V4-SOW-DRAFT-ILBoE-Website-Modernization-Final.docx

Statement of Work (SOW) This Statement of Work is for IT professional services to be provided by the vendor listed in Vendor Information to the agency listed in Requester Information. The parties agree that the terms and conditions of the CMT4599470 (the “Agreement”) apply to this SOW.

Requester Information

Vendor Information

Project Info

The project plans for a Microsoft technology stack built on Azure Government Cloud infrastructure. This ensures compliance with federal security requirements while providing the scalability and reliability needed during critical election periods when website traffic increases.

The team will use Agile Scrum methodology with 2-week sprints organized into strategic epics and releases. The project will deliver a fully modernized website that meets WCAG 2.1 Level AA accessibility standards. The new platform will feature enhanced security measures, streamlined publishing workflows, and comprehensive monitoring systems to ensure continuous availability during critical voting periods.

In Scope Activities

Design and User Experience

· User research including site maps, information architecture diagrams, and user journey mapping

· Mid-fidelity and high-fidelity wireframes with complete visual design system and mockups for desktop and mobile platforms

· If necessary, two rounds of user testing with voters and election officials, including protocol development, session recordings, and findings reports

· Quality assurance processes with iteration logs and stakeholder review materials

Technical Implementation

· Complete system architecture documentation and technical design specifications with database design and software documentation

· Cloud infrastructure setup in Azure Government Cloud with dedicated QA, UAT, and Production environments

· Comprehensive security implementation including authentication systems, disaster recovery processes, and redundancy planning

· Full code migration from legacy systems to modern platform with CI/CD pipeline implementation and automated build processes

Development and Quality Assurance

· Creation of modernized codebase with modular architecture and Americans with Disabilities Act compliance remediation

· Comprehensive testing framework including regression, sanity, and integration testing with documented bug resolution processes

· User acceptance testing support with stakeholder review processes and deployment verification

· Implementation of monitoring systems, smoke tests, and system performance validation tools

Structured Data Management and Deployment

· Development of role-based data management system with standardized publishing workflows and templates

· Content lifecycle tracking and management tools with automated formatting processes

· Unified taxonomy and metadata framework for improved content organization

· Complete deployment process from QA through production with post-deployment verification and comprehensive rollback procedures

Out of Scope

The following elements are excluded from this phase of the modernization project:

· Formal certification of WCAG compliance, though the project will achieve these standards through iterative design and development

· ADA alignment for existing PDF documents not previously identified in the compliance assessment batches

· User testing fees, third-party system licensing costs, or fees for external programs approved for Board of Elections use

· Technical and regression test automation (manual testing processes will be implemented)

· Integration with external voting systems or election management databases not currently connected to the existing website

Project Focus Areas

1. User-Centered Design Implementation - Develop intuitive navigation and information architecture based on comprehensive user research with Illinois voters and election officials

2. Accessibility and Compliance Excellence - Achieve WCAG 2.1 Level AA standards and ADA compliance through systematic design review and testing protocols

3. Cloud Infrastructure Modernization - Migrate to Azure Government Cloud with robust security, scalability, and disaster recovery capabilities

4. Structured Data Management System Optimization - Implement streamlined publishing workflows with role-based access controls and automated content lifecycle management

5. Security and Authentication Enhancement - Deploy Azure Active Directory with multi-factor authentication and comprehensive access control systems

6. Performance and Monitoring Systems - Establish comprehensive observability through Azure Monitor, Application Insights, and automated alerting systems

7. Search Engine Optimization - Implement structured data markup, performance optimization, and user behavior analytics to improve public access to election information

8. Continuous Integration and Deployment - Create automated build and deployment pipelines with approval-based promotion and instant rollback capabilities

9. Mobile-First Responsive Design - Ensure optimal user experience across all devices with particular attention to mobile accessibility during high-traffic election periods

10. Documentation and Knowledge Transfer - Provide comprehensive technical documentation, training materials, and standardized governance frameworks for ongoing maintenance

Team and Resource Assumptions

· The Board of Elections will provide internal points of contact and responsible parties within their team

· Krasan resources will have direct access to Board of Elections staff for questions and system access

· Department Product Champions will participate throughout the project

· Technical SMEs and development staff will be accessible for consultation

Project Management and Process Assumptions

· The project follows Agile process in each phase of development

· Product and feature planning includes backlog refinement rollout by each department

· Azure DevOps or similar project and code management tool will be used for sprint and bug tracking

· The project runs for one year, starting in August 2025 through the end of July 2026

Technical and Development Assumptions

· Krasan will achieve WCAG 2.1, Level AA or IITAA 2.1 standards with an iterative approach to design and development.

