CMS Request for Information final draft 27 Feb.pdf

REQUEST FOR INFORMATION (RFI)/PRE-SOLICITATION NUMBER:

47QACB26N0002

Collections Management System

In Support Of

General Services Administration Public Buildings Service

Office of Chief Information Officer

PB-ITS

ISSUED UNDER: GSA MAS/NASA SEWP/SAM.gov

Issued By:

GSA, Office of Administrative Services Office of Internal Acquisition

1800 F Street NW Washington, DC 20405

February 27, 2026

Disclaimer This Request for Information (RFI) is for planning purposes only and is not a Request for Quotes (RFQ), Request for Proposals (RFP), Invitation for Bids (IFB) or an obligation on the part of the Government to acquire any services.

Responses to this RFI are not offers and cannot/will not be accepted by the Government to form a binding contract. The Government reserves the right to determine how it should proceed as a result of this notice. Furthermore, those who respond to this RFI should not anticipate feedback with regard to their submission. However, the government may engage vendors that respond to this notice by seeking further information about capabilities or even a direct award. The Government will not pay any cost incurred in response to this RFI. All costs associated with responding to this RFI will be solely at the responding party’s expense. The information provided in this RFI is subject to change and is not binding on the Government.

1. Background

General Services Administration’s (GSA) Office of the Chief Information Officer – Office of Public Buildings Information Technology Services (PB-ITS) in support of the users of the Office of Engineering, 1800 F Street, NW, Washington, DC is investigating commercial solutions for an artwork focused collections management system (CMS). This application is primarily used by the Office of Engineering, which serves in this case specifically the Fine Arts Branch and Courts Design Branch Programs. A CMS supports the mission of GSA by supporting compliance with Federal directives on managing assets.

The Fine Arts Collection is one of our nation’s oldest and largest public art collections. It consists of permanently installed and moveable mural paintings, sculptures, architectural or environmental works of art, and works on paper dating from 1850 to the present. These civic works of art are in federal buildings and courthouses across the United States. In addition, more than 23,000 small moveable New Deal works of art are on long-term loan to museums and other nonprofit institutions. Maintained by GSA as a part of our national and cultural heritage -the CMS application is the System of Record for all aspects of this Fine Arts Collection, including the Art in Architecture commissioning process.

The Fine Arts Branch manages GSA’s Fine Arts Collection to ensure its safety, accessibility, preservation, and appropriate use in order to enhance and promote high-quality work environments for federal agencies and the public they serve. The CMS is used to manage and track the lifecycle of over 27,000 artworks in the Fine Arts Collection , manage artwork related projects such as commissioning and conservation, and deliver artwork related information to varying audiences.

Statement of Intent

This RFI is issued to conduct market research on commercially available artwork collections management system platforms and associated implementation, migration, operations, maintenance, and enhancement services. Information received will be used to inform the Government’s acquisition strategy, deployment model considerations (on-premise, cloud-based, or hybrid), and potential scope refinement for a future competitive procurement. This RFI does not commit the Government to any acquisition action.

2. SYSTEM OVERVIEW

CMS Functional Usage The CMS is used by the Fine Arts Branch to:

● Generate reports based on collection data

● Track almost 30,000 artworks

● Maintain an accurate inventory of the collection

● Record all conservation activity associated with artworks

● Manage all loans (including over 22,000 New Deal artworks)

● Maintain the national central archives for the collection

● Act as a repository for interpretive information on artworks

● Administer the art in architecture commissioning process from the selection of the artist, to the approval of the final design concept, through the fabrication, installation and dedication of the new artwork

● Manage art in architecture acquisition information and relationships across artists, projects, artwork, buildings and contacts

● Act as a digital asset management tool for artwork and project related files

Environments

The CMS currently operates across the following environments:

● INT – Integration / Development

● TST – Test / User Acceptance Testing

● PROD – Production

Access and Delivery Channels

● Internal CMS: Customizable security settings to allow for read/write access at the field level within main application interface in client server configuration

● PBS Intranet: Delivery of read only information via customizable website available on the PBS intranet with customizable user role access

● Public Arts Website: Public delivery of a curated subset of CMS data

3. Scope of Work/Technical Requirements

The Contractor shall provide all personnel, administration, management and local travel necessary in support of implementation, operations and maintenance of the CMS and affiliated applications. The contractor shall ensure its success by providing support in the following areas:

● Program and Technical Support

● Operations &Maintenance of the CMS

● Systems Enhancements (OPTIONAL)

● Procedures and Guidelines

The period of performance for this SOW will consist of a 12-month base year and not to exceed four (4) twelve (12) month option periods.

