STATEMENT OF WORK (SOW) for Web Content Management System Professional Services

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1 1.0 Introduction With electronic and social media becoming a more important part of our overall communications strategy, the Colorado Springs Utilities (UTILITIES) Internet site has become an even greater tool in the communication of how to use our services more efficiently and safely. It s quickly proving to be a preferred and effective communications tool for residential and business customers. The Internet site is referenced in all other forms of communication and designed to answer customer questions in a timely manner. As such, it is important that we manage not only the content available, but also the technology used to share information. The purpose of this Request for Proposal (RFP) is to select a CONTRACTOR to provide professional services for the conversion of UTILITIES Internet site ( and blog site ( to SharePoint Both sites are to be converted in this project and will be referred to as the INTERNET site except where additional detail is required. The selected CONTRACTOR shall provide services to Plan, Design, Build, Test, Train and Deploy UTILITIES INTERNET with little to no change. The work to be done is to convert the existing INTERNET excluding the technical infrastructure. UTILITIES is in the process of standing up a SharePoint 2010 technical infrastructure that will support the converted INTERNET site. In the event that the UTILITIES SharePoint technical infrastructure is not developed to meet the deadline of this project, a contingency plan to have the INTERNET hosted externally is also requested. 2.0 Background In 2002, UTILITIES purchased Percussion Software s Rhythmyx Content Management System to manage both its internal and external sites. In 2009, UTILITIES purchased the Community Marketing module in order to develop a blog site. Combined, the Internet and blog sites generate more than 1.5 million visits annually, and that number continues to grow each year. Approximately 7,000 to 8,000 pieces of content (HTML, PDF, Word, images, etc.) are published to the INTERNET, and that number increases daily. Eleven employees have the ability to add, edit and delete content to the INTERNET through the Rhythmyx solution. An additional 25 employees have the ability to add, edit and delete content to the INTERNET through a file share drive (Extrx) used to store large files and content. Last year, UTILITIES made an organization-wide commitment to convert to SharePoint and looks to leverage the features and functionality as a new Web content management system for the INTERNET. The change will provide long-term cost savings and additional in-house resources for a common platform. SOW # RFP-DF Page 1 of 8 Revision 10/2007

2 3.0 Scope The solicitation is for planning, designing, developing, testing and deploying a SharePoint 2010 INTERNET solution for UTILITIES. The proposed SharePoint 2010 engagement is a complete end-to-end solution starting with detailed requirements validation and gathering and guiding UTILITIES through to a successful implementation. UTILITIES technical and functional groups will partner with selected CONTRACTOR to gather and validate the correct set of requirements in order to convert and design a new INTERNET site in SharePoint Expectations are that UTILITIES technical environment will be in place, but a contingency hosting plan as a backup is requested. Location: All services shall be performed on site at, 121 South Tejon Street, Colorado Springs, Co , unless otherwise agreed upon. Hours: All work shall be performed Monday through Friday during the hours of 8:00 AM and 5:00 PM (MDT) excluding CONTRACTOR s observed holidays. No work for this SOW is scoped for weekend or holiday hours. Figure 1.0 represents a high-level view of the current state of UTILITIES INTERNET. CSU Internet Current State Customers Ultraseek Search Engine Search Criteria General Content Social Media Form Mailer Lotus Notes Search Results Web Trends Server Logs Activity Reports CSU Internet eforms Technical Support Large Files & Pics Develop, Maintain, & approve Content System Administrator / Developers Extrx (I:drive) Content Administrators SOW # RFP-DF Page 2 of 8 Revision 10/2007

3 4.0 Tasks, Deliverables & Schedule Provide a timeline for implementation from estimated contract award date forward. Item # Task/Deliverable Description Estimated Start Date Estimated Completion Date Project Kick-off May 16, Discovery Workshops 2 Functional Requirements Specification (User Story Backlog) 3 Training 4 Design & Develop 5 File / Content Migration 6 Workflow Test 7 Deploy to Production September 30, 2011 Respondents shall provide a proposal for implementation of converting the current UTILITIES INTERNET to SharePoint 2010 Standard. Acceptance Criteria will be tied to the phased deliverable milestones contained in the Project Plan. The response should deliver and recommend best practices for the following tasks / deliverables to include but not limited to: Plan 1. Schedule and facilitate discovery workshops between the selected CONTRACTOR and UTILITIES to concur on the scope, requirements and project methodology Agile / Scrum is preferred. 2. Determine the scope and design of required custom features, to include workflows, forms, and Web Parts. 3. Document detailed requirements to include awareness for future capabilities and appropriate governance for the Internet. 4. Conduct gap-analysis between requested business requirements and SharePoint out-of-the-box functionality. 5. Plan for and provide a detailed project plan (Road Map) in electronic format for all phases of the solution and the scope of services. The project plan should also define and describe all major tasks, timelines, resource requirements, responsible parties, and milestones with corresponding key deliverables necessary to successfully complete each respective segment. 6. The project plan (Road Map) should cover project controls to include but not limited to Requirements, Risk Management, Configuration Management, Project Monitoring, Resource Control, Status Updates and Reviews, Client Satisfaction, and Final Acceptance. 7. Changes in Scope: SOW # RFP-DF Page 3 of 8 Revision 10/2007