· Technical and regression automation are out of scope

· Final technology selections will be confirmed during the architecture design portion of the project

· All technology selections will be documented for the Illinois Board of Elections team

· Content Management System, if needed, will require a thorough evaluation of requirements and will be finalized within the first 8 weeks of the process

Compliance and Accessibility Assumptions

· Krasan will strive to achieve WCAG 2.1, Level AA or IITAA 2.1 standards through iterative design and development. Krasan will provide documentation of accessibility testing results for each release cycle. If an independent third-party accessibility auditor determines that the site is not compliant, Krasan shall remediate the deliverables at no additional cost until the third-party confirms compliance.

· ADA alignment covers only PDFs detailed in the batches provided as required to be compliant

· Certification of WCAG compliance is not included in the pricing

Licensing and Third-Party Services Assumptions

· Licensing will be in place for all services before development work begins

· Fees for any third-party systems or programs approved for use by the Board of Elections are separate from this proposal

· User testing fees are separate from this proposal

· The Board of Elections will handle procurement of any required third-party licenses

Scope and Deliverables Assumptions

· This proposal covers only the primary Board of Elections website

· Existing data will be migrated from current systems to the new platform

· Current infrastructure limitations have been assessed and proposed solutions address immediate modernization needs and long-term scalability requirements

Suggested Resources

(Junior/Senior)

· Evaluate Elections existing Website set up including tools, processes, workflows.

· Develop detailed project plans, including timelines, milestones.

· Identify and assess project risks and develop mitigation strategies.

· Monitor and manage risks throughout the project lifecycle.

· Communicate project status, progress, and issues to stakeholders.

· Prepare and present project reports and documentation.

· Conduct project closure activities, including final reporting and documentation.

· Review and analyze project performance for lessons learned.

· Assist to implement change management strategies to facilitate smooth transition.

· Ability to work with multiple offices with in Elections.

· Proficiency in project management tools (e.g., MS Project, JIRA, Azure DevOps)

· Understanding of Website or similar platforms

· Knowledge of SDLC and Agile methodologies

· Strong leadership and team management abilities

· Excellent decision-making and problem-solving skills

· Exceptional verbal, written communication skills and strong presentation skills

· Ability to work under pressure and meet tight deadlines

· Minimum of 5 years of experience in project management, preferably in IT

· Support development of detailed project plans, including timelines, milestones.

· Assist in identifying and assessing project risks and developing mitigation strategies.

· Monitor and track risks throughout the project lifecycle.

· Communicate project status, progress, and issues to stakeholders.

· Prepare and distribute project reports and documentation.

· Support project closure activities, including final reporting and documentation.

· Assist in reviewing and analyzing project performance for lessons learned.

· Support implementation of change management strategies to facilitate smooth transition.

· Ability to work with multiple offices within Elections.

· Proficiency in project management tools (e.g., MS Project, JIRA, Azure DevOps)

· Understanding of website development or similar platforms

· Knowledge of SDLC and Agile methodologies

· Developing leadership and team coordination abilities

· Strong problem-solving skills and attention to detail

· Excellent verbal and written communication skills with presentation capabilities

· Ability to work under pressure and meet tight deadlines

· Minimum of 3 years of experience in project management, preferably in IT or government projects

· 5 years minimum experience in business analysis.

· Capturing business requirements from a variety of sources and translating those to user stories and acceptance criteria for developers.

· Proficiency in business analysis tools and techniques

· Understanding of software development lifecycle (SDLC)

· Develop training materials and conduct training sessions for end-users.

· 3 years minimum of writing and executing test cases.

