Draft PWS for SAPDRAMS.pdf

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Performance Work Statement (PWS)

Continuation of Sikes Act Permit Sales & Dispersed Recreational Access Management Services

(SAPDRAMS)

1. OBJECTIVE

The objective of this statement of work (SOW) is to maintain continuity regarding current capabilities of the Environmental Conservation Branch (ECON) at Marine Corps Base, Camp Lejeune (MCBCamLej), North Carolina, to facilitate issuance and management of Sikes Act (16 U.S.C. 670 et seq) permits, fees, Check-in/out and reporting. These services are necessary for wildlife management and to provide environmental services to the installation. The Sikes Act requires that military installations ‘shall carry out the program required…[the] use of the resources on such installations, which shall include hunting, fishing’. In order to be compliant, the hunting and fishing permit website will manage the permits as well as provide a safety check for the hunters and anglers. The following requirements will maintain the permitting and safety requirements.

1.1 Scope

Major capabilities that need to be made available for automated Sikes Act Permit Sales & Dispersed Recreation Access Management Services (SAPDRAMS) include customized web based content management service (CMS); online permit sales; online check-in/out; integration of payment acceptance service for permits; an integrated daily access pass reservation service; online help documentation and training videos; training on all services; and ongoing support for the newly integrated capabilities.

1.2 Existing Service

Given the compressed time schedule, complexity of operating on military installation, and the Government’s limited staff available for the review of developed products. The contractor shall have an existing service that meets the specifications of the performance work statement and is currently deployed on a military installation.

Utilizing established services for this requirement minimizes the potential for failure of service and maintains capabilities of efficient Sikes Act operations.

2. TASKS

The following tasks are the iterative steps necessary to meet the objective and deliver this project on time and at high level of quality.

2.1 Service Deployment

The contractor will immediately make available the following services necessary to provide full functionality of the SAPDRAMS. The following items are key components that will be configured to meet the objectives of this project:

1. Public Facing Interface: The front-end will allow general public users access the portal to view all products, information, maps, make purchases and conduct a check-in/out according to the configuration in the Content Management Interface (CMI) by staff. All pages that users enter information in/on will be protected by a secure socket layer.

2. Content Management Interface (CMI): A CMI within their web-based service that allows administrators and staff (i.e. natural resources managers, law enforcement,) to control all variables

Page | 2 within the SAPDRAMS. The management interface will allow authorized personnel differing degrees of access based on security groups. This access may include but is not limited to: activities, areas, game, prompts, notification services to include SMS, modify/update text on web pages, upload maps and reports and apply administrative holds for check-in/out.

3. Product Sales (Permits, Lotteries, Vouchers, etc…)

i. The website must function to issue various recreational permits and collect funds via major credit cards. Once purchased, provided free of charge, or obtained through a lottery, the permits must be issued to the user’s account automatically and immediately.

ii. Admin ability to edit content on every user page including predefined pages such as products, orders, etc.

iii. Users must be able to view available permits without having to create an account or log-in.

iv. Validation of customers and permits (e.g. for new users that need to complete safety brief prior to permit purchase or signing in/out to hunt) must be obtained. Users without these validations cannot purchase, apply or obtain products such as permits or lotteries.

v. The printed license/permit must be unique for each type of permit issued. For example, Permit “A” can have a parking pass attached to it with maps and Permit “B” will be a separate permit without the parking pass and have regulations printed on the permit. The assignment of permit templates should be configurable in the CMI and staff can assign any print template to a product.

vi. A user buying a license/permit must have the ability to purchase permits for other users in the same transaction. When customer A purchases a product/permit for customer B, customer B must still meet all the requirements (Validations, safety brief, etc.) of that product in order to receive it.

vii. An unlimited number of permits can be created and made available for sale.

viii. Ability to copy, clone or duplicate a permit. For example, create this year’s annual permit by duplicating last year’s permit.

ix. Permit sales must have the ability to allow for split payments in one transaction. For example, recreational fee permit sales and convenience/service fee are conducted in one order but the monies are sent to separate bank accounts.

x. For each product created by staff in the CMI, a Revenue Source Code needs to be assigned to that product and passed through Pay.Gov application when a sale is conducted.

xi. The ability to accept service or convenience fee must be available for each product.

xii. Products such as permits, passes, vouchers can be seen in grid or list view with configurable filters created by each client.

xiii. Ability to clear an individual permit or product and regenerate the product with a new permit template.

xiv. Ability to review & approve a purchase such as a voucher product and activate the purchase or voucher into a valid permit that can be used to check-in/out.

xv. Ability to place a quantity limit on orders (not single product).

xvi. Ability to place a quantity limit on the service/convenience fee.

xvii. Impersonation auditing - Ability for an administrator to ‘impersonate’ another user by logging into their account and view exactly as that user would see. This is needed by staff when attempting to troubleshoot an issue (user error or other). The impersonation is recorded and stored.

xviii. The lottery service must have the ability to assign yearly preference points for users who do not get selected.

