PWS Collection Management Hosted System.docx

PERFORMANCE WORK STATEMENT (PWS)

Collection Management Hosted Service

PART 1

GENERAL INFORMATION

1. GENERAL: This is a non-personnel services contract that operates in direct support to the U.S. Army War College’s (USAWC) mission of educating Senior Leaders. The U.S. Army Heritage and Education Center (USAHEC) will operate the Collection Management Hosted Service that is capable of filling the requirements of students, faculty, and staff. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Collection Management Hosted Service as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: This capability must be able provide access to the complete spectrum of educational research requirements levied by the academic standards of the USAWC and the Army. The U.S. Army Heritage and Education Center (USAHEC) provides the research materials and government manpower to execute this critical USAWC mission. USAHEC is a unique and diverse organization. USAHEC collections include library materials (265,000 books, 160,000 periodical issues, 325,000 military publications, 2,000 audio-visual items), archival collections (18,979 linear feet of manuscript material, 3,809 linear feet of photographs, over 50 million digital images, 8,690 films (6,941 hours), 10,577 sound recordings (14,630 hours)), and museum artifacts (56,000 items). Nearly 40% of USAHEC’s archival collections, totaling approximately 1.5 million items, are currently digitized and available online. The Collections Division, in support of the Academic Scholarship Division and Education and Engagements Division, is responsible for collection management, to include acquisition, donation, inventory, and oversight of these materials, collections, and artifacts. USAHEC is seeking an English language Collection Management Hosted Service to integrate and share information across the library, archives (to include digital management and preservation), museum (to include digital engagement and content management), and collection management functional areas. This service must be an existing capability, and it must be capable of supporting the volume of material records associated with the library, archival, and museum collections. USAHEC is not looking for a custom-built software package. This contract is for a COTS system that can be customized to meet the government’s specific requirements.

1.3 Objectives: Contractor provides a Collection Management Hosted Service that directly supports the USAWC academic programs by providing critical access to books, primary source archival materials, databases, and periodicals for use by students, faculty, and staff, a key component of the USAWC and USAHEC Strategic Plans. We require a hosted service where patron activity takes place in a highly decentralized, virtual environment. The Collection must be more discoverable, accessible, and useable for our many customers. Our legacy systems failed to manage the increasingly complex and digitally oriented information environment. We require a digital platform, leveraging cloud computing and storage, for scholars and researchers to better access the USAHEC collection and resources, to include subscription journals and databases, with a single search tool that integrates and shares information across the library, archives, museum, and collection management functional areas.

1.4 Scope: Contractor shall provide a Collection Management Hosted service that meets the requirements of this PWS.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year and four (4) 12-month option years with the possibility of a 6-month extension. The Period of Performance reads as follows:

1.6 General Information

1.6.1 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is focused primarily on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.2 Recognized Holidays: All Federal Holidays:

Independence Day

1.6.3 Hours of Operation: Contractor will have the system available and fully functional for access by government users and researchers 24 hours a day, 7 days a week, 365 days a year with a 99.9% operational rate (i.e. “uptime”).

1.6.4 Place of Performance: The work to be performed under this contract shall be performed at the contractor’s facility.

1.6.5 Type of Contract: The government Intends to award a Firm Fixed Price Contract.

1.6.6 Security Requirements: N/A

1.6.7 Physical Security: The contractor shall be responsible for safeguarding all government information provided in accordance with Army Regulation 190-13.

1.6.8 Post-Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post-award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings, the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.9 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property; and, provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.10 Key Personnel: The following personnel are considered key personnel by the government: The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. to 4:30p.m. Eastern Time Zone, Monday thru Friday except Federal holidays.

1.6.11 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, maintained or stored under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials must be returned to the government in whole in their original format and may not be used or sold by the contractor without written permission from the Contracting Officer. This right does not abrogate any other Government rights.

1.6.12 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1 CANNIBALIZE. To remove parts from Government property for use or for installation on other Government property.

