mission support alliance€¦ · 2 acs-bus_asr alfresco system receiver (asr) – (4 cores) license...

Mission Support Alliance

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Updated January 9, 2018

Statement of Work

For

General Materials or Services

Title: Alfresco Records Management

Date: 2/26/2018

Revision Number: 0

Signature Page Only


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APPROVALS PRINT NAME SIGNATURE

BTR* Tamara Escamilla

* Approval for Technical Content

Based on the Hazardous Review and Identification Checklist to identify Subject Matter

Experts (SMEs), the following approvals are applicable to this Statement of Work. (Note:

hard copy signatures are made PDF and files in the notes panel of the Asset Suite requisition).

Sig

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Req

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No S

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ORGANIZATION PRINT NAME SIGNATURE

End-User / Requestor Carolyn Noonan

End User / Requesting Manager

(Project of Functional Director) Carolyn Noonan

IM End User / Requesting Manager

(Project of Functional Director) Marlene Oaks

IM Technical Project Manager Suzanne Johnson

x Environmental*

x Radiation Protection

x Industrial Safety and Health

x Fire Protection

x Chemical Management

x Emergency Preparedness

x Quality Assurance Engineer Must be approved

In Asset Suite

Must be approved

In Asset Suite

x Engineering/Design Authority Must be approved

In Asset Suite

Must be approved in Asset

Suite

1.0 INTRODUCTION / BACKGROUND


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As site integrator Mission Support Alliance (MSA) has committed to upgrading the

Administrative Record (AR) system. The AR is a historical collection of records that makes

available to the public documents and information considered or relied on to arrive at a

final decision for remedial action or hazardous waste management. The AR collection

originated in 1989 and now contains close to 100,000 documents. This number will

increase exponentially before site cleanup is concluded. In accordance to Comprehensive

Environmental Response, Compensation and Liability Act (CERCLA), Resource

Conservation and Recovery Act (RCRA) and the Hanford Federal Facility Agreement and

Consend Order (also known as Tri-Party Agreement) (TPA). United States Department of

Energy (DOE) is required to maintain administrative record files for each operable unit and

treatment, storage and disposal unit.

2.0 OBJECTIVE

Procure Alfresco Software, Training and Professional Services to implement a new AR

system. The objective is to replace an aging custom legacy AR system, improve system

response time, and enhance the search and reporting functionality.

3.0 DESCRIPTION OF WORK – SPECIFIC

Procure Alfresco Software and Training and Professional Services:

Line

No.

Product Code Service Order Summary (Subscriptions and

other)

Qty.

1 ACS-BUS-BASE Alfresco Contend Services Business (up to300

Named Users; up to 4 Cores) License one year

1

2 ACS-BUS_ASR Alfresco System Receiver (ASR) – (4 Cores) License

one year

1

3 TRNG-PASS-2.0 Training – Alfresco University Passport 2.0 2

4 CONS-USD Alfresco Professional Services –See tasks 1-5 below 320

Hrs.

5 TRA-EXP Alfresco Travel and Expenses; not to Exceed

$3000.00; Must abide by GSA FTR

1

Alfresco professional services:

Subcontractor engagement is to provide IT Professional Support to MSA subject matter

experts as it relates to a specific service and coordinate such support with the MSA AR

Upgrade team. Tasks executed under this SOW are a team effort with Subcontractor being

part of that team and providing expertise on the Alfresco software, and tools sets. Including

best practices for implementation and architecture.


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Task 1

The subcontractor shall provide four 10 hour days of on-site engagement for planning and

kick-off to include but not limited to:

a) Review engagement task plan.

b) Review the required Alfresco and customer resources.

c) Confirm engagement prerequisites.

d) Detail the timeline.

e) Agree to the project governance framework together with the roles and

responsibilities for governance tasks.

f) Review the required technical skills for customer roles and plan the training

required to acquire these skills.

g) Subcontractor will work with MSA AR Upgrade team to deliver a project kick-off

meeting and presentation.

h) Facilitate a current state analysis as well as gather /collect overall solution

requirements as part of on-site kick-off and discovery workshop.

i) Initiate gathering solution business requirements.

j) Initiate analysis of current system including metadata and content.

k) Initiate review of how Alfresco environments are architected on the network

Demilitarized Zone (DMZ).

