., and other creative source files.

4. Content Management System (CMS), metadata structuring and tagging:

a. The Contractor shall provide the option to execute a database methodology and approach that feature dynamic and pivot searching and cataloging. The Contractor should also provide an option to develop a management taxonomy that provides a dynamic workflow for external and internal partners. The management solution shall have Drupal and/or Wordpress CMS integration.

b. The Contractor shall provide the option to implement content discovery functionality by designing workflow efficiency by tagging asset details, managing multiple versions of creative content, eliminating files, recovering lost files and editing metadata content.

c. The Contractor shall provide advanced search functionality that is quickly responsive and intuitive to the users request.(keyword, file type, collection, image and file filters, and more)

d. The Contractor shall provide storage access and tagging options for a digital library of multimedia artifacts that support a wide array of file formats which include the file formats listed above (B,3,a).

e. The Contractor shall provide a media manager solution that automatically imports license information and keywords with all Images and digital assets to avoid licensing issues and redundant purchases.

5. Importing/Exporting:

a. The Contractor shall ensure there is ability within the solution to import/export content from the solution as needed in an organized and structured format that is easily searched and shared.

b. The Contractor shall provide an option of content migration, content tagging, and placement of the appropriate files within the proper folders as dictated by the workflow and taxonomy.

c. The Contractor shall provide streaming options that allow users to quickly preview clips and easily download or transfer files using a Download Manager.

6. Maintenance:

a. The Contractor shall provide additional storage space as the footage library grows.

b. The Contractor shall provide up to 1 TB of storage and up to 10 users or more with access levels ranging from Administrator to a basic isolated external user profile.

c. The Contractor shall ensure there is a customer service team of technicians and operators Monday through Friday between the hours of 7am-7pm.

7. Term

a. The total duration of this contract, is 1 year including the exercise of any of the 3 consecutive option years under this clause, shall not exceed 4 years. If the Government exercises the option, the extended contract shall be considered to include this option clause. The Government may extend the term of this contract by written notice to the Contractor within 30 days before the contract expires. The preliminary notice does not commit the Government to an extension.

C. Deliverables

The following are anticipated deliverables. Final deliverables will be determined based on the selected methodology and approach. Note: the Contractor may recommend changes to the deliverables and timing.

Project plan

Weekly status reports

Content Migration (optional)

CMS integration design (optional)

(if the option is not accepted then the platform delivery date can be ignored)

Draft Workflow and Taxonomy (optional)

Draft methodology and taxonomy of how the approval process, access and projects will be defined and executed within the management system.

February 4, 2016 (if the option is not accepted then the platform delivery date can be ignored)

* Training Sessions for all users

D. Constraints.

· None