This work will include but is not limited to software development, integration, testing, maintenance, audit support, system analysis, impact analysis, documentation, reports, and progress monitoring using reporting procedures and measures of performance. These shall be in accordance with industry best practices, NIST, OMB, GSA and PB-ITS policy and guidance in a manner consistent with CMMI Level III and ISO 9001:2015 practices and protocols.

The Contractor shall be responsible for the integration and support of the application including all enhancements made to the application.

The Contractor shall provide support for the operation, maintenance and performance of the CMS. Support for this application includes INT (integration/dev), TST (Test/Staging) and PROD (Production) and may include other environments as required. The Contractor shall coordinate all technical implementation tasks with Government-designated support teams including server, application, network and/or security teams. This task includes the technical support, changes and architectural expertise to maintain the application in compliance with all existing GSA policies and guidelines. Issues that may be discovered through scan, reviews, and audits throughout the task and phase-out periods shall be resolved in the timeframes defined by GSA Policy. The Contractor shall follow the approved PB ITS Enterprise Quality Program (EQP) lifecycle methodology for system upgrades, releases, and maintenance activities.

In addition, the solution shall adhere to all current GSA IT Standards for hosting such a system and meet GSA’s Information Technology (IT) Security Policy, (CIO 2100.1Q, GSA Information Technology (IT) Security Policy, dated 10/24/2024; and GSA’s Information Technology (IT) Rules of Behavior, dated 11/5/2024; and all applicable GSA and NIST standards and guidelines, other government-wide laws and regulations for protection and security of information technology.

4. Information Requested https://insite.gsa.gov/system/files/2025-02/CIO%202100.1Q%2C%20%20GSA%20Information%20Technology%20%28IT%29%20Security%20Policy%20-%20%20admin%20editJan%202025.pdf https://insite.gsa.gov/system/files/2025-02/CIO%202100.1Q%2C%20%20GSA%20Information%20Technology%20%28IT%29%20Security%20Policy%20-%20%20admin%20editJan%202025.pdf https://insite.gsa.gov/directives-library/gsa-information-technology-it-general-rules-of-behavior-4?term=GSA%E2%80%99s+Information+Technology+%28IT%29+Rules+of+Behavior https://insite.gsa.gov/directives-library/gsa-information-technology-it-general-rules-of-behavior-4?term=GSA%E2%80%99s+Information+Technology+%28IT%29+Rules+of+Behavior

All Interested parties shall furnish the following information:

a) Name of company;

b) POC, Telephone Number(s), Address, and email address;

c) DUNS Number;

d) Business Size;

e) Response to Technical Questions;

5. Technical Questions:

a. Please tell us a little bit about your artwork collections management tool/product. How does it address these core collections management functions:

1. Object records

2. Acquisition

3. Conservation management

4. Project management

5. Inventory control

6. Location and movement control (including building information)

7. Catalog description

8. Loaning and borrowing

9. Deaccession and disposal

10. Personal information

11. Digital asset management

b. Describe the flexibility and/or customizability available in your product and the level of technical knowledge needed to utilize these features

c. Describe your experience and process managing data conversion - specifically within Microsoft SQL

d. Describe your experience migrating and managing large volumes of digital media assets.

e. Provide examples of organizations (government or commercial) currently using your solution.

f. Describe your experience supporting federal government customers.

g. Describe how your solution differs from competitors in the artwork or museum CMS market.

h. Describe your client support model, including onboarding, training, and ongoing support.

i. Describe your technology stack and product roadmap.

j. Describe Cloud Options:

1. On-Premise/Client Server Configuration: Describe how the solution can be deployed and managed within GSA's internal environment. What are the infrastructure, database, and system requirements for a solution hosted within a Government environment, and what is the typical support model?

2. Cloud-Based/SaaS Solution: Describe the options for a fully hosted (Software-as-a-Service) solution, including the security and compliance framework (e.g., FedRAMP status, or equivalent government security authorization). How is data segregation and security managed?

k. Address how each deployment model (as applicable) supports the secure delivery of read-only information to the PBS intranet and the supporting public arts website.

l. Describe differing access levels (read/write access for internal users, read-only delivery for the PBS intranet, and content delivery for the public arts website): How does your solution support these distinct needs and security requirements across both the on-premise and cloud deployment models given large volume of media assets?

5. RFI SUBMISSION INSTRUCTIONS

Please limit responses to a maximum of 10-12 pages total. It should be single-sided, single-spaced, Times New Roman, 12pt font for the responses. Responses will only be accepted if submitted electronically to the addressee.

No telephone inquiries will be accepted.

Please submit your responses no later than 10AM, Monday, March 23, 2026 via email to the Contracting Officer, Sharmel Lane at sharmel.lane@gsa.gov.

mailto:sharmel.lane@gsa.gov