Digital Document Depository for State Agencies

"STATE OF NEW HAMPSHIRE\n\nNH Department of Natural & Cultural Resources\nNH State Library\nDNCR RFP#2023-035\n\nDigital Document Depository for State Agencies\n\nRFP ISSUED: October 17, 2022\nVENDOR CONFERENCE: 11/3/2022 2:00 PM ET\nLOCATION: Virtual \u2014 NH State Library, 20 Park Street, Concord, NH\n\nNAME: Christine Martin\n\nSTATE POINT of CONTACT: EMAIL: nhu-pac@dncer.nh.gov\nTEL: 603-271-2048\n\nCONTRACT TYPE: Not to Exceed\nPROPOSALS DUE: 12/6/2022 12:00 PM ET\n\nTemplate V5.1\n\nPage 1 0f56\n" "STATE OF NEW HAMPSHIRE\nNH DEPARTMENT OF NATURAL & CULTURAL RESOURCES - NH STATE LIBRARY\nDNCR RFP#2023-035 - Digital Document Depository for State Agencies\n\nTABLE OF CONTENTS\nContents\nSECTION 1: OVERVIEW AND SCHEDULE OF EVENTS ..........uueensessesesensensensenneneenensennnnenennnennnnennn 5\n1.1. Executive

Summary.....uesesssssssenssennsennsensnennnennnennnnnnsesnnnsnnnenneennsnnnsnnnsnnnssnnnnsensennsnnsnensnssnensesnsesnennnen 5\n12, Sched\u00fcle Of.E VERS sea nn un 6\nSECTION 2: PROPOSAL SUBMISSION, DEADLINE, AND LOCATION INSTRUCTIONS................... 6\n2.1.1 Proposal Submission ............ssssesssesssenseennensneesnennnennnnennnennennnennnnenneennennnnensennnennneensensnennnsnnesssesnnsnsnnnan 6\n2.1.2 Physical Proposals ...........ueeeeessesseensensnensnensneennnnnnnnneennennnennnennnnsnnennennnnnseensennennnennsnneensenssenseenn ns 7\n2.1.3 Number of Proposals .........cesesesssseesnsesnneensennennnennnennnnnnnnenennneennennnnnnennnnnnensennsnnnseensennsnsnnnsnnensennnnsnn 7\n2.1.4 Veridor Ing\u00fciries css UN 7\n2.1.5 Restriction of Contact with Agency Employees........uesenseenssensneesneesnennennennnennneenneennnnennsnnennnnnnsnnnen 8\n2.1.6 Validity of Proposal..............uusnsesssessseennersneennensnennnenenennennnennnnennennneennnnnnnennnennsennnennensnnensnenesnnnnsennn en 8\nSECTION 3: PROPOSAL ORGANIZATION, CONTENT, AND REQUIRED ITEMS ..............eenenen: 9\n3.1.1 Proposal Organization .........ueessesssessseenseennennneennenenensnnnnennnnnnennennnnsnnnnnnnensennnnensensnensnennenssnsnesnsnsnan 9\n3.1.2 COVER PASS sunennesanneueen EEE Ta a TUE 9\n3.1.3 Transmitt\u00e4l Form Leite... zn 9\n3.1.4 Table of Contents ................02200nessnsensnensennnnsnensenneennnnnnnennonnnnnsnennennsennennensensennnnnennennnnsnennennnnnnnan 12\n3.1.5 Section I: Executive Summary ...ueeessessessenssnnsnnssnnesnnennnensnennnennnnnnnnnsnnnesennsenneensensnnsnnnssnsnsensnsnsnsnen 12\n3.1.6 Section II: Glossary of Terms and Abbreviations ......uueenseesssessneesnesneenennnennneennennnnnnnnne essen 12\n3.1.7 Section III: Responses to System Requirements and Deliverables .......................eneseneneneen 12\n3.1.8 Section IV: N\u00e4rr\u00e4tive Rep. aan 12\n3.1.9 Section V: Corporate Qualifications..........eessesesssesseennenneennnennnennnennnnnnnnnnennneennennnensnnnnnnnnnnnnnsnse nn 12\n3.1.10 Section VI: Qualifications of Key Vendor Staff...........uesessessseesneesneesnesnnenneenneenneennnennn nennen 12\n3.1.11 Section VII: Price Proposal .........ueeneessesseessneesssnneenneennennneennennnnnnennnnsnennnennneenneennnnnnnennsnennsenseensnen 12\n3.1.12 Section VII: Vendor Altachrienis une un 12\nSEGION#& EVALUATION OF PROPOEAT Een nennen 13\n4.1 Criteria for Evaluat\u0131ch and Score. w.uu.u.uuuuunaeaneennanean en na na ana 13\n4.2 Scoring Detail ...........eeessesseerseersneesneesnensnnnnnnennnnnnennnennnennnennnnnennnnnennennennensnennneennnnnnsssennsesssnensennsennsenannnn 