Acquisition and implementation of a museum collections management system and online catalogue

Summary

The procurement covers the acquisition, adaptation and implementation of an electronic museum collections recording and management system, together with the design, development and deployment of an online collections portal and its content-management tool (CMS). The work includes analysing and migrating data and files, including multimedia, from the existing MONA and ALKMENA systems; installing, configuring and integrating the system; designing the portal; and conducting security, performance and accessibility testing. The system must support collection cataloguing and museum procedures such as accession, location changes, loans, inventory checks, conservation and digitisation. The portal must provide public search and meet WCAG 2.2 AA accessibility requirements. Delivery is divided into four stages: pre-implementation analysis within 5 months of contract signing; system preparation, installation and data migration within 60 days after Stage I; portal design within 60 days after Stage II; and portal deployment, testing and training within 60 days after Stage III. The draft contract sets an overall deadline of up to 11 months for Stages I–IV. The documents give differing durations for warranty and support: the draft contract provides for 36 months of warranty and support and 130 development hours. The technical specification calls for at least 40 hours of in-person training, while the draft contract calls for 25 training sessions totalling at least 50 hours. Bidders should check the tender documents as a whole when preparing their bids. The contract is not divided into lots. Bids are assessed on net price (60%) and the team’s additional relevant experience (40%). Participation requires evidence of the specified experience and team qualifications, plus a PLN 3,000 tender guarantee. The successful bidder must provide performance security before signing, set in the tender specification at 5% of the total net bid price.