2.1.2. COMMERCIAL OFF-THE-SHELF (COTS). Software that is commercially produced and sold in a retail store, online, etc.

2.1.3. CONTRACTOR. A supplier awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.4 CONTRACTOR ACQUIRED PROPERTY. Property acquired, fabricated, or otherwise provided by the contractor for performing a contract and to which the Government has title.

2.1.5. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.6. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.7. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.8. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.9. EQUIPMENT. A tangible item that is functionally complete for its intended purpose, durable, nonexpendable, and needed for the performance of a contract. Equipment is not intended for sale, and does not ordinarily lose its identity or become a component part of another article when put into use. Equipment does not include material, real property, special test equipment or special tooling.

2.1.10. GOVERNMENT-FURNISHED PROPERTY. Property in the possession of, or directly acquired by, the Government and subsequently furnished to the contractor for performance of a contract. Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification. Government-furnished property also includes contractor-acquired property if the contractor-acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract.

2.1.11. GOVERNMENT PROPERTY. All property owned or leased by the Government. Government property includes both Government-furnished property and contractor-acquired property. Government property includes material, equipment, special tooling, special test equipment, and real property. Government property does not include intellectual property and software.

2.1.12. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, a quote can be rejected if it does not have a firm commitment from the persons that are listed in the quote.

2.1.13. LOSS OF GOVERNMENT PROPERTY. Unintended, unforeseen or accidental loss, damage, or destruction of Government property that reduces the Government’s expected economic benefits of the property. Loss of Government property does not include occurrences such as purposeful destructive testing, obsolescence, normal wear and tear, or manufacturing defects. Loss of Government property includes, but is not limited to—

(1) Items that cannot be found after a reasonable search;

(2) Theft;

(3) Damage resulting in unexpected harm to property requiring repair to restore the item to usable condition; or

(4) Destruction resulting from incidents that render the item useless for its intended purpose or beyond economical repair.

2.1.14. MATERIAL. Property that may be consumed or expended during the performance of a contract, component parts of a higher assembly, or items that lose their individual identity through incorporation into an end-item. Material does not include equipment, special tooling, and special test equipment or real property.

2.1.15. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.16. PROPERTY. All tangible property, both real and personal.

2.1.17. PROPERTY ADMINISTRATOR. An authorized representative of the contracting officer appointed in accordance with agency procedures, responsible for administering the contract requirements and obligations relating to Government property in the possession of a contractor.

2.1.18. PROPERTY RECORDS. The records created and maintained by the contractor in support of its stewardship responsibilities for the management of Government property.

2.1.19. PROVIDE. To furnish, as in Government-furnished property, or to acquire, as in contractor-acquired property.

2.1.20. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.21. QUALITY ASSURANCE EXPERT. Technical expert appointed by the Government to conduct routine checks of the services provided by the Contractor to ensure compliance with stated requirements.

2.1.22. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.23. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.24. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.25. UNIT ACQUISITION COST means—

(1) For Government-furnished property, the dollar value assigned by the Government and identified in the contract; and

(2) For contractor-acquired property, the cost derived from the contractor’s records that reflect consistently applied generally accepted accounting principles.

2.1.26. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.27. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services. The Government will provide existing digital information, databases, Excel spreadsheets, and collection management system data to facilitate the migration of into the new system.

3.2 Record Keeping. The Contractor shall establish and maintain the records of Government property in accordance with FAR 52.245-1.

3.3 Lost Government Property. (Consistent with DFARS 252.245-7002), Reporting Loss of Government Property, the contractor shall electronically report property losses to the Property Administrator via the DCMA Lost, Theft, Damaged and Destroyed (LTDD) eTool (including the “contractor narrative” section), the information required of FAR 52.245-1(f)(vi)(B)(1) through (13) .

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. General. The Contractor shall furnish all accesses, training, and facilitate the migration of existing government data into the contractor provided hosted service. Contractor will provide an established (i.e. COTS) Collection Management Hosted Service that integrates and shares information across the following functional areas: library, archives, museum, and collection management.

