5-Attachment C Scope Of Work.docx

DRAFT Scope of Work for Contract #XXXXX Attachment :

JK26-21 Attachment B: Scope of Work

1. Introduction This document outlines the scope of services, deliverables, and requirements for the ongoing maintenance of the Collections Management System (CMS) for the Division of Arts & Museums and the Utah Historical Society. The primary objectives are to enhance the functionality of institutional collections data, facilitate inter-divisional coordination, and increase accessibility of historic and curatorial research to the general public.

The services specified herein are necessary to ensure the continued and effective management of the state's cultural and historical collections. The project will be executed for up to 5 years with variable deliverables and timelines for each year. The primary constraint is the phased, multi-year approach, which requires consistent communication and adaptability to changing user needs. Weekly progress reports will be required from the contractor to ensure all project milestones and deliverables are met on schedule.

1.1 Background

The purpose of this Scope of Work is to detail the tasks and responsibilities and provide an overall understanding of the services to be provided.

This project was undertaken to optimize the management of the state’s extensive arts and historical collections. The purpose of this project is to implement a unified and streamlined approach to collections management, thereby improving operational efficiency, data integrity, and public access to these valuable collections. Now that the data has been fully transferred over into a new collections management system, there is significant data cleanup and structural changes required to improve both internal and public usage of the database.

The Utah Division of Arts & Museums and the Utah Historical Society require these services to:

· Standardize the use of the Lucidea CMS across divisions.

· Ensure the long-term accessibility of collection assets.

· Enhance inter-agency coordination and collaboration.

1.2 Scope of Work

The overall goal of this project is to successfully improve and maintain the CMS for the Division of Arts & Museums and the Utah Historical Society based on shifting user needs.

FY26 Objectives:

· CMS Maintenance Services: The contractor will provide 20-25 hours per month to support ongoing CMS operations, including:

· Proposing and creating infrastructure specific to the relocation of both collections into a new storage space

· Refining lexicon and record information to assist with data cleanup in Argus and ArchivEra

· 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 Lucidea, the CMS provider.

· Contractor will submit work requests for design and infrastructure changes for both the backend CMS as well as the public-facing collections portal

· Contractor will report updates to system functionality to collections team

· Contractor will facilitate coordination between the two divisions and report agency decisions to Lucidea Timeline

January 2026 - June 2026

FY27 Objectives:

· CMS Maintenance Services: The contractor will provide 10-20 hours per month to support ongoing CMS operations, including:

· Testing infrastructure created to assist with the relocation to a new collections space

· Refining lexicon and record information to assist with data cleanup

· Testing updated functionality to ensure usability and accuracy

· Providing Lucidea usage training to staff members in the Division of Arts & Museums and the Utah Historical Society

· Streamlined Communication and Project Management: The contractor will spend 5-10 hours per month serving as liaison to Lucidea, the CMS provider.

· Contractor will submit work requests for design and infrastructure changes for both the backend CMS as well as the public-facing collections portal

· Contractor will report updates to system functionality to collections team in weekly meetings

· Contractor will facilitate coordination between the two divisions through weekly and monthly meetings, and report agency decisions to Lucidea

· Operational Efficiency: The contractor will provide 5-15 hours per month developing a best practice manual to be used across the Division of Arts & Museums and the Utah Historical Society

· Deliverable: Outline for a digital instruction manual for data entry for both Argus and ArchivEra databases Timeline

July 2026 - June 2027

FY28 Objectives:

· CMS Maintenance Services: The contractor will provide 10-15 hours per month to support ongoing CMS operations, including:

· Refining lexicon and record information to assist with data cleanup

· Testing updated functionality to ensure usability and accuracy

· Providing Lucidea usage training to staff members in the Division of Arts & Museums and the Utah Historical Society

· Streamlined Communication and Project Management: The contractor will spend 5-10 hours per month serving as liaison to Lucidea, the CMS provider.

