Miami University and Ohio University Ionwave #1120262498

Miami University RFI for a Digital Asset Management Platform

Miami University is gathering information on a digital asset management platform for University Communications and Marketing. - Buyer: Miami University; University Communications and Marketing (UCM); Office of Strategic Procurement. - Opportunity: Request for Information (RFI) for a centralized digital asset management (DAM) solution. No specific OEM, product, part number, or selected vendor is identified; this is not an award or a request for financial proposals. - Requested solution: Manage university photography, brand assets, written content, and optionally video. The current photo library is approximately 3.9 TB, and the platform should support more than 600 faculty and staff. - Key capabilities: Bulk upload, tagging, metadata and OCR search, AI visual and similar-image search, asset preview and cropping, rights and model-release tracking, archiving, version history, galleries, sharing, and scalable storage. Requested brand-asset formats include EPS, JPG, PNG, SVG, and PDF; written content should include common formats such as Microsoft Word and PDF. - Performance and access: Miami reports about 5,500 downloads per month from one current system and seeks photo uploads in five seconds or less per photo. The solution should provide browser and mobile access, configurable permissions, single sign-on with Miami credentials, analytics, and distribution to authorized recipients without requiring paid accounts or additional per-user or per-download fees. CDN capability, native or integrated, is of interest. - Migration and services: Migrate existing assets while preserving metadata, tags, and organization; vendor-managed migration is preferred and should be separately priced. Respondents should address implementation, configuration, onboarding, training, ongoing support, and asset-organization guidance. - Optional or preferred features: Video storage and distribution, facial recognition, duplicate detection, AI tagging and people/object recognition, athletics-roster recognition, audio/video transcription, translation and captioning, contact sheets, approved-asset identification, and integrations such as Adobe CC, Asana, Slack, Mural, Canva, Google Workspace, and Sprout. - Invited suppliers named in the notice: &well; 1157 designconcepts; 160over90; 1905 New Media; 2060 Digital LLC; 3 Enrollment Marketing; 3G GRAPHIC SOLUTIONS; 3Play Media; 3shades design; 4FRONT; 4Tech Solutions LLC; 4th Floor Creative, LLC; 628 Digital Design; A to Z Communications; and A&B Printing. These are listed as invited suppliers, not as selected vendors or identified DAM OEMs. - Response expectations: Describe relevant experience, implementation and support, training, and at least three relevant case studies. Proposals may involve up to two vendors, with each vendor’s scope specified. The RFI is intended to inform a later shortlist of three to five respondents for an invite-only RFP.

Description

Miami University’s University Communications and Marketing (UCM) is seeking information about a digital asset management (DAM) solution to centralize the storage, organization, management, and distribution of photos, optional videos, brand assets, written content, and other digital materials. The requested solution should support photography and brand asset libraries, written-content management, search, user permissions, security, analytics, asset migration, training, and distribution; CDN functionality is also of interest. Miami University plans to shortlist three to five qualified respondents and invite them to participate in a subsequent RFP. Responses are due December 2, 2026, at 2:00 PM ET.

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