Attachment A_Requirements List.xlsx
XLSX spreadsheet 28 KB Posted
- Solicitation number
- RFI8414
- Issued by
-
Peace Corps
About this file
The attached file is a detailed requirements list (Attachment A) for a Digital Asset Management (DAM) system for the Peace Corps, outlining comprehensive technical and functional specifications. The document describes a comprehensive Software-as-a-Service (SaaS) solution that must integrate with Peace Corps' existing systems, provide robust asset management capabilities, support up to 2,000 users, and offer advanced features including single sign-on, metadata management, workflow approvals, and multi-platform accessibility.
Key requirements span five primary tasks: (1) SaaS/Hub Software Integration with specific technical integrations and security compliance, (2) Setup and Migration of approximately 110GB of existing assets with customizable workflows, (3) Training and Support Services including admin and user training, (4) Exit strategy planning, and (5) Ongoing scalability provisions. The system must meet federal IT security mandates (FISMA, FedRamp), provide 99% availability, support multiple user roles and permissions, enable asset sharing across platforms, and offer advanced search, analytics, and reporting capabilities. The RFI suggests this is a pre-solicitation stage for procuring a comprehensive digital asset management platform for the Peace Corps.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| Draft DAM PWS 3-24-2025.docx | DOCX document | |
| RFI DAM 3.24.25.docx | DOCX document |
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Req
| PEACE CORPS EA/C Digital Asset Management Requirements | |||||
| Related Task | Requirement | Out of Box (included in proposal) | Available (additional cost) | Custom Build (additional cost) | Comments |
| Task 1 | SAAS/HUB | ||||
| Software Integration | |||||
| The Contractor shall provide a brand asset management/DAM system in the form of a Software as a Service (SaaS), and manage the service in an externally-hosted, cloud-based environment. | |||||
| The brand asset management system/platform shall be built upon a standard, commercially available, software technolog package. | |||||
| The system shall have the ability for Single Sign-on for Peace Corps staff. Peace Corps uses ADFS/SAML. | |||||
| The system shall have the ability to pass user information such as Name, Office, Title, Email Address, and Phone Number. | |||||
| The system shall have the ability to provide forms for sign-on for internal users, which adhere to passwords and protections. | |||||
| The system shall have the ability to provide forms for sign-on for external users, which adhere to passwords and protections. The system shall allow for the posibility of self-registration wtih an access/invitation code, by email domain or access request. | |||||
| The system shall have the ability to allow for external users to access without registering/signing on. | |||||
| The system shall provide an intuitive online/web-based user interface to manage administrative user accounts. | |||||
| The system shall provide an intuitive online/web-based user interface to manage all user accounts. | |||||
| Ability to share assets with Peace Corps Microsoft Dynamics CRM on premise instance (may move to 365) for seamless asset movement from the system to the CRM based marketing automation managed solution ClickDimensions. | |||||
| Ability to print to the Government Printing Office’s FedEx site (allows staff to send approved files directly from the system to FedEx and pick up the print assets locally. | |||||
| the system makes an API available for integrations with external applications, including the Peace Corps website. Data returned by the API endpoint be structured as JSON or XML | |||||
| The system shall allow customized user interfaces. | |||||
| The system shall allow user-configured preferences. | |||||
| The systems shall allow for the creation of customized process workflows based upon user type and task. | |||||
| The system shall provide both field and record level validation to control how data can be entered. | |||||
| The system shall allow for Agency-specific nomenclature and data fields. | |||||
| The system shall allow for integration with Adobe Creative Cloud to upload content and manage editing persmission based on asset layers | |||||
| Performance & Level of Service | |||||
| The system shall provide 99% availability, outside of planned outages, upgrades, and patching | |||||
| The system shall provide standard upgrades and patching to remain on current versions of the contractor’s software | |||||
| The system shall provide PC branded notification of patching, upgrades, and other planned outages at least one week in advance to all users. | |||||
| Ability to coordinate with COR on planned outages, to ensure dates do not coincide with essential work activities. | |||||
| The system shall be capable of handling of concurrent users without degrading performance (includes domestic and international users). | |||||
| The system shall maintain the flexibility to accommodate low bandwidth connections as well as support high speed connections. | |||||
| The Contractor shall provide an account manager and respond to tickets/requests for assistance; 24 standard; 1 hour system outages | |||||
| Hosting & Compliance | |||||
| The Contractor shall adhere to IT security and infrastructure for online platforms; meet federal IT security mandates (to include FISMA and FedRamp controls) | |||||
| The Contract shall provide evidence of compliance with a minimum low impact security baseline in accordance with FIPS 200. | |||||
| The system shall adhere to Section 508 accessibility standards. | |||||
