System Demonstrations final.doc

MCMD Platform Replacement

Confidential Source Selection Information (FAR 3.104)

System Demonstrations

The demonstration should include a comprehensive walk-through of the system’s capabilities and features (see Section 6), and with references to related Functional Options (Section 7) and to the below-described transactions as applicable at an appropriate point in the demonstration.

It is suggested that the following test records be pre-loaded into the system, with additional test records added as desired by the Contractor. The following examples represent collection objects a hypothetical “President James L. Smith Presidential Library and Museum”, Scottsdale, Arizona, which holds materials for the President’s two terms (1985 to 1989 and 1989 to 1992), as well as privately-donated pre- and post-Presidential materials. It is suggested that the first two object records be entered into the database as part of the system demonstration in order to exhibit the object entry process. Changes of status for examples 3 and 5 should also be reserved for the actual demonstration.

1. HOS.1989.321876.1.a-g: Embossed sterling silver tea set (teapot with lid (.a-b), sugar bowl with lid (.c-d), sugar spoon (.e), creamer (.f), tray (.g) [invent some measurements]. Gift to First Lady Margaret Smith from, Anna Koscova, First Lady of Poland, during the state visit of the Polish Prime Minister and First Lady to the White House, January 13-17, 1989. Registered in the White House Gift Office on January 14; held on courtesy storage by the Presidential Materials Staff from February 27, 1989 (Pick-up Trip # 93071), packed into Foreign Box 345 (pallet box), and transferred into NARA’s legal custody at the end of the President’s term (Jan 20, 1992). Eventually stored in the Library’s main storage room 173, storage row 2, cabinet 2B, shelf 3). Note the item’s Gift category as a Head of State Gift and its status as a ‘valuable-vulnerable’ artifact. Gift Office value $8500. Artifact count 1, Object count 5, Piece count 7.

2. HOS.1989.321876.2.1-2: Hardcover book (2 copies), “Tea Services of Hungary”, by Josef Polenski. Second part of the above gift, with the same transfer history, packed into Foreign Box 21 (FRC box). Eventually stored in the Library’s main storage room 175, storage row 14, bay C, shelf 3. One copy is inscribed to the President and First Lady, second copy inscribed to the First Daughter. Gift Office value $75. Artifact count 2, Object count 2, Piece count 2.

3. TEMP.2001.5.1.a-d. Second inaugural gown by Oscar de la Renta, sleeveless floor-length scarlet red satin, cowl neck and low back, with removable 3 1’2” sash and a pair of matching scarlet, beaded pumps. On courtesy storage with the Smith Library for future donation as of May 13, 2001 (deposit agreement signed Feb. 27, 1992). Donor signs a Deed of Gift March 31, 2004. Accessioned on April 14, 2004; accession is the third of 2004, and the dress and shoe combination is the 24th part of the accession. Home storage location: Room 173, Cabinet 8.1A (dress/sash) and Cabinet 8.1A.b, Box 2 (shoes). On display in the museum’s Permanent Exhibit gallery in case number 12A, Courtesy of Margaret Elizabeth Smith. Flag the items as light sensitive. Artifact count 2 (dress w/ belt, shoe pair), Object count 2 (dress w/ belt, shoe pair), Piece count 4 (dress, belt, shoe, shoe).

4. LOAN 2008.1.15. Portrait of former Secretary of the Interior Harold M. Vanderburgh by Julien Russell (1925 – 1996). Oil on canvas, 26 ¼”W x 42 ½”H, in gilded frame, 32 ¾” W x 48 ¼” x 2 ½”D. Incoming loan from the Museum of Western Heroes, Denver, CO for the exhibit ‘Whats In Your Cabinet?” Exhibit dates March 1 2008 to September 31, 2008. Receipt date February 15, 2008, return date October 15, 2008. Installation date February 24, deinstall date October 7. Shipper US Art, BoL #39876. In good condition: canvas is in plane, minor scratch (1/5”) noted in upper right just over sitter’s left shoulder, frame is worn at edges and corners, LL and UR mitres are open. Photo date 2.15.08.

5. 1991.785465.1-52. Donor’s collection of 52 campaign buttons (various) from the 1989 re-election campaign. Domestic gift to President Smith, received in the Gift Office on July 14, 1991, from David R. Costner of Scottsdale Plains, Arizona. White House gift number 785465. 12 of the buttons are de-accessioned as duplicates on August 14, 2004 and placed in the museum’s education collection. Artifact /object/piece count changes from 52 to 40 following the de-accession.

