Digital Asset Management System Request for Proposal (RFP) Addendum Distributed by: Oakland County Purchasing 2100 Pontiac Lake Road, Bldg. 41W Waterford, MI 48328 November 21, 2013
Table of Contents 1.0 INTRODUCTION... 4 2.0 BACKGROUND INFORMATION... 5 2.1 OAKLAND COUNTY OVERVIEW... 5 2.2 INFORMATION TECHNOLOGY OVERVIEW... 5 2.3 G2G CLOUD SOLUTIONS OVERVIEW... 6 2.4 G2G MARKETPLACE OVERVIEW... 7 2.5 DIGITAL ASSET MANAGEMENT SYSTEM OVERVIEW... 8 2.6 CURRENT SYSTEMS OVERVIEW... 8 3.0 DIGITAL ASSET MANAGEMENT SYSTEM REQUIREMENTS... 10 3.1 GENERAL BUSINESS OBJECTIVES... 10 3.2 FUNCTIONAL AND TECHNICAL REQUIREMENTS... 11 3.3 IMPLEMENTATION SERVICES REQUIREMENTS... 13 3.4 LICENSING AND SYSTEM SUPPORT REQUIREMENTS... 14 4.0 RESPONSE SUBMISSION REQUIREMENTS... 16 4.1 PROPOSAL SUBMISSION DEADLINE... 16 4.2 LATE PROPOSALS, MODIFICATIONS, OR WITHDRAWAL... 16 4.3 PACKAGING... 17 4.4 EXCEPTIONS... 17 4.5 PRICE QUOTATIONS... 17 4.6 RELIANCE ON RFQ CONTENT... 18 4.7 ACCEPTANCE OF RFP CONTENT... 18 4.8 PROPOSALS BINDING... 18 4.9 DULY AUTHORIZED SIGNATURE... 18 4.10 PROPOSAL COSTS... 18 4.11 ECONOMY OF PROPOSALS... 19 4.12 MULTIPLE PROPOSALS... 19 4.13 PRIME CONTRACTOR RESPONSIBILITY... 19 4.14 COMPLETE SERVICES/PRODUCTS... 20 5.0 PRICE PROPOSAL REQUIREMENTS... 21 5.1 PRICE PROPOSAL CONTENT... 21 i
6.0 PROPOSALS... 22 6.1 INTENT TO RESPOND FORM... 22 6.2 REQUESTS FOR CLARIFICATION... 22 6.3 PROPOSAL FORMAT... 23 6.3.1 INTRODUCTION AND EXECUTIVE SUMMARY... 23 6.3.2 EXPERIENCE AND QUALIFICATIONS... 25 6.3.3 RESPONSE TO COMMERCIAL QUESTIONS... 25 6.3.4 RESPONSE TO DAM SOLUTION REQUIREMENTS... 27 6.3.5 PRICE PROPOSAL... 28 6.3.7 SELECTION CRITERIA... 28 6.3.7 ORAL PRESENTATIONS... 30 7.0 TIMETABLE... 31 8.0 PROJECT CONTACT... 32 9.0 OTHER RELATED MATTERS... 33 APPENDIX A: INTENT TO RESPOND FORM... 34 APPENDIX B REQUIREMENTS RESPONSE TABLES... 35 APPENDIX C IMPLEMENTATION SERVICES RESPONSE TABLES... 43 APPENDIX D COST RESPONSE TABLES... 44 ii
1.0 INTRODUCTION The Oakland County Purchasing Department is issuing this Request for Proposal (RFP) to obtain SEALED BID proposal responses for a Digital Asset Management (DAM) system to facilitate storage, organization, administration, distribution, access, and archiving for collections of digital media files. Oakland County is seeking a DAM solution to be used by (1) Oakland County government, and (2) other governments via G2G Cloud Solutions and G2G Marketplace. The objective of this RFP is to provide sufficient information to enable qualified respondents to submit written proposals. This RFP is not a contractual offer or commitment to purchase services. Respondents must be bona fide providers of the products and services requested, using a solution that is working for customers that may be verified and validated by representatives of Oakland County. To respond to this RFP, proposals must conform to the procedures, format, and content requirements outlined in this document. Significant deviations may be grounds for disqualification. Oakland County reserves the right to waive, at its discretion, any irregularity or informality that Oakland County deems correctable or otherwise not warranting rejection of the RFP. 4 of 47
2.0 BACKGROUND INFORMATION The following background information has been provided in support of the Digital Asset Management System RFP. Additional information regarding this RFQ can be found on the Michigan Inter-governmental Trade Network (MITN) website at www.mitn.info. 2.1 Oakland County Overview Oakland County, Michigan is located in southeast Michigan, immediately north of the City of Detroit. The county covers 910 square miles and encompasses 62 cities, villages and townships (CVTs). Located astride the Interstate 75 corridor and at the heart of Automation Alley, Oakland County is a world technology center. Oakland County s population is approximately 1.2 million, encompasses 440,000 parcels of property, and features one of the lowest operating tax rates in the state of Michigan. Oakland County continues to be 1 of the 36 counties in the nation with the coveted AAA bond rating. Additional information can be found on Oakland County s website at www.oakgov.com. 2.2 Information Technology Overview The Department of Information Technology (IT) is a service bureau that provides Information Technology services to 82 County Divisions, more than 100 local governmental units (assessor s office, treasurer s office, law enforcement, prosecutor s office, etc.). IT is responsible for over 150 major applications consisting of more than 8,000 programs. IT provides systems support, maintenance, enhancements, and new development for all major systems applications. The Department of Information Technology employs 150+ staff, is under the administration of the County Executive, and is comprised of the following organizational divisions: Administration Internal Services Application Services CLEMIS & Public Safety Technical Systems & Networking 5 of 47
Overall, Information Technology s customer base spans several different disciplines, including: Health & Human Services Equalization & Treasurer Court Services Finance & Human Resources Public Safety (Police, Fire, EMS) Water Resources Commissioner Clerk/Register of Deeds MSU Extension - Oakland Facilities Management Parks & Recreation Sheriff Prosecutor County Executive Board of Commissioners Cities, Villages, & Townships External Customers Oakland County International Airport Community & Economic Development Additional information about the Oakland County Department of Information Technology can be found on the web at www.oakgov.com/infotech. 2.3 G2G Cloud Solutions Overview Enterprise technology solutions save time and money for government and the people it serves. But many governments, particularly smaller municipalities, lack the means to implement the large scale, advanced technology solutions that could relieve pressures on operational budgets. In addition, some governments have concerns about the long-term costs, privacy and security of private-sector technology solutions. Third-party solutions can meet some government technology needs, but these sometimes also include high-cost barriers to entry and other hidden risks. Oakland County formed G2G Cloud Solutions to support technology sharing among governments via the web. G2G Cloud Solutions is based on the idea that governments can work together to create a sustainable model for digital government by sharing and leveraging technology for mutual benefit. Through G2G Cloud Solutions, participating government agencies benefit from the opportunity to use technology that may not otherwise be within reach. The government-managed technology solutions available through G2G Cloud Solutions support reduced operating costs and increased reliability, security, and privacy protection for government data. G2G Cloud Solutions 6 of 47
