OGS Media Asset Management System (MAM) RFP 2323 Group 73012 DIVISION OF FINANCIAL ADMINISTRATION ADDENDUM #1 REQUEST FOR PROPOSAL # 2323 Date: April 29, 2020 Subject: Mandatory Pre-Proposal Conference Attendees, Revisions, and Answers to Questions Title: Media Asset Management System (MAM) Bid Due Date: May 21, 2020, 2:00PM Address Bids to: Seth Stark Division of Financial Administration NYS Office of General Services 32 nd Floor, Corning Tower Empire State Plaza Albany, New York 12242 RFP # 2280 To Prospective Proposers: This addendum is being issued to provide a list of the Mandatory Pre- Proposal Conference Attendees, Revisions, and Answers to Questions received prior to the deadline. Mandatory Pre-Proposal Conference Attendees Legal name of Bidder (Contractor name) A&T System Inc Acquia, Inc Apace Systems Corporation
Transcript
OGS Media Asset Management System (MAM) RFP 2323 Group 73012
DIVISION OF FINANCIAL ADMINISTRATION
ADDENDUM #1
REQUEST FOR PROPOSAL # 2323 Date: April 29, 2020 Subject: Mandatory Pre-Proposal Conference Attendees, Revisions, and Answers
to Questions Title: Media Asset Management System (MAM) Bid Due Date: May 21, 2020, 2:00PM Address Bids to: Seth Stark
Division of Financial Administration NYS Office of General Services 32nd Floor, Corning Tower Empire State Plaza Albany, New York 12242
RFP # 2280 To Prospective Proposers: This addendum is being issued to provide a list of the Mandatory Pre-Proposal Conference Attendees, Revisions, and Answers to Questions received prior to the deadline.
Mandatory Pre-Proposal Conference Attendees Legal name of Bidder (Contractor name)
A&T System Inc Acquia, Inc Apace Systems Corporation
OGS Media Asset Management System (MAM) RFP 2323 Group 73012 Arvato Systems North America, Inc.)
Axle AI Chesapeake Systems Com Tech, Inc Dalet Digital Media Systems
Eidosmedia Federal Corporation
Evolphin Software, Inc.
Imagen EVP Inc IntellienceBank Pty. Ltd.
NetApp NextRow Inc OpenText Inc. Primestream Corporation
Square Box Systems - CatDV
Revision R1: RFP attachment 1Cost Proposal Form is hereby deleted in its entirety and
replaced with the attached “Revised RFP Attachment 1 Cost Proposal Form”. R2: MWBE designated contact Lori Brodhead’s phone number was incorrect in RFP.
Ms. Brodhead’s correct phone number is 518-486-9866. R3: Anthony Tomaselli is removed as the designated contact for the Division of
Service-Disabled Veteran Owned Business Development and is hereby replaced with:
Anita Domanico Compliance Specialist I Office of General Services | Division of Service-Disabled Veterans’ Business Development 32nd Floor, Corning Tower, ESP, Albany, NY 12242 (518) 474-2015│(518) 312-1131 Cell [email protected]
OGS Media Asset Management System (MAM) RFP 2323 Group 73012
www.ogs.ny.gov/Veterans Questions and Answers Q1: I am wondering who helped write up this RFP. Was it a consultant or someone in house
at the NYS? A1: The Scope for RFP was written in house by a team of media, technology, and
procurement specialists. OGS did hire a consultant to ensure that our requirements are achievable and understandable to potential bidders in the market.
Q2: Would OGS consider an alternative to InDesign for Print Pagination and layout? A2: OGS Media Services utilizes the entire Adobe Creative Cloud suite of applications.
InDesign is an integral application in our workflow, and we would not consider an alternative for layout and print pagination.
Q3: Is the requirement for the vendor to have 3 MAM customers or 3 customers in the past 3
years? A3: The requirement is to have 3 MAM customers and they must have been customers
within the past three years. Q4: Is the expectation that the OGS resources will manage the migration of the media
assets? A4: Please refer to section 2.23 Asset migration. Contractor will be responsible for providing
(an) expert(s) to advise OGS Media Services staff in best practices for asset ingest and the migration of initial assets into the system.
Q5: Is the expectation that all contract personal will work on-site? A5: Vendors will propose how to implement system and why the proposed method is the
best method to achieve deliverables. Q6: Does the government permit off-shore resources to contribute to the project? A6: It would depend on the proposed resource. Please see sections 2.13 Support and 2.18
Data. Q7: What is the location of Server#1 and Server #2 today? What are the brand/make of
these servers? A7: Both servers are located in Albany. Server #1 is a Synology Diskstation. Server #2 is a
SNS (Studio Network Systems) EVO Shared Storage Server. OGS does not intend on using these NAS devices as any part of a proposed MAM solution.
Q8: What type of WAN connection exists between the 3 sites (Albany / Schenectady / NYC)? A8: There is no WAN connection between the three sites. We currently use dedicated fiber
connections for transmission of broadcast signals from NYC and Schenectady back to
OGS Media Asset Management System (MAM) RFP 2323 Group 73012
Albany. Work is ongoing to establish a fiber connection between Albany and Schenectady that could be utilized for data transmission.
Q9: "Content is shared and distributed through a variety of channels including live-satellite
broadcasts": is there a requirement to integrate with (or provide) a playout functionality? If so, can you please provide more details on the studio requirements?
A9: There is no functionality requirement for playout from the MAM. OGS Media Services is
currently in the process of installing a Ross Tria playout server in their facility. If proposed MAM does not have playout functionality, files from the MAM will be transferred to the Ross Tria for playout.
Q10: "The MAM shall be a secure, hybrid platform for the ingestion and retrieval of OGS
Media Services’ digital assets": is there a requirement for baseband SDI ingest? A10: Yes, the MAM must be able to support direct capture from SDI. OGS Media Services is
a broadcast facility and signals within the facility are distributed via SDI. Q11: Do the Media Services require the MAM to interface with an existing scheduling system,
or to provide scheduling functionalities, for the management of projects? A11: OGS Media Services currently uses ScheduAll for scheduling and resource
management and is doing a trial-run of Monday.com for project management. Any ability of our future MAM to integrate with our scheduling and project management systems would be considered but is not a requirement.
Q12: Publication to social: do the Media Service require the MAM to interface directly with
social platforms, or would they expect to download the media locally and trigger the export manually from the user's device?
A12: The ability to integrate with 3rd party external destinations, file delivery tools, or internal
systems via API or other methods is listed in the mandatory functionality section of the RFP. Please see Section 2.2- Mandatory Functionality, bullet 7a.Please see section 2.2- Mandatory Functionality, bullet 7a.