· Contractor will submit work requests for design and infrastructure changes for both the backend CMS as well as the public-facing collections portal

· Contractor will report updates to system functionality to collections team

· Contractor will facilitate coordination between the two divisions and report agency decisions to Lucidea

· Operational Efficiency: The contractor will provide 10-20 hours per month developing a best practice manual to be used across the Division of Arts & Museums and the Utah Historical Society

· Deliverable: A digital instruction manual for data entry for both Argus and ArchivEra databases Timeline July 2027 - June 2028

FY29 Objectives:

· CMS Maintenance Services: The contractor will provide 5-10 hours per month to support ongoing CMS operations, including:

· Refining lexicon and record information to assist with data cleanup

· 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 Lucidea, the CMS provider.

· Contractor will submit work requests for design and infrastructure changes for both the backend CMS as well as the public-facing collections portal

· Contractor will report updates to system functionality to collections team

· Contractor will facilitate coordination between the two divisions and report agency decisions to Lucidea

· Operational Efficiency: The contractor will provide 10-15 hours per month developing and refining a best practice manual to be used across the Division of Arts & Museums and the Utah Historical Society Timeline July 2028 - June 2029

All objectives and deliverables are dependent on staff and agency cooperation in completing tasks and activities supporting the work. Objectives may shift according to updated user needs and changing system functionality.

1.3 Requirements

This section outlines the detailed requirements and expectations for both parties to ensure the successful execution of the project.

Contractor Requirements:

· The contractor must provide a Project Manager as the primary point of contact.

· The contractor must provide weekly progress reports detailing completed tasks, upcoming activities, and any foreseen issues or constraints.

· The contractor must adhere to the specified timeline and budget.

· The contractor must hold all necessary business licenses and liability insurance.

· The contractor is responsible for obtaining any necessary permits related to the work.

Contractor Technical Requirements:

· The contractor must have a minimum of five years experience with museum collections data, library cataloging, or archival work.

· The contractor must have extensive knowledge of collections management operations, policies, and standards

· The contractor must have the ability to interface with Lucidea's backend product and support teams Agency Requirements:

· The agency will designate a Project Sponsor to provide overall guidance and a Project Lead for weekly coordination.

· The agency will provide timely access to all relevant staff, documentation, and systems.

· The agency will be responsible for timely payment of invoices.

2. Compliance Standards & Quality Control: All work performed must adhere to industry best practices for data management, digital preservation, and system implementation. The agency will apply the criteria of accurate and complete data migration, system functionality, and user satisfaction as the primary measures of quality.

Criteria for Acceptance: Vendor acceptance will be based on the successful completion of all deliverables, adherence to the timeline, and the quality of the weekly and final reports.

3. Project Deliverables All deliverables will be provided to the Project Lead and saved on a shared Google Drive with CCE.

Key Milestones and Deliverables:

· Milestone 1: Move Preparation Due: December 2026

· Description: The contractor will work with the agency to establish system infrastructure to support the move to a new collections storage space

· Progress Determination: Completion will be measured by a successful relocation of the collections by December 2026.

· Milestone 2: Best Practices CMS Manual Due: July 2028

· Description: The contractor will finalize all documentation and submit the final project report.

· Progress Determination: Completion will be determined by the delivery of all final project deliverables and a formal close-out meeting with the agency.

· Milestone 3: CMS Maintenance: ongoing

· Description: Due to ongoing shifting user needs, system updates, and improved functionality on both the internal and public databases, there is a multi-year need for the contractor to facilitate maintenance services and liaison with the collections management system vendor.

· Progress Determination: Completion will be determined by a formal close-out meeting with the agency.

4. Project Timeline As the agency continues to use and refine the CMS for both internal use and public access, there is an ongoing need for maintenance services, as well as the development of best practice documentation for ongoing use. Agency anticipates requiring these services through June 2029.

5. Budget - $350,000 over 5 years