RFI Attachment - Specific Tasks.docx

Website Management Support Services

DSM-20-324

ATTACHMENT 1:

1. Specific Tasks

1.1. Website Content Management

1.1.1. Manage and maintain content on the CDMRP website to include, but not be limited to, a development site, a User Acceptance (UA) site, and the production (public) site, linkages to other websites, a task tracking system, and additional functionalities of overall appearance to all website users.

1.1.2. Plan to execute approximately 40-60 tasks per month for 4 months and 80-120 tasks per month for 8 months. Tasks are defined as any action or set of actions taken to post or manage content on the website. Examples of complex tasks can include posting Program Announcement (PA) and associated documents with links to the CDMRP electronic Biomedical Research Application Portal (eBRAP) and eReceipt system (PA and forms tabs) systems, as appropriate, and posting unique items such as the Breast Cancer/Ovarian Cancer BRCA timeline or Program Accomplishments content. Examples of simple tasks can include moving content to archives, archiving a PA, correcting broken links and posting links to external sites.

1.1.3. Tasks determined to be urgent (e.g., PAs) shall be done within one (1) to two (2) business days. Routine tasks shall be posted within three (3) business days of tasking.

1.1.4. As directed by the Contracting Officer’s Representative (COR), enter each new task into a contractor-owned website task tracking system and post the content on the development website for review. Once the posting is ready for review, the Contractor will provide a link to the Public Affairs Office (PAO), OPSEC Officer, Program Manager/Science Officer (PM/SO), and COR for review and approval. The Contractor will capture review/approval dates by the PAO and Operations Security (OPSEC) Officer in the contractor’s task tracking system. The government estimates that approximately 60% of postings to the development site require changes before being approved and that approximately 20% of postings that have been approved for final posting to the production site require changes after posting.

1.1.5. Upload the text version for all videos to the website, make the videos public on YouTube and then link the CDMRP Public Website to the video on YouTube.

1.1.6. Design 3-4 website features per week. Using text, pictures and graphics provided by the PM/SO through the COR, Contractor shall design 2-3 options for each feature approximately five (5) business days prior to scheduled posting date for PM/SO selection.

1.1.7. Upon notification of final approval for posting by the COR, upload the content onto the CDMRP Production Website.

1.1.8. With each new posting, check the operability of links for internal and external users. Notify the COR of links that are not operable after posting. Correct any inoperable links.

1.1.9. Archive all postings when the timeliness or deadlines associated with the postings have passed. File archived postings to the appropriate web archive or storage portion of the website. Archive material so that it is still accessible by defined users and yet does not appear directly on the homepage. The condition, maintenance, availability of embedded or associated links and accessibility of the archived materials will be the responsibility of the Contractor.

1.1.10. Automate the archiving of PAs so that archiving occurs the day after the last day of verification period for each PA.

1.1.11. Coordinate with the Electronic Grants System (EGS) for search award data and with eReceipt/eBRAP for links for posting PAs as well as other CDMRP or USAMRDC personnel as appropriate to identify issues and improve functionality as needed.

1.1.12. Collaborate as needed with other DoD, USAMRDC offices and CDMRP Contractors to maintain optimal viability and interoperability of the website at all times.

1.1.13. Contribute to and coordinate with projects using the website such as electronic initiatives of the Federal Government and database improvements, if needed.

1.1.14. Receive questions/queries submitted in response to PAs and forward the information to the COR or other specified parties, attend and contribute to staff meetings and projects, and provide suggestions for improvements to the COR.

1.1.15. Receive e-mail inquiries both internal and external to CDMRP. As appropriate, forward e-mails to the COR when a response by a Government employee is required. All inquiries from any congressional or other government office must be forwarded to the COR for a response.

1.1.16. Create and maintain (and make available to the Government), the CDMRP's website architecture documents. Update and revise the CDMRP’s website architecture documents as changes to the website occur. Keep architecture documents current at all times.

1.2. Website Servers

1.2.1. Host and maintain the development and UA servers in a secure location that provides access for authorized personnel and limits unauthorized access. These servers will not be required to meet applicable Government regulations (e.g., Risk Management Framework [RMF] certification) however these servers should be hosted and managed according to applicable industry best practices.

1.2.2. Provide security access controls to restrict or enable access as appropriate, and/or as required by pertinent DoD/Army/MEDCOM/USAMRDC regulations and policies for all website environments.

