NAMA-15-Q-0024_VSS_Attachments_1-13.docx

ATTACHMENT 1

SCHEDULE OF PRICES

1. SERVICES TO BE FURNISHED

(a) The purpose of this contract is to acquire a ticketing, admission and visitor, and event management system that will integrate onsite and online sales, individual and group reservations, resource management and reporting into a single, user friendly, system. The goals of deploying a single, integrated fully hosted Visitor Services System (VSS) are to ensure consistency and automation of the reporting of attendance and sales data; simplifying financial processing; simplifying operations and maintenance of the system; and making visiting any Presidential Library as convenient as possible for the public. All work must be performed in accordance with the terms and conditions of this contract as firm-fixed price, except for Onsite Hardware Installation, Base Year Operations and Maintenance, and Travel.

(i) Firm-Fixed Price (FFP). The Contractor is required to furnish all the work that can be identified in advance, both in sufficient detail and quantities, and for which a fair and reasonable price can be obtained. The FFP must include the fully burdened cost for delivering the services required by this contract. All work in the Performance Work Statement (PWS) is considered firm-fixed price work, except for Onsite Hardware Installation, Base Year Operations and Maintenance, and Travel.

(ii) Base Year Operations and Maintenance (O&M). Operations and Maintenance shall only begin upon NARA’s Chief Information Officer (CIO) granting Authority to Operate (ATO). The Government expects a phased deployment of the system to each of the Presidential Libraries and Museums. Therefore, the Government does not guarantee that O&M will be required in the Base Year nor does it guarantee any minimum quantities for O&M, in the Base Year. NARA estimates that a maximum of 117 months of O&M services (i.e. 13 Presidential Libraries and Museums x 9 Months) may be required.

(iii) Onsite Hardware Installation. The Contractor shall be required to assess the needs of each Presidential Library and Museum and furnish a Bill of Materials for the peripheral equipment identified in the Performance Work Statement (PWS). The Government is not obligated to pay for Onsite Hardware Installation under this contract unless it is performed for work under this Contract and in accordance with the Contract’s terms and conditions. The NTE amount listed is the maximum amount, in the performance period, the Government has reserved for installation of Onsite Hardware. Should the Contractor exceed this amount in the performance of work under this contract, it does so at its own risk.

(iii) Travel. Any travel must be conducted in accordance with Federal Travel Regulations (FTR) and the terms and conditions of this Contract and must be approved in writing by the Contracting Officer’s Representative (COR) prior to travel. All approved travel costs must be invoiced against the NTE travel Contract Line Item (CLIN). The Government is not obligated to pay for travel under this contract unless it is performed for work under this contract and in accordance with the FTR and contract’s terms and conditions. The NTE amount listed is the maximum amount, in the performance period, the Government has reserved for applicable travel. Should the Contractor exceed this amount in the performance of work under this contract, it does so at its own risk.

2. PRICING OF BASE YEAR

(a) Fixed Price Services.

(i) The Contractor must identify the base year “Fixed Unit Price” and “Total Price” for the services described in Paragraph 4, Schedule of Prices.

(A) The “Fixed Unit Price” for CLINs 0001; 0007; and 0008 must be the Contractor’s total fixed price per “Month” for the services identified.

(B) The “Fixed Unit Price” for CLINs 0002; 0003; 0004; 0005; and 0009 must be the Contractor’s total fixed price “Each” for the services identified.

(C) The “Total Price” for 0011 must be the Total Fixed “Lot” price for the services identified.

(D) The “Total Price” for each separately priced CLIN must be the “Fixed Unit Price” multiplied by the Quantity (QTY) to equal the total fixed price for each CLIN.

(b) Total Base Year Price. The “Total Base Year Price” is the sum of the “Total Price” of each separately priced CLIN and the not-to-exceed prices for Onsite Hardware Installation and Travel.

3. PRICING OF OPTION YEARS

(a) Option years will be priced using the procedure for pricing the contract base year for each separately priced CLIN. The “Total Price” must be the identified “Quantity” multiplied by the “Fixed Unit Price”.

(d) Total Option Year Price. The “Total Option Year Price” for each Option Year is the sum of the “Total Prices” for each separately priced CLIN.

4. SCHEDULE OF PRICES

(a) In accordance with this contract, the Contractor must provide all management, supervision, labor, materials, supplies, transportation, and equipment described herein (except as specified to be furnished by the Government in the PWS), and must plan, schedule, coordinate, and ensure effective performance.

(b) For CLINs 0001; 0007; 0008; 0014; 0015; 0019; 0020; 0024; 0025; 0029; and 0030 insert the fixed unit prices quoted for each “Month”, as applicable. For CLINs 0002; 0003; 0004; 0005; and 0009 fixed unit prices quoted for “Each” unit, as applicable. For evaluation purposes, the total price for each of these CLINs will be determined by multiplying the Quantity by the Fixed Unit Price.

