Collections Management System

The State of Utah Division of Purchasing, on behalf of Cultural and Community Engagement, is conducting a Request for Statements of Qualifications (RFSQ) to procure a Collections Management System (CMS) design professional service provider and consultant. The procurement seeks a vendor to provide comprehensive support for the Lucidea CMS across a five-year contract from January 2026 through June 2029. Key deliverables include CMS maintenance operations, liaison services with Lucidea, developing best practice documentation, and staff training materials. Mandatory vendor qualifications include a minimum of five years of experience in museum collections data, library cataloging, or archival work, extensive knowledge of collections management operations and standards, and ability to interface with Lucidea's backend systems. The evaluation criteria include a comprehensive 800-point technical scoring framework with seven scoreable areas: collections database management (200 points), availability and responsiveness (125 points), technical communication (125 points), time management (125 points), collaborative relationship management (125 points), project obstacle identification (50 points), and familiarity with government cultural collections (50 points). A minimum threshold of 560 technical points (70% of total) is required for proposal advancement, with the submission deadline set for January 6, 2026.

The procurement does not specify explicit set-aside designations or restrictions on responding organizations. The existing infrastructure involves the Lucidea Collections Management System, which the selected vendor must be able to interface with and support. Contractors must comply with Utah's cybersecurity requirements, including FedRAMP or GovRAMP compliance for technology products, and must maintain specific insurance coverage, including cyber security insurance with minimum aggregate coverage ranging from $2,000,000 to $10,000,000 depending on data risk levels. The total contract value is $350,000 over the five-year period, with variable monthly hour allocations across four fiscal years. Vendors are prohibited from including pricing information in their initial qualifications submission, with compensation to be negotiated separately with the highest-ranked vendor. All personnel with access to secure state facilities or data must undergo Federal Criminal Background Checks and 10-panel drug testing, and all work must be performed in compliance with NIST 800-53 Revision 5 standards and other specified security requirements.