Software Development - PCAVC

REVISED SOLICITATION DUE DATES AND UPDATED SPECIFICATIONS: Please submit all technical related questions for clarifications on or before March 8, 2011 (the new due date for clarifications). Please respond with your technical proposal only, on or before March 10, 2011 5:00 pm. C.1 Specifications and Performance Details Technical Requirements Overview The system needs to continue to provide audio, visual and born-digital preservation and access systems using modern web application technologies to integrate COTS systems at the Library with a Business Process Management (BPM) system. The integrated digital preservation system for the PCAVC encompasses five functional modules, each with their own workflows: Audio, Video, Motion Picture Film, Born Digital Files, and Paper Collections. Processes related to audio include expert audio transfer, audio production (mass) transfer, and media preparation. Video processes include video tape expert transfer-2" and 1" tape formats, robotic mass transfer, video disk transfer, video editing, audio/video quality control and media preparation. Processes related to motion picture film are scanning to digital files, analog film-to-film transfer, restoration, cleaning, and high-end theatrical presentation of film and electronic cinema. Processes related to born digital are live capture of off air and web-based audiovisual transmissions, migration of physical file-based media and direct file submission. Further development is needed within each of these modules. The software also needs continued development in the creation of functionality for selection, acquisitions, cataloging, preservation, and tracking through all the workflows. The specific requirements, that include details about the workflow, users, and existing COTS systems, are found in NAVCC System Requirements. C.2 Requirements and Deliverables C.2.1. Overview - The Contractor shall perform the software development tasks independently, and not as an agent of the Government. - The Contractor shall provide qualified personnel, material, equipment and facilities not otherwise provided by the Government during the performance of this contract. - The Contractor shall continue to design, develop, and deliver software according to best practices outlined in the TOSOPS for the integration and management of selection, accessioning, cataloging, preservation, and other tasks related to the processing of audio-visual media for digital preservation and access. - The Contractor shall design, develop, and deliver software that addresses the operational and administrative needs of the PCAVC. - The Contractor shall perform other related tasks that are cross-functional in scope and are integral to a successful software implementation. These tasks include providing file transfer mechanisms, updates and upgrades, training to key Library staff, and providing reports from the new systems. - The Contractor shall continue to design, develop, and deliver an updated version of the system using an agreed upon project plan, project management process, and release management process. - The Contractor shall obtain approval from the COTR and the MBRS Technology Office before any new and substantial functionality is implemented. - The Contractor shall assure that each version is fully tested and functional when turned over to the Library and continues to be fully functional during the contract period. A fully functional module is defined as one that can be used to do the work set forth in the NAVCC System Requirements or as amended as part of the project management or release management process. Prior to accepting the new software, the MBRS Technology Office will designate a small number of Library users to assist the Contractor through a beta-test period in which system fit and functionality will be determined. - The Contractor shall ensure that the system meets all requirements present in NAVCC System Requirements but not stated or re-iterated in this document. All Deliverables shall be given to the Library in machine-readable form to the MBRS Technology Office and the COTR. Machine-readable versions of deliverables shall be provided in the following formats: - Word processing. Deliverables that include narrative text shall be provided in Microsoft Word format. - Graphics. All graphical presentations shall be delivered in Microsoft PowerPoint. Diagrams shall be delivered in PDF or VISIO. - Spreadsheets. Spreadsheets shall be delivered in Microsoft Excel. - Source Code Documentation. All source code documentation - Javadoc, unit test coverage, static code defect analysis, and source repository statistics - shall be delivered in HTML or PDF. - Other. Any other deliverable shall be presented in the format best suited for review and use by the MBRS Technology Office and the COTR. C.2.1.1 Assumptions C.2.1.1.1 Administrative Budget constraints may limit choices and resource availability. C.2.1.1.2 Environment - The PCAVC system will execute on the servers at the Culpeper data center and interface with the POD systems in the Culpeper facility and the database systems in the Madison data center. The Library is responsible for the interface with external systems located at the Alternate Computing Facility and/or the Madison Building in Washington, DC via dedicated, high-speed telecommunications link(s) with sufficient bandwidth to transfer digital audio and video between the locations in a timely manner. - The Library will provide three networks within the PCAVC: a local area network, a high-speed storage area network, and a set of media production local area networks (LANs) which are only internally accessible. The PCAVC will interface with the Internet on a limited basis to ensure security. The local area network will support administrative and office automation traffic, connecting PC users to server-based resources and to the Internet. The high-speed storage area network