PART 5

SPECIFIC TASKS

5. Specifications of Work:

5.1. GENERAL INFORMATION:

5.1.1 The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Collection Management Hosted Service as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

5.1.2 EVALUATION CRITERIA. For paragraphs 5.2-5.8, the government will grade according to the below system. The requirement must be fully satisfied to be counted.

5.2. LIBRARY FUNCTIONALITY. The contractor provides a system that provides an integrated library functionality and communicates seamlessly with the other functionalities/system components/modules specified in Part 5.

REQUIREMENTS:

(a) System shall provide URL verification program for bibliographic records to flag and report invalid URLs (i.e. links to external web sites, files, etc.). System shall provide capability to include/exclude specified URL domains and text strings. System shall provide selection criteria to limit/filter records selected for verification (ex. publication date, record ID, etc.)

(b) System shall provide the ability to create an unlimited number of records (ex. bibliographic, item, patron, fund, order, issue/serial prediction, vendor/supplier, subscription, etc.).

(c) System shall provide unique record IDs for bibliographic, item, patron, fund, order, vendor/supplier, subscription, and issue/serial prediction records. Record IDs shall not be repurposed/re-used after a record is deleted.

(d) System shall provide interface with e-book platform, to include validation of patron information to ensure access privileges.

(e) System shall provide connection to controlled vocabulary/authority records database (i.e. Library of Congress (LC), National Authority File (NAF), Online Computer Library Center (OCLC), Virtual Internet Authority File (VIAF), etc.) for importing new and updated authority records. Updated authority records shall overlay/replace existing records in the database.

(f) System shall support native controlled vocabulary/authority record creation and automatic controlled vocabulary/authority record updates (ex. LC, NAF, OCLC, VIAF, etc.). Updated controlled vocabulary/authority records shall also update names and headings in existing bibliographic records. System shall support linked open data, allowing the option for authority records to be maintained remotely.

(g) System shall allow user-defined patron types with customizable user parameters (ex. specific loan and renewal periods for specified patron types, ability to restrict circulation of specified material types by patron type, etc.).

(h) System shall allow patron accounts/records to be merged while maintaining items checked out, fines, blocks, holds, and transaction history.

(i) System shall allow staff to change the due date for single or multiple items in checkout mode.

(j) System shall provide hold/reservation capability with ability for staff to override manually.

(k) System shall provide streamlined function windows and integration of modules (ex. ability to check in, renew, and view a patron’s record without moving between different windows; ability to view and edit item/bibliographic record details from patron record; ability to view order information from item/bibliographic record; ability to modify all item-level information (i.e. barcode, location, etc.) within one screen, etc.).

(l) System shall have non-proprietary formats of data on both ends. Records shall be formatted according to established, internationally recognized encoding standards/metadata schema (ex. Machine- Readable Cataloging (MARC), Encoded Archival Description (EAD), Metadata Encoding and Transmission Standard (METS), Dublin Core (DC), etc.).

(m) System shall provide customizable batch requests and actions including, exports, imports, and item record creation. System shall allow for individual and batch export of all types of data (ex. patron, bibliographic, item, subscription, issue, order, etc.), and must have flexible selection criteria to include date created/date modified (ex. fixed date, range of dates, etc.), record number/range of record numbers, record status (ex. active, deleted, etc.), record type (ex. authority, item, bibliographic, etc.), library branch, location, etc. Bibliographic data exports shall provide the option to include associated item record data (i.e. holdings data, issues, etc.). Data shall be importable/exportable in tab/text/comma-delimited, Extensible Markup Language (XML), and MARC formats.

(n) System shall support global editing (i.e. insert, modify, or delete text string) of fixed and variable data fields for bibliographic, item, and patron records. System must be capable of batch editing of large record sets (i.e. 10,000 or more records) with no degradation to system performance.

(o) System shall provide cataloging API/module/function that is compatible with OCLC Cataloging and Metadata subscription (ex. when a bibliographic record is deleted in the collection management system, an action to remove holdings is executed in OCLC).

(p) System shall interface with OCLC WorldCat for the purpose of searching and importing bibliographic records.