enables governments to use enterprise IT applications and services on an asneeded basis, reducing operating costs for participating governments. Oakland County is seeking to make a wide array of solutions available not only to its 62 local municipalities, but also any other government who wishes to use the technology. 2.4 G2G Marketplace Overview The goal of G2G Marketplace is to enable more efficient, cost-effective government operations by sharing Oakland County solutions, as well as those from approved vendors and government partners, with other government agencies. Following the G2G Cloud Solutions model, the G2G Marketplace will provide governments with an easy-to-use, cost-effective way to research, purchase, and provision cloud solutions and other services under pre-negotiated blanket purchase agreements and contracts. The G2G Marketplace will be designed to be a catalog and service bureau. It will be developed as a multimedia-rich information portal where any government agency can research and provision ecommerce, web site hosting, and other government solutions. The G2G Marketplace will be a service that will provide other government agencies access to vendors who provide technology solutions for government. The marketplace will also be a cloud solution open to all governments to participate in, and submit and share their own products and services with other government agencies. G2G Marketplace will provide an application store experience that will allow users to select different cloud and other related solutions from a variety of vendors and government partners. The G2G Marketplace will be available to public bodies such as the governments of states, counties, cities, villages, townships and municipalities, as well as courts, libraries, schools and other agencies chartered by government. The G2G Marketplace will be accessible by desktop, laptop, smartphones, tablets, and other mobile devices. 7 of 47
2.5 Digital Asset Management System Overview The Digital Asset Management solution selected by Oakland County will facilitate storage, organization, administration, distribution, access, and archiving for collections of digital media files in various file formats. The system will be used by (1) Oakland County government departments, divisions, and agencies, and (2) potentially, other governments that are customers of G2G Cloud Solutions and G2G Marketplace. The selected Digital Asset Management solution may include one of the following scenarios: 1. The Digital Asset Management solution is fully hosted by the vendor. 2. The Digital Asset Management solution is hosted by Oakland County using software purchased from the vendor. The Digital Asset Management solution may also be bundled with other software packages that the vendor offers (plug-ins, content management, etc.). Proposals should fully document the DAM solution (scenario 1 or 2) and provide information on any optional software or bundles. 2.6 Current Systems Overview Oakland County currently maintains a collection of reusable digital media files in various formats, including photos and other images (logos, wordmarks, servicemarks, etc.), audio files, and multimedia video files that are used throughout the County. This collection currently includes approximately 250 gigabytes of data, and is expected to grow in the future. This collection includes assets used on the intranet, all internet sites (OakGov.com, g2gcloud.com, destinationoakland.com, etc.), and all print material (business reports, posters, marketing publications, office documents, etc.). The file formats of Oakland County s digital assets currently include standard media formats such as GIF, EPS, PNG, JPG, PDF, PPT, AI, WAV, MOV, MP4, MP3, SWF, FLV, and so on. Oakland County currently uses a Digital Asset Management cloud solution 8 of 47
provided by Open Text. The current Digital Asset Management System stores and maintains approximately 250 gigabytes of data in the cloud. Users are able to search for information by category, upload and download assets, and tag assets with detail information such as keyword and department. Assets can be transmitted, captioned, and saved in multiple media formats such as web, print and power point transformations. 9 of 47
3.0 DIGITAL ASSET MANAGEMENT SYSTEM REQUIREMENTS The requirements set forth in this section of the RFP serve as a minimum guideline for Oakland County s needs in its selection of a DAM solution. The requirements for the DAM solution have been grouped into the following sections: General Business Objectives, Functional and Technical Requirements, Implementation Services Requirements, and Licensing and Software Support Requirements. 3.1 General Business Objectives Oakland County seeks to obtain a DAM solution that satisfies the following business objectives: Administration The DAM system must include the ability to maintain user accounts. Authentication The DAM system must have robust functionality for authenticating a user s identity, including the ability to facilitate or integrate with cloud services. Authorization The DAM system must provide the ability to assign to user accounts varying levels of permission/privilege to access specific functions or data sets, and the resulting limitations on data access within the system. A user should only be able to access and modify data that is pertinent to his or her job. In addition, the DAM system must provide the ability to protect certain data sets from unauthorized modification or distribution. Integration The DAM system must be able to house the County s existing digital asset collection. Explain your solution s integration capabilities, including any third-party compatibilities and the extent to which your solution can be customized to meet integration needs. Centralized Data Store The DAM system must provide the ability to centralize data in a single repository via policy-based access controls. Web-based User Interface Explain your solution s user interface features and requirements. Oakland County requires a DAM system that is entirely web-based, with no client-side applications, downloads, or 10 of 47
installations. HTML5 support for touch-screen access via smartphones and tablets is highly desirable. Respondents must describe how their system supports these business objectives as well as highlight the realizable tangible and intangible benefits Oakland County could expect to gain from selecting their solution. Respondents must address the general business objectives set forth in the RFP. 3.2 Functional and Technical Requirements Appendix B contains an inventory of requirements for proposed DAM solutions. Respondents must complete the requirements tables in Appendix B. DAM proposals that do not satisfy the mandatory requirements outlined in Appendix B will be rejected. In addition to completing the requirements tables in Appendix B, respondents must provide responses to the requirements specified in the remainder of this section. 1. Provide detailed answers to the following requirements: a. Data Management Explain how your solution functions regarding file transfer (file upload/download), including any features that support mass file transfer, batch processing, version control, etc. b. Data Identification Explain how your solution supports the use of metadata to identify assets. c. Data Access/Searching Explain how your solution enables browsing or searching assets, including features that enable searching by various criteria/metadata. d. Data Sharing Explain how your solution handles data sharing, including any features that support protected data sets, sharing with entities outside of Oakland County, and short-term sharing based on a specific time frame which includes automatic expiration of sharing for specific assets. 11 of 47