Q13: Distribution: is there a requirement to distribute to an OVP / CMS etc? A13: Please see answer A12. Q14: For the archive, are Media Services considering Glacier? Or would they like the archival
to remain on external drives? Or interface with a HSM? A14: OGS intends on populating the MAM with both "in progress" and "archival" work. Long
term storage of archived work is not anticipated during the term of this contract. A future archive solution should have zero impact on the end user experience- the ability to search for assets whether they are “archival” or “work in progress” should be seamless. HSM interface is not anticipated. OGS will not consider external drives for archival purposes.
Q15: "Can you describe how the Media Services envision the restore process? Can a reporter
on the field browse the archive, restore an archived project to edit it? Or would only the ""active"" online project be available in the MAM?"
OGS Media Asset Management System (MAM) RFP 2323 Group 73012 A15: Please see A14. Q16: When uploading media or raw material into the MAM from remote/office: is there a
requirement to upload camera card content (XDCAM, P2, Sony, GoPro, etc.) A16: Yes, the ability of the system to support a wide variety of file types and directly capture
media files is a key function. Please refer to RFP Sections 2.2.1 and 2.2.2 on Mandatory Functionality.
Q17: "I would like to be able to place an asset into an Adobe Document without concern for
the assets location". I suppose Media Services rather work with media in-place, without any media movement. What about if the reporter in on the field, with a low connectivity to the storage where the media is located?
A17: Working with media in-place is preferred but efficiency is a premium. There may be
times where the use of proxy files is necessary for efficient remote access to assets. Q18: Can you please elaborate on the "true URL-based linking" requirements? Do you expect
the MAM to reference within the Premiere projects’ HTTP links to the clips? A18: Secure decentralized access to assets while working in Premiere is a key function.
Secure HTTP links are required in RFP 2323 section 2.2.3.g and 2.2.4.b Mandatory Functionality. OGS will consider other secure protocols. We expect to be able to access clips remotely using a secure protocol.
Q19: Any mobile phone requirements? A19: OGS Media Services does not require a mobile phone application, however a mobile
phone’s web browser should be able to access the MAM remotely. Please refer to RFP Sections 2.2.9 and 2.3.11.
Q20: For Software licenses, does OGS have a preference between a Capex model
(Perpetual) and an Opex model (Subscription-based)? A20: OGS preference would be the most cost effective over the term of the contract. Q21: Is it mandatory to respond to the RFP via mail carrier? It might be a logistical challenge
given the current lack of access to resources. Can the answer be electronic? A21: Unfortunately, at this time OGS’ approved procurement process does not allow for
electronic submission. OGS recommends submitting proposals as soon as possible to account for potential delivery delays. Proposals will be held unopened in a secure location prior to opening. If this process was to change, OGS will issue an addendum.
Q22: Is the recorded Pre-Proposal Webinar going to be made available for viewing for those
that attended? A22: No, the recording will not be provided. Q23: Is the slide deck for the Pre-Proposal Webinar going to be made available to those that
attended?
OGS Media Asset Management System (MAM) RFP 2323 Group 73012 A23: Yes, please find the Mandatory RFP 2323 Pre-Proposal Conference PowerPoint slides
attached. Q24: Are you able to share the recording of the conference from last week? A24: Please see A22. Q25: Is it possible to send us a list of Pre-Proposal Conference attendees? A25: Please find list of Pre-Proposal Conference attendees at the beginning of this addendum
“Addendum 1 RFP 2323”. Q26: If so, did the government orchestrate a demo, POC to finalize the requirements with
MAM vendors? A26: No MAM vendors aided the State in developing or finalizing the requirements of RFP
2323. Please also see A1. Q27: If so, which vendors participated? A27: Not Applicable. Please see A1 and A26. Q28: Is OGS an Avid customer? A28: No All OGS Media Service's staff utilize New York State's Adobe Creative Cloud
Enterprise account. Q29: Does the State of New York require more than 1 compliant bid to make an award?
A29: No.
Q30: For the evaluation criteria, will the review committee award partial compliance for each of the Mandatory Requirements from the 26.5% for each turnkey functionality or integration, the vendor provides? If so, what are the points assigned to each key functionality?
A30: Please see section 4.1.1 - Evaluation Items of RFP 2323. Proposed systems MUST meet all mandatory functionality. Those that meet all mandatory functionality will be evaluated as to how the mandatory functionality is met.
Q31: For Past Performance, if a customer has been using the vendor solution for more than 3 years to find, edit, collaborate on photos, illustrations, video editing, etc. and is a current customer, can they be used as a reference under the criteria?
A31: The question is not clear if referring to meeting minimum qualification or submission for experience and qualifications. Please see RFP 2323 sections 1.4 – Minimum Qualifications and section 3.2.1.3 – Experience and Qualifications. If proposer’s customer in question is going to be used as one of the three customers used to meet the second Minimum Qualification, then that customer must have asset totals of at least 50 TB of which at least 30 TB are video assets.
OGS Media Asset Management System (MAM) RFP 2323 Group 73012 Q32: For Past Performance, if a customer implemented new solutions in the past 3 years but
has not yet implemented the MAM component within 3 years, can they be used as a reference under the criteria?
A32: The question is not clear if referring to meeting minimum qualification or submission for experience and qualifications. Please see RFP 2323 sections 1.4 – Minimum Qualifications and section 3.2.1.3 – Experience and Qualifications. If asking if proposer would meet the first minimum qualification, the answer would be no.
Q33: What percentage of short-form video (<= 15 mins) to long-form video needs to be managed by the MAM?
A33: The majority of video assets are long-form (i.e.- live events that run 20 minutes to an hour). We estimate that they are 80% of the video assets.
Q34: What is the SLA or the minimum compute requirements for 2 users to edit a 1 hour, 2GB to 5GB video over the WAN between Albany and one other location cited in the RFP?
A34: Please refer to A8, there are no WAN connections between Albany and the other two sites. Please also refer to Section 2.14 Performance Standards for language on system availability and response and resolution times.
Q35: How many digital assets does the MAM contain?
A35: OGS Media Services does not current have a MAM. Digital assets are spread over two servers, multiple external hard drives and 3rd party cloud storage. Due to the variety of storage used we do not have an accurate account of the number and type of assets we currently possess. Please also see RFP 2323 section 1.1 – Overview for a description of the volume of digital assets we currently manage.
Q36: How many internal users are accessing the MAM?
A36: Please refer to RFP 2323 section 1.1 – Overview for a description of the number of employees that OGS Media Services currently employs along with an accounting of how many employees currently access our two servers. All Media Services staff shall be able to access the MAM to search for assets.
Q37: How many external users can receive assets from the MAM?
