Question 1

What is "Enterprise Collection Management System (CMS) for Lancaster MOAH"?

Accepted Answer

### PROCUREMENT OVERVIEW
The City of Lancaster is seeking proposals for an Enterprise Collection Management System (CMS) for the Lancaster Museum of Art & History (MOAH). The project aims to implement a secure, cloud-based or hosted solution that facilitates comprehensive management of the museum’s collection. Key functionalities include cataloging, accessioning, provenance tracking, condition reporting, loans management, insurance documentation, and rights/reproduction records. The selected vendor will also be responsible for system implementation, configuration, data migration from the existing PastPerfect system, staff training, and ongoing technical support and maintenance. The CMS must support approximately 10,000 collection records and provide robust search, reporting, and data management capabilities, including a public-facing web portal for accessing selected collection records.

### ISSUING ORGANIZATION
**Organization:** City of Lancaster  
**Location:** Lancaster, California, US  
**Primary Contact:** Daniel Perez  
**Email:** BidInquiries@cityoflancasterca.gov

### KEY DATES
- **Posted Date:** March 17, 2026  
- **Proposal Due Date:** April 9, 2026  
- **QA Deadline:** March 31, 2026, 2:00 PM (PDT)  
- **Performance Period:** Three (3) years, with the option for two (2) one-year extensions.

### CONTRACT DETAILS
**Contract Type:** Lump Sum  
**Payment Bond:** 0.00%  
**Bid Bond:** 0.00%  
**Performance Bond:** 0.00%

### MANDATORY REQUIREMENTS
- The solution must meet industry standards for security and accessibility (WCAG 2.1 AA).
- The vendor must demonstrate the capability to support data exchange via standard formats and APIs.
- Experience with data migration from existing systems, specifically PastPerfect.
- Proven ability to implement and maintain a CMS for similar organizations or projects.

### TECHNICAL CAPABILITIES
- Expertise in cloud-based or hosted CMS solutions.
- Proficiency in cataloging and managing art collections.
- Familiarity with data migration processes and tools.
- Ability to provide a public-facing web portal for collection access.
- Knowledge of security standards and accessibility compliance.

### DELIVERABLES AND PERFORMANCE STANDARDS
- Successful implementation of the CMS within the agreed timeline.
- Comprehensive data migration from PastPerfect to the new system.
- Training sessions for staff on system usage.
- Ongoing technical support and maintenance throughout the contract period.
- Regular reporting on system performance and user engagement metrics.

### EVALUATION CRITERIA
Proposals will be evaluated based on the following factors:
- Technical approach and capabilities (weighting not specified).
- Past performance and experience with similar projects.
- Cost-effectiveness of the proposal.
- Compliance with mandatory requirements.

### PREFERRED QUALIFICATIONS
- Experience with similar CMS implementations in the museum or cultural sector.
- Preferred certifications in data management or cloud services.
- Demonstrated ability to provide ongoing support and training for users.
- Innovative solutions for enhancing user engagement with the collection.

This summary provides a comprehensive overview of the RFP for potential bidders to assess their fit for the project.

Question 2

When is the proposal submission deadline?

Accepted Answer

The proposal submission deadline is April 9, 2026 (6 days left).

Question 3

Where can I submit a proposal or get solicitation documents?

Accepted Answer

You can access the full solicitation documents and submit your proposal at: https://vendors.planetbids.com/portal/42566/bo/bo-detail/139654

Enterprise Collection Management System (CMS) for Lancaster MOAH

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