will be used to transfer very large quantities of digital audio and moving image files to and from digital preservation modules called PODs. A POD will consist of specialized hardware and storage. The private media LANs will distribute audio and moving image files throughout the PCAVC complex. - The system will interact with POD storage. At predetermined points (after QC, or specific times, or capacity utilization), files in the POD storage will be transferred to the Archive Storage to ensure that the POD has adequate storage for daily operation. C.2.1.1.3 Usage - User characteristics (number, time spent on the system, level of experience, technical background) will vary for each system being specified. In general, users are required to be knowledgeable of modern software applications and operating systems (e.g. Windows). If there are special user characteristics for a given module, it will be indicated in the NAVCC System Requirements. - The system shall operate in only one mode known as "production" mode that provides full functionality and performance. A mode is defined as a subset of functionality or performance based upon mission, condition, or circumstance. Non-functional Requirements C.2.1.1.4 Maintenance and Access - The systems shall provide an administrative capability that allows an authorized user to manage the access privileges of any individual, project, or group using the function. It shall also provide utilities to manage the day-to-day operation of the application including database housekeeping tasks such as table and data typing maintenance. - The subsystems shall control user access to databases upon privileges granted by user ID and password. The subsystems shall share a common user ID/password/privileges file. C.2.1.1.5 Design and Architecture - The system shall be adaptable to new technologies without significant system redesign. - The system shall be modular in architecture providing clear and concise packaging of functionality by subsystem. - The system user interface shall provide a consistent look and feel across subsystems to all users. - The system shall minimize redundant data entry. The goal is for data to be entered once and shared by all subsystems that require it. - Databases that are part of the system shall use a database engine approved by the Library. C.2.1.1.6 Performance and Capacity - The system shall be scalable in throughput and storage capacity without significant system redesign. - The system shall be capable of producing digital objects at throughput levels sufficient to meet the following preservation throughput goals: - 2 petabytes for the first year - 3 to 4 petabytes each for the next two years. - The system architecture shall support current capacity requirements. C.2.1.1.7 Technology and Standards - The system shall make use of and integrate with database management systems (DBMS) that exist within and are approved by the Library. - In those cases where subsystems are required to exchange information, it is desired, but not required, that they shall exchange it using the latest approved version of XML, unless otherwise directed. The system shall produce digital content and metadata in formats that are compliant with the specifications and standards listed in the "Essence Files" section of the NAVCC System Requirements. The subsystems shall be integrated with one another to the greatest extent possible while maintaining functional encapsulation. C.2.1.1.8 Tasks All tasks shall be completed by the contractor within the timeframes and dates specified in the agreed upon project plan. Tasks are to be completed according to best practices as detailed within the TOSOPS. - The Contractor shall provide training for PCAVC technical staff for each software release - The Contractor shall provide comprehensive technical training for all members of the PCAVC software development team before phase-out. The Contractor shall provide telephone, web, and e-mail technical support during the project Monday - Friday from 8:30 AM - 5:00 PM eastern excluding holidays. - The Contractor shall participate and provide feedback in meetings with the COTR, the MBRS Technology Office, and other PCAVC technical staff on enhancements, development and direction for the implementation of existing and future software modules. - The Contractor shall provide the library with detailed briefings regarding the structure of the database tables, software requiring continuing maintenance, and operations of systems developed under this contract to ensure a smooth transition from current workflows and minimal future disruptions. C.3 Documents All deliverables shall be delivered to the client within the timeframes and dates specified in the agreed upon project plan. All documents are to follow best practices as detailed within the TOSOPS. C.4 Work Breakdown Structure (WBS) - The Contractor shall provide a work breakdown structure of all functionality and tasks which will be completed for each iteration of development. The WBS will call out work milestones as determined in consultation with the MBRS Technology Office and the COTR. C.5 Progress Reports - The Contractor shall provide monthly written progress reports which indicate progress toward milestones described in the WBS. C.6 Test and Evaluation Documents - The Contractor shall provide a testing strategy plan which details efforts to provide complete and comprehensive unit, functional, and load testing. - The Contractor shall provide load test results before the end of the performance period once the Library provides a sufficient load test environment that enables valid load testing. - The Contractor shall provide unit test and functional test results before the deployment of each release. - The Contractor shall provide a report indicating which portions of the source code are exercised by unit tests before the deployment of each release. C.7 Software Quality Documents - The Contractor shall