A02_PWS_040119_COMPUSEARCH.pdf

Performance Work Statement

For

Knowledge Management Services

Enterprise Acquisition Content Licensing and Knowledge Management Portal Maintenance, Configuration and Development

26 March 2019

Table of Contents

1.0 Objective and Scope

1.1 Objective

1.2 Scope

2.0 Background

3.0 Task Requirements

3.1 Product and Services

3.2 Potential Portal End-Users

4.0 Data Rights

5.0 Third-Party Software and Tools

6.0 Period and Place of Performance

6.1 Place of Performance

6.2 Period of Performance

7.0 General Acceptance Criteria

8.0 Contract Management and Deliverables

9.0 Security

1.0 Objective and Scope

The Office of the Deputy Assistant. Secretary of the Army (Procurement) (ODASA(P)) and the Army Contract Writing System (ACWS) Product Manager (PdM) have a joint requirement to provide a Knowledge Management (KM) capability in order to promote collaboration and communication across the Army Contracting Enterprise. The KM Portal provides the ODASA(P) with a public face to the Contracting 1102/51C job series community it supports and serves as a single centralized location for Army-specific policies, guides, checklists and templates. The same portal also allows the PdM to reduce overall program risk by starting to execute the necessary (and difficult) Change Management process with the future ACWS end-user community across the Army Contracting Enterprise (ACE).

In 2014, ODASA(P) stood up their KM environment which consists of several SharePoint (SP) site collections that also link to a knowledge repository currently being provided through an enterprise license to the Virtual Acquisition Office (VAO). VAO provides continuous information content feeds of information (e.g., Federal Regulation updates) to include Army Policy updates that streamline ODASA(P)’s process in communicating changes to the contracting field. VAO also provides several continuous automated feeds to acquisition news, publications and training and tracks and reports what’s trending in the Army on VAO.

The current KM environment is hosted by the Army’s Military Technical (MilTech) organization under Program Executive Office Command Control Communications Tactical (PEOC3T).

MilTech provides the SharePoint production and Quality Assurance (QA) environment as well as other collaboration technologies under a Consortium for which ASA(ALT) is a Consortium member. It is a SharePoint 2013 environment consisting of multiple farms leveraging shared user profile and search services. We utilize the managed metadata service to implement consistent taxonomy and we leverage the Bamboo Premier Suite of web parts. We utilize SharePoint Designer customizations, including SharePoint 2010 and SharePoint 2013 workflow platforms. Custom server side solutions are allowable, however client-side customizations are preferred.

The ODASA(P) KM team currently works with MilTech staff including one Content Manager and one above-baseline Site Collection Administrator to leverage the talents and services being provided by MilTech. Site Collection Administrator access to these environments is subject to DoD 8571.01M and usually is achieved with CompTIA Security + certification, plus a SharePoint specific certification. Hosting the SharePoint environment is not in the scope of this effort.

The ODASA(P) KM Environment’s primary targeted audience and average utilization by its five

(5) site collections is depicted below.

1.1 Objective

The ODASA(P) objective is to provide a KM solution containing Army-specific information which will be managed and shared by experts in the field and accessible to the entire ACE.

Additionally, the ODASA(P) will provide the Army’s contracting workforce with an enterprise solution for content and publications through an enterprise acquisition content (EAC) license agreement. The EAC provides a means to adapt leading acquisition practices and contracting business processes to Department of Army (DA) specific operations while increasing compliance with government-wide acquisition policy mandates and management directives through training and learning.