A37: Remote asset collaboration is a mandatory function of the MAM. We will need to share our assets with an unlimited number of our clients. We have no way to estimate this number of external users. Please also refer to Section 2.2.9.d Mandatory Functionality- Remote Access.
Q38: Are there any requirements for the nature of the applications used to access the MAM?
a. Web-based requirements?
b. Microsoft client requirements?
c. MacOS client Requirements?
d. Mobile client Requirements?
e. Any others not listed above?
OGS Media Asset Management System (MAM) RFP 2323 Group 73012
A38: Yes.
a. The ability to upload, search, edit and share assets remotely is a mandatory function. The ability for external users to preview assets is also mandatory. These functions may need to utilize web browsers. It is up to the vendor to determine how their systems meet this functionality.
b. OGS Media Services utilizes New York State's Microsoft Office 365 enterprise account. The ability for the MAM to support a wide range of file types is mandatory. Please refer to Section 2.2.1.a Mandatory Functionality- Asset Management. pptx, docx, and xls are specified file types. The MAM will also need to be accessed by edit stations running on Windows OS.
c. The majority of Media Services staff do all of their work on MacBooks. The majority of Media Service’s staff will need to access the MAM using those computers.
d. Please see A38, a.
e. There may be other applications needed to meet the mandatory and desired functionality of the system. It is up to the vendor to determine how their system meets this functionality. Please refer to Section 2.2 Mandatory Functionality and 2.3 Desired Functionality.
Q39: During the pre-proposal conference, the MWBE Rep indicated that the MWBE Requirement is not applicable to Cloud Services, but it would be applicable to the hardware portion (cost) of the proposal. Is this also the case for the SDVOB and the SBE categories?
A39: Correct. The SDVOB goal would not apply to Cloud services. MWBE and SDVOB goals apply to Non-Cloud services and commodities. Please also see A41.
Q40: The RFP contains several occurrences of the term SBE, yet SBE was not addressed during the Pre-Proposal Conference and there does not appear to be an SBE form that we need to fill out in the RFP Package. Is there an SBE requirement percentage that needs to be met? If so, what categories does the SBE requirement apply to (Cloud Services, Hardware, IT, etc.)?
A40: SBE shall be New York State Small Business as defined in Executive Law Section 310(20) and as detailed in the “New York State Required Certifications” included in RFP Appendix B herein. If Proposer is a SBE, than they will receive 3.5% of total evaluation points that proposers which are not an MWEB, SDVOB, or SBE are ineligible for. Please see RFP 2323 section 4.1.1 Evaluation Items. There are no SBE goals.
Q41: In the case where the vendor plans to provide a total cloud solution, would the vendor be penalized for not meeting the MWBE, SDVOB, or SBE requirements for evaluation item 4.1.1.E?
OGS Media Asset Management System (MAM) RFP 2323 Group 73012 A41: Should a proposer be proposing a cloud only solution or otherwise believe there is no
opportunity to use MWBE or SDVOB firm(s) they should contact the designated contact for respective programs to inquire about obtaining a waiver. Said Designated Contacts may be found in RFP2323 section 1.2 – Designated Contact. This section has been revised herein. Please also see A39.
Q42: Assuming that the MWBE, SDVOB, or SBE requirements are not applicable to Cloud Services, for the evaluation criteria, would a vendor that submits a total cloud solution automatically be awarded the 3.5% of points for the MWBE, SDVOB, or SBE requirement so that they start with max possible score of 100%? Or, would they penalized for not meeting a requirement that is not applicable to them, and start at a max score of 96.5%?
A42: MWBE and SDVOB Goals (RFP Appendix E & F) are not correlated with MWBE, SDVOB, or SBE status as they relate to RFP 2323 section 4.1.1 – Evaluation Items. Proposers that are MWBE, SDVOB, or SBE are eligible for 100% of available evaluation points. Proposers not having one of these statuses are eligible for 96.5% of available points. Please also see A40.
Q43: If/when additional agencies are added to the system, will the vendor be responsible for providing one invoice for the entire MAM to OGS, or will invoices need to be broken down and paid by each participating agency?
A43: Contractor will invoice OGS for all contract expenses as indicated in RFP 2323 section 5.6 Method of Payment.
Q44: In addition to the formats mentioned in section 2.2.1.a, is the State capturing any R3D, ARRI or other sophisticated 4K/8K formats that have special transcoding needs?
A44: Currently OGS Media Services is not utilizing R3D, ARRI or other 4K/8K formats. As there are more developments in technology in the future, Media Services expects to adapt new formats. Any upgrades to a vendor's system that helps accommodate future formats shall be provide to OGS at no additional cost for the term of the contract. Please see Section 2.19 System Changes & Upgrades.
Q45: What is the biggest postproduction problem facing the video editors on the team?
A45: The main intent of acquiring and using a turn-key MAM system is to improve the efficiency of the OGS Media Services’ production team by automating tasks and reducing the time it takes to ingest and search for video, photos, and graphics.
Q46: Does the system need to have an integrated disaster recovery/back-up plan? If so, does it require off-site storage?
A46: OGS is asking proposers to propose what their disaster recovery/back-up plan is. Please see RFP 2323 sections 3.2.1.5 - Mandatory Functionality, bullet # 2 and 4.1.1 Evaluation Items, bullet C.
Q47: What is the average weekly file/asset ingest total, in Terabytes? Peak?
A47: The amount of assets acquired each week varies widely. On the low-end we add 20-50GB of media with assets numbering the hundreds. One the high-end we add over 500GB of media with assets numbering in the thousands. OGS Media Services adds approximately 6-8TB of digital assets each year.
OGS Media Asset Management System (MAM) RFP 2323 Group 73012 Q48: Page 13 - 1.d. File versioning - Ability for users and system to generate and manage file
versions, including quickly duplicating a file, auditing and an easy way for users to know that a file has versions. Although our solution comes with the ability to manage versions of the same asset, the description in itself is too generic to understand what functionality is meant. We would need more information, if possible, a sample user-story.
A48: Users must be able to create new versions of a file without overwriting previous versions. Users must be able to easily identify that a file has versions, be able to view all previous versions of that file and select the version they wish to use.
Q49: Page 13 - 2.b. Direct Capture - Support for direct capture to shared storage, providing fast access to video assets for editors. What is the house format? How many recording channels are required?
A49: 1080i, 59.97, with embedded audio. Up to four recording channels would be required.
Q50: Page 13 - 2.c. Attached Storage & Flash media - Support for ingesting assets directly from network attached storage devices or flash media, without copying to the MAM server first. Ingest & Import process requires the media to be copied/moved to storage. It’s it possible to ingest assets as placeholders in preparation for the final migration?