1.2.3. Maintain development and UA sites that mirror the live website, where items, files, text, objects, graphics, and other material can be placed for review and comment before posting to the live site. These sites will be available for access by identified users, while still meeting all applicable security requirements.

1.3. Website Monitoring

1.3.1. Use metrics for identifying effective utilization of the website and its respective website pages. The government will provide copies of the production website reverse proxy logs monthly for the Contractor’s analysis. In addition, provide descriptions of measures and data sources used to define these metrics. Metrics shall be reported by the Contractor to the COR on a monthly basis.

1.3.2. Monitor the production website on a routine basis (at a minimum of weekly) to assess the status/viability/timeliness of postings, links, and other materials as they appear to users. Similarly scan the production website for Section 508 and other required compliance, as well as for conditions required by this performance work statement to maintain functionality of the public website. Bring any issues that impact the functionality of the website to the attention of the COR as soon as is practical and appropriate to the level of impact on the site.

1.3.3. On a monthly basis, verify and maintain operability of links for internal and external users. Notify the COR of links that are not operable after posting. COR will provide correct links. The contract must correct any inoperable links.

1.3.4. Routinely (at a minimum of quarterly) test for and ensure Section 508 compliance for disabled or physically challenged website users. Make corrections as appropriate and/or suggest changes when any portion of the website is not in compliance with the Section 508 standard.

1.4. Website Regulation Compliance

1.4.1. Make postings to the website as directed by the COR, and reviewed by the CDMRP PAO and CDMRP OPSEC Officer as per AR 360.1 and AR 530.1, respectively.

1.4.2. The contractor must have test and development hosting site and follow security best business guidelines. This is based on National Institute of Standards and Technology Special Publication 800-44.

1.4.3. The contractor must ensure the production website complies with Section 508 of the Americans with Disabilities Act, specifically Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. § 794d).

1.5. Website Design Enhancements

1.5.1. Support upgrades and enhancements to the website as a result of changes to the CDMRP processes or programs, e.g. additional program pages or additional initiatives for search awards or collaborative research.

1.5.2. Suggest upgrades and enhancements to the website as part of an ongoing process of continual quality improvement.

1.5.3. Provide items, files, text, objects, graphics, and other visual support as needed to improve the appearance and functionality of the website.

1.6. Website Task Tracking System

1.6.1. The contractor must have an existing web-based task tracking system and utilize such system from the inception of the contract thru the entire period of performance of the contract. The task tracking system shall capture each task and updates to tasks to include date assigned, due dates, review and approval dates.

1.6.2. Maintain the task tracking system and make it accessible to the COR, OPSEC Officer, and OPSEC Backup personnel at CDMRP.

1.6.3. Automated emails to the COR, PAO, OPSEC Officer, and CDMRP PM/SO at each step of the process from mock-up through testing and review, and production. Emails requesting government review of content on the UA or production sites shall include links to the sites.

1.6.4. Provide reports to include but not limited to, tasks received, in progress, pending clarification, in editing, ready for review, ready for posting, posted live, and withdrawn with search criteria to include received task date, status date, title, and due date, with the option of including or excluding tasks requiring PAO or OPSEC Review. Reports must be accessible from the inception through the POP of the contract.

1.6.5. The contractor’s task tracking system shall provide automated emails to the COR, PAO, OPSEC Officer, and CDMRP PM/SO at each step of the process from mock-up thru testing and review, and production. Emails requesting government review of content on the UA or production sites shall include links to the sites.

1.6.6. Extract information from the task tracking system, and provide a report identifying all content posted to the Production Website each month to the COR.

1.7. OPTIONAL: Website Redesign

1.7.1. Provide an option for a complete redesign of the entire website. The redesign may include changes in format, graphics, photos, color scheme, background, text, files, and/or objects of all pages on the website. The expectation is that the contractor shall provide the most responsive, interactive, and up-to-date web design services for the redesign. CDMRP will provide to the contractor the content (text) and the contractor shall be responsible for providing the design and graphics. In addition, the expectation is that the CDMRP website is in compliance with the most recent regulations and compatible with mobile devices and the latest technologies available. The production website shall be aligned with Section 508 and other required compliance regulations (see Task 4.4 above).

1.7.2. Establish requirements for the homepage and other level pages with the Contracting Officer's Representative (COR).

1.7.3. Provide multiple possible mock-up designs of the homepage and multiple other level pages based on input from the COR and provide to the COR for approval.

1.7.4. After mock-up selection of design, update the CDMRP website with the COR approved changes.