| The hosting infrastructure shall provide virus and malware scanning, application and network protection services. | |||||
| The system shall prevent unauthorized users from accessing the application, with the exception of the registration screen. | |||||
| The system must comply with industry standard SaaS development principles, maintaining Peace Corps data in a secure, standardized format. | |||||
| Task 2 SET-UP MIGRATION | |||||
| Set-Up Migration | |||||
| The Contractor shall receive the transfer of all assets (in use and defunct), —templates (active and inactive) and upload the files for use in the new system. The system shall also allow for the transfer of the metadata along with said assets. The estimated size of files to be transfered is about 110GB (around 13,000 files). The contractor shall make the migrated assets available for use immediately after the system setup and as needed. | |||||
| The Contactor shall provide a system built-in workflow that allows for asset creation, comments, revisions, and approvals, | |||||
| The Contractor shall make the workflow (normal users assigned to select document/regional approver users) | |||||
| The Contractor shall receive the transfer of all assets (including templates) and upload to new system. | |||||
| The system shall provide the ability to design and/or customize files or templates within the software. This includes dynamic, editable templates from InDesign files crated by Peace Corps, with the ability for locked-down content while other elements are editable, as well as dynamically pulled data and resize assets as desired. | |||||
| Support updating link of published assets on Peace Corps website | |||||
| Support or execution of transitioning and launch of existing media libraries. | |||||
| Support or execution of transitioning and launch of existing portals. | |||||
| A | User & Permissions | ||||
| The system should support up to a minimum of 2000 users and 15 admins and power users with extended capabilities, each with unique logins and passwords. | |||||
| The system should support the ability for the public to access without registering as users with logins/passwords. | |||||
| The Contractor shall provide direction on how to user groups/roles and their associated permissions | |||||
| The Administrator (oversight) role must have access to all system modules to create, update and delete permissions system wide. | |||||
| The Administrator role must maintain, edit and update the hierarchical organizational structure within the system and associate the hierarchy to users. | |||||
| The system allows ability to set the permissions based on audience (groups, user role, specified users), manage metadata tagging, and add/remove assets/materials as needed. | |||||
| The Administrator role must manage, and set role (many to one) permissions (by field) on user accounts. | |||||
| The Administrator role must have the ability to manage the status of user profiles. (activate/ inactive/ deactivate) | |||||
| The system must provide for multiple, robust user roles with varying creation and access privileges. | |||||
| The system must allow for multiple roles/permission sequences to be associated with a single user. | |||||
| The system shall allow the agency to provide rights and responsibilities, terms and conditions to all users based on user type | |||||
| The system shall provide user activity allowing understanding of activity related to assets. | |||||
| B | Asset Storage | ||||
| The system shall provide a minimum of 1TB of secure storage | |||||
| shall provide the ability for incremental storage when needed. | |||||
| system shall allow end-users to upload images with limitations on viewership by other users | |||||
| The Contractor shall back-up the content and shall propose frequency of back-ups, no less than weekly | |||||
| C | Digital Asset Management | ||||
| The system shall share and download content created by the contractor, advertising agencies, and Peace Corps staff. | |||||
| The contractor shall provide digital asset management services that include template composition with Adobe software. | |||||
| The system shall support the Peace Corps’ metadata and tags for assets and templates. | |||||
| The contractor shall review metadata and tagging structure and make any recommendations, or share any best practices. | |||||
| The system shall provide a front-end web portal with branding/customization as well as branded and customized landing page(s). | |||||
| The system shall optionally accept auto-generated tags and add metadata automatically on import (timestamps, geotagging, and similar tags related to the photos or other multimedia. | |||||
| The system shall provide the ability to turn off default or auto-generated tags as well (i.e., geo-locations). | |||||
| The system shall provide users with the ability to easily move or post assets to social tools. | |||||
| The system shall support basic and advanced search features. | |||||
| The system shall provide basic search with keyword or customized fields. | |||||
| The system shall provide advanced search that allows users to search across ALL data fields (system and custom). Data fields will be available to the user to add or remove from their search, via a filter mechanism. | |||||
| The system shall allow for internal, external registered with username/password and external (public no-registration) users to upload content. This content will require workflow approval for publication. | |||||
| The system shall allow for assets like images, videos, presentations, documents, and templates. | |||||
| The system shall allow to group assets in media libraries. The system shall be able to share media libraries with internal users behind a secure portal, external registered, and/or public without the need of username and password. | |||||