(q) System shall be compatible with Honeywell barcode scanners, Watson bar codes on physical items, and barcodes from patron library cards.

(r) System shall provide the ability to define periodical check-in patterns that accommodate all types of frequencies (ex. daily, weekly, monthly, quarterly, triannual, etc.) for both regularly and irregularly (ex. supplements, double issues, special issues, etc.) published serials, and provide ability to define “year” (i.e. calendar, fiscal, academic, etc.). System shall provide the ability to enter date criteria by direct keying or via calendar utility. The frequency of check-in pattern, and ability to combine/modify issues, shall have the ability to be changed at the check-in screen (i.e. “on the fly”). Patterns shall be able to be defined for both future (at least 10 years out) and past dates (from at least 1900 to one day ago). Patterns shall include flexibility for chronology (ex. name of month, abbreviation, season, quarter, etc.) and enumeration (ex. Arabic, Roman numerals, etc.). Patterns shall be able to be created for single or multiple years, and allow at least three levels of chronology and enumeration to be defined (ex. Volume 2021, Quarter 3, Issue 1).

(s) System shall provide offline circulation capabilities for situations where remote server is not available.

(t) System shall provide capability to renew single or multiple items checked out to a patron.

(u) System shall provide the ability to track/limit the number of items claimed returned (i.e., to prevent fraud/abuse). System shall provide the ability to block patrons based on number of items claimed returned or number of items lost or overdue.

(v) System shall support the electronic transmission of periodical claims to periodical subscription service or other contractors using the Electronic Data Interchange (EDI) protocol.

(w) System shall provide record validation utility to identify/flag duplicate bibliographic records, call numbers, barcodes, and items upon creation/load, by automated process and by on-demand reporting. Records shall be validated to ensure adherence to data standards. The system shall support spell check as part of the validation process and provide the ability to suppress bibliographic and item records from display in the public user interface.

(x) System shall provide the ability to overlay/merge bibliographic records based on control number or other unique identifier (ex. ISBN), and by indexed data fields. Bibliographic merges will retain all associated items and their data (i.e. location, barcode, transaction history, etc.).

(y) System shall provide the ability to create both public and non-public notes at the bibliographic record, serial holding record, item record, and periodical issue levels. Public notes shall be visible in the public user interface at the appropriate level (i.e. bibliographic, item, or issue). Non-public (i.e. staff) notes shall display as a visible warning prior to cataloging (i.e. modify, copy from, delete, etc.) or circulation actions (i.e. check-in, renew, checkout, etc.) being taken on a record. The system shall provide a non-public note field to track physical condition of items.

(z) System shall provide the ability to create and modify bibliographic, authority, and item records by deriving (copying from) user-defined templates or existing records, and by direct keying (i.e. blank MARC, EAD, METS, DC, etc. form/fields).

(aa) System shall provide the ability for all data fields, for all types of records, to be keyword-searchable. All records, regardless of status (ex. active, deleted, etc.) must be visible in the staff client. Searches must reflect real-time information, displaying new changes to records immediately. Searches for patron records shall display any “flags” (ex. blocks, hold requests, overdue items, etc.). System shall provide browse search functionality for data fields to include author, title, subject, classification number, and series. Customer must have the ability to define/map specific bibliographic data fields to the keyword and browse indexes.

(ab) System shall provide the ability for staff to create, modify, derive (copy from), and delete an unlimited number of lists of titles being considered for purchase (i.e. “selection lists”). Selection lists shall include title, author, publication date, ISBN/ISSN, publisher/vendor, and price. These fields shall generate brief bibliographic records that are suppressed from display in the public user interface until the item is in on-order status. System shall provide the ability to create order records directly from selection lists and the ability for staff to enter notes at the selection list and line item levels. System shall provide the ability to identify duplicate titles on selection lists via report/on-screen notification.

(ac) System shall allow staff users to save searches for future use. Saved searches shall be associated with the user (i.e. not session-dependent) so that searches can be selected for use during any subsequent session.

