SOW FSS Website 20230913.pdf

STATEMENT OF OBJECTIVES

1. GENERAL

Project Title: Phase 1 of 2 - 45th Force Support Squadron New Website

Date Written: 13 Sep 2023

Location: www.GoPatrickFL.com

2. Description:

A requirement exists to create a new Force Support Squadron (FSS) website which will meet the current business needs of external and internal customer communication, marketing and publicity, activity registration, service enrollment, and a fully integrated FSS activity calendar, facility and equipment reservation and online payment system. The final product must provide hosting solutions and the ability for FSS to easily access the data from pages offered to the customer to gain usable analytics to enable the FSS to consistently adapt operations to meet customer needs and demands with the resources available. The requirement will enable the 45 FSS to maintain awareness of and operational consistency with market trends, emerging technologies, and security threats. To execute the requirement, the 45 FSS Marketing department is seeking the services of a professional web developer/designer who is experienced with creating websites that can work in conjunction with RecTrac, GES, Aloha, Cubica and Orbital systems and can execute the requirement without having to shut down the existing website during the work phase.

3. Design Criteria:

3.1 Content, Customer and User Features:

3.1.1 Responsive design.

3.1.2 Compatible with all devices including desktops, laptops, tablets, and phones.

3.1.3 ADA accessibility menu.

3.1.4 Secure content management system and templates to assist in managing site.

3.1.5 Content management system will be intuitive and user-friendly.

3.1.6 Customizable elements that can be added or removed for each page on the site.

3.1.7 Printable real-time analytics reports showing user trends.

3.1.8 Document Manager

3.1.9 Digital flipbook reader.

3.1.10 News/blog area.

3.1.11 Closures and restrictions page.

3.1.12 Emails from the GoPatrickFL domain for each FSS facility.

3.1.13 Embedded data for search engine optimization.

3.1.14 Integration with FSS social media sites.

3.1.15 Will reflect Department of Air Force (DAF) website standards as outlined in AFI 35-107 and DAF I34-101, and meet FSS Marketing brand standards including coloring, fonts and logo requirements which will be outlined with the vendor that is awarded this contract.

http://www.gopatrickfl.com/

3.1.16 Users can fill out online forms and print or send via email on the website.

3.1.17 The website will follow Federal law, DoD policies (Accessibility/Section 508, Privacy

Act, etc.) and have any disclaimers or copyright restrictions required by DAF standards.

3.1.18 An App will be created to provide the same information as the website.

3.1.18.1.1 A coupon/rewards system will be available through the app.

3.1.18.1.2 Alert system in the app.

3.1.18.1.3 Push notifications can be sent out to the app.

3.2 Calendar:

3.2.1 User-friendly interactive calendars for events, activities, and class schedules.

3.2.2 Ability for FSS users to create print-ready pages displaying specific facilities or subjects.

3.2.3 Ability for FSS users to schedule repeating events with set starting and ending points.

3.2.4 Track registrations and remove the event advertising when full.

3.2.5 Calendar will track events and automatically remove all instances of event when it ends.

3.2.6 Calendar events can be entered by Managers, but Marketing department can review and revise before they go live.

3.2.7 Push notifications.

3.3 Reservation System:

3.3.1 Customer can reserve a spot for calendar events within the website

3.3.2 Site takes payment through third party Authorize.net payment gateway when payment is required.

3.3.3 Ticket reservation, purchase, and printing capabilities.

3.3.4 Waitlists for events.

3.3.5 The website will manage waitlist, notifying customer of open spots, prompting for confirmation and/or payment to be made.

3.4 Ticket System:

3.4.1 Customer service support.

3.4.2 Inhouse Job Tracking.

3.4.3 Knowledge base for customers seeking information.

3.5 Data Collection:

3.5.1 Patron info can be collected, with permission, as a mailing list.

3.5.2 Customer can request push notifications for specific facility news or types of events through the calendar system.

3.5.3 Data collection will follow Federal law, DoD policies (Accessibility/Section 508, Privacy Act, etc.) and have any disclaimers or copyright restrictions required by DAF standards.

3.5.4 App can allow for collection of real time data with permissions, on customer location and push notifications with specials when in designated areas.

