Digital Asset Management Solution

Summary (Newest Update)

Background Lincoln Electric System (LES) is issuing this Request for Proposal (RFP) for a cloud-based Digital Asset Management (DAM) solution aimed at creating a centralized repository for managing large volumes of historical images, videos, audio, and graphics. LES has been serving the Lincoln area for nearly 60 years and is committed to providing reliable and efficient electric utility services to its community. The goal of this contract is to enhance the efficiency of asset management and improve the searchability of media files, which currently number over 140,000 and occupy approximately 385 GB of storage. Work Details The selected contractor will provide a comprehensive Digital Asset Management solution that includes: 1. Project Planning & Discovery: Conduct an asset audit report detailing existing assets, develop a migration strategy, and create a metadata and taxonomy strategy. 2. Configuration & System Setup: Configure the DAM environment with custom folders, user roles, and workflows; document integration plans with existing tools; provide security and compliance documentation. 3. Data Migration & Validation: Successfully transfer all designated assets to the new system while ensuring metadata integrity and functionality. 4. Training & Adoption: Develop user documentation, conduct training sessions for key user groups, and establish an onboarding support plan. 5. Final Launch & Optimization: Oversee system go-live, create a post-migration maintenance plan, and provide usage analytics reporting. Technical requirements include capabilities for direct uploads from various devices, robust search functionalities, unlimited guest access for downloads, scalability for future growth, SSO integration with Active Directory/Entra, and compliance with security standards. Period of Performance The contract will be executed over three years with options to renew for two additional one-year periods. The project launch and training completion are targeted by September 15, 2026. Place of Performance The services will be performed remotely with all data remaining within the United States unless written permission is granted by LES. Bidder Requirements Bidders must furnish proof of insurance as specified in the contract terms including general liability coverage listing LES as an additional insured. They must also complete the LES Standard Services/Consulting Contract and submit Form F790 (Confidentiality & Security Agreement). Winning bidders are required to complete LB1300 certification.