Data Dictionary/Data Glossary Solution

System will hereinafter be referred to as the "University." Respondents to the document shall be referred to as "Respondent(s)” or “Respondent”. The Respondent to whom the Agreement is awarded shall be referred to as the "Contractor." The University of Maine System and other components of the University shall be referred to as “Multi-Institution”. 1.1.2 Purpose The University of Maine System (UMS) is seeking responses to provide an enterprise data dictionary/data glossary solution in alignment with the requirements outlined in Appendix D of the Bid Submission Package. In addition, UMS is interested in receiving bids for additional toolsets to aid in the documentation of source data structure and metadata objects. Respondents to this RFB may choose to propose a Data Dictionary/Data Glossary solution or Metadata & Source Data Structure; alternatively, respondents may propose both Data Dictionary/Data Glossary solutions and Metadata & Source Data Structure. The Respondent must declare

that intent of submitting one or both solutions in their cover letter and must ensure that the required materials outlined in this document, including separate costs for each solution, are submitted according to the guidelines. Data Dictionary/Data Glossary Institutional data plays a critical role in university operations, effectiveness, and decision-making. Cataloging and defining data terms and data elements-from both functional and technical standpoints-is crucial to ensuring common definitions and understanding, as well as identifying and resolving inconsistencies. For the University of Maine System, data definitions and documentation are foundational as we achieve the visions of Unified Accreditation and a consistent enterprise environment through the upcoming re-implementation of our enterprise systems. The University of Maine System implemented the Data Cookbook (iData) in 2019 and has built out hundreds of common definitions (functional and technical). Currently, the UMS is looking to ensure ongoing tool availability for the basic data dictionary function (functional definitions, technical definitions, data classifications, related definitions, and links to supplementary documentation). Metadata & Source Data Structure Additionally, the UMS is looking to potentially add to our data cataloging and management capabilities with additional toolsets and features. The goals for this new functionality would be to aid in documenting source data structure, metadata objects, and external integrations, as well as explicitly mapping the underlying structures and objects to the rest of the data catalog. Request for Bid – DD/DG Dated: 06/29/2022 University of Maine System RFB Page 4 of 21 Rev. 07/01/2020 This document provides instructions for submitting responses, the procedure and criteria by which the Respondent(s) will be selected, and the agreement terms which will govern the relationship between the University and the awarded Respondent(s). 1.2 General Information 1.2.1 Communication with the University It is the responsibility of the Respondent to inquire about any requirement of this document that is not understood. Responses to inquiries, if they change or clarify the document in a substantial manner, will be forwarded by addenda to all parties that have received a copy of the document. Addenda will also be posted on our web site, www.maine.edu/strategic/upcoming_bids.php It is the responsibility of all Respondents to check the web site before submitting a response to ensure that they have all pertinent documents. The University will not be bound by oral responses to inquiries or written responses other than addenda. Inquiries must be made using the Response Contact Information provided on the cover sheet of this document. Refer to table in Section 1.3.1 Timeline of Key Events for deadline requirements. 1.2.2 Confidentiality The University must adhere to the provisions of the Maine Freedom of Access Act (FOAA), 1 MRSA §401 et seq. As a condition of submitting a response under this section, a respondent must accept that, to the extent required by the Maine FOAA, responses to this solicitation, and any ensuing agreement documents, are considered public records and therefore are subject to freedom of access requests. The information contained in responses submitted for the University's consideration will be held in confidence until all evaluations are concluded and a Respondent selected (the successful Respondent). At that time the University will issue award notice letters to all participating Respondents and all Respondents’ responses may be made available to participating Respondents upon request. Such request must be made by submitting a written request to the individual noted in the Response Contact Information shown on the cover she