Attachment One (1) - Band Cloud Performance Work Statement.pdf

Performance Work Statement

MAINENANCE AND TECHNICAL SUPPORT

UNITED STATES AIR FORCE ACADEMY (USAFA)

BAND SCHEDULING AND PROJECT MANAGEMENT DATABASE

AT

PETERSON AIR FORCE BASE, CO

21 September 2020

1.0 DESCRIPTION OF SERVICES REQUIRED: Database software and non-personal services to support the United States Air Force Academy Band to include a new scheduling and project management database that provides a unified calendar, venue, project, event, and personnel management database.

1.1. DESCRIPTION OF PROJECT MANAGEMENT DATABASE

SPECIFICATIONS: The contractor shall provide a cloud-based total management software solution that provides capabilities as identified below that shall include set-up, initial training, hosting, yearly software updates and user technical support, and annual database maintenance:

1.1.1. Software shall be cloud-based and provide users with the capability to access database related information from anywhere and anytime using any internet-connected device such as an iPad, smartphone, or personal computer.

1.1.2. The database shall have a single unified calendar for the USAFA Band and all of the unit’s assigned personnel and performance teams. Provide event type color palette options for readability.

1.1.3. Request and approval reservation system to manage and schedule individual appointments and vacation time.

1.1.4. Licensed to the entire organization and unlimited number of users.

1.1.5. Ability to configure team and individual user permissions.

1.1.6. Migration (import) of historical (current) database information from Microsoft Access.

1.1.7. Yearly software updates/fixes, phone and email technical support as defined in section 3.0 below.

1.1.8. Project management capabilities to manage multi-performance tours and live production logistics.

1.1.9. Performance team and personnel scheduling to include performance, rehearsal and meeting space management.

1.1.10. Integrated and customizable reports.

1.1.11. Ability to export calendar event information to google and outlook calendars.

1.1.12. Search historical event information and create search results spreadsheet

1.1.13. Cloud based capability for a catalog system that will allow ‘key word’ search functions to find stored music electronically or hard copy on shelves

2.0 DETAILED FUNCTIONALITY REQUIREMENTS:

2.1. One unified Squadron/Unit Calendar; authoritative source of all activities in the organization. Calendar showing events, based on year and month, mouse over effects for event data detail. Calendar includes permissions and filters so that the organization can control access to the data and users can see “their” activities and data.

2.2. Password access and security on all information, audit trial for information changes, permissions and roles for users. Permissions at event, record and field levels. Control individual and performing team access to tabs and reports; define permission and profiles. There shall be the ability to limit the number of admin users who have the ability to add and edit information and control permissions of other users.

2.3. Access to calendar data using for iPad, smart phones, and personal computers using Outlook, and Google calendars.

2.4. Request and approval system that allows users to request rehearsal and meeting spaces, appointment times and vacation dates, and be notified of approval or other changes in status.

2.5. Ability to note and track vacation time and other planned absences.

2.6. Ability for users to set own filters for calendar data.

2.7. Maintain complete performance history of all events including sponsor information, location, audience, and media numbers.

2.8. Maintain records of venue rentals and advertising costs.

2.9. Flexible project setup for any type of activity including concerts, productions, tours, educational programs, and advertising.

2.10. Manage data by event type, custom tabs and fields. Ability to assign dates, times, locations, personnel, and resources.

2.11. Define performance, rehearsal, and meeting space locations and allow multiple assigned performance groups/personnel with location, address and contact information. Unlimited locations.

2.12. Ability to produce any required schedules – for planning, production or operations including daily, weekly job sheets, rehearsal and meeting room schedules, etc.…

2.13. Ability to see activities in a spreadsheet view, save customized views, sort, search and filter by all fields and export to Excel.

2.14. Ability to see and enter information through calendar views organized by day, or week, and activity locations.

2.15. Ability to define, assign and track location statuses with each individual. Track conflicts.

2.16. Display logistics details, personnel and performance team associated activities and events (rehearsals and performances) and other information by performance or tour.

Assign performance teams and individuals to all event types.

2.17. Track requirements, information and timelines for advertising, facilities, and personnel at both project and event levels.

2.18. Ability to attach multiple activities, documents and personnel to projects and events.

2.19. Maintain an address book that tracks information on sponsors, contacts, assigned unit personnel, hired manning assist personnel and other groups and people.

2.20. Track details on hired production staff including contact information, skills, availabilities, and performance history.

2.21. Attach files and documents to projects, events, and contact records.

2.22. Print calendar, project schedules, event listings, staff schedules, event counts by location, performing group, individual, and venue and event type.

2.23. Ability to export report data to Word and Excel templates.

2.24. Tag events and assign multiple events to series and/or tours.

2.25. Ability to assign events to a primary department and multiple secondary departments.

2.26. Create tasks and discussions to automatically generate notifications and reminders, and create task templates at event and project levels.

2.27. Ability to email performance teams, individuals, or all personnel with the ability to attach schedules and personal rosters, event reminders, reports etc.…

2.28. Search and report capabilities based on event types, date ranges, all personnel, performance teams, individuals, locations and venues.

2.29. Ability to create and edit tabs and data fields, automatic update to associated data sources with ability to add to reports.

2.30. Track advertising requirements by project and events; enter timetables for scheduling advertising, reports for advertising management and media plans.

3.0 TECHNICAL SUPPORT REQUIREMENTS:

3.1. Initial set-up, migration of historical data, and training support.

3.2. Software updates and maintenance as required for system performance

3.3. Email and telephone technical support shall be available between 8:00 AM and

5:00 PM Mountain Standard Time (MST).

3.4. User guide shall be included and updated as software/product capabilities change and no additional cost.

4.0 GENERAL INFORMATION

4.1 INFORMATION SOURCES: The USAFA Band PM will be available

throughout the performance period to provide technical information and resolve any issues that may arise. The USAFA Band Project Manager (PM) will provide all necessary documents when requested by the Contractor.

4.2 PERIOD OF PERFORMANCE: Work shall begin no later than 29 September and the system shall be delivered and operational NTL 90 days after work begins.

4.3 USAFA BAND PROJECT MANAGER:

Mr. Randall Doersch

Superintendent of Outreach

USAF Academy Band

Office: (719) 556-9916

Randall.doersch.1@us.af.mil