(c) For CLIN 0011 insert the total fixed lot price for all of the deliverables required under PWS paragraph 10.1, the Contractor must submit an itemized price list for each deliverable as delineated in PWS paragraph 10.1, except for the Bill of Materials, which is separately priced in CLIN 0005.

(d) NARA has included not-to-exceed amounts in CLINs 0006 and 0010. For evaluation purposes, the “Total Price” for CLINs 0006 and 0010 are the total not-to-exceed amounts.

(e) The “Total Price” for each performance year will be determined by adding the individual CLIN prices for each year. The “Total Contract Price” will be determined by summing the yearly Total Prices.

NOTE: The Contactor must separately identify and explain known ODCs (e.g. subcontract, applicable material, parts, etc.), if applicable, for all separately priced CLINs. The Government reserves the right to not pay for ODCs which, are not clearly identified and explained in the Contractor’s quotation. The Government does not guarantee that ODCs will be included in the resulting contract.

CLIN = Contract Line Item Number; IAW = In accordance with; MAX= Maximum; Mo. = Month; NSP = Not Separately Priced; and NTE = Not to Exceed.

Base Year: Months 1-12

NTE

As each Presidential Library and Museum receives ATO, the Contractor shall begin operations and maintenance of that part of the system.

13 Presidential Libraries and Museums x 9 Months (MAX) =117 Months.

MAX

NTE

NTE

Option Year I: Months 13-24

Option Year II: Months 25-36

Option Year III: Months 37-48

Option Year IV: Months 49-60

NARA – NAMA-14-Q-0027 – Reagan Security Guard Services

NARA—NAMA-15-Q-0024, Visitor Services System (VSS)

ATTACHMENT 2

PERFORMANCE WORK STATEMENT

1.0 INTRODUCTION

1.1 The National Archives and Records Administration (NARA) serves American democracy by safeguarding and preserving the records of our Government, ensuring that people can discover, use, and learn from this heritage. NARA, as part of its mission, through its Office of Presidential Libraries (LP), administers the Presidential Library system, which is currently composed of 13 Presidential Libraries. A Presidential Library is added following the end of an Administration. Presidential Libraries are not libraries in the usual sense. They are archives and museums, bringing together in one place the documents and artifacts of a President and his administration and presenting them to the public for study and discussion without regard for political considerations or affiliations.

1.2 The following Presidential Libraries comprise NARA’s Presidential Library system:

· Herbert Hoover Presidential Library, West Branch, IA

· Franklin D. Roosevelt Presidential Library, Hyde Park, NY

· Harry S. Truman Presidential Library, Independence, MO

· Dwight D. Eisenhower Presidential Library, Abilene, KS

· John F. Kennedy Presidential Library, Boston, MA

· Lyndon B. Johnson Presidential Library, Austin, TX

· Richard Nixon Presidential Library, Yorba Linda, CA

· Gerald R. Ford Presidential Library and Museum[footnoteRef:1] [1: The Ford Presidential Library and Museum has two campuses. LP anticipates rolling out the VSS to all 14 Presidential Library facilities, with only one configuration for both the Ford Library and the Ford Museum. ]

· Library – Ann Arbor, MI

· Museum – Grand Rapids, MI

· Jimmy Carter Presidential Library, Atlanta, GA

· Ronald Reagan Presidential Library, Simi Valley, CA

· George Bush Presidential Library, College Station, TX

· William J. Clinton Presidential Library, Little Rock, AR

· George W. Bush Presidential Library, Dallas, TX

2.0 BACKGROUND

2.1 NARA currently uses a software application system, which is locally hosted and independently operated at each Presidential Library and Museum, to admit visitors and collect information for statistical review. This system, Ticketmaster Visitor Ticketing Application (VISTA), allows for the purchase of admission tickets, and provides the functionality to reserve school groups and other group tours at each Presidential Library and Museum across the country. All onsite ticket sales, currently, are handled through a “box office” model where NARA personnel handle the transactions at a point of sale system.

2.2 Since the system-wide implementation of VISTA, a number of changes to both the internal business processes and customer expectations have resulted in a significant gap. LP needs expanded support beyond selling tickets and setting group reservations. In addition to the core functionalities, LP requires a system that will enable it to meet its resource management needs such as scheduling personnel; reserving multiple facility spaces and equipment and tracking related rental fees. These features add a level of complexity in setting up the software application to meet the unique needs of each Library and Museum, tracking resource management data within and across Libraries, and providing thorough training for the staff.

2.3 Customer expectations for online bookings exceed VISTA’s present capabilities. Three Presidential Libraries and Museums, the Jimmy Carter Presidential Library and Museum, the Ronald Reagan Presidential Library and Museum, and the George W. Bush Presidential Library and Museum, have addressed this by using additional systems for online ticket sales, with mixed results. The use of three distinct systems with three distinct standard operating procedures increased the demands on staff resources and time. NARA is seeking to eliminate this inefficiency across all Presidential Libraries and Museums.