e. File Transformation Explain the extent to which your solution provides the ability to edit or modify assets, such as resize, convert to greyscale, save as a different file format, etc. f. Audio and Video Management Explain how your solution stores and displays audio and video files, including any features that support file editing, file type conversion, thumbnail generation, preview/playback, etc. g. Security Protection Standards Explain how your solution provides security that protects County content, applications and data from hackers and external or internal security breaches. h. Reporting Explain how your solution handles reporting functions, including any features that provide statistics such as number of assets by file type and usage statistics. Explain the extent to which your solution provides audit reports for all user and administrator activity. i. Availability For solutions that are hosted by the vendor, explain how your product will be functional for 24/7 with no downtime except for stated maintenance windows. j. Disaster Recovery For solutions that are hosted by the vendor, explain the extent to which your solution provides data backup and otherwise supports disaster recovery and business continuity. 2. Respondents must discuss the top five distinguishing features of their DAM service and/or software package. System functionality in Appendix B and outlined above that must be customdeveloped by the respondent must be clearly identified in the response. The respondent is encouraged to include required custom-developed functionality in Appendix B. Respondents shall describe how the additional features and upgraded modules can be incorporated into the basic system used by the County. Value-added functions not listed above as requirements will be considered during the evaluation of all proposals. If a proposed solution contains any other features which are not listed in Appendix B, the respondent is encouraged to include the description of the functionality in their Appendix B response. Respondents 12 of 47
should indicate all optional equipment necessary for such value-added functions. Costs for system functionality must be documented in Appendix D Cost Response Tables. 3.3 Implementation Services Requirements Respondents must provide responses to the implementation services requirements specified in this section of the RFP. 1. Respondents must provide the implementation services described below as part of the DAM system implementation. Respondents should describe the implementation services including assumptions and exclusions, approach and estimated effort for the following services: Setup and configuration Implementation Support User Training (Train the Trainer) Administration walkthrough Post-Implementation Support 2. Oakland County may choose to have the selected respondent provide the additional professional services described below. Respondents should describe the implementation services including assumptions and exclusions, approach and estimated effort for the following services: System User Training (End-user Training). Marketing and Promotion Support. 3. Respondents must provide an implementation plan that clearly indicates the roles and responsibilities of the respondent and those of Oakland County, keeping in mind that the goal of the County is to have the DAM system implemented as soon as possible. The implementation plan shall at a minimum outline tasks, skill types, and estimates by resource provider resulting in a proposed schedule starting from the date of contract execution. Please include definition and expectation of skill level for each skill type used 13 of 47
in the implementation plan. In addition, please include a total number of Oakland County staff required by skill type listed. Respondents must use Appendix C Table C-1. Implementation Plan Table as the format for an implementation plan. The implementation plan format contains the following high-level phases of potential work: Project Management contains activities to manage the project. Technical Design and Installation contains activities for server and hardware configuration. Education, Marketing and Standards/Policies contains activities for training, promotion, standards and policies. Implementation contains activities for system launch and disaster recovery. Post-Implementation Support contains activities for system support. 4. The implementation plan must be supported by a Statement of Work narrative describing the tasks and responsibilities of the respondent and those of Oakland County, and critical risk factors. Respondents must provide a proposed Statement of Work that will, at a minimum, discuss the following activities: Setup and Configuration System User Training (if required) Implementation and Launch Support Post-Implementation Support Respondents must include professional services required for the DAM system implementation in their RFP response that satisfies the requirements set forth in the RFP. Costs for implementation services must be documented in Appendix D Cost Response Tables. 3.4 Licensing and System Support Requirements Respondents must provide responses to the licensing and system support 14 of 47
requirements specified in this section of the RFP. 1. Core support hours should be Monday through Friday 8:30am to 5:00pm Eastern Standard Time, excluding County holidays. The vendor can also be reached 24 x 7 for emergency support issues. 2. All license agreements should be provided. 3. Warranty requirements should be explained. 4. Third party software and/or hardware requirements should be provided. 5. Maintenance issues such as routine server downtime should be provided. 6. System release/patch cycles should be explained. 7. System documentation should be provided. Respondents must provide licensing and system support services required for the DAM solution that satisfies the requirements set forth in the RFP. Costs for licensing, system support, and maintenance services must be documented in Appendix D Cost Response Tables. Licensing, if required, must address any service provider licensing necessary to make the solution provided available to other governments through the G2G Marketplace. 1. All license agreements should be provided. 2. Warranty requirements should be explained. 3. Third party software and/or hardware requirements should be provided. 4. Software release/patch cycles should be explained. 5. Software documentation should be provided. 6. Support and SLA agreements should be provided. 7. Vendor has read and understands the Oakland County Professional Services Contract requirements (link to Contract is provided in Purchasing document 002786 SOL). 15 of 47
4.0 RESPONSE SUBMISSION REQUIREMENTS The administrative rules and procedures that guide the proposal process are described in this section. Failure of the respondent to adhere to them may result in elimination of the respondent from further consideration in the proposal selection process. Refer to Section 7.0 TIMETABLE for specific dates in the RFP schedule. 4.1 Proposal Submission Deadline Three (3) hardcopies and one (1) CD with proposals in Adobe Reader PDF format of your proposal, clearly marked Oakland County DAM Proposal Bid Response Event 002786 must be received and stamped by the Oakland County Purchasing Division no later than the date and time specified in Section 7.0 Timetable. Mailing label is provided in Purchasing document 002786 SOL. Proposals may be either mailed or hand-delivered. If the proposal is sent by mail or commercial express service, the respondent shall be responsible for actual delivery of the proposal to the proper Oakland County office before the deadline. All proposals become the property of Oakland County. The content of all proposals shall be held confidential and sealed until after the submission deadline. 4.2 Late Proposals, Modifications, or Withdrawal Proposals received after the date and time indicated will not be considered and will be returned unopened if the respondent is identified on the proposal envelope. Proposals may be withdrawn or modified in writing prior to the proposal submission deadline. Proposals that are resubmitted or modified shall be resealed and submitted to the previously identified Oakland County Purchasing Division prior to the proposal submission deadline. 16 of 47