14\n4.2.1 Scoring of the Proposed Software Solution..........eesesessseenseensennneennenennnennnnnennnennennnnnnennneenn essen 14\n4.2.2 Scoring of Vendor Technical, Service, and Project Management Experience .........nnenenenen 14\n4.2.3 Scoring of Veidor COMPANY san uun 14\n4.2.4 Scoring of Vendor Staffing Qualifications ...............uuesssessseenseensenneesnennnnennnnnsnnnnennnennennnn nn nse nn 14\n4.2.5 Scoring the Software Solution Price........uunersesssessneesnesnsennnennnennneenneennnnnnnnnsnnnnnsennsennnennennnnennennennen 15\n4.3 Planned Evaluations .....................uusssesesensensnsennsensonnnnsensonnnnsnennennennnsnennennennnnnnnnennennnnnennennnnnsonnen 15\n4.3.1 Initial Screening........ccneerseesssesssesnsesssnensennnennnennnennnensnnsnennennnenneennennsnennneennnnsennsnsnsnenseensennsensssnnssannan 15\n\nPage 2 0f 56\n" "STATE OF NEW HAMPSHIRE\nNH DEPARTMENT OF NATURAL & CULTURAL RESOURCES - NH STATE LIBRARY\nDNCR RFP#2023-035 - Digital Document Depository for State Agencies\n\nTABLE OF CONTENTS\n4.3.2 Preliminary Technical Scoring of Proposals .................040204420000seenneenneenseennennnnnnnnnnnnennnennnennnnnnnnnan en 15\n4.3.3 Virtual Interviews and Product Demonstrations..............eeesessensessessensennnnnensnensennnnnnnnnnsenen nn nennen 15\n4.3.4 Final Scorig of Technical Proposals......u.unu.un.u.nenanaaanannannaaanann una 16\n4.3.5 Price Proposal Review and Scoring.......uusessesssessnssnesnesnnennennneenneennennnennnnnennnnnnnnsennnennneennsennenannnn 16\n4.4 No Best and Final Offer .................susessensrsensnensennnnsnennennennnnnnnsnnsennnnnnnnensennnsnennennsnnnnnennensennnnsnensensennn 16\n4.5 Rights ofthe Agency in Accepting and Evaluating Proposals .............u.us0sneensenseennenneennneenneeneneenne nn 16\nSECTION 5: TERMS AND CONDITIONS RELATED TO THE RFP PROCESS ............nnnen: 17\n5.1 REP Addendini..au=.,n2e0u20meeme en ae mu 17\n5.2 Non-Collusion .............usussesseessessnsensnnnnsnensennnnnnnnennnnsonnnsnonnennnnnnnnennennnsnennennsnnsnnnnnnensennnsnensensennnsannn 17\n5.3 Property of the State ........ccneseesssessnessnennnennneennennneennennnnnnnnennsnnnsennnennnnnnnsnnnennnnsenseennensnennneennennsnsennnen 17\n5.4 Confidentiality of a Proposal..............useeneenseensensneenneneensennnnnnnnnnnennnennnnnnnenennenneensennneennennnnsnnensn nn 17\n33 P\u00fcblie Disclostre susanne a 17\n5.6 Electronic Posting of Resulting Contract ...........ueeesesessssensennennnennnennnensennennnnnnneennennnnenn en ense nennen 19\n5.7 Non-Commitment........uesssensenssnsessensenenssnsnnnnnsnnnnsnennennnsnnnnnennensnnnnnsensnsnnnensennnsnonnennnnnssann 19\n5.8 Proposal Preparation Cost .....uueeseessessseessennnensnensnensnennnnnnnennennnnnnnnennnnennnsnnnsennseenseennensenssensnsnennnsssennsnn 19\n5.9 Ethical Requirements.......uusessessessssennnensnennnennnennnnenenneennennnnnnnnennnennnnnsennnensenseensnnnnssesnsennnsnsnnnsan 19\nII DIET En a 19\n5.11 Challenges on Form or Process ofthe RFPPr ea nn 19\nSECTION 6: CONTRACT TERMS AND AWARD.........uuenesesensessensesenensensennnnnsnnennnnnsennnnennnennnnenn 21\n6.1 Non-Exclusive Contract .........ucsssensessennsnsnnsnensensonnnsnennennnnnnnnnnennsonnnnnnennennnsnensonnennnnnennnnsennnnnsononnn 21\n6.2 Award.....enssseseseensessensnensensnnnnnsnennennensnnsennnensennnnennsennnsnennensennennnnnennenssnnnsensensnneensensnnsensnennennensnenn 21\n6.3 Anticipated Contract Term ........sesenseerseersseesnensneessnnnnennsnnnnennnennnennnnnennennsensnennnennnennnsnnnesnnsnsense essen 21\n6.4 Standard Contr\u00e4et TeWI...u:unnenn nenn 21\n6.4.1 Contract Negotiations and Unsuccessful Bidder Notice ........u.ncseenseenseeesnennensnnnnnennennnnnnnen nennen 22\n6.4.2 Subcontractors .....unscesesensensensnennensennnnsnennennnsnennnnennsnnnnnnnennennnnnnsnennennnsnennennsensensnseonsensnsnennensennnsann 22\n6.5 Related Documents Required........ensesessesssessneesnnenesnnennennneennennnennnnnnnnsennsensneensensnnnnsnnsnennesnse nn 22\nAPPENDEXA; VENDOR CONFERENGE REQUIREMENTS auuueuneueneeuununuunununenem 23\nAPPENDIX B: BUSINESS / TECHNICAL REQUIREMENTS AND DELIVERABLES ...........ce. 24\nB-L: Sti\u00e4lefeit 6f Work... en 24\nB-2. Data Location ...........u.uerseessessersensennsnssnsnnsnnnnnnnnnennonnnsnonnennnnnsnnnennsnnsnnnennennennnsnennennensensnnensensnsonsonen 24\nB-3. Background Checks............unssensenseenseennnennennennnnnnennnnnnennnnnnnnnnennnnsennnennnensensnennnnnsnnsssesnnsnsenssennan 24\nB-4. Business Requirements/Technical Requirements........usesenessseesneesneesnnsnnnnennnennnennennnnnennnnenennsennnnn 24\nB-5. Aktivity, Deliver\u00e4ble, or Milsstone. name een 25\nAPPENDIX & TOPIGS FOR MANDATORY RESPONSES. ....:u....uuuu.un.0.unn0u.0n.nnnun 27\nC-1. Proposed Solution.......useessesesseessesnseensenneennnennennnennnnnsnnnnnnnnneennennnennneenennsnsnsennnennseensennssnnnsnnsssnsnnsnsensnenn 28\n\nPage 3 of 56\n" "STATE OF NEW HAMPSHIRE\nNH DEPARTMENT OF NATURAL & CULTURAL RESOURCES - NH STATE LIBRARY\nDNCR RFP#2023-035 - Digital Document Depository for State Agencies\n\nTABLE OF CONTENTS\nC-2. Vendor\u2019s Technical, Service and Project Management Experience... ennnen ne 29\nc2,1 Security and Protection Of D\u00e4fa susanne nn 29\nC2:2 State. Personnel \u00e4nd Tramiie....uuneenesnannaeanenann ana 30\nC-2.3 Project Execution and Management......uusenseessessneesnnsenesnennennneennnennnnennnnnnnnnsennnennneennensennnsnnnsnsensnnnsennsen 31\nC-2.4 Ongoing Oper\u00e4tions.....esesssesssessseenseensennneennennnnenennesnenneennensnennnennnsnsnensenssnenseensensnenssssesssesnsesssesssensnnen 35\nAPPENDIX D: STANDARDS FOR DESCRIBING VENDOR QUALIFICATIONS .............neenenenee 39\nD-1. Vendor Qualifications ........eensesseessessseesnensnnenennnnnennnennnnennnennennnennnnnsennsnensennnennnennnesnnnennnsssensnenseennnensnan 39\nD-2. Required Information on Corporate Qualifications..............eseesessssesssensensennensnensennnnnnnnnensnnsnnnnnsennennnnn 39\nD-3. Team Organization and Designation of Key Vendor Staff ....................sussessenseensensesnnsnensnnnnnnennennennnnn 40\nAPPENDIXE: PRICING..............ueeenssssessensensensenennnnennennennnnennensennensennnnnnsennensennensnnnsennensenennsnsnnenenaenn 41\nE-1. Pricing ....uueeneessnesnessnesnnennnennnnenneennennnennnneneenennnsnsensensnennennnennessennseensesnsensensennsnesnnnsssesnsennsnsnsensnan 41\nE-1.1. Activities / Deliverables / Milestones Pricing ..........uusesseesseeeseeeneesnenennennennnnnnsensennnnnnennnn essen nn 41\nE-1.2. Software Lieense Prise. .n.nnaunaaunaanannnaann nenn nam 42\nE-1.3. Software Operations, Maintenance and Support Pricing..............eseessesseenseenseenneennennnnnennnennnnnnn nee 43\nE-1.4. Hosting Pricing..........uesennseenseenseensnensesnnnnnennnnnennsnenennnnennnnnnnnnnennnnneensensensnennnnnnssssesnnsnsnnssennen 43\nE-1.5. Other Costs ......uusussessensenssrsnnennsennnnensnnnnnsnensonnonnnnnennennnsnnnnnnnnsensnnsnensennnsnennennennnnnennensensensnsnensonen 