4. Design Process:

4.1 Content (copy, graphic, pdfs) will be provided to the Contractor by FSS Marketing.

4.2 Content provided by the Contractor can be edited prior to going live with the website.

4.3 Before beginning, pricing for all labor, hosting, creation, and groundwork of the website with software upgrades and additional features must be approved.

4.4 Pricing must include updates as technology progresses for the life of the service contract.

4.5 Contractor will provide a timeline to create the initial website as well as second phase.

4.6 The Government must provide final approval prior to soft launch.

4.7 The Government is responsible for providing guidance when needed to the contractor to ensure that the contractor meets all requirements.

5. 0 Security:

5.1 Contractor will provide the website with appropriate security specifications in accordance with web and DAF standards (DAFI 34-101, 5.9.3.1.5). This will include any updates as technology and requirements progress for the life of the contract.

5.1.1 Anti-hacking system.

5.1.2 Site and connection secured with an SSL Secure Certificate.

5.1.3 IP address blocking.

5.1.4 Site will score at least an A- on SecurityHeaders.com.

5.1.5 Site will score at least an A- on SSL Report from SSL Labs.

5.1.6 Site will maintain a current security certificate to verify safety to use

5.1.7 Site will score 100% on Internet.nl or other site which verifies multiple security indicators (IPv6. DNS SEC, HTTPS, DMARC & STARTTLS)

5.2 All payment gateways, e-commerce solutions, portals and security will comply with DAF IA Guidelines as per DAFI34-101, 5.9.3.2-3.

6. 0 Web Hosting Services:

6.1 Hosting service must be provided by developer.

6.2 Hosting service located in a geographically secure location.

6.3 Host is available 24/7 for issues that arise.

6.4 Dedicated high-speed servers for rapid page loading and continual security.

6.5 Minimum IPv6 or better security compliance and SEC compliance.(See 5.1.4-5.1.7)

6.6 After hours support service.

6.7 Minimum of 2 daily, automatic, full website backups

6.8 Archival of the website on multiple servers.

6.9 Minimum data storage of 30 days.

6.10 Maximum response time of 12 hours to emergency or maintenance requests with an estimated date of time for the issue to be resolved.

6.11 Text alerts to Customer for service interruption.

6.12 Annual maintenance contract provided with full disclosure of fees.

6.13 Includes any security update requirements or enhancements to provided content management system.

6.14 Server(s) located in geographically sound area.

6.15 Site is fully warranted and guaranteed for the life of the care package.

7. 0 Training:

7.1 Contractor will train Marketing staff on use of site.

7.2 Contractor will provide regular assistance to the FSS Marketing staff.

7.3 Contractor will provide training on any new functionality or features, enhancements, and software.

8.0 Implementation:

Once the first requirements are fulfilled and the website is up and running in a soft launch, a second phase will involve finalizing the site and the following upgrades. This will begin immediately after the soft launch.

8.1 Website search engine.

8.2 Ordering ahead from the 6 restaurants on base compatible with existing base software

8.3 Full-service reservation system for beach cottages utilizing existing base software

8.3.1 Viewable calendar of cottage availability.

8.3.2 Room reservation, checkout, and payment capabilities.

8.3.3 Confirmation system.

8.4 Equipment and facility rental system.

8.4.1 Inventory system compatible with current inventory system on base.

8.4.2 Reservation and check out system.

8.5 Online store elements allowing FSS Facilities to sell products online.

9.0 Performance Timeline:

Non-consecutively as follows.

60 days for design to meet government specifications with soft launch and to train government users. Upon completion of soft launch, 180 days to design, integrate and implement sales/reservation elements of the web design.

10.0 Contractor Experience:

10.1 Ability to comply with requirements as defined in DAFI 34-101.

10.2 Ability to comply with all DAF requirements, certifications, and processes as outlined in this SOW.

10.3 Certification in Hypertext Preprocessor (PHP), Content Management System (CMS) extensions, server management and website security.

10.4 Experience developing Help desk software platforms.

10.5 Experience integrating third party software (RecTrac, GES, Aloha, Cubica and Orbital), their modules, and extensions to existing FSS web systems.

11.0 Government Acceptance Criteria:

11.1 Contractor will complete main website within 60 days for a soft launch

11.2 Contractor will complete rental, reservation, and payment portion within 180 days