A50: OGS is assuming “It’s” at the beginning of the last sentence is “Is it”. Given this assumption, yes it would be possible to ingest placeholders as long this was part of an automated process, OGS Media Services staff should not have to manually ingest an asset twice.
Q51: Page 14 - 3.f. Transcode Support - Ability to select from pre-configured Transcode settings and offload transcoding to the MAM Server. XXXXX Applications do offer transcoding functionality, however this is mostly used for “internal” purposes. We do (tightly) integrate with Transcode Engines such as Telestream’s Vantage.
A51: OGS doesn’t see a question.
Q52: Page 14 - 3.g. True URL-based Linking - Secure HTTP links to assets stored in the MAM repository providing the ability to edit a video project remotely from the local file storage. We strongly advise against exposing assets within the MAM to any web-environment, unless users are forced to use VPN or other secured methods to access the MAM environment. We do however offer solutions to allow users outside the MAM environment to view/review assets and download these if permissions allow for this.
A52: OGS doesn’t see a question.
Q53: Page 14 - 4.a. Support for Adobe Premiere, Photoshop & After Effects. InDesign & Illustrator requires development.& testing.
A53: OGS doesn’t see a question.
Q54: Page 14 - 4.b. True URL-based Linking - Secure HTTP links to assets stored in the MAM repository.As 3.g.
A54: OGS Doesn’t see a question
Q55: Page 14 - 7.a. Delivery - Ability to integrate with 3rd party external destinations, file delivery tools, or internal systems (Hightail, YouTube, Social Channels, Drupal, etc.) via API or other methods. We advise to use external Transcoders (eg. Vantage) to export and publish content to Social Media channels. XXXX products have a tight integration with Vantage, allowing for easy publishing of assets, including Metadata.
OGS Media Asset Management System (MAM) RFP 2323 Group 73012 A55: OGS doesn’t see a question.
Q56: Page 14 - 8.a. Ad-Hoc - User initiated query, filter, organize view (e.g., sort and reorder columns), print or share. There is reporting functionality, but the description given above is very generic and would need more detail.
A56: Vendors should detail the ways in which their system can report information on an as needed basis on system functionality beyond a pre-defined report. Additionally, as part of the technical and functional implementation of the MAM, the contractor shall provide subject matter experts (SME's) who will advise on the deployment and utilization of the system. The SME must provide the best practices for using the system to satisfy the functionality. Please see Section 2.7 Implementation Support.
Q57: Page 15 - 1.a. Asset-centric handling - Apply system automation based on the type of file, during ingestion (e.g., index full text for PDFs), system events (e.g., export files, new file) and in the UX support for assetcentric attributes (e.g., preview a video file).
In general, the system can perform some of the actions mentioned above, however this would need a more detailed functional requirement to give a clear answer.
A57: This is a desired function of the MAM. Vendors should detail the system automations available to users when ingesting, browsing and interacting with various assets. Additionally, as part of the technical and functional implementation of the MAM, the contractor shall provide subject matter experts (SME's) who will advise on the deployment and utilization of the system. The SME must provide the best practices for using the system to satisfy the functionality. Please see Section 2.7 Implementation Support.
Q58: Page 15 - 1.b. Duplicate management - Ability to integrate assets on ingest, and as a maintenance operation to identify new or duplicate assets. The system will identify duplicate filenames and will make these unique, to avoid overwriting of data. These “duplicates” will be easy to identify in the MAM. Note that not all “duplicates” are in fact duplicates, ever if the files may have the same name.
A58: OGS doesn’t see a question.
Q59: Page 15 - 1.c. Flexible viewing - Ability to change how assets are viewed (e.g., small thumbnails, large thumbnails, list view, thumbnails with metadata, etc.). Assets will basically be displayed as a thumbnail (fixed size) with some metadata, within a Video Player window (which may be resized) and with a sidebar showing all the metadata that has been configured to be shown.
A59: OGS doesn’t see a question
Q60: Page 15 - 1.d. Parent Child - Formal (e.g., this InDesign file has the following linked assets) and informal (e.g., these files are related to one another) asset relationship support. Assets can have secondary files linked to it. These files will however not be part of the MAM and also not be indexed.
A60: OGS doesn’t see a question.
Q61: Page 15 - 4.b. Change Notification - Ability to notify Video Editors if assets have changed since they were placed into the video project. In order to send out notifications, the system needs a trigger. We need to define what this trigger could be. A change to an asset would normally not occur to an asset in a MAM, but it’s status/metadata could change, these changes could in general be used as triggers.
OGS Media Asset Management System (MAM) RFP 2323 Group 73012 A61: OGS doesn't see a question.
Q62: Page 15 - 5.a. Change Notification - Ability to notify a design application user if assets have changed since they were placed into the document and allow user to update the asset (or not). In order to send out notifications, the system needs a trigger. We need to define what this trigger could be. A change to an asset would normally not occur to an asset in a MAM, but it’s status/metadata could change, these changes could in general be used as triggers.
A62: OGS doesn't see a question.
Q63: Page 15 - 5.b. High and Low-Res - Ability to allow the design application user to toggle between low or high resolution assets while editing the document. When working with XXXX applications, a User can decide if she/he wants to work with a low8er) resolution copy of the Video Asset or with the (original) High Resolution material. If a User started with LowRes, she/he can swap these assets against it’s HiRes counterpart. This is more a “replace” than a “toggle”.
A63: OGS doesn’t see a question.
Q64: Page 16 - 7.a. Save Assets - Ability to quickly save assets for retrieval at a later date and ensure that assets saved are not duplicated. A User would import assets into the MAM, once the asset is part of the MAM, no manual “save” of data entered is needed. All changes are immediately stored on entry.
A64: OGS doesn’t see a question.
Q65: Page 16 - 8.b. Spell Check - Support for inline spell check, dictionary, and correction. Currently XXXX will offer auto-complete for predefined keywords, spell checking, dictionary or correction is not supported at this time.
A65: OGS doesn’t see a question.
Q66: Page 16 - 10.a. Predefined - Configure data sources, constraints, formulas, frequency, format, and print or share. Some reporting is available, either through the application or through 3rd party integrations. XXXX would need more information and detail on the data requested for reporting.
A66: This is a desired function of the MAM. Vendor's should detail all the reporting available when responding to this section of the RFP. Additionally, as part of the technical and functional implementation of the MAM, the contractor shall provide subject matter experts (SME's) who will advise on the deployment and utilization of the system. The SME must provide the best practices for using the system to satisfy the functionality. Please see Section 2.7 Implementation Support.
Q67: Page 16 - 10.b. Dashboard - Configure predefined real (or near-real time) graphical interactive reports views into the system. Some dashboards are available. XXXX would need more information on the data, reports and dashboards required.
