NSB_Board_Book_Software_SOW.docx

Statement of Work National Science Board

I. Project Title: National Science Board Document Portal

II. Period of Performance: Base year plus four, one year options

III. Introduction

The National Science Board (NSB) office is pursuing the acquisition of a Board Management software package under a Software as a Service (SaaS) delivery model. The overarching goal of this acquisition is to improve the efficiency of conducting board meetings.

This Statement of Work (SOW) describes the goals expected to be achieved with regard to executing the implementation of a Board Management (SaaS) solution. The Board Management software system shall meet industry performance standards, offer the necessary redundancy and contingency features to meet NSB needs, and provide state-of-the-art technology enhancements to improve user experience and minimize service disruption.

The site must be secure, simple to use, intuitive and readily available for approximately 50-55 users. It should include a help function and a password recovery capability.

Electronic and information technologies procured by the NSB office must comply with the 1998 Amendments to Section 508 of the Rehabilitation Act and the associated Federal Regulations.

Currently, the NSB office uses an external portal, using a SharePoint (Microsoft) platform, which NSB members access through the Internet. NSB members log onto the site with a user name and password. After successful logon, members conduct a variety of activities that include: read, download, and/or print documents and presentations in a variety of formats (e.g., MS Word, MS Excel, MS PowerPoint, Acrobat PDF) and post documents to colleagues for review. NSBO wants to retain these functions, leveraging the capabilities of a commercial off-the-shelf (COTS) software product to introduce efficiencies, expand functionality, and increase usability for NSB members.

IV. Overview/Background

The President of the United States appoints the 24 individuals to the NSB; the National Science Foundation (NSF) Director is an ex officio NSB member. NSB members serve six-year terms. With the exception of the NSF Director, one-third of the NSB is appointed every two years. The NSB serves as a governing board of the NSF and as an independent body of advisors to the President and the Congress on policy matters related to science and engineering as well as education in science and engineering.

The NSF Act of 1950, as amended, states that nominees to the NSB “(1) shall be eminent in the fields of the basic, medical, or social sciences, engineering, agriculture, education, research management or public affairs; (2) shall be selected solely on the basis of established records of distinguished service; and (3) shall be so selected as to provide representation of the views of scientific and engineering leaders in all areas of the Nation." The NSB elects its own Chair and Vice Chair.

The NSB typically conducts four meetings, a retreat, and several teleconferences each year. The NSB also conducts a number of workshops and meetings of NSB sub-units (e.g., standing and/or ad hoc committees, sub-committees, and workgroups). All NSB meetings are subject to the provisions of the "Government in the Sunshine Act." This Act requires agencies to provide advance notice to the public before a meeting takes place. The NSB meets this requirement in part by posting schedules of its planned meetings and teleconferences on its public website (www.nsf.gov/nsb). Further, the NSB website includes posts of meeting proceedings; NSB-produced publications for information and dissemination purposes; information on NSB members and committees; and, information pertaining to NSB activities of interest to the public.

The NSB establishes the policies of NSF within the framework of applicable national policies set forth by the President and the Congress. In this capacity, the NSB identifies issues that are critical to NSF's future, approves NSF's strategic budget directions and the annual budget submission to the Office of Management and Budget, and approves new major programs and awards.

The NSB office supports the NSB in all of its activities. The NSB Executive Officer heads the NSB office. As part of its responsibilities, the NSB office prepares and disseminates materials for each NSB meeting and teleconference (e.g., agendas, minutes, draft resolutions, presentations, supporting documents). These materials are made available to NSB members through a portal, which is currently outside the NSF firewall.

V. Scope of Work

1. Objectives

The objective of this SOW is to acquire a Board Management Software product. The NSB office has outlined objectives that the proposed solution will achieve, including business, technical, service, security, management/administrative, and migration objectives.

1.1. Business Objectives

NSB is seeking an integrated suite of Board Management collaboration services that improves business performance, increases employee and Board member productivity, achieves cost savings, and fosters greater collaboration by providing NSB members with capabilities that reflect industry best practices.

1.2. Technical Objectives

The solution shall demonstrate a high degree of confidentiality, integrity, reliability and availability.

1.3. Service Objectives

The solution shall offer the necessary redundancy, resiliency, and contingency capabilities to ensure service availability that meets NSB’s current and future needs.

1.4. Security Objectives

The solution shall provide individual verifiable identification and authentication, access controls, audit trails of access to the system, and encryption of data in transit and at rest using FIPS 140-2 certified encryption. Upon award, the Vendor shall provide documentation describing how the following security requirements are addressed in the solution:

Data Flow Describe the flow of data in and out of system boundaries. Describe protections implemented at all entry and exit points in the data flow as well as internal controls between customer and project users.

Audit and Accountability Describe the systems access controls. Include: how users are identified and authenticated; authenticator strength requirements (i.e., password length and complexity); how access is granted, revoked, and monitored; how accounts are created and deleted; and how roles are defined and assigned amongst users.

