RFP_250151_SOW_idedits.docx

RFP 250151

EXHIBIT A

SCOPE OF WORK

DIGITAL ASSET MANAGEMENT SYSTEM FOR THE LOSSAN AGENCY’S MARKETING PROGRAM FOR THE PACIFIC SURFLINER

I. INTRODUCTION

Contractor’s essential roles, responsibilities, functions, activities, and deliverables necessary for the successful provision of a digital asset management (DAM) system for the Los Angeles – San Diego – San Luis Obispo (LOSSAN) Rail Corridor Agency’s (Agency) marketing program for the Pacific Surfliner are expressed in this scope of work.

II. BACKGROUND

The 351-mile LOSSAN rail corridor travels through a six-county coastal region in Southern California and is the second busiest intercity passenger rail corridor in the United States. The LOSSAN Agency manages the Amtrak Pacific Surfliner service. There are currently twenty daily Pacific Surfliner trains between Los Angeles and San Diego, with ten trains extending to Santa Barbara and Goleta, and four trains extending to San Luis Obispo. The Pacific Surfliner serves twenty-nine stations between San Diego and San Luis Obispo counties.

The LOSSAN Agency’s marketing program promotes the Pacific Surfliner as a viable transportation option for travelers to destinations along the LOSSAN rail corridor and beyond. In addition to rail service, dedicated Amtrak Thruway bus connections supplement the train by providing transportation to and from San Luis Obispo for rail passengers making connections to trains in Santa Barbara. Thruway buses also provide connections between northern and southern California, as well as between Orange County and the Coachella Valley.

As the marketing program grows year over year, so do the assets that are produced. More photos and videos are created to provide engaging and informative communications and to build the Pacific Surfliner brand. In order to store, archive, and organize the ever-growing collection of digital assets for the Pacific Surfliner, a DAM service is necessary. Unlike simple cloud storage solutions, DAM systems are built specifically for managing these digital assets in a way that enhances accessibility, collaboration, and organization. Comment by Iris Deneau: Has the PM shared this SOW with IS for review?

Contractor shall provide a comprehensive DAM system designed to store, organize, manage, and distribute digital assets such as images, videos, documents, audio files, design files, and other multimedia files. The DAM system must cater to the needs of an organization which leverages the services of other third-party consultants to support its marketing department. The DAM system should also ensure accessibility, scalability, and compliance with security and data management standards. Comment by Iris Deneau: Add page numbers

III. GOALS

The main goals of the LOSSAN Agency’s marketing department for a DAM system include:

· Controlled, secure, and easily searchable digital asset storage

· Online location is accessible anywhere

· Archiving of various quality level (low/medium/high resolution) assets

· Providing various levels of access for different users

· The capability for group and share images Comment by Michael Cardozo: I can tell the PM to write the SOW based on tasks so like Task 1 DAM system with requirements and Task 2 with implementations Comment by Iris Deneau: Is that how we did it last time? Or do we just pay one fee for the entire system? Comment by Michael Cardozo: This was done as an RFQ with two items in the past, one was the DAM and the other the implementation fee. The SOW was written the same way as this was one.

IV. SYSTEM REQUIREMENTS

The Contractor shall provide a DAM system to the LOSSAN Agency which satisfies the following minimum requirements:

1) Migration of All Assets from the LOSSAN Agency’s Existing DAM System – If necessary, Contractor shall migrate all digital assets from the LOSSAN Agency’s existing DAM system onto its DAM system. The LOSSAN Agency currently uses MediaSilo as its DAM system, which is provided by EditShare, Inc. Contractor shall migrate over all digital assets from MediaSilo to its DAM system, with a minimum seven (7)-day period for the LOSSAN Agency and its third-party consultants to test the functionality of the system with migrated files, prior to January 31, 2026, which is the date of expiration for the LOSSAN Agency’s current license with EditShare, Inc., for MediaSilo. Contractor shall retain all existing attributes associated with these digital assets, including, but not limited to, metadata, tagging, version control, and usage rights. Migration shall be tested with a small set of assets prior to moving the LOSSAN Agency’s entire library over to the Contractor’s DAM system. The system shall include a test environment accessible to the LOSSAN Agency for training and experimenting with workflows or metadata.