2.4 Reliable visitor data is essential to effective administration of the current Presidential Libraries and for planning future libraries. Annual attendance included in NARA's Annual Report and frequently requested by the media, is a key indicator for exhibit and education/public program efforts. Museum admissions proceeds are the key source of revenue for Trust Fund operations in the Libraries. Among other uses, Trust Fund revenue supports Presidential Libraries’ exhibits and outreach programs.

2.5 NARA has a need to identify, acquire, deploy, and to train its staff on the use of a new Visitor Services System (VSS) for all 13 Presidential Libraries as soon as practicable.

3.0 SCOPE

3.1 NARA requires a ticketing, admission and visitor, and event management system that will integrate onsite and online sales, individual and group reservations, resource management and reporting into a single, user friendly, system. The goals of deploying a single, integrated Visitor Services System (VSS) are to ensure consistency and automation of the reporting of attendance and sales data; simplifying financial processing; simplifying operations and maintenance of the system; and making visiting any Presidential Library as convenient as possible for the general public.

3.2 NARA requires the Contractor to furnish, configure and deploy a Commercial Off-the-Shelf (COTS) VSS that is scalable; fully hosted; capable of meeting NARA’s needs with minimal integration and configuration modifications; and does not require significant changes to business processes or employee workflows. The Contractor shall be responsible for the full project lifecycle, which includes, but is not limited to: configuration of the system; deployment; training of the NARA internal users on the operations of the system; operations and maintenance of the system; and periodic enhancements to the system for each of NARA’s Presidential Libraries.

3.3 The Contractor must work in collaboration with NARA to ensure the project is a success. The main point of contact will be the Contracting Officer’s Representative (COR). The Contractor will be required to coordinate with NARA’s Information Services staff and Presidential Library staff. Additionally, the following external (non-NARA) stakeholders will play an important role in the project’s success:

· Hoover Presidential Foundation

· Roosevelt Institute

· Truman Library Institute

· Eisenhower Foundation

· John F. Kennedy Library Foundation

· Lyndon Baines Johnson Foundation

· Richard Nixon Foundation

· Gerald R. Ford Presidential Foundation

· The Carter Center

· Ronald Reagan Presidential Library Foundation

· George Bush Presidential Library Foundation

· Clinton Foundation

· George W. Bush Presidential Center

· The general public (museum visitors, customers)

3.4 Definition of Users: For this project, the following definitions are applicable to each of the various system user populations, in order to distinguish the user populations from each other.

3.4.1 “Internal users” means any NARA staff, volunteer or other person approved by NARA to sell tickets, take tickets, schedule resources, sell inventory, register event attendees, generate reports or otherwise administer the VSS.

3.4.2 “Customers” means any person purchasing tickets for museum admission and/or events, registering for events or purchasing retail items.

3.4.3 The only exception to the definition of “Customer” is “Customer Acceptance Testing”. Within this contract, “Customer Acceptance Testing” means testing conducted by “Internal Users” and/or other NARA personnel for the purposes of inspection and acceptance.

3.4.4 “All users” means both internal users and customers.

4.0 PROJECT MANAGEMENT

4.1 The Contractor shall be responsible for delivering a fully functional and operational VSS system from initial design of the architecture through operations and maintenance using a team of qualified experts. Project management shall include the ability and resources to define, plan, implement, integrate, and monitor every aspect of the VSS system. The Contractor’s Project Manager shall provide management and technical oversight in coordination with NARA’s Project Management Team, for the defined implementation approach to ensure that the project successfully achieves its objectives on time, within budget, and in accordance with expected quality levels.

4.2 All Project Management activities performed by the Contractor shall be in accordance with NARA’s System Development Life Cycle (SDLC), which includes a variety of cycles depending on a number of factors. NARA expects that the Contractor will collaboratively tailor the SDLC with NARA’s Project Team to reflect the most appropriate cycle for the requested system, which is a Commercially Available Off-the-Shelf (COTS), fully hosted system integrated with NARA’s existing systems with configurations for each Presidential Library and Museum.

4.3 The Contractor shall develop and deliver a Project Management Plan (PMP). The PMP shall describe the Contractor’s overall strategy and approach to managing the services provided under this contract, which shall include, at a minimum:

4.3.1 Project management methodology;

4.3.2 Subcontractor management (if applicable);

4.3.3 Communications management;

4.3.4 Logistics;

4.3.5 System Configuration management;

4.3.6 Risk Management Plan (risk identification, mitigation, and management);

4.3.7 Configuration management;

4.3.8 System Operations and Maintenance support; and

4.3.9 Milestones, deliverables, and dependencies for the completion of the project.

4.4 The Contractor shall submit updates and changes to the PMP after its finalization, as appropriate, to reflect the project status.

4.5 Kick-Off Meeting and Status Reporting

4.5.1 Within 10 business days after the contract award but no later than September 30, 2015, the Contractor shall meet with the NARA project team to coordinate project roles, responsibilities, and schedules. The Contractor shall be prepared to discuss the PMP including the schedule, resources, how updates or changes to the plan are to be managed and communicated.

