Collections Management System

The General Services Administration's Office of Administrative Services is seeking commercial solutions for a Collections Management System (CMS) to support the Fine Arts Branch and Courts Design Branch Programs. The system must manage and track the lifecycle of over 27,000 artworks in the Fine Arts Collection, which represents one of the nation's oldest and largest public art collections spanning from 1850 to the present. Key requirements include support for 11 core functions encompassing object records, acquisition, conservation management, project management, inventory control, location and movement tracking, catalog description, loaning and borrowing operations, deaccession and disposal, personal information management, and digital asset management. The CMS must accommodate three access channels (internal application with customizable access, PBS intranet read-only delivery, and public website content delivery) and support Microsoft SQL data conversion and digital media migration capabilities. This is a Request for Information (RFI) issued February 27, 2026, with responses due by 10 AM on March 23, 2026, submitted electronically to Contracting Officer Sharmel Lane; responses are limited to 10-12 pages in Times New Roman 12-point font with single spacing.

This opportunity carries no set-aside designations and no incumbent contractor is identified in the pre-solicitation notice. The anticipated future contract would include a 12-month base year plus four optional 12-month renewal periods, though no specific award value or budget range is disclosed in this RFI stage. Prospective vendors must demonstrate CMMI Level III and ISO 9001:2015 compliance, experience with federal government IT security policies and NIST guidelines, and the ability to deploy solutions on-premises, cloud-based with FedRAMP authorization, or in hybrid configurations. The RFI explicitly states this is for planning and market research purposes only and does not constitute a binding procurement obligation. Interested vendors should submit company information, points of contact, DUNS numbers, business size classifications, and comprehensive responses addressing the vendor capabilities and technical specifications outlined in the RFI.