A67: Please see A66.
Q68: Background checks (Page 26 - Section 2.29). In this section, OGS mentions “Verification of U.S. citizenship or legal resident status”. XXXX, as a globally operating entity, does rely on an international workforce, which may be assigned to projects worldwide. XXXX will support any extended background checks on personnel not residing in the US permanently.
OGS Media Asset Management System (MAM) RFP 2323 Group 73012 A68: Background checks pertain to any contract employee who will be on NYS premises.
Q69: Change Requests. XXXX believes in an agile approach of Projects, which would allow for an adaptation of the Project throughout implementation if this improves functionality and better fits earlier defined workflow requirements. There will however also be “change requests”, initiated by the customer as changes in defined workflows have arisen. Is there a documented process for change requests and change orders following?
A69: Please see RFP 2323 section 2.19 - System Changes & Upgrades and 5.3.1 - OGS Solution Costs, 6. Item VI: Additional Consultant Costs.
Q70: Timeline, Milestone and Schedule. Although the document clearly states dates for delivery and exchange of information prior to project start, it does not mention the exact start date, nor a hard deadline for competition of the project. As our applications are constantly developing, it would be interesting to see if there are “mandatory” (or even
“desired”) functionalities that we could make available prior to delivery. To make a clear assessment we however need at least rough data for implementation and completion.
A70: All Mandatory Functionality as listed in RFP 2323 section 2.2 - Mandatory Functionality must currently exist in the proposed system in order to be considered responsive. OGS will not consider a custom built system.
Q71: COVID-19 Impact. Can you please state the impact of the current COVID-19 situation for individual sections of the document, and for the whole schedule?
A71: Currently COVID-19 has had no effect on RFP 2323. Should that change, OGS will issue an addendum.
Company Name Bidders Name (please print) Title
Signature Date
OGS Media Asset Management System RFP 2323
RFP 2323 Addendum 1, R1:
Revised RFP Attachment 1 Cost Proposal Form
Please find excel sheet posted with RFP 2323 Media Asset Management System at: https://ogs.ny.gov/procurement/bid-opportunities
Early payment discounts offered % within days after receipt of proper invoice
% within days after receipt of proper invoice
SIGN BID HEREAuthorized Signature
Print Name
Title
Official Company Name
FEIN
NOTES:
Bid submitted must include a value for each Item amount listed on the Cost Form. Failure to do so will result in the rejection of the Bid.
Cells this color can be filled out by each bidder.Cells this color use calculations to determine the value and cannot be edited by the bidder.
Item XV: Total Project Costs
Total Project Cost (Item VII + Item XIV ) :
Company Name:
OGSRFP 2323
REVISED RFP Attachment 1Cost Proposal Form
Media Asset Management System
Hardware Name DescriptionProduct Number / Version Number Per Item Cost
Number of Devices
Yearly Maintenance
Cost
Number of years Maintenace
required5-year Total Cost
of Ownership-$ -$ -$ -$ -$ -$ -$ -$ -$
Software Name DescriptionProduct Number / Version Number
Number of Licenses
Initial Cost Per License
Total Yearly Maintenance
Cost
Number of Years Maintenance
Required5-year Total Cost
of Ownership-$ -$ -$ -$ -$ -$ -$
Item IIB: On-Prem Subscription Software License Costs (that are not deployed in the Cloud)
This sheet will be used to capture all of the costs for this OGS implementation of the solution. It contains multiple tables formated to capture the cost data for the various components of the turn-key system being proposed. You may not need to enter data into every table. Only fill out those that are relevant to your solution and enter $0 for any that are not relevant, or if there is no charge. Any fields left blank will considered no cost and will not be billable to OGS.
For the Perpetual License Table below, enter the cost per license for purchasing the on-prem software licenses in column E. As some perpetual software licenses may come with maintenance built into the initial purchase, columns F and G are designed to allow bidders to specify only the needed yearly maintenance costs required to cover 5 years worth of maintenance. For example, if a piece of software comes with 1 year of maintenance included in the purchase, you should put the total yearly maintenance cost in Column F and '4' in Column 'G.' Column H will add the initial cost per license to the product of yearly maintenance cost and number of years maintenance required (H = (D*E) + (FxG)). If a Site license (i.e, unlimited users) is being proposed, then use the phrase 'Site License' as part of the Description in Column B and enter the value of '1' in column D. Proposers are to base license counts on 50 individual users.
Item IIA Total Perpetual License Cost:
Company Name:
Item I: Hardware Costs
The table below is to capture all hardware costs associated with your solution. Each line should only contain one type of hardware being proposed. As some hardware may come with maintenance built into the initial purchase, columns F and G are designed to allow bidders to specify only the needed yearly maintenance costs required to cover 5 years worth of maintenance. For example, if a piece of hardware comes with 1 year of maintenance included in the purchase, you should put the additional yearly maintenance cost in Column F and '4' in Column 'G.'
Item II: Software Costs
OGSRFP 2323
REVISED RFP Attachment 1Cost Proposal Form
Media Asset Management System
Software Name DescriptionProduct Number / Version Number
Number of Licenses
Yearly Cost Per License
Total Annual Subscription Fee
5-year Total Cost of Ownership
-$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$
-$
-$
Service Category Item Description
Product Number / Version Number (if
applicable QuantityYearly Cost Per
ItemTotal Annual
Subscription FeeNumber of Years
Required5-year Total Cost
of OwnershipStorage The first 100TB of cloud data storage (per TB) 100 -$ 5 -$ Storage The second 100TB of cloud data storage (perTB) 100 -$ 4 -$ Storage The third 100TB of cloud data storage (perTB) 100 -$ 3 -$
-$ 5 -$ -$ 5 -$ -$ 5 -$ -$ 5 -$ -$ 5 -$
-$
Title Hourly RateNumber of
hoursTotal (Not to Exceed) Cost
-$ -$ -$ -$ -$ -$ -$ -$
Item IIB Total Subscription License Cost:
Item II Total Lump Sum Software Cost (Item IIA + Item IIB):
This table is to capture any subscription software costs for software deployed in the OGS on-prem environment. In the Yearly Cost Per License cell below, enter the total annual cost per license listed on this line. Column F will multiply the quantity of licenses by the cost per license to determine the total cost for all licenses on this line. Column G will then multiply this yearly cost by 5 to calculate the 5-year cost of ownership.
This table is to capture the costs for implementing your solution for OGS as described in section 2.6 Implementation. Column E will be the product of the hourly rate and number of hours (E= C x D).
