NEW FileNet and Datacap Technical Services Consultants for MDOS Mainframe Letters to FileNet BID #107116B0006561

MICHIGAN DEPARTMENT OF TECHNOLOGY,

MANAGEMENT AND BUDGET

IT SERVICES

for

FileNet Enterprise Content Management (ECM)

STATEMENT OF WORK (SOW)

MDOS Mainframe Letters to FileNet

BID #107116B0006561

The FileNet Enterprise Content Management (ECM) is maintained and hosted by DTMB and currently supports multiple agencies., including the Department of Civil Service Commission (CSC), the Department of Health and Human Services (DHHS), the Department of Licensing and Regulatory Affairs (LARA), the Department of State (MDOS), the Department of State Police (MSP), the Department of Technology, Management, and Budget (DTMB), the Department of Transportation (MDOT), and the Department of Treasury (Treasury). Additional agencies may be supported in the future.

ECM services will be provided in a second-tier fashion. The primary support for an agency’s ECM needs will come from its associated DTMB Agency Services team. Where this is not possible, due either to lack of skills or resource shortages, the DTMB Agency Services team will create a Statement of Work to contract with a pre-qualified ECM service Contractor to provide appropriate support. That support may come in the form of staff augmentation where Contractor staff works side by side with DTMB staff under the direction of a DTMB supervisor. In that case the ECM Contractor must be able to provide knowledge transfer to State staff sufficient to maintain and extend the application.

Any developed configurations or code while working under this contract is the sole property of the State of Michigan affording them all legal rights to identified intellectual property.

A Pre-Qualification Program was developed to provide a mechanism for staff augmentation and project development support of the ECM Services and related application development.

Process for obtaining FileNet Enterprise Content Management Services

The State after formalizing a comprehensive Work Request will facilitate a second tier selection process for each Contracting effort. This ECM Work Request template will identify the statement of work, category of service, period of performance, deliverables, specific response information required, work evaluation and payment criteria, and any special terms and conditions.

Awards made as a result of any formal Work Request for ECM Services will be subject to the Terms and Conditions of the Primary Contracts listed above. Each award will be issued as a purchase order to the applicable Primary Contract.

This is a FileNet Enterprise Content Management (ECM) ITB. Only the pre-qualified Contractors listed below may submit proposals.

Contractor Name / City / State / Contract Number
HTC Global Services, Inc. / Troy / MI / 071B2200068
Pyramid Solutions, Inc. / Bingham / MI / 071B2200070
IBM Corporation / Lansing / MI / 071B2200099
HCL America / Troy / MI / 071B2200069
HP State & Local Enterprise Services, Inc. / Lansing / MI / 071B2200091
Deloitte Consulting / Detroit / Mi / 071B2200071

This request is issued under your Contract with the Michigan Department of Technology, Management and Budget, (DTMB), Procurement, as established under the ECM Program.

Project Title: MDOS Mainframe Letters to FileNet / Estimated Period of Coverage:
December 7, 2015 – March 31, 2016
Requesting Agency: DTMB on behalf of Michigan Department of State (MDOS_ / Date: November 19, 2015
DTMB Pre Qualified Coordinator:
Barb Suska / Phone: 517-335-4067

This request is: Time and Materials based.

Required Technical Proposal:

  • Technical Proposal approach including detailed project events and tasks to be accomplished to deliver the required milestones and deliverables.
  • Technical Proposal must include a detailed warranty coverage, including time period of warranty

INCLUDED POSITION(S)

  • FileNet Technical Services Consultant for FileNetand Datacap support (2)

**Estimated 160 hours to be shared between resources**

Resources will be selected by one Pre-Qualified Vendor.

The estimated hours per resource may be increased/decreased at any time during this project. If additional positions are required, the State will provide the vendor a 30 day notification and the vendor will provide a list of candidates with resumes within ten business days or a timeline that is mutually agreed upon with the state and the vendor. Any and all additional resource requests must be approved and executed by DTMB Financial Services.

