Exhibit A - Specifications and Requirements for RFP AADA 2027-0086.pdf

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DPA Solicitation #:

RFP AADA 2027*0086

Cloud-Based Archival Records Management System for Colorado State Archives

EXHIBIT A – SPECIFICATIONS AND REQUIREMENTS

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SECTION 1.0 GENERAL INFORMATION

1.1. INTRODUCTION

1.1.1. Colorado State Archives (CSA) manages, collects, preserves, and provides access to records generated by state and local governments in Colorado. Users of CSA’s services include private and public entities.

1.2. BACKGROUND

1.2.1. CSA is seeking to upgrade its archival collection management systems to a cloud-hosted, web-based platform that staff can use to manage archival catalog records. CSA is seeking a modern, robust, and innovative system that can quickly process and search up to 8 million catalog records. The system should include a robust public-facing portal that allows the public to search for records and determine whether CSA has records they can request access to. This portal should use responsive web design and comply with Colorado’s accessibility standards.

CSA currently sees over 900 unique visits and 2200 page views per day, including many international visits, so we would need a system that can accommodate that much traffic, with an ability to scale up as the number of assets and visitors increases.

1.2.2. CSA currently operates a digital asset management and digital preservation system that will not be replaced by this solicitation. CSA is solely seeking a Collections Management System for cataloging, excluding asset preservation functionality and preservation.

1.3. ANTICIPATED CONTRACT TERM

1.3.1. The initial term of the awarded contract is expected to begin upon full execution of the Contract and end on 6/30/2028.

1.3.2. The total duration of the Contract, from the Start Date until termination, and including the Department’s exercise of any options, is not anticipated to exceed ten (10) years, four (4) months. The Department may extend the Contract beyond the anticipated term in this subsection, in accordance with the Colorado Procurement Code and its implementing rules, in the event that the Department determines the extension is necessary to align the Contract with other Department contracts, to address State programmatic or policy changes related to the Contract or to provide sufficient time to transition the Work.

1.3.3. The Department may, within its sole discretion, choose to not exercise any option or Extension Term in the Contract for any reason. If the Department chooses to not exercise for any Extension Term, it may re-procure the performance of the Work in its sole discretion.

1.4. TERMINOLOGY

1.4.1. In addition to the terms defined in §5 of the Contract, acronyms and abbreviations are defined at their first occurrence in this Exhibit A, Statement of Work. The following list of terms shall be construed and interpreted as follows:

1.4.1.1. Deliverable - any tangible or intangible object produced by Contractor as a result of the work that is intended to be delivered to the State, regardless of whether the object is specifically described or called out as a “Deliverable” or not.

1.4.1.2. Key Personnel - The position or positions that are specifically designated as such in this Contract.

1.4.1.3. Other Personnel - Individuals and Subcontractors, in addition to Key Personnel, assigned to positions to complete tasks associated with the Work.

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1.4.1.4. Holidays - The State observes the following holidays:

1.4.1.4.1. Independence Day

1.4.1.4.2. Labor Day

1.4.1.4.3. Frances Xavier Cabrini Day

1.4.1.4.4. Veterans Day

1.4.1.4.5. Thanksgiving Day

1.4.1.4.6. Christmas Day

1.4.1.4.7. New Year’s Day

1.4.1.4.8. Martin Luther King, Jr. Day

1.4.1.4.9. President’s Day

1.4.1.4.10. Memorial Day

SECTION 2.0 OFFEROR’S EXPERIENCE AND PERSONNEL

2.1. ACCESSIBILITY REQUIREMENTS

2.1.1. All work performed as a result of this solicitation must comply with all applicable provisions of §§24-85-101, et seq., C.R.S., and the Accessibility Standards for Individuals with a Disability, as established by the Office Of Information Technology pursuant to Section §24- 85-103 (2.5), C.R.S. and 3) all State of Colorado technology standards related to technology accessibility and with Level AA of the most current version of the Web Content Accessibility Guidelines (WCAG), incorporated in the State of Colorado technology standards.

2.2. ORGANIZATIONAL EXPERIENCE

2.2.1. The State has determined that it desires specific experience and skills for an Offeror to possess in order for the Offeror to be able to complete the Work efficiently while meeting the demands and deadlines of the Department.

2.2.2. The State will evaluate the Offeror's experience pertaining to the following:

2.2.2.1.1. Offeror has provided service to a similar-sized entity (i.e. another state or large municipality with 4+ million records and 1,000 daily unique web visits).

2.2.2.1.2. Offeror has provided the service for more than two years.

2.2.2.1.3. Offeror has customer support available and describes this in their service level agreement.

2.2.2.1.4. Offeror provides multi-channel training.

2.3. PERSONNEL REQUIREMENTS

2.3.1. The Key Personnel required are:

2.3.1.1. Project Lead

2.3.1.1.1. The Project Lead shall be responsible for all of the following:

2.3.1.1.1.1. Serving as Contractor’s primary point of contact for the State.

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2.3.1.1.1.2. Ensuring the completion of all Work in accordance with the Contract’s requirements.

This includes, but is not limited to, ensuring the accuracy, timeliness, and completeness of all work.

2.3.1.1.1.3. Overseeing all other Key Personnel and Other Personnel and ensuring proper staffing levels throughout the term of the Contract.

2.3.2. Additional Personnel

2.3.2.1. Other than the Key Personnel designated above, the Offeror may propose any other personnel and structure that it believes is most efficient and effective at completing the Work.

2.3.2.2. Dedicated staff to manage the migration process and ensure no loss of data.

2.3.2.3. Dedicated staff to facilitate training for CSA staff, with options for multi-channel training, such as written documentation, videos, and ongoing user training.

