RFP: PROVIDE A CLOUD BASED DIGITAL

The South Carolina Department of Natural Resources (SCDNR) is seeking a cloud-based Digital Asset Management (DAM) system through a Request for Proposal (RFP) for Richland County. The procurement aims to replace the current Canto DAM system with a Software-as-a-Service (SaaS) solution that can manage approximately 7,000 images and provide a minimum of 5 terabytes of scalable storage. Key deliverables include a commercially available off-the-shelf (COTS) system with implementation, training, and ongoing software maintenance capabilities, capable of storing JPEG photos, PNG graphics, and potential future MP4 video files. The system must integrate with Drupal CMS, social media platforms, and Adobe Creative Cloud, offering robust search functionality, metadata management, versioning controls, and comprehensive security protocols. Evaluation criteria will prioritize the technical proposal, system customization and usability, vendor qualifications, system demonstration, and cost proposal. Critical dates include a January 9, 2025 deadline for questions, proposal submission by February 18, 2025 at 10:00 am, and an anticipated award posting on February 28, 2025. The initial contract term is one year with four potential one-year renewals, establishing a maximum contract period of five years.

No specific set-aside designations or restrictions for disadvantaged enterprises were explicitly mentioned in the documentation. The incumbent system is Canto DAM, which currently supports approximately 10 authorized users and contains roughly 3TB of initial storage. The new system must accommodate two system administrators and up to 25 users, with pricing to be itemized by year and including costs for customization, training, user licenses, storage, and annual hosting fees. While no precise budget range was specified, vendors must provide detailed cost proposals broken down by implementation expenses, training, storage, and annual fees for years 1-5. The system must maintain SOC 2 Type 2 or equivalent compliance and provide comprehensive backup and recovery capabilities. Vendors will be required to submit both technical and cost proposals separately, with three work references from similar projects preferred, particularly from conservation-based organizations. The contract will commence either on February 28, 2025 (for a new vendor) or June 3, 2025 (if awarded to the incumbent).