See Skill Set Criteria section for qualification details to fulfill this position and for how responses will be evaluated.

The resource(s) elected will be deemed as Key Personnel as defined in Section 2.060 (Contract Management) of the primary contract.

Brief Description of Services to be provided:

The Mainframe Letters to FileNet project for MDOS has completed many parts of the technical solution; however, the identified DTMB Architect is no longer available to complete the end-to-end performance evaluation, configurations of specific ingest utilities, security, and data validation rules.

The project is in need of two (2) highly skilled FileNet and Datacap Technical Servicesconsultants to complete these activities andallow the project to complete and to provide a quality solution that will be the basis for future MDOS Document Management needs. End-to-end performance evaluation will require coordination with the DTMB ECM team for FileNet testing and monitoring.

This time and materials agreement will cover the resources from when first available after December 7, 2015 until the end of the project with an anticipated finish no later than March 31, 2016.

BACKGROUND:

The development, support, maintenance and enhancement of IBM FileNet and support-related applications is an on-going activity triggered by evolving business needs, opportunities for improving business processes, continued software and hardware upgrades, break/fixes and enhancements. The applications developed and maintained are vital to MDOS day-to-day business operations and workflow.

This project will provide electronic storage and indexing of identified MDOS documents to achieve a reduction in microfilm storage and retrieval costs. MDOS has identified32letters that are required to be stored in FileNet/DataCap. This work will be completed no later than March 31, 2016.

PROJECT OBJECTIVE:

Provide two (2)FileNet and Datacap Technical Services consultants to complete the identified remaining tasks originally assigned to a DTMB Architect as related to FileNet and Datacap. The resources will coordinate with DTMB and HTC resources to finalize the solution already in progress and only suggest design or significant direction changes when identified through the DTMB and MDOS Project Manager for consideration of impact by MDOS Business Owners.

SCOPE OF WORK:

Datacap Installation

Install Datacap 9.0 in a single pre-production (Test) environment. Perform a brief review with State of Michigan resources to ensure the proper pre-requisites are in place and then install the following components:

Datacap Server (formerly Taskmaster Server)

Rulerunner Server

IBM WebSphere 8.5.5 Standalone

IBM Content Navigator (ICN) 2.0.3

Datacap Navigator (plug-in to ICN)

Demonstrate that the OOTB (Out of the Box)base components are functional by processing a document through the TravelDocs sample application.

Document the installation steps for the State to use for the Production system install and also provide installation support for production.

FileNet and Datacap Developer Assistance

Provide consulting services in the form of Developer Assistance hours. Developer

Assistance will include the following:

A design/architecture review – Review the current design/architecture for

Datacap and make recommendations for improvements if needed.

Assist with the configuration of Email Ingestion using standard Datacap

rules/actions.

Review the State’s CPC File Mover C# code/configuration and make

recommendations for optimization if needed.

Assess end-to-end performance of the Datacap system (document

ingestion through document export) and make recommendations for improvements if

needed.

Consult and make recommendations regarding Active Directory integration

and the options for single sign-on connecting to the SOM LDAP for user authentication.

Developer Assistance hours will be scheduled in advance in daily blocks.

DELIVERABLES:

  • SEM-0702 Installation Plan for SOM server resources to follow when installing the MDOS Datacap Production environment(Based on approved EASA and Promotion requirements, includes all steps)
  • Datacap installation on servers identified as Test.
  • Design Review Recommendations
  • Recommended configuration limits for the Email Ingest and File Mover utilities
  • Performance evaluation and any recommended changes
  • Security Authentication configuration and assist with documentation of Roles for End User Documentation

Deliverables will not be considered complete until the DTMB and MDOS Project Managers have formally accepted them, in writing, based on the following criteria:

  • ECM Team architecture and solution pattern approval is required on System Design, Conversion Plan, Installation Plan, and System Maintenance (assumed for all projects)
  • All deliverables included in the State’s System Engineering Methodology (SEM)
  • All Documentation must be complete and meet State Suite standards
  • All Documentation is expected to be free from grammatical and spelling errors.
  • Technical documentation must include: Design, installation, and troubleshooting details
  • User and Support documentation
  • Test Plans for Functional and Performance testing to be completed by Vendor, DTMB, and MDOS
  • Description of solution warranty period for post-release defect resolution

APPROVAL OF DELIVERABLES, IN GENERAL:

(a) All Deliverables (Physical Deliverables, Written Deliverables, and Service Deliverables) require formal written approval by the State, in accordance with the following procedures. Formal approval by the State requires that the Deliverable be confirmed in writing by the State to meet its specifications, which will include the successful completion of Testing to be led by the State with the support and assistance of Contractor. The parties acknowledge that the approval process set forth herein will be facilitated by ongoing consultation between the parties, visibility of interim and intermediate Deliverables and collaboration on key decisions.
(b) The State’s obligation to comply with any State Review Period is conditioned on the timely delivery of Deliverables being reviewed.
(c) Prior to commencement of its review or testing of a Deliverable, the State may inspect the Deliverable to confirm that all components of the Deliverable have been delivered without material deficiencies. If the State determines that the Deliverable has material deficiencies, the State may refuse delivery of the Deliverable without performing any further inspection or testing of the Deliverable. Otherwise, the review period will be deemed to have started on the day the State and Contractor receive the Deliverable and agree that the Deliverable is ready for use and, where applicable, Contractor has provided certification in accordance with the “Required Skill Category Requested” Section. The State has forty-five (45) days to notify the Contractor(s) in writing for correction of any deficiencies identified.
(d) The State will approve in writing a Deliverable upon confirming that it conforms to and, performs in accordance with, its specifications without material deficiency. The State may, but shall not be required to, conditionally approve in writing a Deliverable that contains material deficiencies if the State elects to permit Contractor to rectify them post-approval. In any case, Contractor will be responsible for working diligently to correct within thirty (30) days and at Contractor’s expense for all deficiencies in the Deliverable that remain outstanding at the time of State approval.
(e) If, after three (3) opportunities (the original and two repeat efforts), Contractor is unable to correct all deficiencies preventing Final Acceptance of a Deliverable, the State may: (i) demand that Contractor cure the failure and give Contractor additional time to cure the failure at the sole expense of Contractor; or (ii) keep any resulting Contract(s) in force and do, either itself or through other parties, whatever Contractor has failed to do, in which event Contractor shall bear any excess expenditure incurred by the State in so doing beyond the Contract(s) price for such Deliverable and will pay the State an additional sum equal to ten percent (10%) of such excess expenditure to cover the State’s general expenses provided the State can furnish proof of such general expenses; or (iii) terminate the particular Statement of Work for default, either in whole or in part by notice to Contractor provided Contractor is unable to cure such breach. Notwithstanding the foregoing, the State shall not use, as a basis for exercising its termination rights under this Section, deficiencies discovered in a repeat State Review Period that could reasonably have been discovered during a prior State Review Period.

(f) The State, at any time and in its reasonable discretion, may halt the testing or approval process if such process reveals deficiencies in or problems with a Deliverable in a sufficient quantity or of a sufficient severity as to make the continuation of such process unproductive or unworkable. In such case, the State may return the applicable Deliverable to Contractor for correction and re-delivery prior to resuming the testing or approval process.