Item IV: Implementation Costs
Item III Total Cloud Service Cost:
Item III: Cloud Service Costs
For the Cloud Service Costs table below, enter the total costs for any Cloud hosting services that are part of the solution. This must include all Cloud storage costs, plus any other XaaS (e.g., Platform as a Service, Software as a Service, etc.) costs. Do not include any on-prem subscription software costs included above. In column E, enter the year subscription cost for each item on that line. Column F will multiply the quantity (Column D) by the cost per Item (Column E) to determine the total annual subscription fee. Column G will mulitply Column F to get the 5-year cost of ownership.
The first three lines have already been filled out to capture the potential growth of cloud storage costs. The Yearly Cost on Column E on these lines should be the 'per TB' cost of the storage. If your solution will not incur any cloud storage costs, put '0' in rows 47, 48, and 49 of Column E, Yearly Cost Per Item. Because OGS does not anticpate needing more the 100TB during the first year of this application, The 'Number of Years Required ' (Column G) for years 2 and 3 will be set to 4 years and 3 years, respectively.
OGSRFP 2323
REVISED RFP Attachment 1Cost Proposal Form
Media Asset Management System
-$
Training Description Cost / dayNumber of
Days Total Cost-$ -$ -$ -$ -$
Title Hourly RateNumber of
hoursTotal (Not to Exceed) Cost
Blended Hourly Rate 200 0-$
-$ Item VII: Total Solution Costs for OGS (Item I + Item
II + Item III + Item IV + Item V + Item VI):
Total Training Cost:
Total ('Not To Exceed') Implementation Cost:
Item V: Training Costs
This table is to capture the costs for training OGS staff in how to use the system. Proposers are reminded of the requirements in section 2.8 Training and Documentation, which includes a minimum of two on-site training days. Column E will be the product of the daily rate and the number of days (E = C x D). Fractions of days can be used in the 'Number of Days' column, as long the total of onsite training is at least 2 days.
Item VII: Grand Total OGS Solution Costs
Item VI: Additional Consultant Costs
OGS anticipates a possible need for enhancements/changes to the initially implemented system. The table below is designed to capture the hourly cost for such services by using a blended hourly rate. Column E will the product of the blended hourly rate and 200 (E= C x 200).
Total Cost for Potential Additional Services:
OGSRFP 2323
REVISED RFP Attachment 1Cost Proposal Form
Media Asset Management System
Hardware Name DescriptionProduct Number / Version Number
The table below is to capture any additional hardware costs associated with expanding your solution to up to six additional agencies. Each line should only contain one type of hardware being proposed. As some hardware may come with maintenance built into the initial purchase, columns F and G are designed to allow bidders to specify only the needed yearly maintenance costs required to cover 5 years worth of maintenance. For example, if a piece of hardware comes with 1 year of maintenance included in the purchase, you should put the additional yearly maintenance cost in Column F and '4' in Column 'G.'
Total Hardware Cost:
This sheet will be used to capture all of the costs for adding additional NYS agencies to the solution. It contains the same tables formated to capture the cost data for the various components of the turn-key system being proposed. You may not need to enter data into every table. Only fill out those that are relevant to your solution and enter $0 for any that are not relevant, or if there is no charge. Any fields left blank will considered no cost and will not be billable to OGS. As OGS will be adding additional agencies to this solution over the course of the contract, OGS will only be acquiring the additional hardware, software and services as needed to support the addition of the new agencies.
Item VIII: Additional Agencies Hardware Costs
OGSRFP 2323
REVISED RFP Attachment 1Cost Proposal Form
Media Asset Management System
Software Name DescriptionProduct Number / Version Number
Number of Licenses
Initial Cost Per License
Yearly Maintenance
Cost
Number of Years Maintenance
Required5-year Total Cost
of Ownership-$ -$ -$ -$ -$ -$ -$
Software Name DescriptionProduct Number / Version Number
Number of Licenses
Yearly Cost Per License
Total Annual Subscription Fee
5-year Total Cost of Ownership
-$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$
-$
-$
For the Perpetual License Table below, enter in column E the cost per license for any additional on-prem software licenses required for up to six additional agencies comprising up to 60 additional named users. As some perpetual software licenses may come with maintenance built into the initial purchase, columns F and G are designed to allow bidders to specify only the needed yearly maintenance costs required to cover 5 years worth of maintenance. For example, if a piece of software comes with 1 year of maintenance included in the purchase, you should put the total yearly maintenance cost in Column F and '4' in Column 'G.' Column H will add the initial cost per license to the product of yearly maintenance cost and number of years maintenance required (H = (D*E) + (FxG)).
If adding additional users to the solution makes moving to a Site license (i.e, unlimited users) more cost effective, then use the phrase 'Site License' as part of the Description in Column B and enter the value of '1' in column D. Since a Site License will also include the costs for the original 50 licenses purchased for OGS, deduct the costs for the licenses for OGS from the Site License cost and enter the remaining value in Column E. This approach will remove the OGS license costs from being double counted in the Site License counts.
This table is to capture any additional subscription software costs for software deployed in the OGS on-prem environment. In the Yearly Cost Per License cell below, enter the total annual cost per license listed on this line. Column F will multiply the quantity of licenses by the cost per license to determine the total cost for all licenses on this line. Column G will then multiply this yearly cost by 5 to calculate the 5-year cost of ownership.
Item IX Total Lump Sum Software Cost (Item IXA + Item IXB):
Item IXB: Additional Agencies Subscription On-Prem Software License Costs (that are not deployed in the Cloud)Item IXA Total Perpetual License Cost:
-$ Item X Total Additional Agencies Cloud Service Costs:
Item XI: Additional Agencies Implementation Costs
For the Cloud Service Costs table below, enter any additional costs for any Cloud hosting services needed to add up to 60 additional names users to the solution. This must include any XaaS (i.g., Platform as a Service, Software as a Service, etc.) costs. Do not include any on-prem subscription software costs included above. In column E, enter the yearly subscription cost for each item on that line. Column F will multiply the quantity (Column D) by the cost per Item (Column E) to determine the total annual subscription fee. Because OGS does not anticipate expending this immediately to additioan agencies in YEar 1, Column G will mulitply Column F to get the 4-year cost of ownership. Also, there are no additional storage costs, as all expected storage costs have been captured in the OGS Solution Costs sheet.
Item X: Additional Agencies Cloud Service Costs
OGSRFP 2323
REVISED RFP Attachment 1Cost Proposal Form
Media Asset Management System
Title Hourly RateNumber of
hoursTotal (Not to Exceed) Cost
Blended Hourly Implementation Rate 100 -$
-$
Blended Hourly Rate Cost / HourNumber of
Hours Total CostUser Training 100 -$
-$
Title Hourly RateNumber of
hoursTotal (Not to Exceed) Cost
Blended Hourly Rate 100-$
-$
OGS anticipates a possible need for enhancements/changes to the initially implemented system. The table below is designed to capture the hourly cost for such services by using a blended hourly rate. Column E will the product of the blended hourly rate and a fixed value of 100 hours (E= C x 100).
