Attachment_C.2_CS_COLA_Environment_and_Requirements.pdf

RFP# 16PBGC19R0004

Attachment C.2 Environment and Requirements

Table of Contents C.2. Corporate Support Communications Outreach & Legislative Affairs (CS_COLA) Environment and

Requirements

2.1 Introduction/Background

2.2 Systems Stakeholders

2.3 Systems Overview

2.3.1 PBGC.Gov and Intranet

2.3.1.1 PBGC.Gov and Intranet Technology Stack

2.3.1.2 PBGC.Gov and Intranet System Diagram

2.3.2 Systems Data

2.4 CS_COLA-Specific Requirements

2.4.1 Hours of Support

2.4.2 Technologies

2.4.2.1 PBGC.gov and Intranet

2.4.2.2 Optional Task 1

2.4.2.3 Optional Task 2

C.2. Corporate Support Communications Outreach & Legislative Affairs

(CS_COLA) Environment and Requirements

2.1 Introduction/Background

CS_COLA is currently comprised:

1. PBGC.gov and Intranet Support

There is a potential for new and/or improved systems to be implemented to support the requirements of the CS_COLA. These will be implemented with Task Orders.

PBGC.gov is PBGC’s external information portal that supports the mission the Communications

Outreach and Legislative Affairs Department (COLAD) in the Office of Policy and External Affairs

(OPEA). It provides information the Corporation’s mission, access to benefits payment systems

(MyPBA) for retirees and premium payments for participants (MyPAA) and provides information about the defined benefit pension community to the sites visitors. The intranet is the information source for PBGC employees. COLA is responsible for design, development, and implementation of webpages for the Office of the Director, Director, OPEA and other agency department pages as directed by COLA or the COR. The intranet sits on SharePoint and is managed by the IT

Infrastructure Operations Department.

2.2 Systems Stakeholders

Business Innovation Services Department (BISD) / Corporate Management Services Division and

Program Management

The Business Innovation Services Department (BISD) provides IT support to PBGC departments throughout the Corporation. BISD leverages best practices and state of the art technology to deliver IT innovation to PBGC business operations and customer service. BISD provides IT program management, IT project management, and IT contract oversight services while establishing and utilizing proven implementation approaches to further business area goals.

Within BISD, the Corporate Management Services Division (CMSD) provides overall IT Project

Management support and oversight of IT contracts for OPEA system covered under the

CS_COLA contract. The COR provides contract oversight and technical direction to the

CS_COLA contractor and acts as PBGC’s liaison with the contractor.

With the support of the CS_COLA contractor, the IT & business program/project managers and

COR from BISD’s Corporate Management Services Division (CMSD) ensure that PBGC, OPEA’s goals and objectives are achieved. The IT & business program managers manage the full lifecycle of the program from planning, execution, monitoring, and control and budgeting. A

Chief Information Officer (CIO)/ Chief Policy Officer (CPO) briefing has been established quarterly to present the progress of the program.

The IT & business program managers partner with the Chief Enterprise Architect to conduct

Business Needs Analysis (BNA) for the program components in accordance with Enterprise

Architecture (EA) standards. The BNAs support OMB’s Architect-Invest-Implement paradigm and provides recommendations that drive performance improvements and IT investment planning. It also provides support to the funding and prioritization of the OPEA programs. The

BNA recommendations are the first step in building the programs future roadmap and budget development. The IT Portfolio Review Board (ITPRB) provides governance over the strategic direction of the IT Portfolio by prioritization, controlling, and evaluation. The ITPRB, not only recommends the budget to the Budget and Planning Integration Team (BPIT) who in turn recommends to the Executive Management Committee (EMC), and once approved to the OMB, it makes recommendations on the IT portfolio and the programs/projects that are needed to support the Corporation’s mission. Only projects approved by the ITPRB should be executed. The

CS_COLA contractor team will partner with the integrated project team (IPT) which consists of the IT and business project managers, Enterprise Architect, Information System Security Officer

(ISSO), Information Owner (IO)/Information System Owner (ISO), Release Manager, Privacy

Officer, Infrastructure, and other members.

The CS_COLA contractors are expected to adhere to the IT Solution Life Cycle (ITSLCM) including the control gates - the Change Advisory Board (CAB) that reviews and approves all changes to the infrastructure and the Technical Review Board (TRB) that governs technical and products standards and approves solution designs for compliance to those standards.