4.3 Packaging Each proposal must be sealed to provide confidentiality of the information prior to the submission date and time. Oakland County will not be responsible for premature opening of proposals not properly labeled. Clearly mark one proposal copy as the Master Proposal and enclose originals of the required forms. Each proposal set shall be accompanied by a transmittal letter signed in ink by an authorized company representative, empowered with the right to bind the respondent. 4.4 Exceptions Any exceptions to the attached specifications or RFP objectives must be clearly stated in the formal quote letter under a separate section entitled Exceptions. If any exceptions are taken, an explanation must be made giving in detail the extent of the exception and the reason for it. Failure on the part of the respondent to list exceptions as instructed above will be interpreted that the respondent has taken no exceptions and that the offering is in complete conformance to the specifications and RFP objectives contained herein. Any exceptions or deviations discovered after the closing date will be to the Vendor s account and, consequently, will not be negotiated. 4.5 Price Quotations All prices shall be quoted in U.S. dollars. Fixed prices for software, services, and hardware should be quoted, wherever possible. Where uncertainty exists, quote estimated costs or a range of costs. Tiered pricing should be quoted for items such as the amount of database storage space required for digital asset collections, the number of users for the digitial asset management solution, and so on. Unless respondents specifically note otherwise, prices quoted will be considered firm. If any additional purchases are required through one year from award date of the contract, they shall be at the contract unit price. In case of error in the extension of prices in the proposal, the unit prices shall govern. 17 of 47
4.6 Reliance on RFQ Content The County shall be entitled to rely on the proposal for future possible contract negotiations. 4.7 Acceptance of RFP Content Provisions of the RFP and the contents of the successful response will be used for establishment of the final contractual obligations. Oakland County retains the option of canceling the award if the selected respondent fails to accept such obligations. Oakland County and the selected respondent shall enter into a written contract for the work to be performed. It is expressly understood that this RFP and the respondent s proposal may be attached and included in an agreement signed by Oakland County and the selected respondent. 4.8 Proposals Binding All proposals submitted shall be binding upon the respondent, if accepted by Oakland County, for 180 calendar days from the proposal submission deadline. No proposals may be withdrawn during this 180-day period. Negligence upon the part of the respondent in preparing the proposal confers no right of withdrawal after the time fixed for the submission of proposals. 4.9 Duly Authorized Signature The proposal must contain the signature of a duly authorized officer of the respondent empowered with the right to bind the respondent. 4.10 Proposal Costs The respondent shall be responsible for all costs incurred in the development and submission of this proposal. Oakland County assumes no contractual obligation as a result of the issuance of the RFP, the preparation or submission of a proposal by a respondent, the evaluation of an accepted proposal, or the selection of finalists. Oakland County shall not be contractually bound until 18 of 47
Oakland County and the selected respondent have executed a written contract for performance of work. 4.11 Economy of Proposals Proposals and presentations should be prepared simply and economically, providing a straightforward and concise description of the respondent s capabilities to satisfy the requirements of the RFP. Special bindings, colored displays, etc. are not necessary. Emphasis should be placed on completeness and clarity of content. 4.12 Multiple Proposals Multiple proposals or substitutions will be considered and are defined as the submission by the same respondent of two or more responsive proposals offering variations in the hardware and software configurations each of which meet the requirements of the RFP. Multiple proposals shall be submitted separately, clearly noted as alternatives and will be evaluated as independent proposals. 4.13 Prime Contractor Responsibility Respondents have an option of subcontracting for products and services they propose. If any products or services are to be subcontracted, the respondent shall provide, within the proposal, a description of the subcontracting organization and the contractual arrangements made therewith. All subcontractors will be subject to approval by Oakland County. The selected respondent will also furnish the corporate or company name and the names of officers or principals of said companies proposed as subcontractors. Oakland County will consider the prime contractor to be solely responsible in all contractual matters, including payment of any and all charges resulting from such subcontractor arrangements. The selected respondent shall cause appropriate provisions of its proposal to be inserted in all subcontracts ensuing to insure fulfillment of all contractual provisions by subcontractors. 19 of 47
4.14 Complete Services/Products The selected respondent shall be required to (1) furnish all tools, equipment, supplies, supervision, transportation, and other accessories, services, and facilities necessary to complete the work (2) furnish all materials, supplies, and equipment specified and required to be incorporated in and form a permanent part of the completed work (3) provide and perform all necessary labor; and (4) perform and complete the work in accordance with good technical practice, with due diligence, and in accordance with the requirements, stipulations, provisions, and conditions of this RFP and the resultant agreement. 20 of 47