4.5.2 The Contractor shall provide monthly status reports (due the 1st business day of each month) which shall include the following:

4.5.2.1 Tasks accomplished within the previous month, progress towards completion of the scheduled tasks, and deliverables submitted;

4.5.2.2 Updated project schedule (must include original baseline dates, planned dates, and actual dates);

4.5.2.3 Planned activities for the current month and dependencies on completing those tasks;

4.5.2.4 Any problems, issues, or explanations of schedule slippages, in the previous month, to include recommendations on remediation of those issues, plan for recovery from the schedule slippage, and potential impact to the timely delivery of services within acceptable quality standards; and

4.5.2.5 Any projected or actual risks to successful completion of the project to include the remediation or mitigation of those risks, as they arise.

4.5.3 The Contractor shall provide management briefings on an ad hoc basis, if requested by the COR regarding the overall status of project.

5.0 QUALITY CONTROL AND QUALITY ASSURANCE

5.1 The Contractor shall provide formal, comprehensive management and quality control to ensure responsiveness, and efficient and effective contract performance.

5.2 The Contractor shall provide a Quality Control Plan (QCP) that details how the Contractor shall monitor and measure contract performance, and take any necessary corrective actions to meet or exceed the performance requirements in this contract.

5.3 The Contractor shall proactively plan and perform quality inspections, document the results of all quality inspections, resolve all quality issues, and provide a report to the COR that details the results of completed quality inspections and corrective actions to be taken, if any.

5.4 Quality Assurance. See Enclosure 3, Quality Assurance Surveillance Plan and Enclosure 4, Performance Requirements Summary.

6.0 FUNCTIONAL REQUIREMENTS

6.1 Sales

6.1.1 Each Presidential Library and Museum (see PWS paragraph 1.2) requires four (4) platforms to be available for customers to be able to purchase and obtain tickets: onsite box office point of sale; onsite kiosk; online through the customers’ personal computers; and online through the customers’ mobile devices. The system must be accessible on all four platforms and each platform shall be able to interface with all others.

6.1.2 NARA requires the functionalities of these systems to provide each Presidential Library and Museum the ability to configure the user experience and data field constraints based on each individual Presidential Library and Museum’s logos, colors, sale categories, ticket prices, and other fields. Furthermore, the system shall display the available museum entry times to all users during purchase.

6.1.3 The system shall enable transactions for the customers to purchase and obtain admission tickets. Each transaction shall have a unique identifier such as an order/transaction number. Each ticket shall display the ticket category (such as “senior,” “adult,” “military,” etc.) and the unique identifier which is the bar code or Quick Recovery (QR) code. Customers shall be able to include add-on items with their ticket purchase, such as audio tours and brochures. The system shall allow all users to purchase tickets (admissions and events) for multiple visitor categories within one transaction.

6.1.4 The system shall allow all users to apply discounts to ticket prices from sales, promotions, and memberships. The system shall allow the creation, management, and purchase of timed-entry tickets, and facilitate group sales.

6.1.5 The system shall allow internal users to alter ticket prices and apply single dates or date ranges to changes in ticket prices. Additionally, the system shall allow internal users to look up ticket sales across all platforms after purchase and be able to print the ticket and the associated barcode/QR code.

6.1.6 All sales platforms shall be able to accept and process VISA, MasterCard, Discover, and American Express credit cards. Additionally, the box office point of sale shall be able to accept cash or check.

6.1.7 The system shall send an email confirmation of purchases to the customer for transactions, which are initiated by the customer online through either the customer’s personal computer or mobile device. The email confirmation shall include the order/transaction number and printable ticket with a scannable barcode or QR code.

6.1.8 The system shall enable customers to look up their prior online ticket purchases at onsite kiosks and online using their email address and/or order/transaction number, and to print tickets with the barcode/QR code. This function shall not require customer accounts to function.

6.1.9 The system shall allow all users the ability to make group reservations.

6.1.10 The system shall notify internal users of group reservations.

6.2 Box Office Point of Sale

6.2.1 The system shall maintain a link amongst available data such as the order/transaction number, the tickets sold, customer information, method of purchase, and credit card information for all online and onsite purchases. Online ticket sale lookup shall be available by using the available data.

6.2.2 The system shall allow internal users to scan in tickets via bar code/QR code.

6.2.3 The system shall enable internal users to be able to manually enter and/or edit data on all transactions, including all ticket sales with the associated order/transaction number and credit card information.

6.2.4 Internal users shall also be able to scan in promotional coupons at the Box Office point of sale.

6.2.5 The box office point of sale, onsite hardware, and user interface shall have and be optimized for touch screen.

6.3 Kiosks

6.3.1 The system shall include onsite self-service kiosks, that enables customers to purchase and print tickets at the kiosk as well as find and print tickets previously purchased online. The kiosks shall:

6.3.1.1 Have and be optimized for touch screen interface;

6.3.1.2 Enable customers to look up prior purchases by using available data such as order/transaction number or a customer’s email address;

6.3.1.3 Enable customers to scan in promotional coupons and apply such discounts to the transactions, as configured and approved by the internal users within the system; and

6.3.1.4 Be optimized for scanning tickets via bar code or Quick Recovery (QR) code at the kiosks.

6.4 Online Sales

6.4.1 The system shall be optimized for use on web-based systems including personal computers and mobile devices (i.e., smart phones and tablets, at a minimum, both Android and iOS based).