4 In Scope Changes - The requirements in the SOW contain the understandings between the parties. Additional requirements or change requests will be reviewed for impact on timeline and additional cost. If requirement changes do not impact time schedules, vendor will attempt to perform such changes within the scope of this agreement. Out of Scope Changes - All requests for services to be provided that are outside of the agreed upon scope and objectives contained in this Statement of Work shall require a mutually agreed upon Amendment to the Statement of Work before the performance of such services. Colorado Springs Utilities shall not be liable for any out-of-scope work or services which are performed prior to the execution of such Amendment between the parties. 8. Provide 9 Content Administrators, 2 System Administrator / Developers and 4 Trainers with training services, knowledge transfer, and hands-on expertise throughout the entire Implementation process. Such knowledge transfer and hands-on expertise shall include the solution features, operational use, and common practices. 9. Review and confirm acceptability for support of the planned UTILITIES SharePoint 2010 Internet farm topology to include security. Design & Develop 1. All development should be done in Visual Studio 2010 and SharePoint Designer Exceptions should be approved by UTILITIES. 2. UTILITIES prefer the CONTRACTOR provide a development site and migrate the final product to the UTILITIES SharePoint infrastructure on-premise for final deployment and acceptance testing. 3. Design and baseline the INTERNET from UTILITIES existing INTERNET to include but not limited to publishing features, page layout, field controls, Information Architecture and site design. 4. Convert existing UTILITIES INTERNET to SharePoint 2010 Standard a. Use existing style sheets b. Create SharePoint templates based on Rhythmyx templates c. Any new design elements should adhere to corporate branding standards d. Metadata for all pages must be migrated (HTML 4.01 ; XHTML 1.0 Strict) e. The new SharePoint 2010 Internet must conform to Section 508 and 503 W3C compliance. f. Features and functionality of the current blog site must be integrated into the SharePoint 2010 environment to include user generated content and RSS Feeds g. Incorporate UTILITIES SharePoint 2010 INTERNET with existing UTILITIES Webtrends. 5. Provide a detailed migration plan for existing files to be moved, determining the best process for moving them a. Migration of content from INTERNET Extrx (file share) to SharePoint 2010 (Approximately 3,200 files). SOW # RFP-DF Page 4 of 8 Revision 10/2007

5 b. Migration of Rhythmyx managed content to SharePoint 2010 (Approximately 7,000 pages / files (HTML, PDF, Word, images etc.) includes blog). 6. Creation of workflows in SharePoint Designer 2010 based on content type to support existing business processes that will need to be replaced as a result of migrating from Rhythmyx to SharePoint Existing UTILITIES Internet Workflows: a. Simple Workflow is used for the "Out of the Box" navigation that does not include an approval, items begin in Draft and move to Public b. Standard Workflow is used for the Blog items, that includes an approval process, items begin in Draft, Approved, then move to Public c. User Generated Content (UGC) Workflow automatically processes and publishes comments on the Blog site d. Internet Workflow is used for INTERNET content that includes an approval process, items begin in Draft, Approved, then move to Public 7. Provide hosting contingency plan to obtain hosting services for the UTILITIES INTERNET. The hosting environment will be required to support Standard level SharePoint The overall objective is to select a web hosting service that provides service to include but not limited to: a. A secure, reliable connection to the internet b. Scalable web site space to meet the needs of additional websites and other future expansion, as needed c. Scalable bandwidth d. Stability provided through 24X365-day server management e. Disaster recovery f. Minimal downtime or disruption of the site in the event of needed server upgrades g. A professionally staffed technical support help desk. Test 1. Plan, facilitate, and implement an approach to test and provide quality assurance. Test plan should include but not be limited to Unit, Integration, Functional, System, End-to-End, Load, Performance, Scalability and Security testing. Deploy 1. Migrate relevant documents to new site(s) 2. Execute final deployment to production 3. Knowledge transfer selected CONTRACTOR will work side-by-side with UTILTIES as much as possible and a formal process will also be followed to ensure UTILITIES employees can manage the environment. 4. Conduct project closeout 5. Documentation and agreement on post-deployment support 6. Project Acceptance Review SOW # RFP-DF Page 5 of 8 Revision 10/2007