provide all source code, source code history, and source code documentation for all software developed on the contract to the Library. - The Contractor shall provide static code defect analysis before the deployment of each release using a tool provided by the Technology Office. - The Contractor shall provide code complexity analysis before the deployment of each release using a tool provided by the Technology Office. C.8 Integration Documents - The Contractor shall provide scripts which perform necessary data migration to maintain data consistency between each released version of the software. These data conversion scripts shall adhere to data consistency guidelines provided by the MBRS Technology Office. - The Contractor shall provide scripts which perform all necessary code linking, compiling, packaging, and processing in order to provide artifacts which are to be deployable to the production environment. C.9 Design Documents - The Contractor shall provide user interface design documentation which describes the methods, patterns, and practices that were reviewed with the end-users of the software. - The Contractor shall maintain a log of all solicited and unsolicited user interface suggestions presented by end-users and PCAVC personnel. - The Contractor shall provide status on implementation and/or rectification of user interface suggestions as part of the monthly status report. C.10 System and Support Documents - The Contractor shall provide "as-built" physical and logical system design documents. - The Contractor shall provide a document which details technology decision impacts and implementation strategy for the system. - The Contractor shall provide developer level specifications for: Data migration, Interfaces, Software, Design Patterns, and Supporting Frameworks - The Contractor shall provide all documents and materials required for the Library's security certification and accreditation process - The Contractor shall provide training plans and materials. - The Contractor shall provide technical and system documentation on: - setup - operations - maintenance - troubleshooting - The Contractor shall create all user guides and manuals for the system. - The Contractor shall develop, update, and maintain all system documentation including technical system documentation during the life of the contract. C.11 Applications - All software databases shall be compliant with current Library databases. - All applications and data shall be designed to assure integration and interoperability. - All applications shall be designed to be compliant with the Library's security standards and procedures. - All applications shall be delivered according to the agree project plan. - All applications shall be compliant with Section 508 of the Rehabilitation Act (also known as ADA- Americans with Disabilities Act). - All applications shall be developed utilizing an agreed upon development process. - The Contractor shall develop and implement an agreed upon process to validate that all new custom software or custom software upgrades perform as designed and do not adversely impact other PCAVC custom applications. C.12 Maintenance - During the period of performance of this contract, the contractor shall provide maintenance of all applications developed and under development for the PCAVC operations. Maintenance includes, but is not limited to the following: - The Contractor shall provide mutually agreed upon corrective maintenance during the period of performance of this contract. Corrective maintenance is described as action taken to correct bugs in the system that the MBRS Technology Office and the COTR has determined effect the ability of the PCAVC to do the work as defined in the NAVCC System Requirements. - The Contractor shall provide mutually agreed upon preventative maintenance during the period of performance of this contract. Preventative maintenance is described as actions needed to modify the system to maintain both effectiveness and reliability. - The Contractor shall provide mutually agreed upon adaptive maintenance during the period of performance of this contract. Adaptive maintenance is described as actions which provide any modifications required to accommodate physical changes in the software environment. These might include, adapting to a new network topology, or reconfiguration to accommodate a new release of Oracle. - The Contractor shall provide mutually agreed upon perfective maintenance during the period of performance of this contract. Perfective maintenance is described as actions taken to add new functions to accommodate change in the requirements of the PCAVC. - The Contractor shall provide mutually agreed upon structural re-engineering during the period of performance of this contract. Structural engineering is described as actions to modify systems to take advantage of new technology and improve software readability and modularity. - The Contractor shall ensure that all maintenance to the system shall be planned and executed with appropriate consideration paid to security issues. - The Contractor shall ensure that the system shall integrate with the interfaces of agreed upon existing systems. - The Contractor shall provide system functionality for reporting. - Reporting functionality shall be based on a preset reports as established by the needs of the end-users of the system. In addition, there shall be the capability to produce custom management reports for performance management - The Contractor shall provide system functionality to create reports on system performance. System performance reports shall be accessible via a web interface and shall provide statistics on system usage, capacity, etc. C.13 Phase-Out - The phase-out period covers the last 3 months of the contract. During this period, the Contractor will complete work on the tasks currently assigned and will ensure that the Library has the information needed to assume maintenance