6.4.2 The customer interface shall be readable and usable on a variety of commercially available computers/laptops and mobile devices.

6.4.3 Updates (content, design, functionality, etc.) for online ticketing websites for each Presidential Library and Museum shall be optimized for smart phone and tablet experiences (mobile web) using responsive web design (RWD).

6.4.4 When designing the online sales platform, RWD shall be used with pinch-zoom capability enabled for mobile devices. A QR or bar code must be transmitted to the mobile device for display at the Library.

6.4.5 All online functionality shall be available through the mobile devices.

6.5 Event Scheduling, Reservations, and Resource Management

6.5.1 The system shall allow all users to register for events and purchase event tickets, across multiple platforms. To facilitate this function the system shall:

6.5.1.1 Enable users to register for an event for multiple visitor categories within one transaction;

6.5.1.2 Print event tickets; and

6.5.1.3 Assign unique identifiers for each event transaction.

6.5.2 The system shall allow internal users to scan in tickets via bar code/QR code and shall record and maintain event attendee data.

6.5.3 The system shall provide the capability for internal users to schedule an event, including creating, modifying and canceling an event. The system shall enable internal users to:

6.5.3.1 Apply single dates or date ranges to events;

6.5.3.2 View events in a calendar view;

6.5.3.3 Assign a maximum number of attendees for an event; and

6.5.3.4 Send event cancellation notification to registered attendees.

6.5.4 The system shall maintain an audit history of changes for an event. Data captured and reportable for events shall include, but not be limited to the following:

6.5.4.1 Description;

6.5.4.2 Room reservation;

6.5.4.3 Selecting and reserving equipment;

6.5.4.4 Maximum capacity;

6.5.4.5 List of attendees;

6.5.4.6 Customer information; and

6.5.4.7 Pricing.

6.5.5 The system shall allow internal users to manage staffing for events, including scheduling, adding, changing the staff and shifts for events.

6.5.6 The system shall enable the management (i.e. reservation, addition, changing, and deletion) of rooms and equipment by internal users, through the following functionalities:

6.5.6.1 Display of the list of rooms;

6.5.6.2 Display of the availability of rooms for reservations;

6.5.6.3 Display of a list of available equipment by room;

6.5.6.4 Reserve equipment when requesting a room for an event; and

6.5.6.5 Display of equipment reserved by room and by event reservation.

6.5.7 The system shall provide the capability for internal users to input data manually and print forms and registrations for groups, workshops, tours and other Presidential Library and Museums’ activities.

6.5.8 The system-generated forms shall contain all or a portion of the line items for events (i.e. attendee list only). The system shall provide the capability for internal users to manage and customize forms and print labels (e.g. address labels).

6.5.9 The system shall enable internal users to process deposits for room and/or resource rentals, maintain records, generate invoices, and accept payment of outstanding balances.

6.6 Data Exporting, Reporting, and Management

6.6.1 Data Export. The system shall enable internal users to export data fields and the associated data to .doc, .docx, .xls, .xlsx, .csv, XML, .rtf and .pdf formats from individual Presidential Libraries and Museums and across all libraries. The system shall enable users to select fields to be exported with minimal steps or keystrokes.

6.6.2 Data Reporting. The system shall enable internal users to generate reports using all data fields and the associated data, including legacy migrated data, across libraries and within individual Libraries. The system shall enable internal users to export reports to .doc, .docx, .xls, .xlsx, .csv, XML, .rtf and .pdf formats.

6.6.2.1 The system shall generate pre-packaged (canned) reports as defined by NARA.

6.6.2.2 The system shall have the capability to create and generate ad-hoc reports using all data fields and associated data.

6.6.3 Data Management. The Data Management Plan must detail the Contractor’s technical approach for the maintenance, storage, cataloging, retrieval, segregation, back up, recovery, security and safeguarding of all data. The Contractor shall submit a Data Management Plan no later than thirty (30) calendar days after contract award.

6.6.3.1 The plan must be updated at least annually and submitted to the COR for approval each year of contract performance.

6.6.3.2 Additionally, many factors, such as enhancements, changes to Government IT security requirements, etc. may necessitate interim updates to the Data Management Plan. The Contractor shall submit interim updates within thirty (30) days of receiving an official request, in writing, from the COR.

6.6.4 The system shall maintain an audit history of the transactions, event registration and resource (i.e. equipment, staff, and room) management, and other related data.

6.7 System Interfaces

6.7.1 The Contractor shall provide the necessary interface for the transfer of sales transaction information to the back office financial accounting system Microsoft Dynamics Great Plains (GP).

6.7.1.1 The real-time interface developed must be compatible with and optimized for the Microsoft Dynamics GP Application Programming Interface (API) called eConnect.

