Digital Asset Management System

The State of Utah Division of Purchasing, conducting on behalf of the Utah Division of Archives and Records Service, is requesting proposals for a Digital Asset Management System with proposals due July 30, 2026. This is a single-award procurement with a five-year contract term running through 2031.

The system must be cloud-based with secure, scalable storage capable of managing government records in multiple formats including TIFF, JPEG2000, PDF, PDF/A, PNG, video (MOV, AVI, MPEG4), and audio (WAV, AIFF, FLAC). Integration requirements include Google Drive, AWS S3 Glacier storage, and the APPX/AXAEM collections management system. The solution must support remote accessibility, search and discovery, collaborative tools, version control, and automated workflows.

Security and compliance are gatekeeping requirements. All code and data must be housed within the United States. The system must comply with GDPR, HIPAA, and PII protection standards; support SAML 2.0 Single Sign-On and SSL; provide encryption in transit and at rest; and achieve GovRAMP Moderate authorization or equivalent FedRAMP certification. Vendors not currently certified must enroll in the GovRAMP progressing snapshot program, achieve verified core status within 12 months, and attain Moderate Authorized status within 24 months of contract execution. Contractors must maintain cyber security insurance with coverage of $2,000,000 to $10,000,000, complete federal criminal background checks for personnel accessing state data, and implement NIST 800-53 controls. Data destruction must occur within 60–90 days of contract termination. Vendors are prohibited from using state data to train artificial intelligence or generative AI models without explicit written authorization.

The evaluation spans four sequential phases: Phase 1 (Mandatory Minimum Requirements pass-through); Phase 2 (Criteria Evaluation, 750 points, minimum 525 points to advance); Phase 3 (Demonstration, 200 points, minimum 130 points to advance); Phase 4 (Cost Evaluation, 175 points, using the formula Cost Points × (Lowest Proposed Price / Proposed Price)). Total available points: 1,125. Technical criteria include Asset Management, Usability, Privacy and Security, Metadata Management, and Reporting and References, each weighted at 20 percent.

Cost proposals must itemize startup costs, annual costs, additional fees, training costs, and travel charges. Implementation and integration into regular workflow is scheduled for January–June 2027 with setup, installation, and training in Q1/Q2 FY27. All respondents must be prepared to provide product demonstrations in person or via videoconference. Responses must be submitted through the U3P electronic system. Vendors may claim business confidentiality for proprietary information by submitting both redacted and non-redacted versions.