RFP 26-005-SH Digital Asset Management.pdf

Request for Proposal

No. 26-005-SH

DIGITAL ASSET MANAGEMENT SYSTEM

RFP Release Date: Wednesday, July 30, 2025

Proposal Due Date: Thursday, September 4, 2025 2:00 PM EDT Prepared By:

Sandra Harrold-Foster, Buyer Purchasing & Auxiliary Service Department 2900 Featherstone Rd., Auburn Hills, MI 48326-2845 Phone: 248-341-2083 Fax: (248) 341-2085 Email: smharrol@oaklandcc.edu mailto:smharrol@oaklandcc.edu

2900 Featherstone Rd.

Purchasing & Auxiliary Services Department Auburn Hills, MI 48326-2845 RFP No. 26-005-SH – Digital Asset Management System Phone: 248-341-2083 RFP Due Date: Thursday, September 4, 2025 2:00 PM EDT Fax: 248 341-2085

1.0 Proposal Invitation

Oakland Community College (“College” and/or “OCC”) seeks proposals from qualified Suppliers of a Digital Asset Management System. The major goal of the project is to upgrade our current system of storing and sharing photos and videos from a variety of sources, and to implement contemporary technology and methods, including AI (artificial intelligence). The selected supplier(s) will be able to provide all service/specifications outlined in the RFP.

The proposal must be comprehensive by including all services, products and costs necessary to meet the business / technical requirements of the College as outlined in this RFP. In addition, the proposal must specify a detailed approach/methodology, supplier and College staffing (if any) requirements, and any other expectations to complete the proposed work. The College would like to start system implementation by November 2025.

The College intends to enter into a three (3) year contract effective November 1, 2025 through October 31, 2028, with the option to extend for two (2) additional 12-month periods.

The College prefers to maintain one (1) contact throughout the proposal process. Please appoint one (1) representative of your company with the responsibility for communicating with the College on all matters relative to this request for proposal. During this proposal process, all communications must be channeled through the Purchasing Services Department to ensure proper documentation and dissemination of information. Do not contact the department(s) directly.

Award of a contract will be based on the best overall proposal. Criteria for award of a contract include, but are not limited to, the proposal that includes the specifications contained herein, previous customer references, portfolio samples, and the recommendations put forth by the Supplier. The College reserves the right to request follow-up information such as questions, demos and site visits prior to awarding the contract.

Supplier will be evaluated on the following criteria:

CRITERIA WEIGHT

Proposed Solution Meets Scope and Specifications, Ease of Use, Support, Asset Integration

25 Points

Company Information 10 Points

Implementation Schedule and Timeline 15 Points

Training and Product Support 15 Points

Higher Education References 10 Points

Cost Proposal 25 Points

Total 100 Points

The College reserves the right to waive any irregularities; accept the whole, part of, or reject any or all proposals; and to select the Supplier which, in the sole opinion of the College, best meets the College's needs. The College also reserves the right to negotiate with potential Supplier(s) so that its best interests are served.

As a public institution, the College is subject to the terms and conditions of the Freedom of Information Act (FOIA). Supplier shall assume that FOIA SHALL APPLY TO ALL RESPONSES AND CORRESPONDENCE SENT TO THE PURCHASING DEPARTMENT. Proposals and pricing may be subject to review after issuance of a final purchase order by the College. Any responses, materials, correspondence, or documents provided to the College are subject to the State of Michigan Freedom of Information Act and may be released to third parties in compliance with that Act.

The College cannot be responsible for any expenses incurred in the preparation of any proposal or presentation, nor does OCC assume any contractual obligations by issuing this request for proposal.