5.0 PRICE PROPOSAL REQUIREMENTS Respondents are required to submit separate and distinct price information for their primary system proposal and any alternatives in a separate section. All price quotations shall be valid for 180 days from the proposal due date. The respondent will be responsible for achieving an operational configuration for the cost quoted. The cost of any items determined to be missing from the quote but essential to fulfilling the configuration shall be borne by the respondent. 5.1 Price Proposal Content Every respondent shall provide an itemized Price Proposal including Appendix D Cost Response Tables. Quote costs for all software and services described in Section 3, Appendix B, and Appendix C of this RFP. Each major component, including integrated software and hardware elements, shall be identified by both common names. Both unit prices and extensions (if applicable) shall be quoted for each component or basic subsystem. Any and all items (such as software interfaces, cables, connectors etc.) needed to achieve the proposed configuration shall be identified and priced. Any and all additional charges (i.e., shipping, installation, insurance etc.) shall be quoted. In addition: 1. The cost of system documentation must be included in the total solution costs. 2. Quote annual costs for the proposed maintenance agreement where applicable. In addition, list cost of training increments included with the system purchase. Quote the cost of additional training increments along with any conditions attached to their purchase. 3. Quote a lump sum and hourly rates for implementation services and consulting services that could be enlisted for the implementation of the DAM solution. 4. List separately any optional features price, but do not include these optional features in the total system price. 21 of 47
5. Specify any discount options associated with the proposal(s). If applicable, State Bulletin prices should be included for reference. 6.0 PROPOSALS To expedite and simplify proposal evaluation and to assure that each proposal receives the same orderly review; all proposals must comply with Section 4 Response Submission Requirements of the RFP and adhere to the format described in this section. Proposals must contain the elements of information specified. Proposal sections and pages should be appropriately numbered. Any variances from specifications, which may be proposed, must be specifically noted. 6.1 Intent to Respond Form Respondents that intend to respond to the Digital Asset Management System RFP must scan and return via email the Intent to Respond Form (Appendix A) to browerr@oakgov.com and danielsp@oakgov.com with the subject titled Event 002786 Intent to Respond no later than the date and time specified in Section 7.0 Timetable. Potential partners must provide their contact information on the Intent to Respond Form. If for any reason, the Intent to Respond Form cannot be returned by the specified date, the Respondent must notify the Project Contact listed above immediately and demonstrate cause and extent of delay. 6.2 Requests for Clarification Requests for Clarification must be submitted to the Project Contact no later than the date and time specified in Section 7.0 Timetable. Questions will not be entertained after the specified date. Any requests for clarification or additional information regarding the RFQ shall be directed via email to browerr@oakgov.com and danielsp@oakgov.com the subject title of the email must contain Digital Asset Management System RFP Questions. The email must include the specific section(s) of the RFQ in question. Questions, requests for clarification and/or additional information regarding this RFQ will be publicly available and not kept confidential. Responses to vendor questions will be 22 of 47
published on MITN at www.mitn.info and vendors are encouraged to register on MITN. This bid and any addendums to this bid will also be published on MITN. Response to questions, this bid or any addendums will not be sent directly to vendors. For you convience any addendums to this RFQ will also be posted on MITN. 6.3 Proposal Format Proposals must include a table of contents listing all sections, figures, and tables. Major sections and appendices should be separated by labeled ring binder index tabs. Pages may be double-sided, and must be numbered. The respondent must include a copy of their organization s standard Software Licensing and/or Services Agreement(s) as an Appendix to the Proposal. This agreement shall cover the licensing details for all aspects of proposed system. Proposals must address the requirements completely and accurately using the required format. The proposals shall be organized according to the following outline: Transmittal Letter Division 1: Division 2: Division 3: Division 4: Division 5: Appendix: Introduction and Executive Summary Experience Response to Commercial Questions Response to DAM Solution Requirements Price Proposal Software Licensing and Services Agreements 6.3.1 Introduction and Executive Summary 1. Submit a brief executive summary of the major facts or features of the proposal, including any conclusions, assumptions, and recommendations the respondent desires to make. The executive summary should be designed specifically for review by a non-technical audience and senior management. 23 of 47
2. Submit the following information relative to the respondent. If a joint venture, similar information must be provided for each member of the joint venture. Company name and business address, including telephone number, fax number and Internet address. Year established (include former firm names and year established, if applicable). Type of ownership and parent company if any. Respondent s contact name, address, and phone number, if different than Item 1. Brief statement of the firm s background demonstrating longevity and financial stability. 3. Review Oakland County Professional Services Contract. Acknowledge review and submit itemized descriptions of exceptions with response to RFP. A link to the Contract is provided in Purchasing document 002786 SOL. 4. Submit a brief description of respondent s corporate and other organizational history and experience in developing, installing, and supporting DAM solutions for governments of comparable or larger sizes. 5. Include discussion of respondent s corporate vision and strategy for addressing the needs of the DAM market. 6. Include a discussion of the respondent s corporate vision and strategy related to its DAM solution addressing the needs of the DAM market. 24 of 47
6.3.2 Experience and Qualifications 1. Submit a description of at least three relevant DAM installations. Relevant is defined as installations using the hardware and software products similar to those proposed for the Oakland County DAM solution and installations exhibiting the functional and integration components set forth in the RFP. The description must provide the following information at minimum: Organization Name, Contact Person with Address, Telephone Number and Email Address, Participating Organization, Hardware and Software Environment, Date of Installation, Status of Implementation and Discussion of activities and applications. The respondent agrees that Oakland County may contact the references given if desired. 2. Submit job descriptions and qualifications for each team member that will be assigned to the Oakland County DAM project. Vendor staff qualifications must include longevity with firm, relevant certifications, brief project/assignment history with your company, educational background, and employment history. 6.3.3 Response to Commercial Questions Please answer the following questions directly and specifically, and cite the question before each answer. 1. Provide insurance information for Worker s Compensation, Comprehensive General Liability. Contact Oakland County s Purchasing Department with questions in this regard. 2. Who will be the respondent s authorized negotiator? (Provide name, title, address, telephone number, and email address. The person identified shall be empowered to make binding commitments for the respondent). 3. What is the current financial status and conditions of the respondent? (Provide a copy of the respondent s most current financial annual report and 25 of 47