2) Metadata and Tagging Capabilities - The DAM system provided by the Contractor shall allow users to add metadata to digital assets, such as, but not limited to, descriptions, tags, and usage rights. Types of descriptive metadata which the LOSSAN Agency must have the capability to work with include, but are not limited to, specific location, scenery description, closest city or station, whether the location is north or south of Los Angeles, time of day, interior or exterior, description of actors, description of amenities, whether a locomotive is present and the type of locomotive, event name, and the location of the photographer. The DAM system should also be able to provide users with metadata to understand the technical attributes of an asset, such as, but not limited to, file format, file size, compression details, duration of audio and video files, and color depth or dimensions. The platform shall allow users to easily search and retrieve specific assets based on metadata filters. The LOSSAN Agency requires the DAM system to incorporate artificial intelligence (AI) capabilities for enhanced search capabilities and to generate metadata through intelligent tagging and categorization of assets, reducing manual effort and improving search accuracy. AI-driven features should include the ability to recognize and identify content within digital media files, such as detecting objects, text, or faces in images, and analyzing audio or video files for contextual data. The capability for speech-to-text transcription for video and audio files is required, with the ability to generate closed caption files in common formats such as, but not limited to, SubRip Subtitle (SRT) and Web Video Text Tracks (VTT). These capabilities will ensure more effective asset organization, accelerate retrieval processes, and support the organization’s goal of maintaining a dynamic and user-friendly DAM system. Comment by Michael Cardozo: Prefers? Comment by Michael Cardozo: Since we cannot require AI as all of them do not have it Comment by Iris Deneau: Agree, replace with prefers. Confirm with PM that they are ok with that

3) Access Control and Permissions – The DAM system provided by the Contractor shall allow for the LOSSAN Agency to create and modify user accounts, as well as set access restrictions to limit which users can view, edit, or download specific assets.

4) Collaboration Tools – The DAM system provided by the Contractor shall include a comprehensive set of tools to facilitate team collaboration, such as, but not limited to, the ability to review, comment on, and approve assets, including for groups of users.

5) Rights Management – The DAM system provided by the Contractor shall have the ability to store information about usage rights for each asset, including licensing agreements, to ensure that assets are used appropriately.

6) Version Control – The DAM system provided by the Contractor shall be able to track versions of assets, ensuring that the latest version of an asset is always available and previous versions can be retrieved if needed.

7) Analytics and Reporting Tools – The DAM system provided by the Contractor shall include a comprehensive set of analytics and reporting tools for assessing the performance of digital assets, including audience analytics.

8) Integration Capabilities – The DAM system shall be able to provide an application programming interface (API) for integration with other systems as desired by the LOSSAN Agency.

9) Accessibility – The DAM system provided by the Contractor shall be cloud-based and accessible by users through either a Web browser on a desktop computer or a smartphone application. The system shall feature a user-friendly interface with intuitive navigation, bulk actions for performing operations on multiple assets simultaneously, and drag-and-drop functionality.

10) Data Security – The Contractor shall be able to demonstrate how their DAM system complies with all relevant data security standards.

V. ADDITIONAL REQUIREMENTS

· Ten (10) users and two (2) terabytes (TB) of storage shall be provided.

· Contractor shall provide training to LOSSAN Agency staff, as well as the staff of its third-party consultants, on how to use the system. Contractor shall provide the LOSSAN Agency and its third-party consultants with comprehensive user manuals and reference guides for training new users.

VI. PROJECT MANAGEMENT

The LOSSAN Marketing and Communications Officer will be the key contact for the Contractor and will direct the Contractor’s work efforts. Contractor shall be responsible for implementing the services described in this Scope of Work under the direction of the LOSSAN Marketing and Communications Officer. The LOSSAN Marketing and Communications Officer will form, and be a part of, and internal project team to assist in providing project direction.

The Contractor shall designate a project manager within the firm to be the primary liaison with the LOSSAN Agency for day-to-day activities related to the DAM system.

LIMITATION ON GOVERNMENTAL DECISIONS

Nothing contained in this scope of work permits Consultant’s personnel to authorize or direct any actions, votes, appoint any person, obligate, or commit LOSSAN Agency to any course of action or enter into any contractual agreement on behalf of LOSSAN Agency. In addition, Consultant’s personnel shall not provide information, an opinion, or a recommendation for the purpose of affecting a decision without significant intervening substantive review by LOSSAN Agency personnel, counsel, and management.