43\nE-1.6. Implementation Pricing Summary ........uesesssessssssnsensneensennnennnnnnnnnennnennsennsenseennnennennnnennn sense ne 44\nE-1.7. _Vendor Staff, Resource Hours and Rates Worksheet...............nuneeeeesseeesesnseeeenennnenennnennnnnnnnnnennnnenennnn 44\nE-1.8. Future Vendor Rates..............uu..csssensensnsensnnsnnnnsnennennennnnnnnnensennnnsnnnnennennnsnennennsenensennennsonsnnsnensenenen 45\nE-1.9. _ Proposed State Staff Resource Hours ............u.ssssesennsessensensensnnsnsnennennnnnennennennnnnennensennnnnnenonsonnnnn 45\nAPPENDIX F: DOIT INFRASTRUCTURE & SECURITY........uuceessenseseneeneesensensennensenensennense nenne nenn 46\nFe], Technieal Architeei\u00fcre asus a unmun 46\nF-1;L. Siate Network Eivironfieit aaa. 46\nF-1.2. Internet Access .......uenucenscnsensensessnnesnnnsnnnsnnesnnennonnnnennnennnennnnennnensennsennsennnennnnennosnnnsnsnssnesnsennsnnnennnennnen 46\nF-1.3. VMware......uussssssssssesssesssensnonsnnssnnssnnesnnessnnnsnnnnonnnnennnennnossssnnesnnennsnnnsennnensnosnnnssnnsnssssnsssennsnensnensennnon 46\nF-14. Oracle ..........uuessessessrsenssnssensnnsensensonsnensnnnnnsnensennonnnsnennennnnnnnnnnensennnnnensennnsnnnnnsennsnnsennensensensnsensenn 46\nF-2, F\u00fcture Systeris Eviiotten.. een. 46\nFels SEE Meran 46\nAPPENDI\u00aeG: MERCHANT CARD BERVIGER un. 48\nAPPENDIX H: TERMS AND DEFINITIONS...............uesesessenseseesensensensennenenensensenennnennnennnsenennnnsenannen 49\nAPPENDIX I: P-37 STATE OF NEW HAMPSHIRE GENERAL PROVISIONS AND EXHIBITS ............ 53\n\nPage 4 0f 56\n" "STATE OF NEW HAMPSHIRE\nNH DEPARTMENT OF NATURAL & CULTURAL RESOURCES - NH STATE LIBRARY\nDNCR RFP#2023-035 - Digital Document Depository for State Agencies\nSECTION 1- OVERVIEW AND SCHEDULE OF EVENTS\n\nSECTION 1: OVERVIEW AND SCHEDULE OF EVENTS\n\n1.1. Executive Summary\n\n1.1.1. Introduction\n\nThe New Hampshire State Library is responsible to serve as the state repository and access point\nfor New Hampshire\u2019s state agency publications, mandated by NH RSA 202-B: New Hampshire\nGovernment Information Dissemination and Access Act (sections 6,7, & 8).\n\nProject Overview/Justification: \u2014 Since 2008, the NH State Library has complied with NH RSA\n202-B as regards State Government Electronic Information through a searchable digital archive of\ndocuments issued electronically by State Agencies, and the last contract for this program was put\nin place in 2018.\n\nGoals and Objectives for Digital Document Depository for State Agencies: Contract with an\noutside Vendor to provide harvesting, hosting, maintenance, support and access to born-digital\ndocuments created by NH state agencies in order to make them easily available to the public.\n\n1.1.2. Scope of Work (SOW) Overview\n\nThe Vendor will provide a digital software solution to store state agency born-digital publications,\nto include a public access interface in a hosted environment, including storage for current holdings\nand to meet the needs of over 43 State Agencies for the Contract Term. The Vendor will also\nsupply a mechanism to regularly obtain new digital documents from State Agency websites, with\nhosting, maintenance, and support for any necessary software. The solution proposed for the RFP\nneeds to build upon what has already been established since 2008 (software currently used\nincludes ArchivalWare, Spyder 2synchronizer, and MS SQL storage).\n\nRemainder of this page intentionally left blank\n\nPage 5 of 56\n"