(ad) System shall automatically index, and provide the system administrator ability to manually re-index, the system when files are uploaded/imported, making them immediately searchable and available in the public user interface.

(ae) System shall support the use of Boolean logic operators (i.e. AND, OR, NOT) and other standard search syntax such as the use of quotation marks for exact phrase searching, nesting, wildcards, truncation, and proximity operators.

(af) System shall be compatible with RFID technology for circulation (i.e. check-in, checkout, reservations, returns, etc.) and property accountability (i.e. inventory, security gates, etc.) functions.

(ag) System shall be compatible with SIP 2 protocol to enable circulation (i.e. check-in, checkout, reservations, returns, etc.) functions to be conducted via self-service kiosk and smartphone.

5.3 ARCHIVES FUNCTIONALITY. The contractor provides a system that provides an integrated archival functionality and communicates seamlessly with the other functionalities/system components/modules specified in Part 5.

REQUIREMENTS:

(a) System shall provide the ability to build, maintain, and display a user-defined, contextual archival hierarchy (i.e. collection, series, sub-series, box, folder, item), and convey the hierarchy/arrangement in the public user interface.

(b) System shall maintain relationships between items, including metadata to item, and items in hierarchy. Items shall be associated with corresponding digital surrogates (i.e. digitized manuscripts, photos, etc.).

(c) System shall maintain association/linkage between archival records and accession records/legal transfer instruments/internal collection files, without releasing/displaying internal chain of custody records or acquisitions information to external customers via the public user interface.

(d) System shall provide the ability to handle complex/embedded digital objects in context (ex. multi-page TIFF/JPG images, ZIP files, compiled databases, etc., plus any associated metadata, transcription files, etc.).

(e) System shall support individual and batch import/export capability for all records in multiple formats and schemas (ex. tab/text/comma-delimited, XML, MARC, EAD, METS, DC, etc.).

(f) System shall be capable of circulating (i.e. check-in and checkout to users) and tracking collection, box, and item location (i.e. shelf, drawer, etc.) via barcode.

(g) System shall be compatible with Honeywell barcode scanners and Watson bar codes on physical items.

(h) System shall be capable of bulk edits and updates (i.e. insert, modify, or delete text string) of archival records at specified level of hierarchy (ex. batch subject change at collection level, bulk addition of notes at the box level, etc.).

(i) System shall automatically update location/chain of custody status upon internal/external circulation or movement (i.e. temporary location) and return of archival materials (i.e. home location).

(j) System shall be able to associate an assigned (i.e. spatial) volume (ex. inches, linear foot, etc.) to specific box types (i.e. narrow, wide, flat, etc.) and locations (i.e. shelf, drawer, etc.) for the purpose of calculating space utilization.

(k) System shall provide availability information at single or multiple levels of hierarchy, and allow user-defined categories of non-availability to be assigned (ex. on loan/exhibit, conservation, processing, distribution/access restriction, etc.).

(l) System shall provide the ability to track collection status (ex. unprocessed, in processing, fully processed, etc.) at collection, series, and box levels of hierarchy.

(m) System shall provide the ability to track and report physical condition of archival items. Government currently utilizes a numerical value (1-5) to indicate physical condition of materials.

(n) System shall support Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH).

(o) System shall provide record validation utility to identify/flag duplicate records, barcodes, and items upon creation/load, by automated process and by on-demand reporting. Records shall be validated to ensure adherence to data standards. The system shall support spell check as part of the validation process and provide the ability to suppress archival records from display in the public user interface.

(p) System shall provide URL verification program to flag and report invalid URLs (e.g., fails to load associated digital file, generates 404 error, etc.). System shall provide capability to include/exclude specified URL domains and text strings. System shall provide selection criteria to limit/filter records selected for verification (ex. publication date, record ID, etc.)

(q) System shall allow staff users to save searches for future use. Saved searches shall be associated with the user (i.e. not session-dependent) so that searches can be selected for use during any subsequent session.

(r) System shall automatically index, and provide the system administrator ability to manually re-index, the system when files are uploaded/imported, making them immediately searchable and available in the public user interface.