6.7.1.2 eConnect is a collection of tools, components, and interfaces that allow applications to programmatically interact with the Microsoft Dynamics GP accounting system.

6.7.1.3 The Microsoft eConnect solution has been implemented and is currently supporting several external interfaces at NARA.

6.7.1.4 The Contractor shall develop an additional interface from the proposed ticketing software that is compatible with eConnect standards for XML wrapping and transmission to Microsoft Message Queuing (MSMQ).

6.7.2 The Contractor shall provide an Interface Summary Document that identifies all interfaces in the system, providing a general characterization of each interface in terms of communicating elements, information communicated, information assurance considerations, usage characteristics, and communication formats and protocols. This information can be included as a section within the System Design Document (SDD), see PWS paragraph 7.1.1.

6.7.3 The Contractor shall provide Interface Control Documents (ICDs) that specify the functional and technical characteristics of each interface to fully express the technical design of each interface. The ICDs shall reference the functional elements and requirements allocated to each interface design. Each interface must be documented in a unique ICD. ICDs can include Information Exchange Package Documentation (IEPD) for interfaces developed to National Information Exchange Model (NIEM) and/or Open Archival Information System (OAIS) standards. This information can be included as a section within the System Design Document, see PWS paragraph 7.1.1.

6.8 User Interfaces

6.8.1 The Contractor shall create, furnish, and/or customize a graphical user interface (GUI) for all users and all platforms that employ best practices for navigation and effective user experience as described at www.usability.gov and www.digitalgov.gov. The system shall be browser agnostic, regardless of device.[footnoteRef:2] [2: This requirement does not include all known browsers. For the purposes of clarity, the intent is to ensure the system functions on the widest variety of the most commonly used devices and browsers possible for all users.]

6.8.2 NARA requires a system with a flexible and/or customizable screen interface to enable its internal users to optimize screen designs to support current, local tasks and workflows, and save screen settings for future use.

6.8.3 The system shall provide the capability for internal users to arrange the icons displayed on the admissions desk touch screen monitor, including assigning functions to icons.

6.8.4 The system shall enable internal users to add, change, or configure the following:

6.8.4.1 Ticket design;

6.8.4.2 Ticket prices;

6.8.4.3 Ticket categories (e.g. senior, adult, child), including activating ticket categories and rendering selected categories inactivated;

6.8.4.4 Date range(s) for promotions and discounts;

6.8.4.5 Sale items (e.g. brochures, audio tours);

6.8.4.6 Discounts;

6.8.4.7 Promotion categories and related discount amounts;

6.8.4.8 Promotions and related discount amounts;

6.8.4.9 Schedule events and resources (personnel, facility spaces, equipment); and

6.8.4.10 Entry times, durations, and maximum number of visitors/attendees.

6.8.5 Each Presidential Library and Museum shall have its specific logo and color theme displayed for all users. The logo and color theme for each Presidential Library and Museum will be furnished by the COR, post award.

6.8.6 The Contractor shall include up to five (5) optional fields in the database for later configuration by NARA.

6.9 Search and Browse

6.9.1 The system shall provide the internal user the ability to browse and search keyword and/or dates across the database and within fields for:

6.9.1.1 Promotional discounts, including current and past discounts;

6.9.1.2 Individual ticket orders;

6.9.1.3 Group reservations; and

6.9.1.4 Events, by date, time, program, name, attendees, and assigned resources (e.g. personnel, facility space, and equipment).

6.9.2 The system shall provide all users the ability to search and print results by date; order/transaction number and by email address; or by a combination of a customer’s first name, last name, and street address.

6.9.3 The system shall provide internal users the ability to print search results to .doc, .docx, .xls, .xlsx, .csv, .mdb, XML, .rtf and .pdf formats.

6.9.4 The system shall allow the internal users to print labels from the search results.

6.9.5 The system shall return a message to all users when search results are not found and allow them to try again.

6.10 FINANCIAL PROCESSING STANDARDS

6.10.1 The Contractor shall be an approved and certified partner to process credit cards using the Department of Treasury approved gateway and processor;

6.10.2 The system shall comply with payment processing requirements from the Department of Treasury and NARA's cross-service accounting provider the Bureau of the Fiscal Service, which, includes but is not limited to:

6.10.2.1 Receipts shall be generated for all transactions;

6.10.2.2 All transactions shall be logged within the application;

6.10.2.3 Enable internal users to reconcile all daily transactions by payment type; and

6.10.2.4 Enable internal users to run ad-hoc transaction reports, which include the payment date, transaction total and payment type, by a given date or date range to be used for auditing purposes.