Task 2:

The subcontractor shall provide IT professional service support to install and configure

Alfresco software, and tools sets including but not limited to:

a) Complete review of how alfresco environments are architected on the network and

Demilitarized Zone (DMZ).

b) Define a suitable architecture and target content model including but not limited to

ACS content-model.xml, target folder structure and other key “to-be” design

elements

c) Clarify search technology (Solr, Googlesearch, etc.) functionality and related best

practices as part of optimizing and securing internal and publicly exposed content

architecture.

d) Support Alfresco installations in development, test and production environments.

e) Support Alfresco configurations in development, test and production environments.

Task 3:

The subcontractor shall provide IT professional service support to migrate AR collection

from custom legacy AR system to new Hanford site AR system using Alfresco software

and tools sets including but not limited to:

a) Complete gathering solution business requirements.

b) Complete analysis of current system including metadata and content.


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c) Define a plan for handling issues including but not limited to such issues as missing

metadata, invalid file names, duplicate files, violated constraints.

d) Address bulk import functionality as part of initial migration and overall publishing

solution design exposing content both internally and publically including but not

limited to application programming interfaces (API), RESTful web services. Etc.

e) Recommend approaches to extracting and exposing Optical character recognition

(OCR’d) content including highlighting where requirements can be addressed

through out-of-the box functionality subject to configuration and/or required

customization.

f) Support migration of AR collection into Alfresco.

Task 4:

The subcontractor shall provide IT professional service support to develop a public facing

searchable web application and an intranet publishing web application to publish

documents to Alfresco. Replacing the legacy ColdFusion application with a more secure

site using the latest digitalization technologies.

a) Assess web application user interface requirements for public facing searchable

web application.

b) Assess web application user interface requirements for intranet publishing web

application.

c) Support internal and externally facing content separation and access.

d) Train and facilitate Alfresco’s Application Development Framework (ADF)

anatomy, services modules, and components as part of both web application user

interfaces.

e) Comply with United States Government 508 requirements.

f) Build web application for public facing searchable web portal.

g) Build web application for intranet publishing web portal.

Task 5:

The subcontractor shall provide IT professional service support to provide Hanford specific

training regarding MSA’s Alfresco implementation and configuration, data migration and

UI portals for work supported by Alfresco IT professional services to MSA AR upgrade

team.

4.0 REQUIREMENTS

4.1 General

Will work be performed on site: Yes


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Onsite work will be performed for Onsite engagement found under Task 1 in Section 3

Description of Work – Specific.

For any work performed on the Hanford Site or any MSA controlled facility, the provisions

of the On Site Services Special Provisions, will apply to Subcontractor personnel.

Subcontractors shall be required to be U.S. Citizen.

4.2 Engineering Requirements

Engineering requirements applicable: No

4.3 Environment, Safety, & Health (ES&H) Requirements

The Subcontractor shall exercise a degree of care commensurate with the work and the

associated hazards. The Subcontractor shall ensure that management of safety and

environmental functions and activities is an integral and visible part of the Subcontractor’s

work planning and execution processes. The Subcontractor shall flow down safety and

environmental requirements to the lowest tier Subcontractor performing work on the

Hanford site commensurate with the risk and complexity of the work.

Prior to start of work the Subcontractor shall work with the MSA BTR to do a Job Hazard

Analysis (JHA).

All subcontractor and sub-tier employees shall have completed OSHA Hazard

Communication training that meets the requirements of MSC-PRO-WP-13299, Hazard

Communication. See MSC-PRO-WP-10468, Chemical Management Process, for more

information.

Subcontractors and its lower-tier subcontractors shall be responsible to complete an

Employee Job Task Analysis (EJTA) in accordance with MSC-PRO-WP-11058 for any of

the following situations:

For any subcontractor employee who will be on the Hanford Site for more than 30 days

in a year.