2.0 Planned RFP Schedule

RFP Issued – Wednesday, July 30, 2025

Voluntary Pre-Bid Q&A Meeting – Wednesday, August 6, 2025 11:30 AM EDT Topic: RFP 26-005-SH Voluntary Pre-Bid Meeting Time: Aug 6, 2025 11:30 AM Eastern Time (US and Canada) Join from PC, Mac, iOS or Android: https://oaklandcc.zoom.us/j/86098093432 Or join by phone:

+1 309 205 3325 or +1 312 626 6799 (US Toll) Meeting ID: 860 9809 3432

Submission of Written Questions from Suppliers – Tuesday, August 12, 2025 2:00 PM EDT

Written Questions Answered by the College – Tuesday, August 19, 2025 4:00 PM EDT

RFP Due Date – Thursday, September 4, 2025 2:00 PM EDT

Supplier Presentations (If Required) – Monday, September 22, 2025 and/or Thursday, September 25, 2025

Awarding of Contract – End of October 2025

3.0 Background of the College and Project

Oakland Community College was established in 1964. The College’s current student enrollment is approximately 13,500 students for the fall semester, and is one of the largest institutions of its type in Michigan. OCC offers degrees and certificates in approximately 100 career fields and university transfer degrees in business, science and liberal arts.

Oakland Community College is located in Oakland County, Michigan and has five campuses:

Auburn Hills Campus, 2900 Featherstone Rd., Auburn Hills, MI 48326-2845 Highland Lakes Campus, 7350 Cooley Lake Rd., Waterford, MI 48327-4187 Orchard Ridge Campus, 27055 Orchard Lake Rd., Farmington Hills, MI 48334-4579 Royal Oak Campus 739 S. Washington Ave., Royal Oak, MI 48067-38988 Southfield Campus, 22322 Rutland Dr., Southfield, MI 48075-4793

The college’s Marketing, Admissions & Communications Department is focused on generating awareness of OCC to acquire new students, retain current students and turn them into brand ambassadors. One way this is done is by sharing the stories of real students and how education is changing their lives via media; photos and videos, newsletters and websites, requiring a robust system that will store these digital assets and allow cataloging and tagging for easy retrieval.

The Marketing, Admissions & Communications team strives to show prospective students and current students, job seekers and employees, business leaders and the community-at-large, why OCC is the college of choice, the employer of choice, and the partner of choice.

4.0 Project Scope / Objective

The College seeks a cloud-based Digital Asset Management System to completely manage all digital assets, ensure total security of the assets, maintain brand consistency and develop automatic tagging features with AI. The proposed system must demonstrate how it will improve efficiency. Currently, the department uses Flickr for photos. However, Flickr does not allow for videos or phone photo uploads, nor sharing capabilities.

The Digital Asset Management System must be a fully tested solution and proven to be reliable.

The supplier of the system must be customer-focused and demonstrates such by serving the needs of their clients, having documented functional and technical support, and having existing client relationships. It is expected that the supplier will provide on-going maintenance of the system, software updates, system and user documentation, and web access to product information. The preferred supplier will provide a dedicated account manager.

The preferred supplier will:

o Be an established company with documented implementation and support procedures, documented training, and dependable post-implementation support.

o Be able to display a proven track record of customer-focused success and security by offering:

• an opportunity to preview and work in a test environment prior to bid award for a minimum of three (3) weeks,

• single sign-on access,

• detailed training options for multiple assigned users. Training can be live or pre-recorded. Live is preferred.

o Have an existing higher education client base that includes clients of comparable size and complexity of OCC.

5.0 Project Specifications / Requirements

The Suppler shall highlight the solution’s functions in the following areas:

• Photo & Video Storage and Sharing

• Photo & Video editing

• Tagging - Automated and Manual

• AI Capabilities – Visual Search and Facial recognition

• Offers Hot & Cold Storage

• Public & Private viewing capabilities

• Ability to seamlessly download

• External Photographers vendors to upload photos and videos

• Ability to organize folders and albums

• Customizable Filters

• Collaborative Workspaces

• Asset Expiration Dates

• User and access permissions

• Asset Utilization and Performance Metrics

• Integrates with Adobe Suite

Proposed Solution / Functional Capabilities Describe in detail the core features of the proposed system, how the system functions and how it addresses the list of capabilities in this section. Include a breakdown and description on any additional add on items, for example, data migration and any costs associated.