· Expereince with Website or similar platforms

· Experience with Agile methodologies

· Exceptional verbal, written communication skills and strong presentation skills

· Proficiency in project management tools (e.g., MS Project, JIRA, Azure DevOps)

Responsibilities & Skills: Comment by Malinda Lloyd: Note - this is from the original SOW. May not 1005 match the current JD. Comment by Malinda Lloyd: Scratch that, rewrote with the new JD in mind.

· 8 years minimum experience with the following – enterprise architecture design, Azure Government Cloud services, microservices architecture, system integration patterns; strong understanding of ASP.NET Core, React.js, Azure SQL Database, containerization; security architecture, scalability planning, disaster recovery design; government compliance requirements and data sovereignty.

· Design comprehensive system architecture and technical specifications for the modernized website ensuring scalability, security, and performance optimization.

· Create technical design documentation including system integration plans, data flow diagrams, and architecture decision records for stakeholder review.

· Lead architectural reviews and provide technical guidance to development teams on implementation best practices and code quality standards.

· Establish technical standards and frameworks for modular codebase development ensuring maintainability and future extensibility requirements.

· Collaborate with cloud engineers and security specialists to design robust infrastructure architecture meeting government compliance and availability requirements.

· Review and validate technical implementations throughout project phases ensuring adherence to architectural principles and performance benchmarks.

· Provide technical leadership and mentoring to development team while supporting strategic technology decisions and long-term platform roadmap planning.

· 4 years minimum experience with the following – Figma, Sketch, Adobe Creative Suite; strong understanding of user research methodologies, usability testing, accessibility standards WCAG 2.1 Level AA; HTML/CSS/JavaScript knowledge; responsive design principles and mobile-first approach.

· Conduct user research with Illinois voters and election officials to identify needs and create user journey maps and flowcharts.

· Create annotated site maps, information architecture diagrams, and mid-fidelity to high-fidelity wireframes for all major website sections.

· Design responsive mockups for desktop, tablet, and mobile platforms while ensuring WCAG 2.1 Level AA accessibility compliance.

· Plan and execute user testing protocols with target audiences, analyze results, and iterate designs based on findings.

· Develop comprehensive visual design system including typography, colors, and component library for development handoff.

· Collaborate with developers and support quality assurance testing to ensure proper design implementation and maintain consistency across all website pages.

· 3 years minimum experience with the following – Adobe Creative Suite, Figma, Sketch; strong understanding of responsive design, typography, color theory, and layout principles; HTML/CSS knowledge; accessibility standards for visual design and color contrast.

· Develop comprehensive visual design system and brand guidelines for the modernized website.

· Create high-fidelity mockups for desktop, tablet, and mobile platforms using design tools and responsive design principles.

· Design visual elements including icons, illustrations, and graphics while ensuring accessibility contrast requirements are met.

· Create visual design specifications and component library for development handoff.

· Collaborate with UX designers to translate wireframes into polished visual designs that maintain consistency across all website pages.

· Support user testing by creating visual prototypes and design variations to validate design decisions.

· Review development implementation to ensure visual design fidelity and prepare final design files and assets for development team.

· 3 years minimum experience with the following – Adobe Acrobat Pro DC, Adobe InDesign, PDF accessibility remediation; strong understanding of WCAG 2.1 Level AA standards, Section 508 compliance, ADA requirements; screen reader testing with JAWS, NVDA; document structure and tagging.

· Remediate existing PDF documents for accessibility compliance ensuring proper document structure and tagging for screen readers.

· Evaluate and assess PDF documents in compliance assessment batches to identify accessibility barriers and remediation needs.

· Create accessible PDF documents from source files using proper heading structure, alternative text, and logical reading order.

· Test remediated documents with screen readers and assistive technologies to validate accessibility functionality.

· Develop accessibility documentation and guidelines for PDF creation and maintenance processes.

· Collaborate with content creators to establish accessible document workflows and provide training on PDF accessibility best practices.

· Support quality assurance processes by reviewing PDF accessibility implementation and ensuring compliance with WCAG 2.1 Level AA and Section 508 standards.