6 5.0 Resource Requirements Responsibilities For implementation of the solution, the following roles/responsibilities will apply: 1. UTILITIES Responsibilities UTILITIES shall: a. Provide a Point of Contact (POC) who will have responsibility for coordinating all internal support during the project. The UTILITIES POC shall be available to consult with CONTRACTOR to facilitate the delivery of the services per this Statement of Work ( SOW ). b. Provide a Product Owner, Team members and Subject Matter Experts (SME) to participate in the project. c. Provide CONTRACTOR with supervised access to all locations where services are to be performed d. Provide a suitable work area for delivery of the service, including access to an outside telephone line, power, and network connections required. e. Provide assistance for the installation and configuration of the solution, with on-site technical guidance from the CONTRACTOR f. Develop the final product acceptance criteria and execute acceptance g. Participate in the project Wrap-Up Meeting at completion of the implementation 2. CONTRACTOR Responsibilities: CONTRACTOR shall: a. Assign a designated Project Manager (Scrum Master) on behalf of the CONTRACTOR who shall have responsibility for providing all project approvals, project information, and the day-to-day project management of the Implementation. The CONTRACTOR Project Manager (Scrum Master) shall be available to consult with UTILITIES to facilitate the delivery of the services per this Statement of Work ( SOW ) b. Participate with UTILITIES personnel at a project Kick-Off Meeting c. Provide guidance on implementation best practices d. Perform initial installation and configuration of the compliance solution, with assistance from UTILITIES e. Provide application administration training including user provisioning, report creation, workflow development and configuration activities f. Provide knowledge transfer of features and operational use SOW # RFP-DF Page 6 of 8 Revision 10/2007

7 g. Participate in final system Acceptance Testing h. Provide agreed upon documentation of the solution i. Participate in the Project Wrap-up Session. 6.0 Project Cost The vendor shall provide all inclusive priced services package with inclusion of resource availability to accommodate UTILITIES required completion date, billable rate quotes by position/discipline, estimated hours of completion per milestone and billable rate quotes for unidentified/future work. Expected travel expenditure shall be included in inclusive services package quote. Additional travel needs shall be pre-approved by Colorado Springs Utilities and shall be reimbursed within the limits of Colorado Springs Utilities current travel reimbursement policy. Billable rate quotes shall in no way be construed to apply to agreed upon work scope. 7.0 Security Requirements A background check verification must be provided in writing to UTILITIES prior to the start date of a contract for those contract agencies or services providers who will need unescorted physical or electronic access to one or more Critical Cyber Assets (CCAs), i.e. SECC Control Center, LYSC Control Center and Tesla Hydro Control Center. Include additional requirements as required. 7.1 CONTRACTOR agrees that all personnel assigned to this Project shall adhere to all UTILITIES security policies and guidelines at all times and at all UTILITIES locations. 7.2 Any supplier-provided computing equipment to be connected to UTILITIES computer network must be scanned for viruses and other malicious software by UTILITIES personnel prior to each connection. UTILITIES recommends that supplier(s) supply general Internet access for all supplier resources through supplier provided mobile wireless services to maximize on-site productivity. SOW # RFP-DF Page 7 of 8 Revision 10/2007

8 Abbreviations / definitions used throughout this Statement of Work Abbreviations Description Blog Server Rhythmyx publishes to this server; FTP is used to transfer files Content Administrators Ten Corporate Communication employees that oversee all of the content on the Internet. Extrx Novell File Share (I:drive) content storage for large files that are automatically published. Form Mailer Open Source Web forms created in HTML processed by a Perl Script. INTERNET Refers to Colorado Springs Utilities Internet and blog sites unless specifically noted otherwise. Lotus Notes IBM Lotus Notes Rhythmyx references information from Lotus Notes discussion databases and forms. Rhythmyx Percussion Content Management System SharePoint Microsoft SharePoint 2010 SME Subject Matter Expert System Admin. / Two IT employees that develop, maintain, and operate Developers the WCM System. UTILITIES Ultraseek Search Engine Web Content Management (WCM) System Webtrends Colorado Springs Utilities Autonomy Corporation - Spiders the CSU intranet and Internet websites to index content. Provides a user search interface for employees and Internet users. Content creation, content management, publishing and presentation - a software system which provides website authoring and administration tools designed to create and manage a site's content with relative ease. WebTrends Reporting Center builds internet and intranet activity reports from the web server logs. SOW # RFP-DF Page 8 of 8 Revision 10/2007