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xix. The lottery must allow for users to choose and prioritize at least five Areas and five Date preferences in their single lottery or draw application.

xx. Winning lottery permit with awarded user choice printed on permit can be either emailed to the user without purchase or be available on website for purchase.

xxi. Ability to dynamically post lottery results to the public interface.

xxii. The system must have the ability to display permits in a calendar view by day with an inventory for that permit/license/product.

4. Check-in/out Service: The CMI will allow for staff to create area check-in/out for various activities for users who purchased or obtained a permit or for users who do not have a permit. Check-out service will require users to report harvested species and quantities. Check-in/out information to include harvest will be made available real-time via the web portal. This service feature will allow staff to create and schedule, with dates, as many areas, activities and game as they need. On the check-out you can force the users to answer specific questions that record their answer. The check-in/out must also allow users without a permit to check-in/out.

5. Other Requirements:

i. For certain activities, users can Check-in /out without having a permit or license for specific activities while other activities require certain permits or licenses.

ii. Custom acknowledgements with recorded response on Areas, Game, Activities, and generally for checkin. Prompts can be different during reservations, checkin, checkout.

iii. Ability to set accounts to require sponsor by customer type but allow activities that don’t require sponsors.

iv. Ability to control sponsor max number of guests.

v. Multiple area checkin/checkout with max areas defined by activity.

vi. Ability to manually create and apply validations to users account and any activity in order to achieve controlled check-in by the validation.

vii. Ability to allow checkin activities by invitation only.

viii. Ability to have up to 10 custom harvest questions per game harvest and ability to display as dropdown lists or text entry with data validation controlled by admin.

ix. Ability to allow future and same day reservations with number of reservations and time allowed for future reservations controlled by admin.

x. Disable reservations by activity.

xi. Allow preventing guest checkin/checkout without sponsor checked in, preventing sponsor from checking out while guest is still checked in.

xii. Bulk bolo entry. This allows the staff to apply a bolo on a gropup of users at one time.

xiii. Admin dashboard with quick lookups/sales and permit charts, recent sales/permits/new users and check-ins.

xiv. Staff can create and edit harvest forms for users to complete. Hunters, trappers, and anglers must complete custom harvest data collection forms during checkout.

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xv. Authorized staff can search and view a user’s contact information, holds, validations, user notes, active permits, reservations, accepted acknowledgements, and lifetime activity history.

xvi. Acknowledgements are used to display necessary information to the user at designated places during registration and check-in/out, where the user must ‘Agree’ to the terms before he/she can continue. All accepted acknowledgements by a user are permanently stored in their account information.

xvii. All reports are exportable to MS Excel. Types of reports available in CMS include game harvest, fish creel report, activity & area use, demographics, time spent, etc. All reports can have filters applied such as date, area, customer type or other.

6. Short Message Service (SMS): Must support inound and outbound. This service allows users to check-in/out via SMS and staff to send SMS messages to users and to also retrieve data from the portal. An example of this can be for automatic check-in/out reminders, messaging users directly from the online service, area closures or general alerts, or a defined group of users such as all deer hunting permit holders that you wish to send an important message to. Game Wardens, CLEO or admin can also use SMS to query your portal to retrieve user data, area data and check-ins. SMS must also support access gate key management. This includes users reporting key via SMS and bolo activation if key is not reported properly.

7. Web Map Integration: This service feature presents front-end users with an interactive web map allowing them to choose an area on the map to initiate the check-in instead of a long list of area names. The map will display real-time occupancy of an area (# of spots available for check-in) and allows for area information to be seen on the map if clicked. Users can click the GPS button to see their current position in relation to the area boundaries and other layers on the interactive map.

8. Hosting: The contractor provides all hosting, security, maintenance, and backups. This will also encompass pro-active maintenance and service, including service packs, hotfixes, and patches to the hosted services to ensure recreationist can access the SAPDRAMS with common browsers.

9. Apply Holds: Staff can put any customer on hold which will prevent them from account access, purchasing permits, or checking into dispersed recreation activities. Holds will disable customers’ accounts and may be temporary or permanent, depending on severity of the issue or completion of a restrictive period. Staff will have the ability to search current and past holds and run reports on number and type of holds issued to individual accounts and across the installation based on a specified date range.

10. Administrative Roles or Groups: The lead administrator for MCBCamLej can assign roles to staff members to control which staff members have access to which pages in the CMS and what that group of users can do to that page (edit, read only, etc.).

11. Customer Account Access: Customers can log into their account to edit account information, reprint permits, attain new permits, view receipts, and see their own activity and harvest history.

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12. Documentation and Tutorials: Each page in the CMS will have help documentation specific to the page you are on.

13. Safety Brief: MCBCamLej will have the ability to create safety brief(s) to ensure users are aware of how to utilize the system properly and participate in the authorized activity according to all required security and safety measures. Staff will have ability to create quizzes linked to briefs to verify that they understood the information contained in brief. If the user passes the quiz, he/she will be granted access to purchase/issue any permits that require that safety briefing and their account will be unlocked and available for activity check-in.

14. Surveys: CMS will include an online survey builder where staff can create a survey and have customers complete the survey and view results at any given time. Results are real-time and can be viewed via the CMS or exported.