· 3 years minimum experience with the following – Adobe Acrobat Pro DC, Adobe InDesign, PDF accessibility remediation; strong understanding of WCAG 2.1 Level AA standards, Section 508 compliance, ADA requirements; screen reader testing with JAWS, NVDA; document structure and tagging.

· Remediate existing PDF documents for accessibility compliance ensuring proper document structure and tagging for screen readers.

· Evaluate and assess PDF documents in compliance assessment batches to identify accessibility barriers and remediation needs.

· Create accessible PDF documents from source files using proper heading structure, alternative text, and logical reading order.

· Test remediated documents with screen readers and assistive technologies to validate accessibility functionality.

· Develop accessibility documentation and guidelines for PDF creation and maintenance processes.

· Collaborate with content creators to establish accessible document workflows and provide training on PDF accessibility best practices.

· Support quality assurance processes by reviewing PDF accessibility implementation and ensuring compliance with WCAG 2.1 Level AA and Section 508 standards.

· 5 years minimum experience with the following – Azure Government Cloud, Azure App Services, Azure SQL Database, Azure Active Directory; strong understanding of cloud networking, security protocols, disaster recovery planning; Infrastructure as Code with ARM templates or Terraform; monitoring with Azure Monitor and Application Insights.

· Configure Azure Government Cloud infrastructure including QA, UAT, and Production environments with proper networking and connectivity setup.

· Implement comprehensive security systems including authentication protocols, disaster recovery processes, and redundancy planning for critical election periods.

· Set up monitoring and alerting systems using Azure Monitor and Application Insights with configurable thresholds for automated notifications.

· Design and document cloud architecture including networking configuration, security implementation, and environment setup procedures.

· Collaborate with development team to ensure proper cloud service integration and optimize performance for high-traffic election periods.

· Establish backup and disaster recovery procedures ensuring continuous availability during critical voting periods and system maintenance.

· Support deployment processes and provide technical guidance on cloud infrastructure best practices and government compliance requirements.

· 5 years minimum experience with the following – Azure SQL Database, SQL Server, database design and optimization; strong understanding of data migration from legacy systems, performance tuning, backup and recovery procedures; T-SQL, stored procedures, triggers; data security and compliance for government systems.

· Design database schema and data relationships for the modernized website ensuring optimal performance and scalability for election data.

· Migrate existing data from legacy systems to Azure SQL Database while maintaining data integrity and implementing proper validation procedures.

· Create and optimize database queries, stored procedures, and triggers to support website functionality and content management workflows.

· Implement database security measures including encryption, access controls, and audit trails to meet government compliance requirements.

· Develop backup and recovery procedures ensuring data protection and business continuity during critical election periods.

· Collaborate with development team to optimize database performance and troubleshoot data-related issues throughout the project lifecycle.

· Create comprehensive database documentation including schema design, migration procedures, and maintenance protocols for ongoing system support.

· 5 years minimum experience with the following – ASP.NET Core 8, React.js, Next.js, C#, JavaScript, HTML5, CSS3; strong understanding of RESTful APIs, microservices architecture, Azure services integration; CI/CD pipelines with GitHub Actions; modular architecture and containerization principles.

· Develop backend services and API endpoints using ASP.NET Core 8, ensuring seamless integration with Azure services and legacy systems.

· Build responsive frontend components and user interfaces using React.js with proper accessibility implementation and cross-browser compatibility.

· Implement business logic and data processing systems while maintaining code quality standards and performance optimization.

· Create modular codebase architecture that supports scalability and maintainability for ongoing election website operations.

· Integrate with third-party services including content management systems, authentication providers, and government compliance tools.

· Collaborate with UX/UI designers and accessibility specialists to ensure proper implementation of design specifications and compliance standards.

· Support CI/CD pipeline development and participate in code reviews to maintain development best practices and deployment procedures.

· 5 years minimum experience with the following – ASP.NET Core 8, React.js, Next.js, C#, JavaScript, HTML5, CSS3; strong understanding of RESTful APIs, microservices architecture, and Azure services integration; CI/CD pipelines with GitHub Actions; modular architecture and containerization principles.

· Develop backend services and API endpoints using ASP.NET Core 8, ensuring seamless integration with Azure services and legacy systems.