The Army, under the Product Manager Army Contract Writing System (PdM ACWS), is responsible for maintaining a single enterprise-wide Commercial-off-the-Shelf (COTS) based solution to support contract writing and management processes. The contracting solution is expected to support the full breadth of contracting processes with the strategic goals of implementing a single software solution that will meet the Army's current and future end-to-end contracting operational requirements in any environment, identifying, promoting and implementing efficiencies through automation of business processes to support the Army Contracting mission and reducing risk. ODASA(P) as the Requiring Activity partners with the PdM ACWS to provide the COTS solution to the Army Contracting Enterprise (ACE). This PWS supports ACWS through a KM environment that include:

Continued engagement methods with the ACE User Community that will:

Generate good-will Provide a forum to discuss system requirements and other discussion topics Help anticipate deployment, training, and support concerns

Foster a collaborative environment to review existing Army Contracting business processes

Facilitate the necessary business process re-engineering (BPR) effort Encourage the adoption of Army-wide “to be” contracting environment

The KM efforts are based on foster Knowledge Management (KM) Key Attributes to include:

Knowledge Capture & Flow Collaboration Standardization

1.2 Scope

The contractor shall deliver content publication services to the ODASA(P) for the ACE community and also includes services necessary to provide a full range of application design, configuration, and implementation support. Services will focus on applications supporting the Army’s KM efforts. All services provided and products delivered must comply with the Government security, Section 508 and architecture requirements.

Specifically, all services required include:

Enterprise Licensing for Acquisition Content Project Management Complete Project Documentation Business Analysis Application Requirements Definition Application Design Application Development Application Configuration Application Integration Application User Support Application Test and Evaluation Quality Assurance Marketing and Communications Product rollout

This task order requires contractor personnel to possess in-depth knowledge, creativity, and expertise in all areas of requirements elicitation, application design, documentation, configuration, implementation, and management to ensure business and technical requirements are met and in compliance with ODASA(P)’s SP environment and information architecture.

Expected benefits of the required services include: increased awareness and centralized access to acquisition best practices, templates, training, and subject matter experts.

2.0 Background

The Background and Challenge: Contracting professionals are critical to any Agency’s mission.

Each Fiscal Year, Contracting provides critical acquisition, contract administrator, and advisory support to Requiring Activities. In order to provide this critical support, during Department of Defense and Department of Army Reduction in Force (RIF) efforts and budget constraints, Agencies face numerous challenges, including keeping up with new reporting requirements, legislative changes, training new personnel, and balancing staff reductions and turnover against increased workloads. In the midst of these conditions, Agencies must ensure that all their contracting professionals are kept up-to-date on procedures, forms and compliance requirements. Lack of access to this vital knowledge—including process instructions, templates and forms, and timely answers to critical questions—can result in:

Valuable time wasted, trying to find needed information Protested competitions Lack of compliance

ODASA(P) requires current procurement content pertinent to Army contracting be made available to its contracting workforce on a daily basis as well as a skilled Knowledge Management Team to support content management, SharePoint site configuration and development. Much of thw KM content is not curated from within ODASA(P) but across the Army, DoD, the Civilian acquisition landscape and Congress by the supporting vendor. Having a solution that provides continuous information content feeds of information curated by the vendor (e.g., Federal Regulation updates) to include Army Policy updates that streamline ODASA(P)’s process in communicating changes to the contracting field. The feeds also provide links to acquisition news, publications and training. In addition to its current content offerings, our current VAO services independently (i.e., content not curated at ODASA(P)) provided the following new or updated content for Fiscal Year 2018:

87 publications 18 webinars 323 Inquiries 2150 Daily News Articles 167 From the Hill Articles 3 Knowledge Bursts articles that focus on a field-driven content communication (e.g., CPARs, Contingency Contracting, BPAs)

Under the VAO licensing, in FY18, almost 4000 unique Army users accessed VAO nearly 60,000 unique visits earning approximately 2100 Continuous Learning Points (CLPs). The Army derives the following content areas which many then allow the field to earn CLPs:

• Webinars [Earn CLPs]

• Publications [Earn CLPs]

• Online Training Modules [Earn CLPs]

• Case Studies [Earn CLPs]

• Pre- and Post-Assessments [Earn CLPs]

• Templates

• Samples

• Checklists

• Guides (e.g., Contracting Officer Representative (COR))

• Acquisition Q&As

3.0 Task Requirements

The Government has obtained and currently maintains Microsoft SP 2013 site collections to support development of a comprehensive SP Knowledge Management (KM) Portal environment.

