Procurement & Partnerships
Procurement built for government reality
Public agencies buy through pilots, quotes, security review, and council approval. This page explains how Art Trackers fits that process: the contract path, the documents we provide, and what happens after you sign.
- Fixed-price
pilots - Payment on
accepted milestones - Letter of
Intent available - IT
security
At a glance
At a glance
Three-step path
Letter of Intent, pilot agreement, annual contract. Use the steps your agency needs.
Pilots from $5,000
Fixed price. No hourly billing.
Pay for accepted work
Pilot payments are released as each milestone is delivered and accepted by your team.
14-day go-live target
Counted from contract signature and confirmed in your agreement.
Nothing to install
Staff use a current web browser. No VPN, and no software on your network.
Your data stays yours
Export every record at any time, at no charge.
The contract path
The contract path
- 1
Letter of Intent
A non-binding letter that records both sides’ intent to move to a pilot.
- 2
Government pilot agreement
A fixed-price, milestone-based agreement for a pilot of 3 to 6 months.
- 3
Annual contract
After a successful pilot, you move to an annual contract at the tier that fits your collection.
Agencies buy
How agencies typically buy
We work with your procurement office to use the right route for your agency
Small purchase or direct buy
The purchase falls under your agency’s direct-purchase or informal limit.
Competitive quotes
Your rules require two or three written quotes.
Formal solicitation (RFQ, RFP, ITB)
The value is above your competitive threshold.
Cooperative contract
Your agency prefers to buy through a cooperative purchasing contract.
The procurement packet
One request. The documents your team asks for first.
Procurement, legal, and IT teams each ask for different paperwork. Request the packet once and we will send what applies to your agency, usually within one business day.
What is certified, and what is not
Our infrastructure providers, Supabase for the database and storage and Clerk for sign-in, each maintain an independent SOC 2 Type II report. Art Trackers itself has not yet completed an independent audit. A platform-level audit is on our roadmap. We would rather tell you plainly than have your reviewers find out later.
Made for IT review
Security, compliance and information your IT team needs.
Nothing to install
Staff use a current browser. No VPN, agents, or inbound connections.
United States hosting
Agency data is hosted in the United States (AWS us-east-1, through Supabase).
Encryption
TLS 1.2 or higher protects data in transit. AES-256 encrypts data at rest.
Agency data isolation
Each agency’s records are separated by sign-in and database row-level security.
Role-based access
Admin, Editor, and Viewer roles. MFA is available; SSO supports Google and SAML 2.0.
Audit log
Sign-ins, changes, exports are logged by time and user. Logs stay append-only.
After you sign
After you sign: a 14-day target
- 1
Day 1
Agreement signed. Your account is created and the onboarding call is scheduled.
- 2
Days 2 to 3
Your existing inventory is imported from a spreadsheet or CSV, with help mapping fields. Staff accounts and roles are set up.
- 3
Days 4 to 5
NFC tags are ordered and shipped pre-programmed. Your staff attend a live training session.
- 4
Days 6 to 10
Tags arrive and are affixed to priority artworks. Your team reviews public artwork pages before they go live
- 5
Day 14
Go-live. The staff dashboard, public art map, and compliance reports are in full use.
Training and support
Training and support
Live staff training session
A live staff training session is included with every plan. In the pilot it runs 90 minutes and covers the dashboard, field scanning, condition reports, and compliance reports.
Training documentation
Written training documentation covers every dashboard function.
Direct access to our team
You have direct access to the founding team during your pilot.
Post launch support
A 30-day post-launch support period is included with your launch.
Ongoing support
Support is by email during business hours, Pacific Time, with scheduled calls as needed. We respond within one business day.
Commercial terms at a glance
Commercial terms at a glance
The full terms are in the pilot agreement. These are the points buyers ask about first.
DPA Request
Public records and confidentiality
We understand that agreements, quotes, and proposals you receive from us may be public records under your state’s disclosure laws, including the Washington Public Records Act. If a document contains trade secrets or other confidential business information, we mark it clearly so your records officer can handle it properly.
The records your agency stores in Art Trackers belong to you. We access agency data only to deliver the service or to provide support you request.
Accessibility
Accessibility
State and local governments are preparing for the federal rule on web accessibility, which adopts WCAG 2.1 Level AA. In April 2026 the U.S. Department of Justice extended the compliance dates to April 26, 2027 for entities serving 50,000 or more people, and April 26, 2028 for smaller entities and special districts.
Public artwork pages and the embeddable map are content your community sees, so accessibility matters to us. Our target is WCAG 2.1 Level AA across the staff dashboard and public artwork pages. We will share an accessibility conformance report on request.
Integrations and vendor
Integrations and vendor details
Integrations and API
Connect Art Trackers to financial, facilities, GIS, or asset systems via API. API access is included in Professional and Enterprise plans. Export your data as CSV or JSON anytime.
Vendor registration
Art Trackers LLC registers in your agency’s vendor system before contract signature, including Washington’s WEBS and SAM.gov where required. Tell us what your agency needs and we will handle the registration on our side.
FAQ
Procurement FAQ
That depends on your agency’s rules and the contract value. Because pilot pricing starts at $5,000, a pilot may fall within your small-purchase or quote-based limit. Larger annual contracts may require a formal solicitation. Your procurement office makes that determination, and we will support whichever route applies.
A Letter of Intent is a short letter that records both sides’ intent to move to a pilot. It is non-binding: it commits neither party to a purchase, but lets both teams start planning. We provide a template you can adapt.
A fixed-price pilot of 3 to 6 months under the government pilot agreement: account setup and data import, NFC tags for priority artworks, a live staff training session, and a 30-day post-launch support period. The scope and milestones are set out in your agreement.
The pilot has a fixed price, paid by milestone. Each payment is released only after that milestone is delivered and accepted by your team. Nothing is billed for hours worked.
Our target is 14 days from contract signature: your account on day 1, data import on days 2 to 3, tags shipped by day 5, and go-live on day 14. The timeline is confirmed in your agreement.
No. Staff use a current web browser, with no VPN, agents, or software on your network. Our IT Security & Compliance Overview covers the details for your review.
Agency data is hosted in the United States (AWS us-east-1, through Supabase). Your agency owns its records and can export everything at any time, at no charge.
Yes. A Data Processing Agreement setting out how we handle your agency’s data is available on request. Ask for it in the procurement packet.
Art Trackers LLC registers in your agency’s vendor system before contract signature, including Washington’s WEBS and SAM.gov where required. Tell us what your agency needs and we will handle the registration.
Yes. A certificate of insurance showing our coverage is available on request as part of the procurement packet.
Prices exclude applicable taxes, which are itemized on your quote. Your finance office can confirm how they apply to your agency.
Yes, that is what the pilot is for: your team uses Art Trackers on part of your collection before committing to an annual contract. We are also glad to give your team a demo first.
Yes. Request the procurement packet and we will send the documents that apply to your agency, usually within one business day. We can also complete your agency’s vendor forms.
Use the request form on this page or email info@arttrackers.com. We respond within one business day and are glad to speak with procurement, legal, and IT staff directly.
Procurement form
Request the procurement packet
Have a procurement question? Ask us directly.
Every process is different. If your procurement office has requirements this page does not cover, tell us. We respond within one business day and are glad to speak with procurement, legal, and IT staff directly.