Company Information, Experience and Qualifications Describe the supplier’s history and current status, including primary contact person with contact information, number of employees, and current clients who utilize the system. Address experiences with various projects of similar type and scope (preferable higher education) and their documented process improvements and efficiencies.

Training and Support Services Provide a detailed description of training and support services offered. Include any support options and/or parameters, the hours of your support team and emergency/non-emergency response times. Address the content of the training, how training is conducted, and any costs associated. The college prefers live training that is recorded for future use.

Implementation Schedule Provide a detailed recommended implementation plan that includes how the system will be installed and utilized (with migration included, and also with the College conducting migration), with all technical requirements needed. Include the steps in understanding the College’s needs, and how the system will be configured to meet those needs and perform at its best. The preferred supplier will also provide a timeline from the start of implementation to the ‘go-live’ date with task lists and a sample project plan.

6.0 Pricing

Supplier shall complete Attachment A - Pricing Spreadsheet. Provide, in narrative form, an explanation of the comprehensive cost proposal for this project as well as any assumptions being made. Include the costs for any other services/accessories that are considered optional additions. Include the cost for supplier migration, and if the College conducts migration. Pricing should be for the initial three (3) year term, and the pricing for the optional two (2) one-year terms, with FOB Oakland Community College.

7.0 RFP Submittal Requirements

The following requirements must be met when responding to this RFP:

A. A comprehensive solution to achieve the project specifications listed above.

B. Supplier Company Information

1. Background - Brief history and background of your company as well as the length of time you have supplied services requested in this RFP. Describe the product(s) and service(s) being offered for this solution.

2. Industry Recognition - What industry recognition has your company received?

3. Customers- Who are your key customers? Do you specialize in a certain vertical?

C. Implementation Schedule and Timeline - Please provide a detailed implementation plan and timeline per Section 5.0 Implementation Schedule.

D. Training and Support - Please provide a detailed description of training and support services offered per Section 5.0 Training and Support Services.

E. References - The Supplier must provide 3-5 current customer references. References should reflect organizations that have similar requirements and business goals, scope of work and contract value. In addition, we would prefer at least three references from the higher education sector.

F. Proof of Insurance – Supplier shall provide a sample certificate to the College in their proposal. No changes are permitted in the insurance coverage unless agreed to in writing by the College. Awarded supplier will need to provide insurance as outlined in the Sample MOA, noting the College as a certificate holder.

G. A statement acknowledging the supplier’s understanding of the scope of this RFP (Signature Page).

H. The supplier must provide a comprehensive price proposal that outlines costs of products or services, rates by individual, travel expenses and any other costs incurred, as well as all assumptions. Include license fees, maintenance fees, all hardware, software, and training costs required to meet the primary objectives as stated in this RFP. Refer to section 6.0 Pricing.

Oakland Community College holds a tax-exempt status and shall not be charged any Federal or State taxes where allowed. Tax-exempt documentation shall be presented when required.

After the evaluation, the College may choose to invite a subset of responders to participate in online demonstrations to clarify information presented in the written RFP responses. These demonstrations will be of no cost to the College.

8.0 Submission Directions

A. Submission – OCC will receive online proposals on or before Thursday, September 4, 2025 @ 2:00 PM EDT. Late proposals will NOT be accepted. Proposals shall follow the format outlined in this document.

Online Response ONLY: It is the supplier's/respondent’s responsibility that the responses are entered/uploaded into the Bidnet/MITN system ‐ www.bidnetdirect.com//oaklandcommunitycollege prior to the due date and time specified. Supplier shall submit Attachment A - Pricing Spreadsheet as a separate excel file when uploading files.

Allow sufficient time to go through the uploading process. For assistance on how to upload, contact MITN directly at (800) 835-4603. The Bidnet/MITN system will not allow for late submittals and a submittal must be completed before the due date and time.