The solution, an enterprise Acquisition Content license (EAC) agreement shall leverage content provided by the vendor to include daily source of up to date Government acquisition news, research, analysis, and tools designed inform the acquisition workforce, enable increased productivity and continuous learning. The EAC includes, but is not limited to current training videos, webinars, checklists, publications, and daily newsfeeds. Additionally, this regular stream of content will drive higher levels of awareness for the KM Portal and utilization. An EAC shall be made available, to the ACE including all end users of the ODASA(P) KM environment. EAC Integration services will allow for the EAC content to be integrated and accessed through the ODASA(P) KM environment through a single sign on capability (i.e., links in PAM that launch content in the EAC repository renders the content in PAM through a seamless sign on into the EAC.host)

Task requirements described below describe knowledge-based services to be provided by the contractor to assist the ODASA(P) with the design and configuration of their existing SharePoint-based solution. This solution will both supplement and support the Army’s efforts in Knowledge Management by addressing training gaps, providing an additional resource to the field for policies, regulations and best practices of the ODASA(P). Beyond the SP portal development and maintenance, the solution will leverage daily source of up to date Government acquisition news, research, analysis, and tools designed inform the acquisition workforce, enable increased productivity and continuous learning. Additionally, this regular stream of content will drive higher levels of awareness for the KM Portal and utilization.

3.1 Product and Services

All task requirements are for the service and delivery of the ASA(ALT) and subordinate KM environments, primarily ODASA(P)’s PAM KM environment but could also be needed on the ASA(ALT) KM Portal Site Collection and/or Team Sites.

The contractor shall establish and execute the KM Portal design, configuration and development, KM Portal and EAC interface design, configuration and development, testing, deployment of the solution, training and supporting documentation. The contractor shall make available through an enterprise EAC licensing agreement the EAC content, publications and trainings. This content includes, but is not limited to training videos, checklists, publications, and daily newsfeeds that are current and kept current, including new developed content. The contractor shall provide a team that possesses a level of technical and program management knowledge and expertise that shall result in the demonstrated ability to effectively and efficiently plan, execute, monitor and report the activities required in this PWS.

3.1.1 KM Portal Design/Configuration/Development/Testing: Portal design, configuration, development, and testing of the Government Furnished SP environment including the collection of utilization analytics and the development of applicable dashboards. The contractor shall leverage their own test environment and may work with the hosting resource to promote their changes to the Government QA environment for further testing of their deliverables as needed.

3.1.1a Deliverable: The contractor shall design, configure, develop and test the KM SP environment which will facilitate the efficient dissemination and implementation of knowledge including but not limited to best practices and lessons applied, to optimize procurements and services acquisitions across the ACE community. Including, at a minimum:

New page and site development based on user requirements that aligns with the current site design

Recommend and present improvement options in site design based on current environment capabilities to improve user experience

Menu-driven links to content including resources, policies, and support;

Process workflow embedded maps and applications;

Context-sensitive help screens;

Event responsibility capabilities required to assign, store, and route with approval and editing capabilities;

Limited data visibility based on user categories or groups (e.g., internal organization users vs. external users);

Site usability and web analytics report capabilities to track total and average usage, views, downloads, etc.;

Ask an expert, feedback mechanisms, and on-demand training capabilities;

Auto alert and continuous improvement feedback applications; and consistency in commands, dialog windows, data structures, information presentation, and operands between pages to present an easy to use and intuitive capability

If third-party software is proposed by the contractor, it must be approved to be deployed on an Army network and the contractor shall receive prior approval from the COR before implementation of additional software.