| D | End-User Experience | ||||
| The system shall optionally auto-detect languages for tagging and translations. | |||||
| The system shall optionally support multiple languages and/or the ability to translate assets and customizable templates. | |||||
| The system shall allow users to crop assets. | |||||
| The system shall allow for dynamic resizing based on media specifications. | |||||
| The system shall allow the ability to automatically update a primary file (for example a photo) that is linked to other galleries or templates. | |||||
| The system shall support Peace Corps brand-approved font template customization (e.g. color, size, bold/italicize, etc | |||||
| The system shall optionally allow users to share documents (drafts and final) with other system users. | |||||
| The system shall allow users to compress large files for sharing outside of the system. | |||||
| The system shall allow users to convert asset file types and customizable templates (such as converting a .jpg to a web-ready file or converting a full-color file to a grey-scale file). | |||||
| The system shall include the ability to create multiple folders/categories in the system for a customized interface specific for users. | |||||
| The system shall allow users to use a lightbox function (or similar functionality) for the ability to share assets and completed template files with stakeholders that do not have access to the system. | |||||
| The system shall optionally allow end users to upload via mobile and browser assets (e.g., photo) —versus downloading an additional software package. | |||||
| The system shall optionally allow end users to preview assets online before they are uploaded via mobile and browser assets (e.g., photos) —versus having to download to view it. | |||||
| The system shall have the ability to package and deliver final approved files to outsourced vendors in a variety of formats but not limited to .jpg, .pdf, .ppt, .eps, .png, .mov, .wmv, .zip, etc. for final production. | |||||
| The system shall allow the ability to tag folders/categories in a search and functions. | |||||
| The system shall be mobile ready and responsive, capable of being accessed via smartphones and tablets utilizing Apple iOS, Google Android, and Windows Mobile operating systems. | |||||
| E | Analytics/Reporting | ||||
| The system shall provide on-demand web-based dashboards (graphical). | |||||
| The system shall support downloadable/exported reports | |||||
| The system shall allow reports viewed in the browser to be printed without exporting. | |||||
| The system shall provide standard out of the box reporting capabilities with the ability to modify based on needs. | |||||
| The system shall allow admins to customize reporting by usage, user, asset, template, or ROI. | |||||
| F | Project Management of Brand Assets | ||||
| The system shall permit routing and workflow of working/in-progress design projects, templates, and assets | |||||
| The system shall permit collaboration and commenting for project management of templates on the platform between users and admins | |||||
| The system shall permit collaboration and commenting for project management of templates on the platform between users | |||||
| The system shall support file management of final design projects, templates, and assets | |||||
| The system shall provide a customizable and automated workflow. | |||||
| The system shall provide a digital project request and/or creative brief component, along with a related calendar and checklist from beginning to end. | |||||
| Task 3 | TRAINING & SUPPORT SERVICES | ||||
| The Contractor shall provide niche training for admins, graphic-design teams, and end-users in-person or virtually, along with customized and proprietary training materials for the system | |||||
| The Contractor shall provide training materials in a format acceptable to the Peace Corps that can be referred to after implementation | |||||
| The Contractor shall provide support services on technical/troubleshooting issues for all users during normal business hours, 8a – 5p ET/EST, Monday through Friday. (Please note: for international users, the Contractor shall have a system for capturing problems and trouble-shooting.) | |||||
| The Contractor shall provide customer success support to the COR and technical point of contacts on a scheduled basis | |||||
| The system shall host customizable FAQs and/or a help guide based on permissions and/or user types | |||||
| The Contractor shall provide periodic updates to the COR as set forth in the contract. | |||||
| Task 4 | EXIT-BPA END | ||||
| The Contractor shall provide an exit plan that outlines the steps and timing to end system use. | |||||
| The Contractor shall provide instruction and assistance with the exporting of assets to the Peace Corps that maintains the integrity of the system and asset usage (e.g., tagging, formatting, templates). | |||||
| Task 5 | (ON-GOING)/SCALABILITY | ||||
| Regular updates of the software. | |||||
| Additional administrators and/or users including in international locations. | |||||
| Increase storage as needed beyond the initial level. | |||||
| Optional languages translations incorporated into the system. | |||||
| Ability to host the Peace Corps photo and video libraries currently housed on platforms such as, Canto, Zenfolio and YouTube. | |||||
| Integrate other modules that work in tandem with the system to make it more robust. | |||||
| The system shall archive audit records to digital media, cloud-based storage or other off-site storage media, as designated by Peace Corps staff. Records archiving shall occur daily. |
Sheet1
File details come from the government source that posted it. Updated .