statement of financial condition, or equivalent). 4. Is the respondent an equal opportunity employer? 5. Will the respondent contractually agree to the following: a. Provide onsite (e.g., at Oakland County) staff for training if required? b. Knowledge transfer to Oakland County staff regarding implementation, integration, etc. c. Guarantee 1-2 hour response time for critical situations reported to your service desk? d. Non-performance holdbacks? e. Source code provided to Oakland County? To escrow? f. Allow Oakland County to approve vendor staff assigned to project? g. Provide a Statement of Work that includes, in detail, all deliverables, costs, change control and project management procedures, etc.? h. Provide Oakland County with system documentation for all application modules, including custom modifications and interfaces? i. Indemnify Oakland County for claims asserted by third parties alleged to have been caused by the acts, errors or omissions of your employees. 6. If selected as a short-list finalist, respondent must agree to conduct a demonstration and bid response discussion with staff that will be assigned to the Oakland County project. The sessions will be conducted after proposal review at Oakland County s Department of Information Technology. 26 of 47
6.3.4 Response to DAM Solution Requirements The purpose of this section is to describe the proposed DAM solution and give the respondent the opportunity to describe how their proposed solution will support the current and future requirements of Oakland County. Section 3 of this RFP provides a detailed description of system requirements and identifies questions and/or issues that must be addressed by the respondent. The respondent is requested, where appropriate, to include supporting literature describing the details of system capabilities, commands, and utilities. If included, this supporting literature must be referenced in the response to the specification and included in an appendix to the respondent s proposal. The inclusion of supporting literature or standard software alone will not satisfy the terms of this RFP. 1. Describe how the respondent s solution helps Oakland County meet its general business objectives as set forth in Section 3.1 of this RFP. 2. Describe the proposed functionality as set forth in Section 3.2 of this RFP. Include details of the end-user experience. 3. Describe the proposed technical solution as set forth in Section 3.2 of this RFP. 4. Describe the implementation services as set forth in Section 3.3 of this RFP. 5. Describe the licensing and support services as set forth in Section 3.4 of this RFP. Include prices for these services in your Price Proposal, (Section 5, Section 6.4.5, and Appendix D Cost Response Tables). Oakland County reserves the right to negotiate all system acceptance testing procedures, warranties, and terms of software maintenance. 27 of 47
6.3.5 Price Proposal Respondents must complete and include Appendix D Cost Response Tables in their Price Proposal. All prices shall be quoted in U.S. dollars. Where possible, quote a fixed price for the software, services, and extended warranty described in this RFP. Where uncertainty exists, quote estimated costs or a range of costs. The Price Proposal shall include a tiered pricing structure for items such as amount of database storage space for digital asset collections, number of users accessing the digital asset management system, and so on. The Price Proposal shall include the price for shipping, crating, insurance, duties, and other costs related to the delivery and installation of the proposed hardware and software. The Price Proposal shall include the price for software updates including enhancements and Oakland County customizations, training programs and materials, and onsite application development support. Respondents are cautioned to avoid placing components in an optional category. Only components which provide an enhancement over and above that required to meet the detailed specifications may be included as optional. Oakland County reserves the right to selectively choose items that the respondents propose. Oakland County intends to make use of the existing infrastructure insofar as they meet the proposed specifications of the vendor. During the process of negotiations, Oakland County reserves the right to exercise this privilege in determining the final amount and type of hardware, software, and services intended for purchase. 6.3.7 Selection Criteria In order to be considered, bidding respondents must complete the following minimum requirements: 28 of 47
Return the Proposal Form, enclosed with respondent s proposal, signed by a legal representative of respondent s organization. Place this form in the Master Proposal as described in Section 4.3 of RFP. Return the Intent to Respond Form as described in Section 6.1. Complete the information required as described in this RFP. For each proposal, submit one (1) Master Proposal and two (2) printed copies; for a TOTAL of 3 proposals. Also include one (1) CD or Flash drive containing the electronic copies of the proposals. Delivery instructions and mailing label are provided in the document 002786 SOL which is part of the bid backage. Proposals may NOT be delivered via facsimile or email. Oakland County will use the following criteria to evaluate respondents RFP proposal responses meeting the minimum requirements described above. This is not a comprehensive list, nor does the arrangement imply order of importance: Compliance with RFP Instructions: The proposal will be evaluated for compliance with the instructions set forth in Section 4, Section 5 and Section 6.3 of the RFP. Business Requirements: The proposal will be evaluated for compliance with the business requirements set forth in Section 3.1 General Business Objectives. System Functionality and Technical Architecture: The proposal will be evaluated for compliance with Section 3.2 Functional and Technical Requirements. Implementation Services: Professional services identified in the proposal will be evaluated for compliance with Section 3.3 Implementation Services Requirements. Licensing and Support Services: Software support, upgrade cycles and warranty services available will be evaluated for compliance with Section 3.4 Licensing 29 of 47
and Support Services Requirements. Corporate Viability and Vision: The selected respondent must exhibit the vision and viability to partner with Oakland County in the establishment of an DAM solution. The respondent s solution must have an existing installed user base that can be used to verify system functionality and support. Installed sites of similar size and complexity will be considered in this evaluation. Corporate Viability and Vision identified in the proposal will be evaluated for compliance with Section 6.3.1 and Section 6.3.2. System Cost: The proposal must be cost-effective to implement and preserve the technical and data resources that already exist in the County. The Price Proposal will be evaluated for compliance with Section 5.1 and Section 6..3.5. 6.3.7 Oral Presentations During the evaluation process, Oakland County may invite a Respondent to give an oral presentation of their proposal. Presentations are at the option of the County and may not be conducted. Therefore, written proposals should be complete. 30 of 47