3.1.1b Deliverable: The contractor shall develop and maintain a reporting and assessment capability

3.1.1c Deliverable: The contractor shall improve through development and maintainenance of an advanced auto-search capability within the current ODASA(P) enviornment to crawl across internal ODASA(P) and external SP platforms, Intranet sites, and other websites as identified to increase usability and utilization of the sites. The contractor shall capture and leverage search terms based on user metrics to gain visbility into how users are looking for content and improve their user experience.. The advanced search capability shall utilize link and index features, key words, meta-tags, and applicable indicators across varying classification structures and other means and methods to generate search results. The contractor shall ensure the capability has modular design to accommodate rapid implementation and permit for future development.

3.1.1d. Deliverable: The contractor shall develop, maintain, and execute a meta-tag governance plan to identify and return all documents. The contractor shall utilize metric collection, meta-tags, audit log reports, and other capabilities needed to generate work product pathways and/or export soft copies to a centralized location (e.g., an internal SP repository) as appropriate. The plan and its execution shall include organization and standard procedures to ensure access and location of files are comprehensive and user-friendly.

3.1.1e Deliverable: The contractor shall ensure the solution includes free-text survey capability with the option to display consolidated survey results to respondents upon completion. The solution shall provide the ability to integrate customer satisfaction and data solicitation surveys in conjunction with user log-in and log- out actions.

3.1.1f Deliverable: The contractor shall provide a Test and Evaluation Plan to assure user acceptance. The contractor shall test and certify the solution’s operation in the existing Microsoft SP platform (currently SP 2013). The contractor shall ensure the developed solution provides open architecture to allow adding, upgrading, and swapping of components in a common/non-proprietary programming language.

3.1.1g Deliverable: The contractor shall provide required documents upon each completed phase of the project, including, at a minimum:

Project Planning, Program Management documents, which shall include vision, risks, architecture, infrastructure, schedule, and cost breakdown;

Design & Development documents, including but not limited to System Documentation, shall include source code baselines, procedures, test cases, and models;

Implementation documents, including but not limited to Updates to the Administrative/Developer Guide, Training Documentation, User guides and other reference material

Documentation, shall include analysis, design package(s), maintenance and deployment package(s);

User Acceptance Documentation, including but not limited to, Testing, Integration Testing and System Testing;

Final Project Report, which shall include a summary of objectives achieved, significant issues, problems, and recommendations to improve the process in the future; and

Other documents deemed necessary or required by the COR

3.1.1h Deliverables: Based on funding, the contractor shall provide the design, configuration, development, and test and maintenance of KM Portal enhancements to include but not be limited to enhancements of the current PAM capability (e.g., Collaboration Station, Talent Management Center, ACWS, as well as Education Campaigns and topic areas driven by the DASA(P) priorities and field areas of interest

3.1.2 Enterprise Acquisition Content (EAC) Licensing: Annual cost for the vendor to make available the entirety of the content contained on the EAC Portal. This includes, but is not limited to current training videos, checklists, publications, and daily newsfeeds.

3.1.2a Deliverable: EAC/PAM publication material and content. This includes but is not limited to daily news, trainings and webinars, trend reporting, checklist and contracting templates and toolkits. that is Army-Specific content linked within PAM and are accessed seamlessly by the end user through a single sign-on capability and directly to their EAC site. The Contractor shall at a minimum:

Create PAM/EAC content communication priorities based on: competency/learning needs, mission-specific policy priorities and leading practices or as directed by

ODASA(P)

Leverage PAM utilization metrics to ensure adoption & gain insights from community activity

Leverage metrics derived from user behavior to identify learning gaps to feed into PAM content agenda On a quarterly basis provide additional webinars and publications specific to ODASA(P) Policy Agenda

Leverage metrics on the EAC to understand which users are accessing EAC and PAM distrinctly and draft and send approved communications to each community periodically to market capability on both platforms. Users may access to the EAC directly and not be PAM users. Users may be PAM users and not click links to EAC within PAM. We want to ensure both tools are being leveraged.

Track and report what’s trending in the Army on VAO on the EAC and on the ODASA(P) KM Portal.

Create and develop content-based, puzzles and/or other engaging activities to provide knowledge checks on PAM information/content

Apply lessons learned from user behavior and update content Enrich content specific to procurement phases to enhance the current Contracting

Compass capability which maps Requirements to Contract Close out phases and includes relevenat links to Army regulations, policies, training, etc.