PBGC expects the CS_COLA contract project manager to partner with the IT project manager in the planning and execution of projects, and operations of the systems. The CS_COLA contract program manager and leadership team is expected to partner with PBGC’s program managers and executives to ensure the success of the program and to conduct a monthly Program Management

Review (PMR) providing a progress update on the contract.

PBGC Strategic Goals:

o Goal 3: Maintain High Standards of Stewardship and Accountability

PBGC Strategic Objectives:

o Maintain secure, flexible, and scalable technology to support effective and efficient business operations (in partnership with OIT/BISD)

PBGC Performance Measures:

o Web improvements based on ACSI survey o 508 accessibility of new content o Burn rate of contract o % of web change requests entered in CRDB o PBGC.gov uptime o Increase resolution of employees’ concerns o Response time to customer request

Office of Policy and External Affairs (OPEA):

OPEA is responsible for the PBGC.gov website and intranet web pages for the Office of the Director, Director, OPEA and other pages as directed by COLA or the COR.

• Communications Outreach and Legislative Affairs Department (COLAD)

COLAD provides external and internal communications about PBGC’s programs, policies, and services to Congress, the media, retirees, stakeholders, the pension communities, and to PBGC employees. COLAD also manages the updates to PBGC.gov and the Intranet homepage and OPEA pages. COLAD will design and update other departmental pages on the Intranet upon requests as well as create new or update old forms for posting on PBCG.gov

2.3 Systems Overview

2.3.1 PBGC.Gov and Intranet

PBGC’s primary website, www.PBGC.gov, is the Corporation’s principal means of communication with external audiences. Through this site, PBGC conveys information to retirees who receive or will receive PBGC benefits; members of pension plans insured by PBGC; companies that sponsor pension plans and the professionals who manage them; policy makers on Capitol Hill and in the

Administration; the media and the public. PBGC.gov operates on a cloud-hosted system, using a

Drupal Content Management System (CMS). Web-hosting is provided through a separate contract and is not in the scope of the CS_COLA contract. PBGC also maintains an intranet site that is the primary communications tool to interact and engage with internal PBGC employees. The intranet currently uses Microsoft SharePoint technology.

PBGC is not seeking a CSP (Cloud Service Provider) through this vehicle. Rather, we are seeking a trusted and adaptable partner who can move through a cloud services life cycle with us. Within the context of this contract vehicle, "partnership" means an interactive, mutually supportive professional relationship that is open, collaborative, and customer-oriented. In addition to meeting the objectives described herein, the Contractor will be expected to:

• consistently take steps to understand PBGC’s crucial business issues and opportunities.

• identify and propose improvements to frameworks, processes, and services throughout the performance period of the contract.

• share the risks and responsibilities of joint implementations and initiatives.

• ensure its products and services deliver tangible and meaningful business benefits.

• work collaboratively with other contractors, government agencies, and business partners to ensure project success.

2.3.1.1 PBGC.Gov and Intranet Technology Stack

The CS_COLA O&M team shall be familiar with the following technologies that make up the system. Also see Attachment C.2.a TRM AD Tools, for a list of active directory tools currently used.

System Software Version

PBGC.gov Drupal CMA 7.x

Linux Ubuntu SMP 6.04

Apache 2.4.18

MySQL 5.6.32

PHP (LAMP) stack 7

WinSCP 5.9.3

PuTTY 6.2

MySQL Workbench 6.3 CE

GitGui 2.14.1

Digital Analytics Program (DAP)

Adblock Pro 4.1

BuiltWith Technology Profiler 2.6

Check My Links 3.6.1

Wappalyzer 4.0.1

Intranet SharePoint current version

Office 365 current version

2.3.1.2 PBGC.Gov and Intranet System Diagram

Drupal technology stack

2.3.2 Systems Data

The data provided in the table below are historic numbers and are provided for context to enable the offeror to better understand the requirements.