7.0 TIMETABLE Activity Date Request for Qualifications Released October 30, 2013 Intent to Respond Form Due Requests for Clarifications Due November 7, 2013 at 5:00pm EST November 14, 2013 at 5:00pm EST Answers to Vendor Questions Released November 21, 2013 Proposals Due Oral Presentations December 5, 2013 at 2:00pm EST December 19, 2013 at 2:00pm EST TBD Responses to this Request for Proposal are due on December 19 5, 2013 at 2:00pm EST. 31 of 47
8.0 PROJECT CONTACT This RFP is being issued by Oakland County, located in Pontiac, Michigan, which shall be the sole point of contact for purposes of information concerning this RFP. Any requests for clarification or additional information regarding the RFP shall be directed via email to browerr@oakgov.com and danielsp@oakgov.com the subject title of the email must contain Digital Asset Management System RFP Questions. All requests for clarification or additional information regarding this RFP are due on the date and time specified in Section 7.0 Timetable. No questions will be entertained after the specified date. All questions and requests for clarification or additional information regarding this RFQ will not be considered confidential. These questions and the Oakland County responses shall be shared with all other prospective bidders. Responses to vendor questions will be published on MITN at www.mitn.info and vendors are encouraged to register on MITN. This bid and any addendums to this bid will also be published on MITN. Response to questions, this bid or any addendums will not be sent directly to vendors. 32 of 47
9.0 OTHER RELATED MATTERS Oakland County will entertain any value-added alternative(s) provided by a Respondent. Additions to the proposed solution that would enhance the business objectives proposed by Oakland County are encouraged. 33 of 47
Appendix A: Intent to Respond Form The completion of this form indicates the Respondent's intent to respond to the Digital Asset Management System Request for Proposal. Firm Name: Address: Primary Contact Name: Email: Phone: Secondary Contact Name: Email: Phone: Please return this form to the Project Contact by November 7, 2013 at 5:00pm EST. 34 of 47
Digital Asset Management System RFP Addendum Nov.21, 2013 APPENDIX B REQUIREMENTS RESPONSE TABLES Table B-1 DAM Functional and Technical Requirements Table Priority Existing Planned Future Custom (, Med, Ability Release (Release Modification Number Digital Asset Management System Requirements Low) (Yes, No) Number and Date) (Yes, No) 1.0 Implementation The vendor is responsible for the implementation of the DAM solution. Please identify if an affiliate or partner is used. 1.1 Web-based User Interface DAM system is entirely web-based, with no client-side applications, downloads, or installations. 1.2 Branding Ability to implement branding and customize the user interface. 1.3 Smartphone and Tablet Support Supports HTML5 and touch-based interfaces on smartphones and tablet devices running ios, Android, Blackberry, and Windows Phone. 1.4 Legacy App Support Easy integration with legacy digital asset management system. 2.0 Cloud Hosting If cloud provider: The vendor provides a secure and scalable hosting solution. If vendor is not a cloud provider, skip to 3.0. 2.1 Availability The DAM system operates 24 hours / 7 days a week / 365 days a year with availability of 99.99%. excluding scheduled maintenance windows 35 of 47
Digital Asset Management System RFP Addendum Nov.21, 2013 Priority Existing Planned Future Custom (, Med, Ability Release (Release Modification Number Digital Asset Management System Requirements Low) (Yes, No) Number and Date) (Yes, No) 2.2 Support The vendor provides ongoing 24 hour / 7 days a week support. This includes core helpdesk/phone support during business hours Monday through Friday. 2.3 Outages The vendor will notify the County of any planned outages or maintenance issues. The vendor will monitor the system and provide identification, notification and resolution of any unplanned outages. 2.4 System Architecture The vendor will identify the system architecture (type of servers, server locations, load-balancing, etc.). 2.5 Backup The vendor will identify the redundancy and data backup procedures of the DAM solution. 2.6 Continuity Plan The vendor will provide the business continuity plan to ensure recovery of the entire system within 72 hours. 2.7 Third-Party Plugins The vendor must identify any third-party plug-ins required for the DAM solution to function properly. 2.8 Security Protection Standards Protects County content, applications and data from hackers, external or internal security breaches. Uses standardized security methodologies. 3.0 Server Support If not a cloud provider: Environment must run natively on Windows 2008 R2 operating system and support full integration with VMWare as the hardware host. 36 of 47
Digital Asset Management System RFP Addendum Nov.21, 2013 Priority Existing Planned Future Custom (, Med, Ability Release (Release Modification Number Digital Asset Management System Requirements Low) (Yes, No) Number and Date) (Yes, No) 3.1 McAfee Support Must support/coexist with McAfee Anti-virus without performance degradation. 3.2 Backup Policy Store & Audit database should be capable of being backed up to external media without stopping product functionality. 3.3 Availability Product must support high availabilty clustering across a geographically diverse environment. 3.4 Network Recovery Product must tolerate and recover from intermittent network connectivity loss between policy server components of at least 24 hours without manual intervention. 3.5 Load Balancing The platform must instantiate and tune load balancing dynamically between all available policy servers without external load balancing equipment. 3.6 Security Protection Standards Protects County content, applications and data from hackers, external or internal security breaches. Uses standardized security methodologies. 4.0 Centralized Identity Store Provides the ability to store assets centrally in a single system (physically or otherwise) 4.1 Administration The DAM system must include the ability to maintain user accounts. 37 of 47
Digital Asset Management System RFP Addendum Nov.21, 2013 Priority Existing Planned Future Custom (, Med, Ability Release (Release Modification Number Digital Asset Management System Requirements Low) (Yes, No) Number and Date) (Yes, No) 4.2 Authentication The DAM system must have robust functionality for authenticating a user s identity, including the ability to facilitate or integrate with cloud services. 4.3 Role-Based Access The DAM system must support role-based access for users; each user may have business levels, provisioning levels, and line-of-business levels. 4.4 Application and Data Entitlements Each user has entitlements assigned via roles, groups, or explicitly. 4.5 Separation of Organizations Separates different groups of users between organizations in a multi-tenant environment (as separate systems or within the same database). 4.6 Data Organization Ability to create custom folder and file level rules for access 5.0 Data Management Explain how your solution functions regarding file transfer (file upload/download to and from the DAM system) including any features that support mass file transfer 5.1 Batch Processing Ability to perform operations on multiple files or groups of files 5.2 Version Control Check in/check out of assets, retain older versions of files, file tracking, etc. 38 of 47
