The vendor is required to provide cloud-based hosting, maintenance, and support services for the archival content management system, archives space.
- The contractor shall provide the following products and services:
• Cloud-based hosting services for archives space application and commission -owned data.
1. Implement the most current version of archives space on the vendor’s hosting platform.
• Provide uninterrupted access to all users and operability to the archives space application.
1. Provide 24/7 monitoring of the servers and archives space application.
2. provide a minimum of 94% uptime of the services and the archives space application for commission.
• Configuration of archives space tools and features for optimal use by commission
1. Configure the application programming interface (API) for commission access and utilization.
2. Configure open archives initiative protocol for metadata harvesting (OAI-PMH) to provide a low-barrier mechanism for repository interoperability
• Install archives space community-adopted plugins, such as:
1. Existing plugin: next accession
2. The LCNAF plugin has been incorporated into the source code of the most recent versions of archives space.
3. This application should continue to perform with this incorporated plug-in.
• Data migration into hosted archives space application
• Maintenance and support of hosting platform and archives space application
1. Maintain the underlying operating system components and security patches as needed.
2. Obtain and maintain the necessary licenses to maintain the application and hosting platform, including but not limited to SSL certificate, archives space licenses, etc.
3. Provide technical support to commission when any issues arise
• Provide disaster backup and recovery of the configured application, commission -owned data, and the hosting platform.
• Optional service: Integration with other online systems upon commission request to facilitate enhanced public access to our archival holdings
1. The current commission digital preservation system, the state digital archive (TDA).
• Preference: The hosting service provider should be a registered service provider (RSP) to ensure experience and familiarity with archives space and its available features and functionalities.
• Authorized user(s)
- Staff user
(a) Role will be assigned to commission staff.
(i) The staff administrator role allows for the creation of unlimited user accounts and the ability to apply various granular permissions to each created user role or account.
(ii) The staff standard role will be configured by the staff administrator, who will have permissions relevant to their work responsibilities.
(b) Select commission staff will be provided with the staff administrator role.
(c) Estimated number of staff users is twenty-six (26).
- Public user
(a) Role will be granted to patrons.
(b) This role facilitates access and discovery of materials made public by commission.
(c) Estimated number of public users is unknown.
• Data classification
1. "Public" information that is freely available to the public
2. "Sensitive" information which can be released but should be controlled to protect third parties
3. "Confidential" information which is exempted from the public information act
4. "Regulated" information which is controlled by state and/or federal regulation or other third-party agreement
• Data storage
1. All staff and commission and public and authorized user data that is collected by the contractor must be stored and maintained in the continental united states and must not be used for outreach or advertising purposes or any other purpose other than as specifically authorized under this solicitation and any resulting contract.
2. Commission shall retain exclusive ownership of all staff and commission and public and authorized user data, and all derived data generated through monitoring of authorized user’s use and through analysis and other processing of authorized user data for reporting requirements, and as otherwise permitted under this solicitation and any resulting contract.
• Data breaches
1. The contractor must notify commission of any breach of data no later than twenty-four (24) hours after contractor’s discovery of the breach.
2. If the breach affects 250 or mor, it must be reported to the attorney general using the data breach submission form available a within 30 days of the discovery that a breach occurred.
• Accessibility
1. All application features and functions must be accessible to all users including those with a wide range of disabilities, including blindness and low vision, deafness and hearing loss, learning disabilities, and cognitive limitations.
2. Accessibility requirements apply to the public interface, the administrative portal(s), and the training platform(s) of the proposed product(s)
3. It is understood that the contractor is not responsible for the accessibility of the content uploaded by commission.
4. Commission will be responsible for making those files accessible to the public.
5. Any significant changes to a platform or interface during either the evaluation period of this solicitation or during the contract term will require the vendor to submit an updated accessibility
6. Commission may later test the application and submit recommendations and requests to improve any features that lack accessibility features.
- Contract Period/Term: 1 year
- Non-Mandatory Pre-Submittal Conference Date: March 27, 2025
- Questions/Inquires Deadline: March 27, 2025