6.10.2.5 Process credit cards using the Treasury approved gateway and processor; and

6.10.2.6 Comply with payment processing requirements from the Department of Treasury's Bureau of the Fiscal Service.

7.0 NON-FUNCTIONAL REQUIREMENTS

7.1 System Design and Development

7.1.1 The Contractor shall develop a System Design Document (SDD) describing the system architecture. This document must have a diagram or diagrams, with text or textual documents that describe the diagrams. At a minimum, the SDD shall address the following:

7.1.1.1 Structure and relationships between components of the system;

7.1.1.2 System design constraints;

7.1.1.3 System human interfaces (input and output);

7.1.1.4 Interfaces with internal and external systems; and

7.1.1.5 Functional requirements that the COTS product and other system components meet.

7.1.2 The Contractor shall facilitate peer review sessions with NARA to understand, refine and decompose the requirements, as needed, to ensure they are clear and testable. After which the Contractor shall deliver an updated Requirements Document for final approval. The Contractor shall also update the Requirement Traceability Matrix (RTM) to demonstrate the traceability between the requirements and software configuration items.

7.1.3 The system architecture shall, at a minimum include four (4) environments to facilitate design and hosting services throughout the duration of this contract: Development environment, System Integration Test environment (SIT), Costumer Acceptance Test (CAT) environment, and Production environment.

7.1.4 The Contractor shall be responsible for ensuring that these environments are available on an as needed basis to limit the operational costs of the system, as a whole (e.g. the CAT environment will not be needed at the beginning of the period of performance and should also be brought down when testing is not being performed).

7.2 Section 508 Accessibility Standards. The following Section 508 Accessibility Standard(s) (Technical Standards and Functional Performance Criteria) are applicable (if box is checked) to this acquisition:

7.2.1 Technical Standards facilitate the assurance that the maximum technical standards are provided to the Offerors.

|X| 1194.21 - Software Applications and Operating Systems |X| 1194.22 - Web Based Intranet and Internet Information and Applications |X| 1194.23 - Telecommunications Products |X| 1194.24 - Video and Multimedia Products |_| 1194.25 - Self-Contained, Closed Products |_| 1194.26 - Desktop and Portable Computers |X| 1194.41 - Information, Documentation and Support

7.2.2 Functional Performance Criteria are the minimally acceptable standards to ensure Section 508 compliance. This block is checked to ensure that the minimally acceptable electronic and information technology (E&IT) products are proposed.

|X| 1194.31 - Functional Performance Criteria

7.2.3 The Contractor shall keep its GPATs or VPATs updated to reflect any modifications that have changed the 508 compliance status of the product – whether enhanced or diminished (if diminished, the GPATs or VPATs should reflect the Contractor’s mitigation plan).

7.2.4 All Electronic and Information Technology components are subject to Section 508 of the Rehabilitation Act (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998 and are subject to the associated Section 508 Standards as set forth by the U.S. Access Board. http://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/section-508-standards.

7.3 System Hosting

7.3.1 The system shall be fully hosted through a Cloud Service Provider (CSP) that is FEDRAMP approved, or formally in the process of achieving a FEDRAMP authorization as listed on the official FedRAMP site (https://www.fedramp.gov/marketplace/). The Contractor’s cloud solution should provide maximum flexibility for NARA; not only for services provided by the Contractor in their cloud, but to ensure compliance with NARA’s cloud strategy of ensuring open architecture to avoid lock-in.

7.3.2 The Contractor will be the stewards of the data and systems in its cloud, but ultimately the data belongs to NARA. The Contractor shall ensure that NARA can seamlessly transition that data to and from the Contractor’s cloud infrastructure as efficiently, simply, and cost effectively as possible.

7.3.3 The Contractor’s cloud solution must use industry standard virtual machine configurations that can be ported to other cloud environments either by direct import or through commercially available conversion tools. The hosted system must:

7.3.3.1 Be established in NARA’s name;

7.3.3.2 Allow for all the transfer of all operations and maintenance and system administration activities to another Contractor within five (5) business days’ written notice from the COR; and

7.3.3.3 The system must be transferable to another cloud provider within 10 business days’ written notice from the COR.

7.3.4 The Contractor must cooperate with and assist NARA or its contractor(s) as needed to ensure an efficient and complete transfer of data in the native and/or open format (e.g. ACSII, CSV, XML) as requested by NARA, from the hosted system to another system, whether cloud hosted or onsite at NARA.

7.3.5 NARA currently uses username and password authentication via Lightweight Directory Access Protocol (LDAP) that is tied to a Novell eDirectory account. This hosting service shall integrate seamlessly with NARA’s LDAP to allow for internal user authentication.

7.4 Security

7.4.1 The system shall process data that has the following FIPS 199 rating and protection requirements:

Confidentiality=Moderate Integrity=Low Availability=Moderate

7.4.2 As the system shall be hosted through a CSP that is already FedRAMP approved, or in the process of FedRAMP approval, the security controls provided by the CSP will already be documented in a FedRAMP system security plan for its service offering.

7.4.2.1 For those security controls not provided through CSP service offering, the system shall implement NARA’s minimum baseline security controls as delineated in NARA’s IT Security Requirements for a system with the FIPS 199 ratings identified in PWS paragraph 7.4.1, above.

7.4.2.2 These security requirements are documented within the NARA IT Security Requirements. These security controls shall also be documented in a system security plan that would be jointly developed between NARA and the Contractor.