and future development of the system. - The Contractor shall turnover all required items such as system documentation and user training guides/manuals for all systems software, databases, and applications developed in support of the contract. - The Contractor shall participate in briefings and meetings arranged by the MBRS Technology Office and the COTR with PCAVC and/or ITS staff concerning the turnover. - The Contractor shall provide documentation about remaining open issues including defects and enhancements. - The Contractor may provide suggestions for further workflow changes, software enhancements, or methods of maintaining the system. C.14 Status Reports C.14.1 General Specifications of Status Reports The Contractor shall submit monthly reports to the MBRS Technology Office and the COTR that describe the work completed during the reporting period, and summarize work completed to date. The status reports shall highlight any unanticipated difficulties, current or projected problems, issues, or changes in delivery schedule together with recommendations for addressing these difficulties or problems. The status report shall be due the fifth business day of the following month. Situations that require time sensitive response should be reported immediately to the MBRS Technology Office and the COTR. C.14.2 General Provisions for all deliverables All deliverables shall be given to the Library in machine-readable form to the COTR and the Chief Technology Officer at PCAVC. C.15 Code Quality Reports The Contractor shall submit code quality reports before each anticipated release of the system software. Code quality reports shall include unit test results, unit test coverage, static code defect analysis and code complexity analysis. The code quality reports shall be automatically produced by the system or scripts which produce the software artifacts to be used in the deployment of the anticipated release. C.16 Project Management The Contractor shall provide project management resources sufficient to ensure that the requirements of this contract can be met efficiently and in accordance with the schedule for deliverables. The Contractor shall provide adequate staff time for consultation with the PCAVC staff and consultants. The Contractor shall ensure that sufficient corporate resources exist within the Contractor's organization to provide technical and management support and backup for the contract. C.17 Staffing The Contractor shall provide adequate staff to perform the specified activities as prescribed by the agreed upon project plan. C.17.1 Project Manager The Contractor shall provide a Project Manager to serve as a liaison with the MBRS Technology Office and the Library's COTR, supervise the Contractor's staff, manage the work, coordinate the project, assure quality control, and work with Library staff designated as resources to the project. This individual shall have full authority to act for the Contractor in all day-to-day matters relating to Contractor performance. The Project Manager shall act as the initial point of contact for all technical matters pertaining to performance requirements. A resume must be submitted. The Project Manager must meet the following qualifications: - Experience in carrying out projects for and implementing systems within complex and multi-layered organizations - Demonstrated success in delivering projects that meet stated requirement on time and within budgets C.17.2 Senior Programmer The Contractor shall provide a senior programmer for the duration of the project. A resume must be provided. The programmer shall meet the following qualifications: Experience in developing software for complex digital projects workflow. C.17.3 Key Personnel The Library considers the Project Manager and the Senior Programmer to be "Key Personnel" for the period of this contract. The Contractor shall not make changes in Key Personnel without prior approval of the Library. C.18 Government Furnished Materials The Contractor shall return to the Library all materials furnished by the government. C.19 Library of Congress Responsibilities C.19.1 Access to Library Systems The Library of Congress is to provide all required software licenses and all server based software for building the system, continuous (24/7) online access to all database systems mentioned in the requirements document; continuous (24/7) VPN access in the ITS Lab to all systems at broadband internet speeds, client-based equipment, and all hardware for successful VPN access outside of the Contractor's personal programming environment. C.19.2 Workspace The Library will provide workspace as needed for the Contractor's staff. The work sites provided to the Contractor will be available to the Contractor Monday - Friday between the hours of 8:30 a.m. and 5:00 p.m. C.19.3 Coordination The Library will meet with the Contractor to clarify deliverables and activities as requested by the Contractor, or as deemed appropriate by the Library. The Library and Contractor together will manage the review process for approval of deliverables and determine day-to-day procedures, such as procedures for communications between Contractor and LC staff. C.19.4 Business Rules and Workflow definition Any business rules or workflows changed after April 1st, 2011 will be considered a change beyond the scope of the current contract. In the case this change is necessary, the Library can choose to add resources to this contract and extend the delivery date. End of Specifications In order for the contractor's proposal to be considered 'Technical Acceptable, the technical proposal must, meet all the LOC requirement/needs set forth in the 'Specifications and Performance Details'. Thanks for your interest. Absenia Johnson Jr. Senior Contract Specialist Office of Contracts and Grants Management The Library of Congress (LA 325) 101 Independence Avenue, S.E. Washington, DC 20540-9410 tel 202-707-9129 e-mail abjo@loc.gov