24-80 SOW Attachment 1.docx

U.S. Department of Treasury Internal Revenue Service Office of the Chief Procurement Officer

Extensible Markup Language Enhancement Statement of Work

1.0 INTRODUCTION AND BACKGROUND

The Taxpayer Advocate Service (TAS), an independent function within the Internal Revenue Service (IRS) administers America’s tax laws and collects the revenues that funds Government operations and public services. Each year, hundreds of millions of American taxpayers and businesses fulfill their tax obligations by filing tax forms with the assistance of tax instructions and publications provided by the IRS. These tax instructions and publications are an invaluable asset to completing tax forms and provides tax laws and updates in plain language for American taxpayers and businesses.

Currently, TAS utilize XML software for creating tax instructions and publications to be distributed to print vendors, IRS.gov, etc., which is a Commercial off-the Shelf (COTS) product that is customized for authors that have little to no experience with writing the XML language. The software provides the IRS the ability to create a single source file that can be utilized to generate industry standard print and internet files such as PDF, Docbook XML, HTML, and ePub. This software can be difficult to use and requires extensive training.

2.0 SCOPE OF WORK

The scope of the work is to procure a COTS product solution that is customized for authors that have little to no experience with writing XML language. The requirements of the COST software product needed is outlined in section 5.0.

3.0 CONTRACT TYPE

The contract will be awarded on a Firm-Fixed-Price (“FFP”) basis. This delivery order has been based on North American Industry Classification System (“NAICS”) code 541512, Computer Systems Design Services.

4.0 PROJECT MANAGEMENT AND REPORTING

The contractor shall identify key personnel with the responsibility for the overall coordination and management of the work required as well as the quality of all products and services delivered within the contract. This individual shall act as the primary point of contact with the government on contract performance issues. The contractor shall communicate with the Government’s COR to discuss contract performance. The Government representative(s) will monitor performance and review performance reports furnished by the contractor to determine how the contractor is performing against communicated performance objectives.

5.0 TECHNICAL REQUIREMENTS FOR COTS SOFTWARE SOLUTION AUTHORING IN XML

The contractor shall provide COTS software solution for authoring in XML with licenses for up to 1,000 users to create and maintain tax instructions and publications. This software will assist in authoring tax instructions and publications in XML format to be used as source files in the creation of Portable Document Format (PDF), Hypertext Markup Language (HTML), Docbook XML, and ePub that meets the following features:

1. Compatible with existing IRS DTD

2. Requires minimal retraining < 2 hours

3. Is a web-based solution that can be hosted on site with the ability to be hosted in a cloud environment.

4. Customizable to add customized features and interaction with 3rd party tools, such as Link Author, Adobe AEM Assist, OneDrive, or SharePoint online.

5. A configurable WYSIWYG display that able to closely resemble the PDF using a single column format. Such that when author the user has a very good understanding of how the composed file will look.

6. Standardized linking to the Code of Federal Regulations (CFR), Internal Revenue Code (IRC), Internal Revenue Bulletin (IRB), and Revenue Procedures and Revenue Rulings.

7. Ability to link to specific locations within the XML file. Ability to add anchors within XML file to link to the specific location.

8. Customizable Metadata. Who the owner business unit(s) is, user business unit(s) and author(s). Also need to identify if there is Official Use Only (OUO) within the document, the catalog number, and if active or obsolete.

9. When the software starts up, checking for the values of the respective part title and chapter title of the file in a centralized XML file stored on a web server and update the value within the user’s file. If no value is present on the server, inform the user of such.

10. When user completes the part n.o attribute on the <part> tag, pulling the respective part title from a centralized XML file stored on a web server. If no value is present on the server, inform the user of such.

11. When user completes the chap no attribute on the <chapter> tag, pulling the respective chapter title from a centralized XML file stored on a web server. If no value is present on the server, inform the user of such.

12. Locking <particle> and <chapter title> tags from end user editing. Only the authoring software can alter the content of the tags.

13. Context Rules always on. If there are rules, we need all XML files to follow, why would we allow someone to ever complete actions/edits outside of the rules?

14. Providing the ability to turn off the display of software features that our users will never use.

15. Plain language error messages for explaining context errors in completeness check

16. Plain language text for all menu items, warnings, tooltips and settings within the software

17. Ability to insert tables.

18. Locate controls for features all together--i.e Table editing is in one menu not 4 menus/views.

19. Tables must have a header row. This row is read before all the body rows. This is required for 508 compliance (visually impaired employees who use screen readers).

20. Tables to have a summary (508 compliance).

21. Ability to edit table widths. Currently we have 3 inch, 4.5in, 6.625in and 8.5in.

22. Portrait or landscape tables.

23. Table templates. Can save a table as a template and then insert it anywhere in the IRM.

24. Default table templates already created. Such as if/then table and if/and/then tables.

25. Templates named with plain-language, not abbreviations.

26. For tables: Ability to edit lines between columns, rows and outside border.

27. Ability to copy/paste tables from other sources/software. (Ex. Excel, Word, HTML, PDF).

28. Ability to insert graphics.

29. Graphics must have descriptors, such as paragraphs, lists, etc. This is required for 508 compliance.

30. Ability to view graphics within XML file.

31. A check to resolve any errors. Currently it is called Check Completeness. Such as, if an element or tag has no content within it (empty tag).

32. Ability to find/replace text and tags.

33. Ability to cut/copy/paste text and tags.

34. Ability to copy directly from Microsoft Word and other kinds editing programs. EG, a bullet list from .docx to .xml is recognized and tagged as a bullet list.

35. Ability to select the entire tag(s) and the content within it.

36. Ability to track changes. Accept/reject one change at a time or accept/reject all at once. Ability to view tracked changes, original document, or new document without tracked changes highlighted. Display who made the change at exactly what time.

a. Show disposition of all changes (accept / reject, defer, description, ID, date, time stamp).

37. Ability to create a compare file. This would compare two different versions open, two different saved files, or compare from the last saved version of the same document.

38. Ability to merge a document from a compare.

39. Ability to bold, italicize, underline and, use quotes for text.

40. Ability to add a Note, Exception, Reminder, Example, and Caution indented within a paragraph.

41. Ability to insert comments.

42. Ability to add bookmarks.

43. Ability to add quickmarks and collapse/expand elements.

44. Insert Symbols.

45. Page setup - modify headers/footers and margins.

46. Print to Adobe PDF.

47. Ability to View tags or no tags.

48. Tool to resolve double-spacing.

49. Tool to verify cross-references within XML document.

50. Ability to add a “link” to an email address (and it opens Outlook when you click on it).

51. To keep the structure of our IRMs. Part – Chapter – Section – Subsection (it nests 5 subsections deep).

52. Display the titles of the part, chapter, section, and all the subsections.

53. Ability to add paragraphs.

54. Ability to add lists. Step list, alpha list and bullet list.

55. balanced selections for text highlighting

56. ability to remove irrelevant tags from being options

57. ability to update SELECT boxes (such as current IRS business units) units without a software update.

58. Date input with optional calendar tool.

59. Providing a feature that allows the user to delete all <change> tags from the file in a single click.

60. Allowing users to open a sample file prepopulated with data for training purposes provided by IRS- “Sample IRM”, “Sample Obsolete IRM”, “Sample CCDM”, “Sample Obsolete CCDM”

61. Ensuring the text of all <mtdate>s follows the format Month DD, YYYY, whether it be the actual month, day, and year, or the text “Month DD, YYYY”

62. Ensuring the text of all <date>s follows the format (MM-DD-YYYY), whether it be the actual month, day, and year, or the text “(MM-DD-YYYY)”

63. Displaying generated text in a different color than user-entered text

64. Providing a “symbol key” that shows a symbol (character), its name, and its definition

65. Providing a “tag key” that shows a tag name, its definition, and example of its use, and the tag’s attributes and respective definitions

66. Adjustment of text font independent of tag size

67. Allow symbols typed from qwerty keyboard instead of Insert symbol function.

68. Allow tags for EFOIA and other new privacy designations in addition to restrict/norestrict for OUO.

69. The solution shall capture and track text changes directly in the file along with reason, reference, user ID, date and time stamp.

a. (38,39,50, 85,86)

70. The solution shall embed technical authorities (TA’s) and reasons for change. Reflects current gallery solution through use of “U” notes

71. The solution shall cite references to technical authorities with corresponding links. Currently Arbortext highlights TA tags but doesn’t give a list.

72. The solution shall generate a list of technical authority tags.

73. The solution shall have visual editing features to hide tags for a clean paragraph review with the option to turn on or off throughout the editing process.

a. Stopped here 3/18/2022

b. Need to write “accept / reject from compare (merge)”

74. The solution shall allow accepted changes to be integrated automatically into the main document.

75. The solution shall be able to display a print preview.

76. The solution shall have the ability to create tables within tables (example: keeping text right justified and the column header centered).

77. The solution shall allow for a table or picture to be depicted across either one, two, or three columns (To be able to span tables across columns)

78. The solution shall be able to provide a copy and pasting feature that retains the proper characters. (such as when coping content from Microsoft Word or web browsers)

79. The solution shall support authoring documents in two and three column formats.

80. The solution shall provide commonly used word processing / publishing features (Critical) To include: • Grammar Check • • Spelling Check • Completeness Check (parser) Thesaurus

81. The solution shall perform comparison to identify differences between similar content in more than one product.

82. The solution shall provide index generation.

a. Allow elements to be selected (words and phrases) for indexing. If automated, then must be a default way to override.

83. The solution shall identify automatically when elements need to show in the table of contents and provide a way to override.

84. The solution shall have the ability to identify other tax products containing similar language / topics as the product is being modified and be able to pull commonly used text from a central storage. Reusable content

85. The solution shall handle Unicode format or multi-byte character sets to support multiple languages.

86. The solution shall support right to left languages.

87. The solution shall provide easily retrievable catalogue of templates, tables and standard language.

88. The solution shall integrate with existing publication processes and tools. (Guarantee the integrity of the file so as not to disrupt downstream processing)

89. The solution shall provide constant, continuous, real-time XML validation during the authoring and editing process. Describe whether during the process, when saving the document or upon completion of document.

90. The solution shall provide desktop and network print functionality. (system requirement)

91. The solution shall adhere to Section 508 compliance.

92. The Contractor shall support the configuration, implementation, and integration of the COTS solution with the IRS infrastructure. The number of technical integration interfaces supported during the period of performance may vary based on the use cases requested by the COTS solution.

6.0 WARRANTY

The Contractor shall provide industry standard warranties on all materials on necessary items.

7.0 DELIVERABLES

The Contractor shall support the configuration, implementation, and integration of the COTS solution with the IRS infrastructure. The number of technical integration interfaces supported during the period of performance may vary based on the use cases requested by the COTS solution.

The Contractor personnel assigned to this task shall have experience with Agile progressive elaboration functions. Contractor personnel shall be skilled and familiar with designated IRS technology platform(s) to include IRS common services and legacy systems. Where applicable, Contractor personnel shall have experience including hands-on configuration with the designated IRS technology platform and associated tools; and developing and implementing Java and Representational State Transfer (“REST”) services to connect to data repositories. The Contractor personnel shall have familiarity with IRS Cybersecurity and Internal Revenue Manual (“IRM”) requirements. Key IRS applications and platforms include Computer Assisted Publishing System (CAPS), Active Directory, and Business Entitlement Access Request System (“BEARS”).

The Contractor shall oversee the successful roll out of the COTS solution across at least 1,000 front line employees in full production mode. The Contractor shall monitor the system across the pilot to maintain systems and fix issues that arise, minimizing downtime and ensuring a stable and usable interface. Test the results by validating the XML files created by COTS Solution using Current solution and using the Existing Media & Publication composition system to create a PDF and compare the resulting PDF between the COTS solution and the Current Solution.

The Contractor shall provide resources with expertise to support in deploying and maintaining the required interface for the COTS Solution. The number of business processes supported during the period of performance may vary based on the use cases selected for COTS Solution.

The deliverables/work products and schedules that are required for this award are as follows:

Task 1: Orientation Briefing

Task 2: Ramp Up

TBD

Task 3: Project Management and Reporting

Task 4: Technical Requirements for COTS Software Solution Authoring in XML

Task 4

Technical Requirements for COTS Software Solution Authoring in XML

TBD

Task 5: SERVICES TO CONFIGURE SOFTWARE SOLUTION FOR THE IRS ENVIRONMENT

8.0 SHIPPING REQUIREMENT

Shipping Points of Contact:

The following is contact information for shipping points of contact (POCs) for this contract:

Name: Chad Clifford Title: Senior Tax Analyst Email: Chad.Clifford@irs.gov

9.0 PERIOD OF PERFORMANCE

The expected delivery for the IT Services to configure the framework and running in the business environment is 90 days from award. The period of performance for this contract includes a 12-month base period and four 12-month options. The anticipated period of performance is 1 September to 31 August for the base and all option years.

10.0 AWARD ADMINISTRATION DATA

The Contracting Officer (CO) will have the overall responsibility for administering the contract. The CO is the only authorized individual to take action on behalf of the Government to amend, modify or deviate from the contract terms, conditions, requirement, specification, details and/or delivery schedules.

Contracting Officer (CO):

TBD

Internal Revenue Service Phone:

Email:

The Contracting Specialist (CS) shares the overall responsibility for administering the contract and works in conjunction with the CO but does not have the authorization to commit the Government. The CO is the only authorized individual to take action on behalf of the Government to amend, modify or deviate from the contract terms, conditions, requirement, specification, details and/or delivery schedules.

Contract Specialist (CS):

TBD

Internal Revenue Service Phone:

Email:

The Contracting Officer’s Representative (COR) will be designated at time of award. A copy of the letter of designation issued to the COR will be sent to the Contractor. The COR will represent the Contracting Officer in the administration of technical details within the scope of this contract. The COR is not authorized to change any of the terms and conditions of the contract. Changes to the Performance Work Statement proposed by the Contractor and incorporated into the contract will be made only by the CO by properly written modification(s) to the contract. Additional CORs for other purposes, as required, may be designated in writing by the CO.

The COR does not have authority to alter the Contractor’s obligations or to make changes to scope, schedule, price, terms or conditions of the contract. The term technical direction is defined to include the following:

• Provide guidance to the Contractor in the preparation of deliverable services; and,

• Provide acceptance of deliverables to assure contract compliance.

The COR is responsible for administering the performance of work under the contract. IN NO EVENT, however, will any understanding, agreement, modification, change order, or other matter deviating from the terms of the contract be effective or binding upon the Government unless formalized by proper contractual documents executed by the CO prior to completion of the contract.

Contracting Officer’s Representative (COR):

TBD

Internal Revenue Service Phone:

Email:

The Program Manager for the contract shall have the authority to make any no-cost technical, or special arrangements regarding this contract. The Program Manager shall be responsible for the overall technical management and coordination of this contract and shall act as the central point of contact for technical related activities.

IRS Program Manager:

TBD

Internal Revenue Service Phone:

Email:

11.0 PAYMENT AND INVOICE

Invoices and/or payment requests shall be submitted in accordance with DTAP Clause 1052.232-7003. At no time shall payment be authorized unless all services, supplies, or equipment have been received and accepted.

12.0 GOVERNMENT-FURNISHED PROPERTY (GFP)

GFP (to include material, equipment, and/or information) may be provided in the performance of this award. Upon completion, disposition of GFP shall be in accordance with FAR 52.245-1The following GFP will be provided to the contractor:

13.0 TRAVEL

There is no travel anticipated on this requirement.

14.0 INSPECTION AND ACCEPTANCE

The Contractor shall ensure that all deliverables are clearly marked with the contract number and award order number and visible on all shipping/service documents, containers, and invoices. Inspection will be at the same place as performance and delivery, unless otherwise specified.

15.0 ACCEPTANCE OF DELIVERABLES

The Government will perform an initial review of deliverables, and if problems are encountered during the review, the contractor must correct them at no additional cost. If necessary, a meeting may be convened to resolve any differences. The contractor shall make all required changes to achieve an acceptable deliverable. The Government will perform its review within approximately 15 calendar days from receipt of the deliverable or as otherwise specified in each award.

When the review of a deliverable results in necessary modifications, the Government will, in accordance with the approved award schedule, provide the necessary documentation to correct the deliverable. It will then be the responsibility of the contractor to incorporate the comments properly and consistently in the final product.

These procedures shall not be construed to constitute a waiver on the part of the Government of its rights under FAR Subpart 49.4, entitled “Termination for Default”, nor of any other rights or remedies provided by law or under this contract.

16.0 SECURITY

The Contractor Officer will ensure contractor personnel are in compliance with IRS HSPD-12 PIV Procedures Manual. This manual will be provided to the awardee.

17.0 PERFORMANCE AT GOVERNMENT SITES

If any of this effort is performed at specified government facilities, the contractor shall abide by Department of the Treasury Directive (TD) 71-10 regarding provisions for authorized entrance and exit at these facilities.

18.0 IDENTIFICATION/ BADGES

The applicable contractor employees shall not begin working under this PWS until all security forms have been properly completed and submitted. All contractor employees shall be required to wear identification badges when working in government facilities.

Extensible Markup Language Enhancement