Create new and update existing marketing materials to include trifolds, flyers, and newsletters that may be printed for distrubution and available on-line in the KM Portal.

The contractor shall leverage direct engagement of the Army Contracting Enterprise community to communicate value proposition of PAM, EAC and solicit assistance with promoting the resource across each contracting organizaton at the decretion and direction of the ODASA(P). The contractor shall manage a repository of all Army Contracting Enterprise subscriptions lists and communicate directly with them through a daily email digest as well as targeted marketing campaigns throughout the year. The lists should comprise of users (at minimum: name, email, authenticated email ID, name, organization) that can be cross-referenced to PAM user lists and leveraged to send Army-wide communication on behalf of the ODASA(P). List updates may come from various sources including: the vendor EAC registration site, PAM on-site EAC requests which send data to the EAC to process, Army exports of Army Acquisition users (currently being perform at the Army from their Career Acquisition Personnel & Position Management Information System), or other means in order to expand the availability of knowledge resources to all Army.

Continuous information content feeds of information (e.g., Federal Regulation updates) to include Army Policy updates that streamline ODASA(P)’s process in communicating changes to the contracting field. These feeds update the Army Policy PAM pages for Policy Alerts as well as updates the procurement process lifecycle pages that provides a detailed referenced map to Army policy, training, a news articles pertinent to the specific step within the procurement phase.

Samples of the current metrics reports are found in Exhibit 1 and Exhibit 2.

3.1.3 EACPAM Content Integration: Initialize and maintain configuration of end-to-end content integration from EAC servers (owned by the vendor) to PAM (owned by Government).

3.1.4 EAC/PAM Content Maintenance: Annual maintenance to ensure PAM content is properly being updated by the EAC Integration services and the current and future Army infrastructure (e.g., maintenance includes possible updates from one version of SharePoint to another or the current server environment to a cloud environment). Content maintenance will also include overall PAM site structure, taxonomy, and format changes.

3.1.5. General Project Management and Planning Tasks

Work efforts required in support of this PWS require management expertise, oversight, control, and direction in team building, communications, time management, procedure development, risk management, configuration management, quality assurance and quality control. The KM Portal requires professional services to complete the following deliverables.

3.1.5a Deliverable: The contractor shall participate in weekly status and progress review meetings and be prepared to present and/or discuss the following:

Activities planned for the week;

Work and deliverables completed during previous week;

Status of ongoing activities;

Activities planned for following week;

Problems or issues projected or identified;

Alternatives and/or recommended solution(s) for identified or projected problems or issues;

And known or projected resource (staff and funding) and schedule impacts.

3.1.5b Deliverable: The contractor shall provide a monthly summary of activities conducted in support of this PWS. The monthly status report shall cover month-end, status of deliverables, accomplishments, planned activity for the next month, and any other items that need the customer’s attention.

3.2 Potential Portal End-Users

ODASA(P)’s KM Portal PAM and EAC content will primarily support the Army and the ASA(ALT) KM Portal community, providing a central repository for contracting policies, best practices, procedures and training for the ACE community within the following Major Army Command (MACOMs) and their Subordinate Commands:

U.S Army Contracting Command (ACC) U.S. Army Medical Command (MEDCOM) Army National Guard Bureau (NGB) U.S. Army Corps of Engineers (USACE)

ODASA(P)’s KM Portal Environment shall remain available to all DoD users with AKO authentication and access to EAC shall be made available under the Enterprise Licensing agreement to all Army users.