Total Cost for Additional Agencies Additional Consultant Cost:
Total Solution Costs for Additional Agencies (Item VIII + Item IX + Item X + Item XI + Item XII + Item XIII) :
Item XIV: Additional Agencies Additional Costs
Proposers are asked to provide below a blended hourly rate for training additional agencies are they are added to the application. Column E will be the product of the hourly rate and a fixed 100 hours (E = C x 100). These training hours will be used as needed when bringing additional agencies into the solution.
Item XI Total ('Not To Exceed') Additional Agencies Implementation Cost:
Item XII: Additional Agencies Training Costs
Proposers shall propose a blended hourly rate for implementation of additional agencies to the solution. Column E will be the product of the blended hourly rate and a given value 100 hours (E= C x 100). These hours will be used as needed when bringing additional agencies into the solution.
OGS Media Asset Management System RFP 2323
RFP 2323 Addendum 1, A23:
RFP 2323 Mandatory Pre-Proposal Conference Power Point Slides
April 20, 2020 1
Login Procedure1. Use the link emailed to you to reach the appropriate WebEx login page2. Enter
a. Company Nameb. Your unique email address (no generic boxes please, e.g. sales@acme)
3. Once in the “room” please follow prompts to either have the system call you, have the system provide you with a call in #, or use a microphone synced to your computer.
4. Mute your line5. Send a “Chat” message to host with your company name as post.
RFP 2323 Mandatory Pre-Proposal Conference is being recorded for the Procurement record
April 20, 2020 2
Official Start Time
April 20, 2020
Request for Proposal (RFP) Number 2323Solicited by the New York State Office of General Services (OGS)For Media Asset Management System (MAM)
Mandatory Pre-Proposal Conference
April 20, 2020 4
RFP Questions and Clarifications
RFP Questions and Clarifications
Seth StarkContract Management Specialist IINYS Office of General Services│Financial Administration│Agency Procurement Office32nd Floor, Corning Tower Empire State PlazaAlbany, NY 12242518-486-2823│ [email protected]
Provides video, photography, and graphic services to New York State’s executive agencies
Creates and distributes video, audio, graphic and photographic content from both existing and new assets. Assets must be located, accessed, edited and shared from both our main facility and remote locations for distribution as quickly as possible across multiple platforms.
Seeks to contract with a qualified vendor for a media asset management system
April 20, 2020 7
Key Events RFP Section 1.5
Action Date OGS issues Request for Proposals (RFP) #2323 March 10th, 2020
Mandatory Pre-Proposal Conference April 2nd, 2020, 11:00AM
Deadline for Submission of Questions to OGS April 16, 2020
OGS Issues a Response to Written Questions (estimated) April 30, 2020
Proposal Due Date to OGS May 21, 2020, 2:00PM
Interviews and/or Demonstrations with Selected Proposers Week of June 15th, 2020
Contract Start Date Upon OSC Approval
April 20, 2020 8
Minimum Qualifications RFP Section 1.4
1. Proposing firms must have experience in providing, implementing, and maintaining Media Asset Management Systems at an enterprise level for a minimum of three consecutive years immediately preceding the issuance of this RFP.
2. Proposing firms must have provided Media Asset Management System(s) for at least three customers, each of whom has asset totals of at least 50 TB of which at least 30 TB are video assets. Referenced customers must have been customers within three years immediately preceding the issuance of this RFP and have utilized the proposed system to manage digital media assets.
Proposers may not use a subcontractor’s or any other entity’s qualifications to meet requirements.
April 20, 2020 9
Section 1 IntroductionSection 2 Detailed Scope of Work/Service RequirementsSection 3 Proposal SubmissionSection 4 Evaluation And Selection ProcessSection 5 Administrative InformationSection 6 Contract Clauses And Requirements
RFP 2323 Layout
April 20, 2020 10
ScopeRFP Section 2
April 20, 2020 11
RFP Attachment 3User Stories
RFP Attachment 2 OGS Media Services Production Workflow
April 20, 2020 12
Mandatory Functionality RFP Section 2.2
OGS is seeking:1. A COTS system, requiring minimal customization and/or configuration to
meet mandatory functionality. 2. A system that meets all mandatory functionality. OGS will not consider
solutions that use multiple user interfaces to meet mandatory functionality. 3. Solution will include professional services necessary to scope, plan,
implement, deploy, and configure the system; software, software licenses and software subscriptions necessary to operate the system; hardware necessary to operate the system; and maintenance and support needed to deploy, troubleshoot, modify, maintain and enhance the system.
April 20, 2020 13
Desired Functionality RFP Section 2.3
The list of desired functionality is not intended to be all inclusive; the State will consider any and all value-added functionality. The desired functional requirements are for additional functionality or to enhance required functions. Proposed desirables will become contractual obligations.
April 20, 2020 14
Implementation RFP Section 2.6
OGS anticipates the implementation of the MAM to take 5-7 months. Steps:• Technical implementation• Functional implementation• User acceptance• Asset Migration
April 20, 2020 15
Expansion to other Agencies RFP Section 2.12
The State may wish to use this solution as an enterprise offering for other state agencies to use to manage their assets.
April 20, 2020 16
Support RFP Section 2.13
Contractor is responsible for providing support services related to their proposed solution. All helpdesk, online, and support services that access any Data must be performed from within CONUS. At no time will any Follow the Sun support be allowed to access Data directly, or indirectly, from outside CONUS. At a minimum, the Contractor shall provide toll-free phone support from 7 a.m. to 6:00 p.m. every day (including weekends).
April 20, 2020 17
Asset Migration RFP Section 2.23
As part of their staffing plan the Contractor must provide subject matter experts in metadata, taxonomy and asset migration. These experts will advise OGS Media Services staff in best practices for asset ingest and the migration of initial assets into the system.
