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Office of the Chief Information Officer
Performance Work Statement (PWS) (Upgrade and Hosting of The Museum System (TMS) – Office of the Curator) Date:
1. Introduction:
The Office of the Curator currently uses an outdated, on-premises version of The Museum System (TMS) for managing Treasury’s historical collections. TMS is a proprietary platform developed by Gallery Systems and is widely adopted by cultural institutions such as the Smithsonian and National Gallery of Art. The current version is no longer supported, posing operational and cybersecurity risks. To ensure system reliability, data integrity, and modern accessibility, the system must be upgraded and transitioned to a cloud-hosted environment.
2. Scope This contract covers a one-time upgrade of the current on-premises TMS system to the latest vendor-supported, cloud-hosted version. It also includes annual cloud hosting services provided by Gallery Systems for a base year and four (4) optional one-year renewal periods.
3. Objectives:
Treasury is seeking to upgrade its legacy on-premises implementation of The Museum System (TMS) to a modern, vendor-hosted cloud environment in order to enhance system stability, restore vendor-supported functionality, and reduce cybersecurity risks associated with outdated software. This upgrade will ensure continued secure access to Treasury’s historical collections database, support operational continuity, and position the Department for potential future consolidation with other bureaus using TMS, aligning toward a more unified enterprise solution.
4. Product:
The vendor shall provide products/services as configured below.
Base Year: 9/30/2025-9/29/2026
| CLIN |
| DESCRIPTION OF GOODS OR SERVICES |
| QTY |
| 0001 |
| TMS Upgrade Services, days |
| 2 |
| 0002 |
| Project Manager, days |
| 2 |
| 0004 |
| TMS Collections, Remote User Training, days (Level I) |
| 2 |
| 0005 |
| TMS Collections, Remote User Training, days (Level II) |
| 1 |
| 0006 |
| TMS Collections Managed Gov Cloud, server licenses & infrastructure, annual |
| 1 |
| 0007 |
| TMS Collections Managed Gov Cloud Services, annual |
| 1 |
| 0008 |
| Hosting Named Users, each, annual |
| 2 |
| 0009 |
| Hosting Named Users, each, annual |
| 2 |
Option Year 1: 9/30/2026-9/29/2027
| 1001 |
| TMS Collections Managed Gov Cloud, server licenses & infrastructure, annual |
| 1 |
| 1002 |
| TMS Collections Managed Gov Cloud Services, annual |
| 1 |
| 1003 |
| Hosting Named Users, each, annual |
| 2 |
| 1004 |
| Hosting Named Users, each, annual |
| 2 |
Option Year 2: 9/30/2027-9/29/2028
| 2001 |
| TMS Collections Managed Gov Cloud, server licenses & infrastructure, annual |
| 1 |
| 2002 |
| TMS Collections Managed Gov Cloud Services, annual |
| 1 |
| 2003 |
| Hosting Named Users, each, annual |
| 2 |
| 2004 |
| Hosting Named Users, each, annual |
| 2 |
Option Year 3: 9/30/2028-9/29/2029
| 3001 |
| TMS Collections Managed Gov Cloud, server licenses & infrastructure, annual |
| 1 |
| 3002 |
| TMS Collections Managed Gov Cloud Services, annual |
| 1 |
| 3003 |
| Hosting Named Users, each, annual |
| 2 |
| 3004 |
| Hosting Named Users, each, annual |
| 2 |
Option Year 4: 9/30/2029-9/29/2030
| 4001 |
| TMS Collections Managed Gov Cloud, server licenses & infrastructure, annual |
| 1 |
| 4002 |
| TMS Collections Managed Gov Cloud Services, annual |
| 1 |
| 4003 |
| Hosting Named Users, each, annual |
| 2 |
| 4004 |
| Hosting Named Users, each, annual |
| 2 |
5. Technical Support:
The contractor shall perform a one-time upgrade of the existing on-premises TMS system to the latest cloud-hosted version supported by Gallery Systems. This includes the full migration of existing data, configuration of the hosted environment based on the current implementation, and validation to ensure data integrity. The contractor shall also provide remote training for Treasury users to ensure a smooth transition to the updated system and deliver system documentation as appropriate. All upgrade work must align with federal IT security standards and incorporate accessibility best practices, consistent with the vendor’s VPAT.
Following the upgrade, the contractor shall provide ongoing hosting services in a FedRAMP-compliant U.S.-based government cloud environment for the base year and each of the four option years, if exercised. Hosting services must include system maintenance, patching, performance monitoring, vendor support, and helpdesk access as needed. The contractor shall maintain system uptime in accordance with agreed-upon service levels and ensure that Treasury staff retain continuous, secure access to the TMS environment throughout the performance period.
6. Contract Type for this Order:
The Government anticipates that this task will result in a “Firm Fixed Price” (FFP) award.
7. Period of Performance:
Period of Performance: One twelve (12) month base period with an additional four (4) twelve month option periods.
Base Year: 9/30/2025 – 9/29/2026 Option Year 1: 9/30/2026 – 9/29/2027 Option Year 2: 9/30/2027 – 9/29/2028 Option Year 3: 9/30/2028 – 9/29/2029 Option Year 4: 9/30/2029 – 9/29/2030
8. Deliverables
| Deliverable |
| Description |
| Due Date / Period of Performance |
| Project Kickoff and Schedule |
| Initial meeting with project manager to finalize implementation plan and timeline |
| Within 10 business days of award |
| Test Database Upgrade |
| One test upgrade of the existing database to the latest version of TMS Collections |
| Within 30 calendar days of kickoff |
| Production Database Upgrade |
| One final upgrade and deployment of the production database to the cloud-hosted TMS Collections environment |
| Within 60 calendar days of kickoff |
| Level I Remote User Training |
| Basic application training delivered via WebEx or equivalent |
| To be scheduled during the upgrade period; completed within 90 days of first training session |
| Level II Remote User Training |
| Advanced application training delivered via WebEx or equivalent |
| Same as above |
| Go-Live Deployment |
| Final go-live of upgraded environment after user validation and Government acceptance |
| Following successful production upgrade |
| Annual Hosting – TMS Collections GovCloud |
| Includes infrastructure, licenses, backups, FedRAMP compliance, and environment maintenance |
| Base Year: 9/30/2025–9/29/2026 + 4 Option Years |
| Annual GovCloud Services – Security + Support |
| Ongoing secure operations and FedRAMP support tasks (updates, patching, security, logs, etc.) |
| Base Year + Option Years |
| Monthly Hosting Uptime Reports (Post Go-Live) |
| Report on system availability, security actions, and maintenance completed |
| Submitted monthly after go-live |
| Optional Services (as needed) |
| Any additional upgrade iterations or professional services beyond scope, billed T&M per published day rate |
| As requested; not included in base deliverables |
9. Inspection and Acceptance:
The COR is responsible for inspection and acceptance of all services.
10. Acceptance Criteria:
Certification by the Government of satisfactory goods or services provided is contingent upon the vendor performing in accordance with the terms and conditions of the referenced agreement, this order, and all amendments.
11. Invoice Review:
The COR may reject or require correction of any deficiencies found in the invoice or receiving report. In the event of a rejected invoice or receiving report, the Contractor must be notified in writing by the COR of the specific reasons for rejection.
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