This responsibility rests entirely with the Respondent, regardless of delays resulting from the uploading process.

B. Questions

Discrepancies in, omissions from, or any uncertainties regarding the specifications, along with any questions shall be submitted online at www.bidnetdirect.com//oaklandcommunitycollege.

The deadline to submit questions is Tuesday, August 12, 2025 by 2:00 PM EDT. All questions received by the deadline date will responded to by Tuesday, August 19, 2025 by 4:00 PM EDT. Questions received after the deadline may not be responded to.

Suppliers are not always notified when answers are posted. Please review Bidnet’s Communications tab after the response date and time.

9.0 Exceptions to the College’s Terms and Conditions

While it is OCC’s preference that the supplier sign the College’s standard contract template (Attachment B – OCC Sample Agreement) “as is” and in fact, the College may consider extensive changes to the agreement as a reason to exclude a supplier from further consideration; supplier may take select exception to terms and conditions. The supplier must clearly set forth each exception in its proposal, referencing the affected RFP or Agreement section, paragraph and page. The supplier must set forth the reason(s) for the exception and indicate what (if any) https://urldefense.proofpoint.com/v2/url?u=http-3A__www.bidnetdirect.com_oaklandcommunitycollege&d=DwMFog&c=una-pXNGImYYzRFBqkF0Hz9PeRCFg3resbd87RWzT8U&r=iHJG0Hm9KBs1XA5pupNaO8plq7yqAH0SLMPnw3z-M0A&m=ZrZqGO6VZgvBijo10x3LU18OSmZoVbqa2KSOp90mR9FoEYHDb3MFcGW2pX4IggOr&s=JRWlu8XpHY67mBixinzLCFaF5QUqqI3iq5rCcYNYjm0&e= http://www.bidnetdirect.com/oaklandcommunitycollege alternative is being offered by the supplier. OCC will determine (at its sole discretion) the acceptability of any proposed exception(s).

This RFP and any subsequently offered contracts will be governed by the laws of the State of Michigan. Any and all applicable valid executive orders, Federal, State or local laws, ordinances or rules or regulations shall apply to any contract if and when offered and are deemed incorporated herein.

10.0 Proposal Submission Format

The following table is a summary of the required proposal submission format for this RFP.

Please structure your proposal submission per the content and sequence below. Where noted under “Template for Submission”, utilize the attachments provided with this RFP for inputting your responses.

Proposal Section

Section Title Template for Submission

Intro Title Page

Open-Ended Responses

(see proposal sections for overview of content required)

Table of Contents

1.0 Proposed Solution - Ability to meet Project

Scope and General Specifications

2.0 Supplier Company Information

3.0 Implementation Schedule and Timeline

4.0 Training and Product Support

5.0 References

6.0 Insurance

7.0 Exception to College terms and conditions

8.0 Signature Page

9.0 Cost Proposal

Attachment A - Pricing Spreadsheet (Submit as a separate file)

SIGNATURE PAGE

This page must be signed and submitted with the proposal to ensure a valid response. PROPOSALS

SUBMITTED WITHOUT THIS SIGNATURE PAGE CAN BE RENDERED INVALID.

By virtue of submittal of a proposal, Supplier acknowledges:

• That all of the requirements of this RFP have been read and understood.

• That Supplier is presently not debarred, suspended, proposed for debarment, declared ineligible, nor voluntarily excluded from covered transactions by any State or Federal department or agency.

• Any responses, materials, correspondence, or documents provided to OCC are subject to the State of Michigan Freedom of Information Act and may be released to third parties in compliance with the Act.

• Is NOT an Iran linked business as defined in MCL 129.312

• By signing below the Supplier warrants that the information submitted is complete and factual.

• The individual signing below has authority to enter into this on behalf of Supplier.

• Proposal shall remain valid for a minimum of one-hundred twenty (120) days.

Company Name

Signature

Date

Printed Name

Title Address

City, State, Zip

Email Phone

EIN D & B No.