April 20, 2020 18
ProposalSubmissionRFP Section 3
April 20, 2020 19
Technical Proposal RFP Section 3.2
• Cover Letter• Minimum Requirements• Experience and Qualifications• Plan of Operation• Mandatory Functionality• Desired Functionality
April 20, 2020 20
Cost Proposal RFP Section 3.2
Proposer shall not provide alternative pricing or deviate from RFP Attachment 1- Cost Proposal Form
Minority Women-Owned Business Enterprises (MWBE) RFP Appendix E
30% GoalDesignated contact:
Lori Brodhead, Compliance Specialist IINYS Office of General ServicesMinority and Women-Owned Business EnterprisesCorning Tower, 29th Floor, ESPAlbany, NY 12242Voice: 518-486-9866Email: [email protected]
Service-Disabled Veteran-Owned Businesses (SDVOB) RFP Appendix F
6% GoalDesignated contact:
Anthony Tomaselli, Senior Program SpecialistNew York State Office of General ServicesDivision of Service-Disabled Veterans’ Business DevelopmentEmpire State Plaza, Corning TowerAlbany, New York 12242Voice: 1-518-474-2015Email: [email protected]
Business Automobile Liability Insurance Not less than $2,000,000 each occurrence
Data Breach/Network and Privacy/Cyber Insurance Not less than $2,000,000 each occurrence
Crime Not less than $50,000 each occurrence
Workers’ Compensation
Disability Benefits
April 20, 2020 27
EvaluationRFP Section 4
April 20, 2020 28
Evaluation Items RFP Section 4.1
• Proposer Experience and Qualifications……………..22%• Operational Plan………………………………………..10%• Mandatory Functionality…………………………..…26.5%• Desired Functionality...………………………………….8%• MWBE, SDVOB or SBE Status………..…………….3.5%• Price…………...…………………………………………30%
April 20, 2020 29
Down Select RFP Section 4.2
The proposals with the three highest total preliminary scores, and any proposals within or equal to 50 points of the highest preliminary score, will be considered finalists and asked to demonstrate their system to OGS.
April 20, 2020 30
Demonstrations RFP Section 4.2
Finalist proposers will provide an in-person demonstration to the evaluation team on a date, time and location to be designated by OGS.
April 20, 2020 31
Recalculation RFP Section 4.2
• Cost proposals will be recalculated using only thecost proposals from the finalist firms.
• Following the presentations, the evaluation teammay adjust their technical scores.
• The recalculated scores will be combined to developthe final technical and cost score (100%).
April 20, 2020 32
Questions?• Only questions submitted in writing are
considered official.• Restricted Period (see Section 1.2 –
Designated Contacts)
April 20, 2020 33
Questions Received Thus far• Would OGS consider an alternative to InDesign for Print Pagination and layout?• OGS Media Services utilizes the entire Adobe Creative Cloud suite of applications. InDesign is an integral
application in our workflow and we would not consider an alternative for layout and print pagination.• Is the requirement for the vendor to have 3 MAM customers or 3 customers in the past 3 years?• The requirement is to have 3 MAM customers and they have to have been customers within the past three years.• Is the expectation that the OGS resources will manage the migration of the media assets?• Please refer to section 2.23 Asset migration. Contractor will be responsible for providing (an) expert(s) to advise
OGS Media Services staff in best practices for asset ingest and the migration of initial assets into the system.• Is the expectation that all contract personal will work on-site?• Vendors will propose how to implement system and why the proposed method is the best method to achieve
deliverables.• Does the government permit off-shore resources to contribute to the project?• It would depend on the proposed resource. Please see sections 2.13 Support and 2.18 Data. Please submit
question with exact resource prior to the question deadline. • I am wondering who helped write up this RFP. Was it a consultant or someone in house at the NYS?• The Scope for RFP was written in house by a team of media, technology, and procurement specialists. OGS did
hire a consultant to ensure that our requirements are achievable and understandable to vendors in the market.
April 20, 2020 34
Questions Received Thus Far Continued• What is the location of Server#1 and Server #2 today? What are the brand/make of these servers?• This will be answered via addendum.• What type of WAN connection exists between the 3 sites (Albany / Schenectady / NYC)?• There is no WAN connection between the three sites. We currently use fiber connections for transmission of broadcast
signals. Work is ongoing to have a dedicated fiber connection between Albany and Schenectady that could be utilized by the MAM.
• "Content is shared and distributed through a variety of channels including live-satellite broadcasts": is there a requirement tointegrate with (or provide) a playout functionality? If so, can you please provide more details on the studio requirements?
• There is no requirement for the MAM to provide playout functionality.• "The MAM shall be a secure, hybrid platform for the ingestion and retrieval of OGS Media Services’ digital assets": is there a
requirement for baseband SDI ingest?• Yes, the MAM must be able to support direct capture. OGS Media Services is a broadcast facility and signals within the
facility are distributed via SDI.• Do the Media Services require the MAM to interface with an existing scheduling system, or to provide scheduling
functionalities, for the management of projects?• OGS Media Services currently uses ScheduAll for scheduling and resource management and is doing a trail-run of
Monday.com for project management. Any ability of our future MAM to integrate with our scheduling and project management systems would be investigated but is not a requirement.
April 20, 2020 35
Questions Received Thus Far Continued• Publication to social: do the Media Service require the MAM to interface directly with social platforms, or would
they expect to download the media locally and trigger the export manually from the user's device?• Please see section 2.2- Mandatory Functionality, bullet 7a.• Distribution: is there a requirement to distribute to an OVP / CMS etc?• Yes, please refer to Mandatory Functionality Section 2.2. bullet 7a.• For the archive, are Media Services considering Glacier? Or would they like the archival to remain on external
drives? Or interface with a HSM?• This will be answered via addendum.• "Can you describe how the Media Services envision the restore process? Can a reporter on the field browse the
archive, restore an archived project to edit it? Or would only the ""active"" online project be available in the MAM?"
• This will be answered via addendum.• When uploading media or raw material into the MAM from remote/office: is there a requirement to upload camera
Questions Received Thus Far Continued• "I would like to be able to place an asset into an Adobe Document without concern for the assets location". I suppose Media
Services rather work with media in-place, without any media movement. What about if the reporter in on the field, with a low connectivity to the storage where the media is located?
• This will be answered via addendum.• Can you please elaborate on the "true URL-based linking" requirements? Do you expect the MAM to reference within the
Premiere projects HTTP links to the clips?• This will be answered via addendum.• Any mobile phone requirements?• OGS Media Services does not require a mobile phone application, however, a mobile phone’s web browser should be able
to access the MAM remotely. Please refer to RFP sections 2.2 - Mandatory Functionality bullet 9 and 2.3 – Desired Functionality bullet 11.
• For Software licenses, does OGS have a preference between a Capex model (Perpetual) and an Opex model (Subscription-based)?
• OGS preference would be the most cost effective over the term of the contract.• Is it mandatory to respond to the RFP via mail carrier? It might be a logistical challenge given the current lack of access to
resources. Can the answer be electronic?• Unfortunately, at this time OGS’ approved procurement process does not allow for electronic submission. OGS recommends
submitting proposals as soon as possible. Proposals will be held unopened in a secure location prior to opening. If this process was to change, OGS will issue an addendum.
April 20, 2020 37
Next Step• Submit questions prior to the date listed in