(s) System shall support the use of Boolean logic operators (i.e. AND, OR, NOT) and other standard search syntax such as the use of quotation marks for exact phrase searching, nesting, wildcards, truncation, and proximity operators.

(t) System shall be compatible with RFID technology for circulation (i.e. check-in, checkout, reservations, returns, etc.) and property accountability (i.e. inventory, security gates, etc.) functions.

5.4 DIGITAL MANAGEMENT & PRESERVATION FUNCTIONALITY. The contractor provides a system that provides an integrated digital management and preservation functionality and communicates seamlessly with the other functionalities/system components/modules specified in Part 5.

REQUIREMENTS:

(a) System shall be capable of automated bulk ingest for ease of transfer with/between existing platforms and archival professions standard platforms (ex. ContentDM, SharePoint, Bagit, Outlook PST files, etc.).

(b) System shall generate an unlimited number of unique digital object identifiers/record IDs. Record IDs shall not be repurposed/re-used after a record is deleted.

(c) System shall be capable of interfacing with and/or supporting a third-party off-site data storage location (i.e. “glacier”/“deep” storage for preservation copies of digitized materials). System shall support scheduled as well as on-demand transfer of preservation copies to data storage location.

(d) System shall be able to build/maintain a contextual record hierarchy/arrangement, and convey the hierarchy/arrangement in the public user interface.

(e) System shall support digital format and communication standards including OAI-PMH, XML, and Z39.50.

(f) The system shall automatically index, and provide the system administrator ability to manually re-index, the system when files are uploaded/imported, making them immediately searchable and available in the public user interface.

(g) System shall be capable of maintaining and updating controlled vocabulary/authority records (i.e. Library of Congress Subject Headings (LCSH), NAF, International Standards Organization (ISO) 639-2, Art and Architecture Thesaurus (AAT), Getty Thesaurus of Geographic Names (TGN), etc.) for metadata creation, linking, keywords, and tags.

(h) System shall support global editing (i.e. insert, modify, or delete text string) for all system records/files.

(i) System shall support native controlled vocabulary/authority record creation and automatic controlled vocabulary/authority record updates (i.e. from LC, NAF, OCLC, VIAF, etc.). Updated controlled vocabulary/authority records shall also update names and headings in existing system records.

(j) System shall provide an Optical Character Recognition (OCR) capability to scan and index 100% of text upon image/file (e.g. PDF, DOC, etc.) and/or collection import/upload. Search function must be capable of discovery and retrieval of documents that have been OCR processed.

(k) System shall provide an Intelligent Character Recognition (ICR) capability to scan and index handwriting upon image and/or collection import/upload. Search function must be capable of discovery and retrieval of documents that have been ICR processed.

(l) System shall apply artificial intelligence (AI) and machine learning (ML) to automatically apply metadata to digital images (e.g. facial recognition to identify and tag individuals in photographs, ability to recognize common objects in images/photographs and apply keyword/subject descriptors, ability to determine subject/topic matter of scanned text documents and apply keyword/subject descriptors, etc.). Metadata applied via AI/ML shall be indexed and searchable in the public user interface.

(m) Files shall be accessible through a digital forensic tool that permits non-altering forms of access (i.e. read only/background fixity scan/copy creation) without altering underlying technical metadata (ex. last accessed/edited date). Creation metadata shall remain separate from archival use metadata and they shall not overwrite one another.

(n) System shall have Automated Quality Assurance/Quality Control for ingested/data-in-transit AND provide both on-demand and regular background/data-at-rest scans including fixity, virus check, metadata integrity.

(o) System shall maintain association/linkage between digital objects and accession records/legal transfer instruments/internal collection files, without releasing/displaying internal chain of custody records or acquisitions information to external customers via the public user interface.

(p) System shall support Dublin Core to MARC record crosswalk to make information available in OCLC WorldCat.

(q) System shall have the ability to generate active notification to designated system administrators of all file actions beyond the reading of files (i.e. write or delete).