PROCESS FOR APPROVAL WRITTEN DELIVERABLES:

The State Review Period for Written Deliverables will be the number of days set forth in the applicable Statement of Work/Purchase Order following delivery of the final version of the Deliverable (failing which the State Review Period, by default, shall be five (5) Business Days for Written Deliverables of one hundred (100) pages or less and ten (10) Business Days for Written Deliverables of more than one hundred (100) pages). The duration of the State Review Periods will be doubled if the State has not had an opportunity to review an interim draft of the Written Deliverable prior to its submission to the State. The State agrees to notify Contractor in writing by the end of the State Review Period either stating that the Deliverable is approved in the form delivered by Contractor or describing any deficiencies that must be corrected prior to approval of the Deliverable (or at the State’s election, subsequent to approval of the Deliverable). If the State delivers to Contractor a notice of deficiencies, Contractor will correct the described deficiencies and within five (5) Business Days resubmit the Deliverable in a form that shows all revisions made to the original version delivered to the State. Contractor’s correction efforts will be made at no additional charge. Upon receipt of a corrected Deliverable from Contractor, the State will have a reasonable additional period of time, not to exceed the length of the original State Review Period, to review the corrected Deliverable to confirm that the identified deficiencies have been corrected.

PROCESS FOR APPROVAL OF SERVICE DELIVERABLES:

The State Review Period for approval of Service Deliverables is governed by the applicable Statement of Work/Purchase Order which in accordance with the standard State Review Period, shall be forty-five (45) Business Days for a Service Deliverable. The State agrees to notify Contractor in writing by the end of the State Review Period either stating that the Deliverable is approved or accepted in the form delivered by Contractor or describing any deficiencies that must be corrected prior to approval of the Deliverable (or at the State’s election, subsequent to approval of the Deliverable). If the State delivers to Contractor a notice of deficiencies, Contractor will correct the described deficiencies and within thirty (30)Business Days resubmit the Deliverable in a form that shows all revisions made to the original version delivered to the State. Contractor’s correction efforts will be made at no additional charge. Upon receipt of a corrected Deliverable from Contractor, the State will have a reasonable additional period of time, not to exceed the length of the original State Review Period, to review the corrected Deliverable to confirm that the identified deficiencies have been corrected.

PROCESS FOR APPROVAL OF PHYSICAL DELIVERABLES:

The State Review Period for approval of Physical Deliverables is governed by the applicable Statement of Work/Purchase Order which in accordance with the standard State Review Period, shall be forty-five (45) Business Days for a Service Deliverable. The State agrees to notify Contractor in writing by the end of the State Review Period either stating that the Deliverable is approved or accepted in the form delivered by Contractor or describing any deficiencies that must be corrected prior to approval or acceptance of the Deliverable (or at the State’s election, subsequent to approval or acceptance of the Deliverable). If the State delivers to Contractor a notice of deficiencies, Contractor will correct the described deficiencies and within thirty (30)Business Days resubmit the Deliverable in a form that shows all revisions made to the original version delivered to the State. Contractor’s correction efforts will be made at no additional charge. Upon receipt of a corrected Deliverable from Contractor, the State will have a reasonable additional period of time, not to exceed the length of the original State Review Period, to review the corrected Deliverable to confirm that the identified deficiencies have been corrected.

PROJECT CONTROL AND REPORTS:

A bi-weekly progress report must be submitted to the DTMB Project Manager assigned to the project throughout the life of this project. This report may be submitted with the billing invoice. Each bi-weekly progress report must contain the following:

  • Hours: Indicate the number of hours expended during the past two weeks, and the cumulative total to date for the project. Also state whether the remaining hours are sufficient to complete the project.
  • Accomplishments: Indicate what was worked on and what was completed during the current reporting period.
  • Planned Tasking: Describe activities to be accomplished during the next reporting period.
  • Funds: Indicate the amount of funds expended during the current reporting period, and the cumulative total to date for the project.
  • Issues: Indicate major issues/risks/changes, real or perceived, and recommend resolutions

SPECIFIC AGENCY STANDARDS:

  • State of Michigan Systems Engineering Methodology (SEM)
  • eMichigan standards for Web Applications
  • ADA compliance for all Applications

PAYMENT SCHEDULE: