SOW_Intranet_RevisionsEnhancements_AG32KWS150172.doc

Intranet Revisions and Enhancements - Statement of Work (SOW) U.S. Department of Agriculture

APHIS National Wildlife Research Center 4101 LaPorte Avenue Fort Collins, CO, 80521 NWRC Coordinator – John Eisemann, 970-266-6158 NWRC Purchasing Officer – Melissa Warrick, 970-266-6029

Introduction/Background The National Wildlife Research Center (NWRC, Center) developed an intranet website in 2008 using Microsoft SharePoint 2010. The goal of the intranet was to consolidate and provide secure access to information for NWRC’s 150+ employees located at its headquarters office in Fort Collins, Colorado, and 8 field stations across the country. Current intranet content includes administrative forms/policies, employee expertise, event and work calendars, service requests/tracking, research documents, etc. The site is likely not being used to its full potential due to usability issues and lack of user experience/knowledge regarding SharePoint capabilities and functions.

Approximately 10-15 employees routinely post content to the Center’s intranet site. With the recent retirement of one of its employees, the NWRC no longer retains the necessary expertise to develop and maintain the site effectively.

Recently, a SharePoint consultant conducted an initial review and evaluation of the site, with deliverables including a list of recommendations for maximizing the site’s usability and ease of maintenance. This SOW reflects the recommended changes outlined in the initial review.

Scope of Work The scope of work for the Intranet Revisions and Enhancements includes:

1) Development of a Governance Plan

2) Improvement of user experience and interface

3) Standardization of content

4) NWRC employee training and adoption to encourage use of site Specific deliverables and milestones will be listed in the Work Requirements section of this SOW.

Period of Performance The period of performance for the Intranet Revisions and Enhancements will begin on or near October 1, 2015 and terminate no later than July 1, 2016. All work described below must be scheduled to complete within this timeframe. Any modifications or extensions will be requested through NWRC and contracting officers for review and discussion.

Place of Performance The selected vendor for the Intranet Revisions and Enhancements will perform a majority of the work at its own facility. The vendor may be required to meet at the NWRC to obtain network security access, project planning or coordination meetings, employee interviews or focus groups and employee training. NWRC will provide and arrange for meeting spaces within its facility for all required vendor meetings. Due to federal cybersecurity concerns, the vendor will be assigned a government issued laptop which must be used when accessing the government network and NWRC intranet site.

Work Requirements As part of the Intranet Revisions and Enhancements, the vendor will be responsible for redesigning the existing NWRC intranet site (using MS SharePoint 2010) and performing tasks throughout various stages of this project.

The following is a list of deliverables must be completed to result in the successful completion of this project:

1. Governance Plan Development

a. Facilitate the development of a governance plan outlining the administration, maintenance and support of the NWRC intranet site and rules for its appropriate use. The plan should include items such as the following:

· Roles, responsibilities and structure of the governance committee

· Approval process and procedures

· Site usage standards

· Site template requirements

· Workflow requirements

· Document taxonomy

· SharePoint information architecture

· SharePoint permissions protocols

· Equal access policies (Section 508 compliance)

· Communication and training plan

b. Work with NWRC governance committee to ensure the plan addresses specific NWRC needs and adheres to existing U.S. Department of Agriculture and Animal and Plant Health Inspection Service SharePoint guidelines, if available.

2. User Experience and Interface

a. Identify and define common NWRC resources for inclusion in intranet site

b. Reorganize NWRC resources around common functional needs versus organizational structure, where applicable

c. Standardize the page design and develop a minimum of 3 templates for specific web page types (basic content template, collaboration template, and process template) so information has a similar look and feel

d. Identify and develop at least 3 sub-sites within the intranet site to serve as prototypes of the new page templates (see item c above). For instance, one site could be an administration site (basic content), one a research site (collaboration), and one a work flow site (process).

e. Provide suggestions for new SharePoint functionality to enhance collaborative use within research emphasis areas, implement when appropriate

f. Standardize common navigation functions

g. Standardize and improve functionality (add workflows, proactive notifications, records retention, etc.)

h. Improve search engine capabilities

i. Implement new permission guidelines according to the Governance Plan

3. Content Standardization

a. Create document standards related to naming conventions, formatting, searchability, retention, etc.

b. Create system for records and process tracking, including automated records retention functions

c. Create standard reporting structure for gathering site/usage analytics

d. Ensure new design and formats support future migration to MS SharePoint 2013.

4. Training and Adoption

a. Create Frequently Asked Questions section on site to address common questions

b. Provide list of recommended SharePoint training materials and references

c. Host 2-3 NWRC employee engagement sessions during redesign and development phase

d. Provide a formal training session to more experienced SharePoint users (maximum of 15 NWRC employees) to encourage use and exploration of new site

e. Participate in a rollout presentation/seminar to all NWRC employees Acceptance Criteria

Once all project tasks have been completed, the project will enter the handoff/closure stage. During this stage of the project, the vendor will provide a fully functional intranet site that addresses the criteria itemized above to NWRC’s coordinator. The acceptance of the new intranet site by NWRC’s coordinator will acknowledge completion of all project deliverables and that the vendor has met all assigned tasks.

Any discrepancies involving completion of project tasks or disagreement between NWRC and the vendor will be referred to the COTR and APHIS Contracting Officer for review and discussion.

Other Requirements

· It is preferred that the vendor be located within the local commuting area of Fort Collins, Colorado, to allow for face-to-face visits and meetings with appropriate NWRC technical, research, and administrative staff.

· The vendor must have experience working with USDA intranet-related policies and restrictions.

· All appropriate vendor project team members require appropriate security training and permissions to access to the NWRC intranet site and facility.

PERFORMANCE REQUIREMENTS

All work products including meeting notes, presentation materials, source code, and documentation in support of this contract will become the sole property of the Government.

a. Background Investigations/Suitability Requirements The Contractor shall provide only fully qualified personnel for the work performed under this contract. Contractor personnel shall have the appropriate background investigation known as a National Agency Check with written Inquiry and Credit (NACIC). U.S. citizenship is required for all contractor personnel working on this order.

b. Protection of Information The component parts of this effort and reports are expected to contain highly sensitive information that could act as a guide for hostile entities to cause harm to the Federal Government’s critical infrastructure. Any information made available to the contractor in any format shall be used only for the purpose of carrying out the provisions of this contract. Such information shall not be divulged or made known in any manner to any person. The Contractor shall immediately notify the COTR, CO, and Program Manager upon discovery of any inadvertent disclosures of information. The Contractor shall not retain any information regarding vulnerabilities, to include summaries, the actual vulnerability report, etc., at the end of the agreement, task order or performance period. All information arising from this agreement, both hard copy and electronic, shall be returned to the Government at closeout.

c. Non-Disclosure of Information The Contractor shall not disclose sensitive or proprietary information of the Federal Government or any of its operating units, contractors or business partners to unauthorized persons. The Contractor will be subject to any and all penalties imposed by law for unlawful disclosure of Federal Government information.

d. Security of Remote Connectivity Contractor equipment that is used to remotely connect to the Government network must have current anti-virus and/or firewall protection and be properly safeguarded to avoid access to systems by unauthorized persons. Remote access shall be coordinated with the Government or a designated representative and in accordance with the appropriate directive(s).

The contractor shall provide completed copies of the form found in Attachment A, APHIS Security Agreement and Rules of Behavior, for each employee working on this contract. Each contractor employee is required to complete a security training course. Other requirements for secure access to Government resources may be required.

INVOICE REQUIREMENTS

The Contractor shall submit invoices into the Invoice Processing Platform at www.ipp.gov after the deliverables have been accepted by the Government. Prior to submitting invoices, a written detailed list of accomplishments that is collaborated with the biweekly progress reports shall be provided to the COTR. The Contractor’s invoice will be processed only after meeting the performance standards of the deliverables. If the COTR determines that the Contractor does not meet the performance standards, they are required to notify the CO and the Contractor immediately for resolution.

TRAVEL

All travel must be approved in advance by the COTR. The cost of transportation, lodging, subsistence and incidental expenses (per diem) incurred by contractor personnel in the performance of this task order shall be in accordance with the limitations as set forth in FAR 31.205-46 and the Federal Travel Regulations (FTR). The Contractor will be required to provide receipts (i.e., hotel, airline, car rental, etc.) for all travel required in the performance of this contract