Audit and Accountability Describe the systems auditing controls. Include: events that are audited and what information is recorded in each audit record, how audit records are stored and protected, how long audit records are kept, and who has access to audit records.

Configuration Management Describe the systems configuration management process. Include: the change management process, inventory control, baseline configuration, and unauthorized change detection.

Contingency Planning Describe the system’s contingency plan and disaster recovery plan. Include: the system backup and recovery procedures; how backup information is stored, transmitted, and protected.

System and Communications Protection Describe the system’s communication protection mechanisms to safeguard the confidentiality, integrity and availability of information and the information system, including all uses of cryptography (i.e., TLS, IPSec, database encryption).

Patch and Vulnerability Management Describe the system’s patch and vulnerability procedures.

1.5. Management & Administrative Objectives

The SaaS solution shall deliver cost effective, responsive, and efficient management and customer support.

1.6. Migration Objectives

The SaaS solution shall enable the NSB office to conduct an expedited transition from the current board management process with minimal disruption to business operations while ensuring data integrity.

2. Specific Requirements

NSBO seeks a commercial off-the shelf (COTS) software product specifically designed to facilitate the organization and conduct of board meetings and the distribution of related information and materials. This COTS product should include help desk support, user training, support and maintenance of products, tools and apps that facilitate production and delivery of “board books,” and tools to improve the efficiency of conducting Board meetings (including virtual meetings).

Core Requirements

Security

· Maintain the security and confidentiality of NSB information and data uploaded and contained in the system.

· Provide file and folder level access controls for both users and groups (e.g., provide a method to exclude select users from reviewing or accessing select materials to comply with conflict of interest rules; provide role-based access to NSB meeting agendas, minutes, resolutions, presentations, etc.; provide restricted access/views, depending on the user’s role).

· Provide secure, identification and authentication methods that are easy to use by NSB members and other authorized users.

· Provide the capability to establish and periodically change passwords or other authentication methods.

Accessibility

· Provide a solution that is both personal computer and mobile device-ready and is accessible to multiple computer operating systems (e.g., iOS, Windows, Android) and Internet Browsers (e.g., Internet Explorer, Firefox, Chrome, Safari).

· Provide sync, download and print options prior to, during and after each meeting.

· Provide the ability to download a single file that includes all items relating to a given board book to enable members to review materials when disconnected from the internet.

· Provide the capability to export a complete set of board documents (e.g., board book, agenda, minutes) to a file for records/archive purposes.

· Provide the ability to search across the site using user-entered key terms/phrases, meeting date, etc.

· Facilitate annotations to board materials.

· Provide searchable access to materials from previous Board meetings.

Collaboration

· Allow for private discussions and discussion groups.

· Provide collaboration tools such as virtual work centers to meet the needs of the NSB plenary, various committees, and ad hoc groups (e.g., task force, working group, subcommittee).

Planning

· Include integrated tools for efficient organization and scheduling of meetings. These may include the capability to:

· Create a board meeting book by uploading files. Ideal system would interface with current internal SharePoint system across approved firewall connection or other method.

· Modify and synchronize the order/sequence of agenda events, durations and associated materials in the board book.

· Calendar and schedule board activities.

· Request and track RSVPs for attendance at meetings.

· Provide alerts for members when NSB meeting materials are ready, when materials are added or revised, and when special attention is required.

Functional Requirements

· Provide the capability to insert links to other web sites.

· Provide options for generating activity and engagement reports (e.g., who accesses the site when and how often).

· Provide 24/7/365 user support.

· Interface with existing document numbering and management systems, including, if possible, tools for synchronizing files with existing document management systems.

Additional Desired Requirements

· Provide agenda-building tools

· Provide ability to build and circulate questionnaires and/or surveys.

· Provide a voting function, including tabulation.

· Provide an electronic signatures capability embedded within the system.

· Provide a method to record, assign and track action items.

· Provide a method to collect and display contact list of phone numbers, addresses, emails, etc.

2.1. Task Description

Create or establish a separate portal instance of the Board Management Software for the National Science Board in the SaaS Environment.

2.1.1. Task 1 – Portal Set-up and Configuration

· Work with staff members to brand the portal for the NSB.

· Establish and grant roles and responsibilities to designated users.

2.1.2. Task 2 – Training

· Provide training for NSB staff members to administer the site and populate information for consumption by board members.

· Provide training for NSB Board Members (users) on access and navigation topics.

2.1.3. Task 3 – User Support

· Provide phone or web based user support to address trouble calls, account access, and password change/reset inquiries.

VI. Place of Performance: NSF headquarters (4201 Wilson Blvd, Suite 1225, Arlington VA until September 2017; new office in Alexandria, VA thereafter)

VII. Special Requirements: No special requirements.

VIII. Contractor Staff, Roles and Responsibilities: User and administrator training, help desk, maintenance, trouble shooting for approximately 50–55 users.

IX. Reporting Requirements: Vendor shall provide product documentation and periodic reports to the NSBO representatives.

X. Government Furnished Property (GFP) – No government furnished property.