5.5 DIGITAL ENGAGEMENT & CONTENT MANAGEMENT. The contractor provides a system that provides an integrated digital engagement and content management functionality and communicates seamlessly with the other functionalities/system components/modules specified in Part 5.

REQUIREMENTS:

(a) System shall provide a virtual online platform for distributing digital education and museum programming and online exhibits, and function as a content management system (CMS), accessing and distributing content from all system components/modules (i.e. library, archives, museum, collection management, etc.).

(b) System shall support wayfinding, mobile guides, and in-gallery exhibition products and interactives to support virtual and physical museum exhibits and educational programming.

(c) System shall provide accessibility features to include foreign language support and Americans with Disabilities Act (ADA) compliance.

(d) System shall support online and physical museum exhibition interactives to include mobile guides, virtual tours and exhibits, and educational programs.

(e) System shall provide design templates for content delivery and be able to ingest and display different media, such as images, audio, video, and text.

(f) System shall provide unlimited application builds and unlimited public user accounts, and provide institutional user accounts for creating, editing, and managing content.

(g) System shall collect, collate, and analyze usage data via dashboards and reports.

(h) System shall provide the ability to publish to the internet and at least two mobile platforms (e.g. App Store, Google Play, etc.).

5.6 COLLECTION MANAGEMENT FUNCTIONALITY. The contractor shall provide a system that provides an integrated collection management functionality and communicates seamlessly with the other functionalities/system components/modules specified in Part 5.

REQUIREMENTS:

(a) System shall provide capability for customizable item-level record creation for gifts/donations.

(b) System shall provide ability to generate customizable reports (ex. gifts/donations, location, chain of custody, etc.).

(c) System shall be able to manage a multi-disciplinary collection to include, library, archival, museum, and digital materials. This includes the process of acquiring materials through gift, transfer, and purchase; accessioning and deaccessioning of collections materials; generation of inventories; tracking of loans and shipments; and, documentation of conservation treatments.

(d) System shall be able to track chain of custody, via barcode, from the point of acquisition through and after the deaccession/disposal process.

(e) System shall provide library, archival, and museum acquisitions functions to include the tracking of gifts, donations, and purchases.

(f) System shall be able to restrict access to acquisition/donor information and Personally Identifiable Information (PII) based on user access privileges.

(g) System shall support RFID tracking of collections materials.

(h) System shall provide an automatically generated audit trail of the records changes made to the system as well as collections materials. Audit trail shall include name of the user who made the change, time and date change was made, as well as a record of the change made. Audit trail shall be maintained to the item level for the complete lifecycle of the collection materials. Audit trail shall record if an item has been deleted or deaccessioned.

(i) System shall be able to link records for collections materials to acquisition and collections management records (i.e. purchase documentation, accession records, gift documentation, metadata, legal transfer documents, deaccession documentation, copyright data, access agreements, conservation documentation, etc.), without releasing/displaying internal chain of custody records or acquisitions information to external customers via the public user interface.

(j) System shall provide the ability to upload digital acquisitions documents (ex. donor agreements, property transfer/purchase documentation, etc.) to acquisitions records without releasing/displaying internal chain of custody records or acquisitions information to external customers via the public user interface.

(k) System shall provide the ability to maintain a record of all light exposure readings/measurements for items and exhibits as well as calculate cumulative light exposure over the life of the item or exhibit.

(l) System shall provide the ability for tabular monitoring of pests, by pest type, trap location (e.g. building and trap number), repository (i.e. library, archives, museum), and inspection date.

(m) System shall provide the ability to view and generate conservation treatment requests (i.e. work orders) and conservation treatment reports (i.e. documentation of work performed) at both the item and collection level. All treatment requests and treatment reports shall receive a system-assigned unique identifier and track date of request as well as date of completion. Treatment requests and treatment reports shall maintain a permanent link with the item or collection record.

5.7 DISCOVERY/SEARCH FUNCTIONALITY (PUBLIC INTERFACE). The contractor shall provide a system that provides an integrated Discovery/Search functionality and communicates seamlessly with the other functionalities/system components/modules specified in Part 5.

