Description

This Request for Proposal (RFP) aims to solicit bids from qualified vendors to provide and implement a comprehensive Museum Management Software (MMS) solution

Detail

This Request for Proposal (RFP) is seeking a comprehensive Museum Management Software (MMS) solution to support a variety of operational functions and integrate with current systems and workflows. The MMS should also support integration with marketing tools for promotion and provide ticketing options (with Eventbrite integration or other compatible platforms). The system should include transaction processing for artworks available for purchase and provide robust analytics tools to measure visitor engagement with exhibits. For Visitor Management, the solution should provide a user-friendly interface for managing visitor entry, even though no tickets are currently required for museum entry. The system must include visitor tracking capabilities to analyze audience demographics, with examples of how this data can be collected and reported. For Class Scheduling, the system should integrate with the current Visit Cherokee Nation website and support robust scheduling for in-person and online educational programs, resource management, attendance tracking, and waitlist management. The solution should also include a comprehensive reservation system that ties back to the MMS to enable seamless transaction processing for class enrollments, ticket counts, and online portals. Regarding Membership Management, the solution should support customizable membership benefits, renewal reminders, and member communication. For Financial Management, the system should offer financial reporting, budgeting tools, and integration with existing accounting systems. The Point of Sale (POS) Integration must ensure seamless transaction processing across sales points, synchronize inventory management in real-time, and integrate member discounts, receipt generation, and reporting features. The system should prioritize Accessibility and Inclusivity, including multilingual support (with potential for Cherokee language inclusion, where translations can be provided), and adhere to CED and industry-standard security measures. The software must be fully cloud-based, ensuring accessibility and eliminating the need for on-premises servers. It should be compatible with hardware such as scanners and printers and include API support for integration with systems like CRM and ticketing. For Education and Outreach, the system should offer tools for managing educational programs, workshops, guided tours, and community engagement, particularly with schools. Analytics and Reporting features should provide advanced tracking of visitor behavior, exhibition success, and class attendance, with customizable reports. Mobile Accessibility should be available, ensuring visitors and staff can access the system via mobile apps and responsive interfaces on multiple devices, including support for QR codes at exhibits. The solution must comply with relevant Regulatory Compliance standards, including data protection and privacy measures, and be scalable to accommodate future growth, particularly in cloud-based environments. The vendor must provide comprehensive User Training and Support, including onsite implementation, personalized training for staff at each location, and white-glove support. The vendor will also perform software updates, including security patches, to ensure the system remains secure and up to date. The Go-Live date is May 31, 2025, but CED is open to vendor recommendations based on similar implementations. Vendors who can provide a solution that integrates the requirements of the Retail POS and Museum Management RFPs will be given preference.

Documents

RFP

IT Application