Digital Asset Management System RFP Addendum Nov.21, 2013 Priority Existing Planned Future Custom (, Med, Ability Release (Release Modification Number Digital Asset Management System Requirements Low) (Yes, No) Number and Date) (Yes, No) 5.3 Data Archiving Explain how your solution handles the automatic or defined archiving of data, based on rules or other criteria. 5.4 Data Archiving Explain how your solution handles the automatic deletion of archived data, based on data archive expiration/purge rules or other criteria. 5.5 Workflow Ability to control assets through workflow approval process 5.6 Group/Ungroup Ability to store assets in sets or groups 5.7 Watermarking Ability to automatically apply a watermark to copyrighted Med image files and videos 5.8 Data Identification Explain how your solution supports the use of metadata to identify assets. 5.9 Data Access/Searching Explain how your solution enables browsing or searching assets, including features that enable searching by various criteria/metadata. 5.10 Data Sharing Explain how your solution handles data sharing, including any features that support protected data sets. 5.11 Data Sharing Explain how your solution handles data sharing with external entities/users, including any features that support time-based data sharing (e.g. data is sharable for a specific amount of time, after which time data sharing automatically expires and is no longer available). 39 of 47
Digital Asset Management System RFP Addendum Nov.21, 2013 Priority Existing Planned Future Custom (, Med, Ability Release (Release Modification Number Digital Asset Management System Requirements Low) (Yes, No) Number and Date) (Yes, No) 5.12 Email Integration Provide the ability to email assets as attachments or by providing link in email 5.13 FTP Integration Provide the ability to FTP assets to and from the DAM system 5.14 File Type Restrictions Ability to restrict/reject specific file types 5.15 File Size Restrictions Ability to restrict/reject specific file sizes 5.16 File Transformation Ability to perform automatic file type conversions 5.17 File Sizing/Resizing Ability to perform automatic resizing of files 5.18 Thumbnail Generation Ability to automatically generate thumbnail images 5.19 Audio and Video Management Explain how your solution stores and displays audio and video files, including any features that support file editing, file type conversion, thumbnail generation, preview/playback, etc. 6.0 Reporting Explain how your solution handles reporting functions, including any features that provide statistics such as number of assets by file type and usage statistics. Explain the extent to which your solution provides audit reports for all user and administrator activity. 7.0 Post-Implementation Support - Vendor provides ongoing 24 hour / 7 days a week support. This includes core helpdesk/phone support during business hours Monday through Friday. 40 of 47
Digital Asset Management System RFP Addendum Nov.21, 2013 Priority Existing Planned Future Custom (, Med, Ability Release (Release Modification Number Digital Asset Management System Requirements Low) (Yes, No) Number and Date) (Yes, No) 7.1 Product Documentation Vendor provides all necessary product documentation. 7.2 Training Vendor provides user training (train-the-trainer) or other training as requested/negotiated 8.0 Licensing Vendor agrees to extend pre-negotiated blanket purchase orders and contract pricing and terms to Oakland County and all G2G Marketplace customers. 8.1 Vendor guarantees the lowest cost/best price solutions for Oakland County and all G2G Marketplace customers. 8.2 Vendor agrees to extend Service Provider licensing to Oakland County/G2G Marketplace. 8.3 Vendor has reviewed Oakland County Professional Services Contract and will submit itemized descriptions of exceptions with response to RFP. 8.4 Vendor provides all applicable contract(s) as Appendix to RFQ response. 41 of 47
Digital Asset Management System RFP Addendum Nov.21, 2013 Table B-2 DAM Hardware, Software, Peripheral Requirements Table Hardware Qty. Manufacturer Part Number Description Equivalent (Y/N) Software Qty. Manufacturer Part Number Description Equivalent (Y/N) Peripheral Devices Qty. Manufacturer Part Number Description Equivalent (Y/N) If equivalent or similar manufacturer and part number will be acceptable, please mark a Y in the Equivalent column. If equivalent or similar manufacturer and part number will not be acceptable, please mark an N in the Equivalent column. 42 of 47
Digital Asset Management System RFP Addendum Nov.21, 2013 APPENDIX C IMPLEMENTATION SERVICES RESPONSE TABLES Table C-1. DAM Implementation Plan Phase/ Dependencies Oakland Activity/ Skill with Other County Respondent Begin Date Task ID Task Description Type Tasks Estimate Estimate End Date 000000 Project Management 010000 Technical Design and Installation 020000 Education, Marketing and Policies 030000 Implementation 040000 Post Implementation Support 43 of 47
Digital Asset Management System RFPAddendum Nov.21, 2013 APPENDIX D COST RESPONSE TABLES Respondents should identify inapplicable costs with an N/A. Table D-1A. Summary of Mandatory System Costs Table. One-Time Cost Description Cost On-Going Software Licensing Implementation/Professional Services System Support & Maintenance Other Total Mandatory Costs 44 of 47
Digital Asset Management System RFPAddendum Nov.21, 2013 Table D-1B. Summary of Desirable System Costs Table. One-Time Cost Description Cost On-Going Software Licensing Implementation/Professional Services System Support & Maintenance Other Total Desirable Costs 45 of 47
Digital Asset Management System RFPAddendum Nov.21, 2013 Table D-2A. Mandatory Software Licensing Detail Costs Table. Customization Purchase On-Going Software Description (Y/N) Price Support Cost Total Mandatory Software License Total costs listed in Table D-2A. Mandatory Software Licensing Detail Costs Table should be carried over to Table D-1A. Summary of Mandatory System Costs Table for Software Licensing. 46 of 47
Digital Asset Management System RFPAddendum Nov.21, 2013 Table D-2B. Desirable Software Licensing Detail Costs Table. Customization Purchase On-Going Software Description (Y/N) Price Support Cost Total Desirable Software License Total costs listed in Table D-2B. Desirable Software Licensing Detail Costs Table should be carried over to Table D-1B. Summary of Desirable Costs Table for Software Licensing. Please List Software Licensing Cost Assumptions Below: 1. Note: All software (Application, Desktop, or Supporting) that Oakland County will be required to license and implement to achieve the specifications in this RFP must be listed in Table D-2A Recommended Software Licensing Detail Costs Table, Table D-2B Desirable Software Licensing Detail Costs Table, or Table B-2 Hardware, Software, Peripheral Requirements Table. If software that is NOT listed is subsequently determined by Oakland County or vendor to be required, then vendor shall provide such software to Oakland County at no charge beyond annual support fees. END OF DOCUMENT 47 of 47