REQUIREMENTS:

(a) User Interface (UI) shall be compatible with a variety of standard desktop internet browsers, such as Microsoft Edge, Mozilla Firefox, Google Chrome, and Apple Safari. UI shall maintain to support latest versions of each browser, and shall be compatible with future browsers.

(b) UI shall be compatible with a standard variety of mobile device operating systems, such as Windows, Android, and iOS. UI shall maintain to support latest versions of each operating system.

(c) System shall provide a single entry search for all publicly available materials within the system as well as proprietary databases and electronic journals to which USAHEC subscribes. System shall provide capability to search against specified external repositories and allow the USAHEC database to be queried via federated search by other institutions.

(d) System shall be compatible with proxy service so authorized users and IP addresses can access proprietary databases and electronic journals.

(e) System shall have the ability to add additional search box functionality (i.e. pre-scoped/pre-limited/pre-faceted searches, etc.) to web pages.

(f) System shall have the ability to embed search box functionality (i.e. widgets) to external web pages.

(g) System shall apply thesaurus or controlled vocabulary (i.e. LCSH, AAT, TGN, etc.) when running subject term searches.

(h) System shall recognize natural language abbreviations (including geographic abbreviations) and acronyms, and related terms and cross-references from controlled vocabularies, in search queries to generate relevant results.

(i) System shall accommodate records created according to multiple metadata formats (i.e. MARC, EAD, METS, DC, etc.), while displaying a standardized record format in the UI.

(j) System shall provide the ability to customize/limit/filter searches by the following criteria: item type(s), file format(s), subject term(s), author(s), and publication date(s)/range of dates. Default search shall include all item types such as books, DVDs, CD-Audio, CD-ROM, films, subscription database and electronic journal articles, audio-visual materials, archival materials, artifacts, etc.

(k) System shall provide the ability to pre-scope/pre-limit/pre-facet searches in order to eliminate subsets of results (ex. limit archival results to include only records with digitized content).

(l) System shall allow external servers/collections/systems to be queried (i.e. via OAI-PMH, Z39.50, etc.) and include external content in search results.

(m) System shall provide a “basic search” page with a single search field, as well as an “advanced search” page with multiple search boxes that can be modified with various field limiters via drop-down menus, checkboxes, radio buttons, etc. Both basic and advanced search will retain last terms searched. System shall provide the ability to highlight search terms in results to aid in user relevance determination.

(n) System shall provide an optional number search including call number, ISBN, ISSN, record ID, Library of Congress Control Number (LCCN), and OCLC number.

(o) System shall support the use of Boolean logic operators (i.e. AND, OR, NOT) and other standard search syntax such as the use of quotation marks for exact phrase searching, nesting, wildcards, truncation, and proximity operators.

(p) System shall apply “fuzzy” logic to ensure singular, plural, and variant forms are returned in search results (ex. search for “leader” returns results for “leader”, “leaders”, and “leadership”).

(q) System shall provide location (i.e. branch) and call number information in e-mailed and saved results lists.

(r) System shall support sorting results by publication date ascending (oldest to newest), publication date descending (newest to oldest), and relevance.

(s) System shall include built-in search relevance algorithm. Default display of search results shall be ordered by relevance to the user’s query based on the search terms, operators, and advanced search options employed by the user.

(t) All results shall be available to user, in ranking order, utilizing additional pages if necessary.

(u) System shall provide ability to display item location, call number, and availability on both search results and record detail pages.

(v) System shall support brief Permalinks for item records. Permalinks shall apply a standardized syntax and refer to unique identifiers (ex. catalog record ID, ISBN, OCLC number, etc.). All URLs displayed in search results shall be actionable (i.e. hyperlinked to external web page, digital file, etc.)

(w) System shall provide utility (i.e. e-mail/text notifications, RSS feeds, etc.) to alert users to the presence of new content related to user-defined saved search strings.

(x) System shall be capable of executing “Save to Folder” or saved list feature, with ability to email, export, and/or print a saved list of records.