4.0 Data Rights

The Government shall retain unlimited rights to all documents, materials, electronic files, and configuration data produced under any resulting contract. All documents and materials under any resulting contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

5.0 Third-Party Software and Tools

All software products used on Government systems or connected to Government networks must meet the Defense Information System Agency (DISA) approval standards. DISA currently publishes a list of products meeting approval under 'certificate of net worthiness.' The contractor may use their own enterprise tools (e.g., SP) but shall provide the government with access to those tools and to timely information where such tools form an integral part of the project's communication and planning. The Government shall identify the management system of record and that system shall constitute the official tool(s) and repositories for monitoring progress and for storing deliverables. Where necessary to perform a job or function, the contractor shall be responsible for providing personnel familiar with the tool(s) being used. If training is required, such training or familiarization with tools is the responsibility of the contractor. The Government will provide the contractor with documentation or orientation as to how any Government supplied tools have been configured. All services provided and products delivered must comply with the Government security, Section 508 and architecture requirements.

6.0 Period and Place of Performance

6.1 Place of Performance

The primary place of performance will be the contractor’s site. In the event that onsite government support is required, the location will be provided at that time. The Government will provide the contractor with office space and equipment, including desk, chair, telephone and access to copiers to support this requirement. Remote activities may be permitted. No government-furnished equipment, including computer, will be provided.

6.2 Period of Performance

The period of performance will consist of a base period of twelve (12) months and four (4) one

(1) year option periods. Each option period will be for one year. The option periods are subject to FAR 52.217-9, Option to Extend the Term of the Contract.

7.0 General Acceptance Criteria

General quality measures as set forth below shall be applied to each work product, including deliverables, received from the contractor under this PWS.

Accuracy - work products shall be accurate in presentation, technical content, and adherence to accepted elements of style.

Clarity - work products shall be clear and concise. Any/all applications shall be easy to understand and be relevant to the scope of this PWS.

Consistency to Requirements - work products must satisfy the requirements of this

PWS.

File Editing - All text and web-enabled applications files shall be editable by the Government.

Format - work products shall be submitted in hard copy (where applicable) and in media/web- enable applications mutually agreed upon prior to submission.

Timeliness - work products shall be submitted on or before the due date specified in this PWS or as described in assigned tasks or submitted in accordance with a later scheduled date determined by or approved by the Government.

8.0 Contract Management and Deliverables

Formal deliverables and reports shall be provided to both the COR and the Contracting Officer.

9.0 Contract Manpower Reporting

The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the contractor will report ALL contractor manpower (including subcontractor manpower) required for performance of this contract. The contractor is required to completely fill in all the information in the format using the following web address: https://cmra.army.mil. The required information includes: (1) Contract Number; (2) Fiscal Year (FY that the work was performed); (3) Order Number (Delivery Order, Task Order, or Purchase Order Number); (4) Requiring Activity Unit Identification Code; (5) Command (Command of the Requiring Activity that would be performing the mission if not for the contractor); (6) Contractor Name; (7) Total Invoiced Amount (the total dollar amount invoiced during the fiscal year, at the Delivery Order and/or Task Order level. This is the responsibility of the contractor); (8) Questions about Contract Performance (Contractors: Indicate if the contract/order includes the above services); (9) Government Supervision (Are the contractor personnel subject to relatively continuous supervision and control by a Government employee or officer); (10) Government’s Tools and Equipment (Does the Government furnish the principal tools and equipment needed for contract performance); (11) Government Facility (Are some or all of the contractor employees provided with a workspace in a Government facility for use on a regular basis?); (12) Contracting Officer (First Name, Last Name, Phone Number, and Email);

(13) COR/COTR (First Name, Last Name, Phone Number, and Email); (14) Contractor (First Name, Last Name, Phone Number, and Email); (15) Location Information (Federal Supply Code (FSC), City of Installation or Services, State, Zip, and Country); (16) Direct Labor Hours; (17) Direct Labor Dollars; (18) Fund Cite. As part of its submission, the contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period will be the period of performance not to exceed 12 months ending 30 September of each Government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website.

The XML direct transfer is a format for transferring files from a contractor’s systems to the secure web site without the need for separate data entries for each required data element at the web site. The specific formats for the XML direct transfer may be downloaded from the web.

10.0 Security

The Contractor shall treat all data encountered or created pursuant this contract For Official Use Only.