Collections Management System

The vendor required to provide collections management system (CMS) to enhance the functionality of institutional collections data, facilitate inter-divisional coordination, and increase accessibility of historic and curatorial research to the general public.
- FY26 objectives:
•    CMS maintenance services: the contractor will provide 20-25 hours per month to support ongoing CMS operations, including:
o    Proposing and creating infrastructure specific to the relocation of both collections into a new storage space
o    Refining lexicon and record information to assist with data cleanup in argus and Archi era
o    Testing updated functionality to ensure usability and accuracy
•    Streamlined communication and project management: the contractor will spend 5-15 hours per month serving as liaison to company, the CMS provider.
o    Contractor will submit work requests for design and infrastructure changes for both the backend CMS as well as the public-facing collections portal
o    Contractor will report updates to system functionality to collections team
o    Contractor will facilitate coordination between the two divisions and report agency decisions to company.
- FY27 objectives:
•    CMS maintenance services: the contractor will provide 10-20 hours per month to support ongoing CMS operations, including:
o    Testing infrastructure created to assist with the relocation to a new collections space
o    Refining lexicon and record information to assist with data cleanup
o    Testing updated functionality to ensure usability and accuracy
o    Providing company usage training to staff members in the division.
•    Streamlined communication and project management: the contractor will spend 5-10 hours per month serving as liaison to company, the CMS provider.
o    Contractor will submit work requests for design and infrastructure changes for both the backend CMS as well as the public-facing collections portal
o    Contractor will report updates to system functionality to collections team in weekly meetings
o    Contractor will facilitate coordination between the two divisions through weekly and monthly meetings, and report agency decisions to company
•    Operational efficiency: 
o    Provide 5-15 hours per month developing a best practice manual to be used across the division.
- FY28 objectives:
•    CMS maintenance services: the contractor will provide 10-15 hours per month to support ongoing CMS operations, including:
o    Refining lexicon and record information to assist with data cleanup
o    Testing updated functionality to ensure usability and accuracy
o    Providing company usage training to staff members in the division.
•    Streamlined communication and project management: the contractor will spend 5-10 hours per month serving as liaison to company, the CMS provider.
o    Contractor will submit work requests for design and infrastructure changes for both the backend CMS as well as the public-facing collections portal
o    Contractor will report updates to system functionality to collections team
o    Contractor will facilitate coordination between the two divisions and report agency decisions to company
•    Operational efficiency: 
o    Provide 10-20 hours per month developing a best practice manual to be used across the division.
- FY29 objectives:
•    CMS maintenance services: the contractor will provide 5-10 hours per month to support ongoing CMS operations, including:
o    Refining lexicon and record information to assist with data cleanup
o    Testing updated functionality to ensure usability and accuracy
•    Streamlined communication and project management: the contractor will spend 5-10 hours per month serving as liaison to company, the CMS provider.
o    Contractor will submit work requests for design and infrastructure changes for both the backend CMS as well as the public-facing collections portal
o    Contractor will report updates to system functionality to collections team
o    Contractor will facilitate coordination between the two divisions and report agency decisions to company
•    Operational efficiency: 
o    Provide 10-15 hours per month developing and refining a best practice manual to be used across the division.
- Budget: $350,000

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: January 2, 2026