2.3.3. Contractor shall not allow for any individual to fill more than one of the roles defined as Key

Personnel.

SECTION 3.0 PROJECT SPECIFIC STATEMENT OF WORK

3.1. Minimum Requirements

3.1.1. At a minimum, Offeror shall ensure that its system can provide the following:

3.1.1.1. A cloud-hosted, fully managed archival collections management system that can manage at least 8 million catalog records, with the capacity to scale.

3.1.1.2. The ability to successfully migrate CSA’s existing database of over 4.3 million records.

3.1.1.3. The ability to ingest draft records that can be reviewed for quality assurance before being published to the public portal.

3.1.1.4. The ability to search for and filter records by collection name, catalog number, title, creator, location, keyword, date, subject term, format, depositor, deposit date, restriction level, import number, accession number, unique system numbers, and user-defined fields.

3.1.1.5. The ability to quickly and accurately search large datasets for internal and external users, with a response time of less than 10 seconds.

3.1.1.6. The capability to search partial names or catalog numbers, either with Boolean terms or other wildcards, for both internal and external users.

3.1.1.7. The ability to accommodate hierarchical records, e.g. Collection, Series, Box, and Item.

3.1.1.8. The ability to deliver near-instantaneous publishing of catalog records once they have been created or edited.

3.1.1.9. Configurable access controls at the record and field levels, allowing authorized staff to determine which documents and descriptive information are publicly available or restricted based on user role, record type, publication status, or other agency-defined criteria.

Restrictions shall apply consistently to search results, document previews, downloads, and other methods of accessing the information.

3.1.1.10. The ability for internal users to create and share both dynamic and static lists of records.

3.1.1.11. The ability for CSA to perform mass editing, deleting, updating, and cleanup of records.

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3.1.1.12. Ability to import/ export files in CSV, XLS, and XML formats.

3.1.1.13. Ability for CSA to run reports, including by Collection Number, Location, and public portal use.

3.1.1.14. Resources where CSA users can find solutions to software questions.

3.1.2. Contractor shall provide migration tools for Customer's existing data, currently about 4.3 million records.

3.1.3. Contractor shall proactively identify potential migration problems, such as special characters in the existing data set, and will provide options to CSA. Contractor shall clean up and normalize said data as requested to ensure a complete transfer. Upon mutual agreement CSA will assist with data cleanup.

3.1.4. Contractor shall ensure 100% transfer of data, to be confirmed through audit of transferred records.

3.1.5. Contractor shall ensure that migration shall preserve any existing hierarchical relationships between data.

3.2. Security

3.2.1. At a minimum, Offeror shall provide the following:

3.2.1.1. Security controls appropriate for a publicly accessible document archive to protect system integrity, administrative access, and records or fields designated as restricted.

3.2.1.2. Processes and tools to identify system vulnerabilities, monitor for suspicious activity and unauthorized access, and address identified security issues in a timely manner. The Offeror shall describe its vulnerability assessment, monitoring, remediation, and incident notification practices.

3.2.1.3. Role-based administrative permissions and audit logs documenting changes to records, publication status, and access permissions.

3.3. Accessibility

3.3.1. The State of Colorado requires solutions to be compliant with the following accessibility requirements:

3.3.1.1. https://oit.colorado.gov/standards-policies-guides/guide-to-accessible-web-services

3.3.1.2. https://oit.colorado.gov/accessibility-law

3.4. Data Editing and Cleanup

3.4.1. Offeror’s system shall utilize a unique system key as the record identifier for records to perform imports/exports, and to avoid duplicate or ambiguous records.

3.5. Public Portal

3.5.1. Offeror shall ensure that its product has at a minimum:

3.5.1.1. Ability for internal and external users to download a list of records.

3.5.1.2. Option for a permalink that the public can use to request or view a specific record.

3.5.2. Service Level Requirements

3.5.2.1. The Contractor shall ensure that the System is down no more than two (2) business days.

https://oit.colorado.gov/standards-policies-guides/guide-to-accessible-web-services https://oit.colorado.gov/accessibility-law

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3.5.3. Support

3.5.3.1. Contractor shall respond to service issues within one (1) business day.

3.5.3.2. In the event of any issue with the software-as-a-service, Contractor shall be available from

8:00 am to 6:00 pm Mountain Time, Monday through Friday, excluding weekends and Holidays.

3.5.3.3. Contractor shall provide access to multiple customer service options that support multiple user levels, such as a phone line, help menu, screen sharing, and/or live chat.

3.5.3.4. Contractor shall provide ongoing maintenance and support for the system.

3.5.3.4.1. Contractor shall provide support on a “turnkey” basis - i.e., Contractor shall provide all maintenance and support services for all elements of the system, including but not limited to all software and any data transport services that are required under the contract, and will be the single point of contact for service and support.

3.5.4. Future Considerations

3.5.4.1. The Department is interested in any features in development or recently implemented which might provide additional value to the State.

3.5.4.2. Offeror may submit additional services or features as part of the proposal and as separate line items in Exhibit C- Price Sheet.

3.5.4.3. The Department reserves the right to add these additional features or services to the contract now or at a later date should funding become available.

SECTION 4.0 COMPENSATION AND INVOICING

4.1. PRICING

4.1.1. The compensation under the Contract shall consist of Offeror’s solution(s) that will satisfy the requirements in this RFP. If the proposal includes more than one solution based on the software applications or hosting platforms, there must be a separate cost itemization for each solution.

4.1.2. Proposed pricing must remain firm during the initial term of the Contract.

4.1.3. Pricing must include any fees associated with delivery of the goods or services, including, but not limited to, shipping and installation.

4.1.4. Offerors shall provide pricing utilizing Exhibit C Pricing Sheet.