PWS Section

Reference

PBGC.gov and

Intranet

4.1.1 C. Peak

period of performance

None

PWS Section

Reference

PBGC.gov and

Intranet

4.1.2.1 Issue

and Risk

Mgt reporting

Bi-weekly at IPT and part of monthly status report

4.1.2.3 IPT

and CCB frequency

• IPT - 26 IPT

meetings per year

• CCB – Currently 4 though that number could change based on the development methodology chosen

PWS Section

Reference

PBGC.gov and

Intranet

4.1.2.6 Tech

writing

• Requested updates to the website are daily and require solid proof-reading skills.

• 4 releases per year and all the associated documents that go with that.

• Training is done for new users of the Drupal

Workbench and

SOPs need to be created/updated at roughly every 6 weeks on average.

• Ad hoc presentations are roughly every other month.

• Other documents would be roughly

2-3 times per year.

Execution Agile or Waterfall

4.2.2.9

Release

Management

PBGC.gov:

Quarterly

Intranet: N/A, no releases. 1 content change request per month.

PWS Section

Reference

PBGC.gov and

Intranet

4.2.2.14

Training

Varies but once a month is average

Operations

4.2.3.1 Tier 3

tickets data

• ~1,000 annually

(content, backend, accessibility, etc.)

• Average of 20 hours a month on accessibility/Secti on 508

4.2.3.3

Infrastructur e Impact

Analysis

• 4-5 formal releases per year.

20-30 patches per year.

4.2.3.6 Data

Call and

Audit

Support

• Data calls and audits maybe every other month

• Approximately

1500 content updates requested and performed each year

4.2.3.9 Ad

Hoc

Reporting avg

~12 Ad hoc and

~28 Regular

Reports

4.2.3.7

COOP

Support

PBGC.gov– yes

Intranet - No

2.4 CS_COLA-Specific Requirements

2.4.1 Hours of Support

The hours listed below are to provide an understanding of the environment and overall requirements.

A full complement of contractor personnel is not needed on-site or to staff each area during all hours.

The contractor is to propose its staffing levels.

All Hours are Eastern Standard Time

System

Core

Hours of

Support

(Monday

Friday)

After

Hours

Support

PBGC.gov and

Intranet

7:00 am – 6:00 pm

4-6 times per year for weekend releases and

COOP

Operations support personnel should be available during Core Hours and for tier-3 on-call needs.

Program/Project Management and Execution staff are not required on a regular basis after 6:00 PM

EST. The contractor shall follow FAR and PBGC policy regarding holidays and inclement weather in coordination with the COR.

2.4.2 Technologies

2.4.2.1 PBGC.gov and Intranet

The contractor shall provide a system architecture, customization and configuration SME.

Note: Current cloud provider provides Drupal platform.

The contractor shall provide full life cycle maintenance and support for the PBGC.gov and the intranet by providing management support, maintaining system health, providing user support, and ensuring compliance to PBGC and Federal mandates and directives. The contractor shall:

• Maintain PBGC.gov – Partner with PBGC’s cloud provider to maintain PBGC.gov. Develop content, design, and layout changes to PBGC.gov as requested by COLA and via user requests.

• Integrate new and emerging technologies into PBGC.gov:

o Integrate new and emerging technologies into PBGC.gov to improve the user experience and site operations.

o Provide innovative recommendations to maximize technology and site design and provide regular assessments.

o Use existing and new sources of data (i.e. analytics reports, customer feedback, usability studies, etc.) to provide recommendations for improving site usability and operational performance.

o Maintain intranet – Maintain intranet web pages for the Office of the Director, Director, OPEA and other pages as directed by COLA or the COR.

o Design, manage, refresh, or create web pages, site content, and capabilities (customize the out of box solution based upon customer requirements) in compliance with PBGC

SharePoint governance.

o Collaborate with ITIOD on SharePoint development if requires new tool or application to be part of SharePoint.

o Provide ad-hoc reports on intranet page web analytics such as number of visits or number of times a video has been viewed.

o Receive, maintain, track, fulfill, and report on content and intranet change requests.

o Ensure compliance with applicable federal, department and Corporation regulations, standards and polices, including Section 508. Review the standard language clauses sections of this contract and the associated directives to determine compliance and operate in compliance with them.

2.4.2.2 Optional Task 1

Upgrade WCMS and/or hosting platform as requested. If a major upgrade (e.g., Drupal 7 to Drupal 9), this work would be requested via a separate task order.

2.4.2.3 Optional Task 2

Migrate website to a different or content management system or hosting platform, this work would be requested via a separate task order.