15. Area and Activity Creation and Management: Staff can create as many hunting, fishing, trapping, or other dispersed recreation areas as the MCBCamLej program requires. Staff can establish maximum occupancy quotas on areas and disseminate current occupancy numbers real-time via public website. Staff can open/close areas and schedule activities by day,and season date ranges.

Staff can restrict specific areas to a select activity (e.g., archery hunting only), to a specific user group, those with handicap verification, age (youth hunt), etc. If an area gets closed and users are already checked-in to that area, an alert/notification can be sent via email/text to those individuals requiring that they immediately depart the area and check-out once cleared from that area.

16. Area Scheduler & Web Display: This feature is used to display area status (open/closed) and occupancies to users via website.

17. Web Reservation Service: Users can reserve an area or activity the day before and can be limited to certain days of the week and times of day. Limitations can be placed on reservations. If the user fails to check-in by the designated time, they will lose their reservation and it will automatically become available to others. Expiration times for reservations can be can be modified by staff.

2.2 2.1.5 Data Migration

The Contractor will completely migrate all data from the governments previous service to the new service. All reports, customer accounts, user data, harvest information, and license sales will seamlessly pull from 2021 to present. All user accounts with pervious service will be established by contractor for new service with minimal involvement of the user.

2.3 Support & Yearly Maintence / Service

Both during and following deployment, the contractor will provide support to the administrator and managers responsible for maintaining and operating the SAPDRAMS. The nature and delivery time of this support will be outlined in the Plan. This support will be in the form of:

Online Help Documentation: The contractor will provide online product and user documentation following on-site delivery and training of key staff.

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Help Desk and Remote Support: As part of this Plan the contractor will provide online issue tracking support and provide the client with a Point of Contact for emergency issues.

The contractor Hosting Services: The contractor will provide all hosting and security to support SAPDRAMS. This will also encompass pro-active maintenance and service, including service packs, hotfixes, and patches to the hosted services to ensure recreationist can assess the SAPDRAMS with common browsers.

Remote Maintenance and Monitoring: The contractor will remotely maintain all services to ensure the continuing operation and functionality of the delivered solution as identified in the SOW. The contractor will pro-actively test availability and functionality of all services. This support will consist of:

o Performance monitoring and testing of the contractor-based service o Evaluating logs for security and performance related issues o Applying service patches and updates for Secure Socket Layer o Monitoring network connectivity and quality of service (QOS) o Performance monitoring and testing of SAPDRAMS

3. GOVERNMENT FURNISHED EQUIPMENT (GFE) AND INFORMATION

will make available key stakeholders for deployment will make available a designate project manager so there is one point of contact for the contractor will make available necessary GIS data for any mapping services or display

4. PLACE OF PERFORMANCE

The performance of this contract will occur at contractor location.

5. PERIOD OF PERFORMANCE

The period of performance for this contract will be

Base Period: 20 September 2024 – 19 September 2025 Option One: 20 September 2025 – 19 September 2026 Option Two: 20 September 2026 – 19 September 2027 Option Three: 20 September 2027 – 19 September 2028 Option Four: 20 September 2028 – 19 September 2029

Public Facing Interface will be available day of contract award

Content Management Interface will be available day of contract award

Product Sales will be available day of contract award

Check-in/out Service and other Requirements will be available day of contract award

SMS will be available day of contract award

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Interactive web map will be available within 7 working days of submitted GIS data to RecAccess

Maintenance / Yearly Service begins on contract award date

6. OPTION YEAR 1 MAINTENANCE SUPPORT

Help Desk and Remote Support: The contractor will provide 365 days, 24 hours/7 days a week, online issue tracking support and maintain Help Desk telephone support during Monday-Friday 0800-1500. The support will provide the following services for this contract:

o Issue identification and resolution o Coordinate warranty repair with vendors o Log all calls coming into the Help Desk o Begin service immediately upon expiration of initial contract

7. OPTION YEAR 2 MAINTENANCE SUPPORT

Help Desk and Remote Support: The contractor will provide 365, 24 hours/7 days a week, online issue tracking support and maintain Help Desk telephone support during Monday-Friday 0800-1500. The support will provide the following services for this contract:

o Issue identification and resolution o Coordinate warranty repair with vendors o Begin service immediately upon expiration of first option year contract

8. OPTION YEAR 3 MAINTENANCE SUPPORT

Help Desk and Remote Support: The contractor will provide 365 days, 24 hours/7 days a week online issue tracking support and maintain Help Desk telephone support during Monday-Friday 0800-1500. The support will provide the following services for this contract:

o Issue identification and resolution o Coordinate warranty repair with vendors o Begin service immediately upon expiration of second option year contract

9. OPTION YEAR 4 MAINTENANCE SUPPORT

Help Desk and Remote Support: The contractor will provide 365 days, 24 hours/7 days a week, online issue tracking support and maintain Help Desk telephone support during Monday-Friday 0800-1500. The support will provide the following services for this contract:

o Issue identification and resolution o Coordinate warranty repair with vendors o Begin service immediately upon expiration of third option year contract