Collection Management System and Digital Asset Management Solution

Overview

Software, Web & Mobile Development

Toronto, Ontario, CanadaPosted 14 days agoDeadline: May 13th, 2026

Fit Score

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SUMMARY

The university seeks information on CMS and DAM solutions for managing photography collections, with flexible deployment and strict IT policy alignment.

KEY REQUIREMENTS

Must provide a Collections Management System and Digital Asset Management solution
Must support integration between CMS and DAM systems
Must align with University IT policies regarding data security and privacy
Must support on-premise, cloud, or hybrid deployment options
Must support large volumes of data processing
Must provide flexible permissions, user roles, and interfaces
Must be able to participate in strategy discussions via conference or video call

BUDGET

Estimate

$150,000 – $500,000

CONTRACT DURATION

60 months

TIMELINE

RFI Issued: April 23rd, 2026

Last day for Proponents to submit questions: May 4th, 2026

Deadline for answers to Proponent questions: May 6th, 2026

RSVP Deadline: May 13th, 2026

Discussion Sessions: May 19th, 21st, 25th, 26th, and 29th, 2026

Anticipated contract award: Q1 2027

QUESTION DEADLINE

May 4th, 2026

Issuing Agency

Toronto Metropolitan University

Organization overview and procurement intelligence available on paid plans.

See Issuer Research

DESCRIPTION

A Canadian university is seeking information on collection management systems (CMS) and digital asset management (DAM) solutions to support the long-term stewardship, access, and management of photography collections. Solutions must offer robust interoperability, ensuring alignment between collections data and digital assets. All proposed systems must conform to university IT policies, with requirements for data security, privacy, institutional authentication, and potential data residency considerations.

Vendors should be able to support on-premise, cloud, and hybrid deployment options in coordination with the university's IT team. Proponents are expected to discuss the advantages and disadvantages of multiple hosting approaches. The system will be utilized across various functional areas—including collections, curatorial, and digital/media departments—necessitating flexible permissions, user roles, and interfaces to accommodate diverse workflows.

Questions regarding this request must be submitted no later than May 4, 2026.

Source attribution

This Settle analysis is based on the issuing organization’s public RFP listing.