· Build responsive frontend components and user interfaces using React.js with proper accessibility implementation and cross-browser compatibility.

· Implement business logic and data processing systems while maintaining code quality standards and performance optimization.

· Create modular codebase architecture that supports scalability and maintainability for ongoing election website operations.

· Integrate with third-party services including content management systems, authentication providers, and government compliance tools.

· Collaborate with UX/UI designers and accessibility specialists to ensure proper implementation of design specifications and compliance standards.

· Support CI/CD pipeline development and participate in code reviews to maintain development best practices and deployment procedures.

· 6 years minimum experience with the following – advanced functional testing, integration testing, regression testing, user acceptance testing; strong understanding of test automation frameworks, test strategy development, quality assurance leadership; Azure DevOps, performance testing tools, security testing methodologies; government system testing and compliance validation.

· Lead development of comprehensive testing strategies and frameworks for complex website functionality including voter registration, ballot lookup, and election results systems.

· Design and execute advanced testing procedures across multiple environments ensuring cross-browser compatibility, performance optimization, and security validation.

· Manage bug tracking and resolution processes using Azure DevOps while mentoring junior testing specialists and coordinating with development teams.

· Oversee user acceptance testing coordination with Board of Elections stakeholders and provide quality assurance leadership during sprint reviews and milestone deliverables.

· Establish testing standards and best practices for government compliance requirements and ensure quality gates are met throughout project phases.

· Create comprehensive testing documentation including test strategies, execution frameworks, and quality metrics reporting for executive stakeholder review.

· Lead post-deployment verification processes and coordinate quality assurance support during critical election periods ensuring system reliability and performance standards.

· 2 years minimum experience with the following – basic functional testing, test case execution, bug documentation and tracking; understanding of web application testing fundamentals, browser testing, mobile testing; Azure DevOps or similar bug tracking systems; manual testing methodologies and test script development.

· Execute test cases and document results for website functionality including voter registration, ballot lookup, and election results features under senior guidance.

· Perform functional testing across desktop, tablet, and mobile platforms following established test procedures and quality standards.

· Document bugs and defects using Azure DevOps tracking systems and support developers with detailed reproduction steps and verification testing.

· Assist with user acceptance testing coordination and support stakeholder testing activities during sprint reviews and milestone evaluations.

· Conduct smoke testing and basic functionality validation following deployments to QA and UAT environments.

· Maintain testing documentation including test execution logs, defect reports, and basic quality assurance metrics for team review.

· Support senior testing specialists with test preparation activities and learn advanced testing methodologies through hands-on project experience.

· 5 years minimum experience with the following – accessibility testing and validation, WCAG 2.1 Level AA standards, Section 508 compliance, ADA requirements; automated testing tools including WAVE, Axe Accessibility Checker, Lighthouse; manual testing with screen readers JAWS, NVDA, VoiceOver; keyboard navigation testing and color contrast analysis.

· Lead comprehensive accessibility testing and validation across all website components ensuring compliance with WCAG 2.1 Level AA and Section 508 standards.

· Conduct manual accessibility testing using screen readers, keyboard navigation, and assistive technologies to validate real-world user experiences for disabled voters.

· Execute automated accessibility scans using WAVE, Axe, and Lighthouse tools while documenting findings and providing detailed remediation recommendations.

· Develop accessibility testing protocols and create specialized test cases for election-specific functionality including voter registration and ballot lookup features.

· Collaborate with development and design teams to validate accessibility implementation and ensure compliance throughout sprint cycles and milestone reviews.

· Create comprehensive accessibility testing documentation including compliance reports, remediation tracking, and validation certificates for government audit requirements.

· Support accessibility checkpoints during sprint reviews and content publishing workflows while mentoring team members on accessibility best practices and testing methodologies.

Charges

(Junior/Senior)

To better adapt to project needs, skills, and other project-related factors, the Agency and Vendor SOW Point of Contact may mutually agree to adjust the number of hours allocated to each position title without requiring a project change request, provided the adjustments do not exceed the SOW Total Costs and are agreed to in writing by both Parties.

Additional Requirements [FTI or CJIS Background Check, Must Travel, etc.]