Digital Asset Management System

The Alabama Space Science Exhibit Commission, operating as the U.S. Space & Rocket Center, is seeking proposals for a comprehensive Digital Asset Management (DAM) System to manage and categorize their extensive media library located in Madison County, Alabama. The procurement focuses on acquiring a cloud-based solution capable of handling approximately 150 TB of video footage and 20-30 TB of still and graphic files, with key functional requirements including advanced search capabilities, multi-user access, consistent file naming conventions, secure backup protocols, and enhanced workflow processes. The system must support multiple departmental needs, including marketing, archives, social media, and museum exhibits, with the ability to enable external users like freelance creative talent, advertisers, and researchers to view and download assets. Vendors are required to provide AI-driven metadata extraction, role-based permissions, and seamless integration with existing systems. Proposals are due by October 1, 2025, at 5:00 PM CST, with an initial qualification selection committee meeting scheduled for October 3, 2025. The procurement timeline includes top candidate selection on October 10th, potential in-person interviews during the week of October 20th, and final candidate selection no later than October 27th, 2025.

The solicitation does not specify explicit set-aside designations or restrictions for disadvantaged enterprises. Vendors must submit a comprehensive qualification packet including an Alabama Vendor Disclosure Statement, DHS E-Verify Document, W-9 or W-8BEN tax form, and a valid business license. Submissions can be made electronically or via trackable delivery to the procurement department at One Tranquility Base in Huntsville. While specific budget ranges are not explicitly stated, the project involves implementing a scalable solution supporting 10-15 users with potential for future growth. Evaluation criteria will include functional and technical alignment, vendor experience, support and training quality, scalability, performance, cost-effectiveness, user experience, security compliance, and the vendor's understanding of the organization's diverse departmental needs. The resulting contract will be structured as a Master Service Agreement and Purchase Order, with Sam Mitchell, Director of Procurement, serving as the primary contact for this procurement opportunity.