6. Mousepad depicting former President Smith posing with his favorite horse. 12” x 8”. Gift to former President Smith in 1995 from Jacob Baker (Governor of Colorado 15 Jan 1982 – 15 Jan 1986), Secretary of Agriculture July 12 1986 – Feb 28 1991) , deeded to the Library January 25, 2006. The item was mistakenly entered into the database twice, under numbers 2006.2.12 and 2006.5.24 , with more detail in the second record, though the first record has the correct ID number. Please demonstrate how the information in the two records can be efficiently reconciled, and the un-needed record deleted from the database by an authorized individual (the Library Curator), and be archived for future review by an authorized individual (the Library Registrar). If possible, please demonstrate a process for validating/authorizing the deletion and recording a reason for the deletion.

Create an object record or records for the first two examples at the stage the items come into the custody of the Presidential Materials Staff.

Demonstrate the legal status evolution and associated documentation changes for examples 3 (on deposit to accession) and 5 (accession to disposal), and how previous legal status information is archived.

Enter Chenhall classifications and material composition information for the above items.

If possible, add the non-Chenhall term ‘mousepad’ into the thesaurus. Also, if possible, demonstrate how the Chenhall configuration handles closely-related terms, such as various types of ‘pin’ (vs ‘brooch’ or ‘pin, tie’ or ‘pin, campaign’) or ‘button’ vs. ‘button, campaign’.

Demonstrate a working method to support the physical inventory and at-risk assessment of everything on a designated storage shelf. Include a check of all item names, descriptions, object and piece counts, and enter an at-risk assessment.

Demonstrate how to link two or more images to an object record (use any images available), and how the images can be displayed on the screen, and demonstrate the creation of a report that includes object catalog information for one object and two or more images for each object.

Demonstrate the process for browsing the collection records for collection items to include in the exhibit “Whats In Your Cabinet?”. Demonstrate how the user might generate an Exhibition checklist, including the incoming loan.

Demonstrate the entry of treatment information for pre-travel repairs done to the Oscar de la Renta dress, performed by a visiting Conservator on-site at the Library.

Demonstrate the process for creating a loan of the Head of State gifts and the Oscar de la Renta gown to travel to another venue as part of the ‘Whats in Your Cabinet’ exhibit, linking the relevant object records to a Loan Record and the Exhibit Record. Demonstrate how to link one or more images (e.g. packing shots, gallery shots) to the Loan and/or Exhibit Record. If possible, demonstrate how light exposure for the gown as per the duration of the exhibit/loan may be recorded in the database.

Demonstrate how the system might generate an Outgoing Loan Agreement, including the borrower with address, the Loan Number, a list of the loaned objects with a basic description, measurements, and insurance values, and any light level restrictions.

Demonstrate how to enter pre-travel condition notes, and create a pre-travel condition report for one of the loaned objects. Demonstrate how to enter post-travel condition notes and report. If possible, link before/after condition images to the condition data, and include two of the images in the report.

Demonstrate updating locations for the Head of State gifts and the Oscar de la Renta dress and shoes, packing these items into Crate #6 of 25 crates related to the exhibit.

Demonstrate if possible how the system might a shipping list for the Outgoing Loan, including the carrier’s information and the borrower’s delivery address.

Demonstrate how the platform would document the Loan and Exhibit as travelling to 2 additional venues.

Demonstrate the re-entry of Crate 6 into the museum’s Receiving room (includes Box 1 (the Oscar de la Renta dress) and Box 2 (Oscar de la Renta shoes), Box 11 (the Head of State gifts), Box 100, and Box 12 - and 2 artifacts not boxed - MO 63.2234.1, MO 63.2234. Demonstrate how to move all of the contents of Crate 6, except the two unboxed artifacts, from the location ‘Receiving Room, Crate 6’ to Room 173, Shelf 1.1A with minimal steps.

Continue by moving the Head-of-State gifts and the Oscar de la Renta pieces back to their home location.

Crate 16/100 remains in the Crate Room, and includes Boxes 2, 111, 16 and 66, and MO 63.2234.12. Move Boxes 2 and 11 to Room 173, shelf 1.18C, while all other contents remain in Crate 16 in the Receiving Room.