7.4.3 The system shall comply with the requirements of PCI Data Security Standard (PCI DSS) v3.0; shall support updates to remain compliant with future versions of PCI DSS; and shall be EMV compliant (chip-and-PIN).

7.4.4 All web servers associated with the system must enforce the use of HTTPS for all websites. This is a Federal requirement as defined in OMB Memorandum M-15-12, Policy to Require Secure Connections across Federal Websites and Web Services.

7.4.5 The Contractor shall immediately report all security incidents, whether suspected or confirmed, involving potential risks to the confidentiality, integrity or availability of NARA's information or to the function of cloud services operated on behalf of NARA.

7.4.6 The Contractor shall develop a System Security Plan (SSP) that documents the security controls for the hosted system, which are not provided by the CSP, or for which there is a shared responsibility by the CSP and the contractor and/or NARA.

7.4.7 Subsequent to contract award, once a CSP is selected and approved by NARA, the tailored SSP template for the system will be provided to the Contractor by the COR. The Contractor shall implement the required security controls for the system, based upon this SSP. In cases where a control may not be applicable or is not technically possible, the rationale for choosing not to implement the control shall be documented within the SSP.

7.4.8 Many factors, such as enhancements, changes to Government IT security requirements, etc. may necessitate interim security control updates to the system. In such cases where the need to add or update security controls arises, the Contractor shall work with NARA to update the SSP as requested by NARA, within thirty (30) days of receiving an official request from NARA.

7.4.9 The Contractor shall support NARA during the required Assessment and Authorization (A&A) process of the system. NARA is required to have its independent third (3rd) party security assessor test and evaluate the system to ensure that security controls described in the SSP are implemented and functioning as intended. The assessor will then prepare an assessment and authorization package for the system that includes a risk assessment of the system.

7.4.9.1 Any outstanding risks requiring further mitigation will be tracked by NARA within a Plan of Action and Milestones (POAM), which will be provided to the Contractor for its response.

· ‘High’ risk items noted shall be addressed and mitigated by the Contractor within 30 days of written notice;

· ‘Medium’ risk items shall be addressed and mitigated by the Contractor within 90 days of written notice; and

· ‘Low’ risk items shall be addressed and mitigated by the Contractor within 180 days of written notice.

7.4.9.2 If there are circumstances preventing completion of actions within these time frames, a written explanation must be provided to the COR for review and approval.

7.4.10 The Contractor shall ensure that the VSS is configured to protect sensitive information and that systems remain secure. The Contractor must implement a process of continuous review and improvement, which must be built into the development and maintenance of the services.

7.4.10.1 At the start of designing a new service or feature, the Contractor shall engage the COR as well as, the appropriate privacy, security, and legal officer(s) within NARA to discuss the type of information collected how it should be secured, and how it may be used and shared.

7.4.10.2 The sustained engagement with the appropriate NARA personnel is to ensure that personal data is properly managed.

7.4.10.3 The Contractor shall comprehensively test and certify the components in each layer of the technology stack for security vulnerabilities, and then to re-use these same pre-certified components for multiple services, where possible.

7.5 System Availability

7.5.1 The system, for internal users including kiosks and other front office hardware and peripherals, shall be available 99.8% of the time for sales and event support with no more than four (4) total hours of downtime over the course of any 24 hour period.

7.5.2 The system shall be available, for online sales, a minimum of 99.7% of the time with no more than four (4) consecutive hours of downtime in a 24 hour period.

7.5.3 The Contractor shall protect against the loss of data through a backup solution or by replicating the data, in real time.

7.5.4 The Contractor shall document and adhere to a Contingency Plan that clearly details how the requirements above will be met. The plan shall be applicable to the entire system and each instance for each individual Presidential Library and Museum.

7.5.5 The system must be automatically scalable with little to no human intervention to accommodate bursts of internal user data entry and customer activity peaks. It must also be scalable and easily expandable to meet new business needs as they arise.

7.6 Onsite Hardware

7.6.1 The Contractor shall install and configure the admissions desk hardware and kiosks for each Presidential Library and Museum. The Contractor shall configure the hardware in a way that promotes efficient and timely transactions including ticket printing, receipt generation, printing forms, and recording responses to certain questions (e.g., “how did you hear about us,” country of origin, zip code).

7.6.2 The Contractor shall configure the kiosks in a way that promotes efficient and timely transactions including ticket purchase and printing as well as receipt generation and printing.

7.6.3 The Contractor shall collaboratively assess the needs of each library with NARA for on-site hardware and market research in order to recommend hardware for each facility, including, but not limited to, ticket printers, bar code and QR code scanners, credit card readers, customer-prompted credit card interface (e.g. pin pads for chip-and-pin cards), touch screen monitors, kiosks, mouses, and computers.

7.6.4 NARA does not have wireless connectivity at each of the Presidential Library and Museums. Therefore, the onsite hardware must be able to support wired Local Area Network (LAN) connections for all system devices needing access.