FY27_BMeD Digital Assets Management RFI.pdf

Request for Information:

Digital Asset Management Platform for WeRemember.ABMC.gov and the Burial

Memorialization Electronic Directory (BMed)

June 12, 2026

Overview:

American Battle Monuments Commission is issuing this Request for Information for market research. ABMC seeks industry input on cloud based digital asset management platforms and transition approaches that can enhance or replace the current platform at WeRemember.ABMC.gov and support long term stewardship of burial and memorialization records, digital assets, and public access services.

ABMC is particularly interested in digital asset management platforms that are proven, support federal requirements, and can be configured without excessive custom development such as (in alphabetical order): Alfresco, Aprimo, ArchivesSpace, AtoM, Axiell DAMS powered by

Piction, Bynder, Canto, Hyland, Nuxeo, OpenText, Preservica, ResourceSpace, and comparable digital asset management or archival platforms.

Background:

ABMC maintains burial and memorialization records for approximately 250,000 service members and related digital content used by families, researchers, staff, and the public. The current environment relies on Knowvation and Microsoft SQL and contains both structured data and large volumes of unstructured content such as scanned documents, photographs, and other historical materials. ABMC seeks a secure, modern, and easy to use digital asset management platform that supports public research and internal records operations in one governed environment. The solution should improve search, digital asset control, records stewardship, public usability, internal workflows, role based access, reporting, secure integration, staff managed administration, and long term support while preserving record integrity, data history, and public trust and avoiding vendor lock in.

Response Criteria:

Interested vendors should address the following topics with enough detail to support platform, migration, security, schedule, and cost comparisons. General capability statements without specific platform, migration, schedule, cost, and security detail may not be useful for acquisition planning.

1. Platform Overview

Identify the proposed digital asset management platform and any major supporting products.

State whether the solution is vendor hosted, customer hosted, or hybrid. State whether the platform is delivered primarily through configuration or requires custom development.

Please explain why it fits ABMC’s mission better than other options.

2. Public Portal and Search

Describe how the solution supports public search by name, date, cemetery, memorial, unit, state, branch, conflict, and other attributes. Address faceted filtering, fuzzy search, OCR, accessibility, map-based exploration, and presentation of individual service member profiles and cemetery pages.

3. Digital Asset Management Capabilities

Describe how the solution manages documents, images, media, metadata, version history, rights or visibility rules, and relationships between digital assets and authoritative records.

Explain how the platform supports archival stewardship, long term discoverability, and controlled public release.

4. Internal Records and Workflow

Describe internal records and case management capabilities, including access to supporting files, update and correction workflows, approvals, task management, reporting, and audit support.

5. Migration from Knowvation

Explain how the solution will transition data and content from Knowvation and Microsoft

SQL into the target DAM environment. Address source inventory, source preservation, metadata mapping, normalization, discrepancy handling, duplicate review, attachment migration, record linking, audit history preservation, rehearsal loads, validation, cutover, rollback, and ABMC approval gates. Vendors shall also explain how source and target data will remain fully exportable and traceable for future transition or replacement.

6. API and Integration Capabilities

Describe support for secure RESTful APIs, metadata exchange, bulk import and export, record synchronization, approved dataset publication, and integration with internal and external systems. Address compatibility with VA Veterans Legacy Memorial, OAI PMH or equivalent metadata publishing, authentication methods, logging, monitoring, rate limiting, and interface documentation.

7. Administration and Maintainability

State what ABMC staff can manage directly without contractor support, including metadata, forms, workflows, branding, reports, search settings, user roles, and digital asset presentation. Explain how the solution reduces lock in, avoids dependence on proprietary administration tools, and preserves ABMC control over configuration, documentation, and day to day operations.

8. Security, Information Assurance, and Secure Development

Describe the security approach, including team roles, escalation paths, incident handling, continuous monitoring, secure development practices, code review, dependency and vulnerability scanning, hardening, secrets management, logging, audit trails, encryption, role based access, least privilege, records protection, and support for federal security reviews and audits.

9. Hosting and Compliance

Describe hosting options, data residency, backup and recovery, continuity of operations, and alignment with federal security and records requirements. ABMC prefers a FedRAMP

Moderate provider but will consider commercial systems that demonstrate robust information security controls, sound compliance practices, and clear support for federal security and records requirements. State current authorizations and security posture clearly.

If the solution relies on future or pending authorizations, state that plainly.

10. Implementation Approach

Provide a high level implementation approach covering discovery, requirements validation, experience or prototype validation, migration planning, configuration, testing, training, cutover, stabilization, and transition to support. Distinguish clearly between product configuration and custom development.

11. Support Model

Describe help desk support, patching, upgrades, defect resolution, service levels, post go live monitoring, ticket management, escalation, vendor accountability, and transition out support at the end of the contract, including knowledge transfer, documentation handoff, open ticket disposition, and orderly turnover to ABMC.

12. Relevant Experience and Registration

Identify similar projects involving federal agencies, digital asset management, archival systems, historical collections, memorialization, cemetery records, research portals, or records centric platforms.

Provide past performance for similar projects with enough detail to show platform relevance, delivery scale, scope, customer type, and operating maturity. State whether the company is registered in SAM.gov.

13. Rough Order of Magnitude

Provide a rough order of magnitude for licensing, implementation, migration, training, hosting, and ongoing operations and maintenance. Identify key assumptions, major cost drivers, and expected schedule ranges.

14. Transition Out and No Vendor Lock In

ABMC does not accept vendor lock in. Vendors shall explain how ABMC can transition out at the end of the contract without loss of data, metadata, audit history, records relationships, documents, configurations, or administrative control. Describe data export formats, bulk export capabilities, documentation, interface ownership, configuration portability, source code ownership for custom components, knowledge transfer, and any tools or licenses

ABMC would need to continue operations or transition to another provider.

Important Considerations for Vendors:

1. ABMC is more interested in practical transition plans, controlled migration, and durable records and asset management than in generic web redesign concepts.

2. ABMC wants clear platform identification, not open ended or undefined backend choices.

3. ABMC is interested in better public research usability, including search quality, geographic context, and respectful presentation of memorialization data.

4. ABMC encourages vendors to identify where standard platform capability ends and where custom work begins.

5. ABMC is interested in digital asset management approaches that support archival collections, descriptive metadata, public discovery, and secure internal stewardship.

Response Format and Submission Instructions:

Responses should be limited to 20 pages, excluding product literature, and should include the following:

1. Company information and primary point of contact

2. Platform overview and hosting model

3. Technical approach and key capabilities

4. Implementation and migration approach

5. Relevant experience, past performance for similar projects, and SAM.gov registration status

6. Rough order of magnitude pricing and major assumptions

This RFI is for market research only. It does not constitute a solicitation or a commitment by

ABMC to issue a future procurement. ABMC will not reimburse vendors for the cost of preparing a response. Information received may be used to refine acquisition strategy, requirements, and evaluation criteria for any future action.

ABMC encourages vendors to propose practical digital asset management alternatives and transition strategies that improve reliability, usability, search quality, digital asset stewardship, administrative control, and long-term support while preserving mission data and minimizing disruption.

Please submit your responses to Ms. Jessica Young at youngj.ctr@abmc.gov by Friday, July 10, 2026.