For any subcontractor employee who may potentially be exposed to hazards (e.g.

radiological, beryllium, hazardous wastes, noise) while performing in accordance with

the subcontract statement of work.

For any subcontractor employee enrolled in a medical or exposure monitoring program

required by 10 CFR 851, and/or any other applicable federal, state or local regulation

or other obligation.

http://msc.rl.gov/rapidweb/MSCDOL/dol/displayDoc.cfm?docno=MSC-RD-13299

http://msc.rl.gov/rapidweb/MSCDOL/dol/displayDoc.cfm?docno=MSC-PRO-10468

http://bmssup:9003/FAPROD/domain/workbenchrenderer


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If any of the above conditions are met, the subcontractor and its lower-tier subcontractor

employee is to have a current approved EJTA prior to that employee beginning work on

the Hanford Site.

Buyer’s Safety and Health Procedures are available on the internet at

http://www.hanford.gov/pmm/page.cfm/Construction. The documents on this site are kept

current and are available for Subcontractors and lower-tier Subcontractor use.

Unique or specific requirements: No

4.4 Quality Assurance (QA) Requirements

The work activities associated with this Statement of Work (SOW) have been designated

General Service, Quality Level 3. The Subcontractor shall be responsible for performing

quality workmanship and conduct the quality control measures necessary to ensure work

conforms to applicable procedures, drawings, specifications, codes & standards, and other

requirements as defined in the SOW. Subcontractor shall also maintain a configuration

management process that includes, but not limited to component naming, baseline

numbering, and a problem reporting process.

All items and services provided by the Subcontractor are subject to review, inspection, or

surveillance by the Buyer’s designated representatives at the Subcontractor’s facility or

Project site.

The Subcontractor shall flow down or invoke applicable portions of the SOW to sub-tier

suppliers/vendors providing services and/or material for this scope of work.

The Subcontractor shall provide a legible/reproducible Certificate of Conformance which

shall include the following information, as a minimum”

1. Identify the appropriate Purchase Order or Contract number under which the item

or service is being supplied.

2. Identify the specific procurement requirements that were met by the purchased item

or service and/or any approved changes, waivers, or deviations applicable to the

item or service.

3. The Certificate of Conformance shall also identify any procurement requirements

that have not been met along with an explanation and the means for resolving the

nonconformance.

http://www.hanford.gov/pmm/page.cfm/Construction


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4. The Certificate of Conformance shall be signed (or otherwise authenticated) by the

Subcontractor’s representative responsible for quality.

4.5 Government Property

Government property is required to be used by the Subcontractor for this effort.

If Government property is permitted or required to be used by the Subcontractor, and

controlled by the Subcontractor, to accomplish this statement of work, FAR 52.245-1 is

applicable and is incorporated into the subcontract terms and conditions by reference. A

list of the Government property is, if applicable, is attached to this scope of work.

Subcontracts are required to have an HLAN account and LACS card to access network.

5.0 PERSONNEL REQUIREMENTS

5.1 Training and Qualifications

Training

Alfresco Principal Technical Consultant - the Principal Consultant has 6-10 years of

ECM industry experience and 4+ years of Alfresco implementation experience. The

Principal Consultant can perform all of the duties of a Sr. Consultant plus has the ability to

interpret, document, design, build, and deploy complex configurations, extensions,

customizations, and integrations within an Alfresco environment. The Principal Consultant

often will play the role of Lead Technical Consultant on a larger engagement providing

technical oversight, guidance, and direction to other staff members on the project.

Alfresco Project Manager - The Project Manager resource has 6-10 years of experience

managing technology projects and is able to effectively manage and control the delivery of

an engagement throughout its lifecycle. They are highly trained in standard project

management methodologies (PMI, ITIL, etc.), are well versed in the use of project

management software programs, and are highly focused on managing a project to expected

quality / outcome, schedule, and budget. The Project Manager role is expected to anticipate

risks and be able to offer polished and thoughtful guidance around risk and issue

management during an engagement

Alfresco principal technical consultant and project manager shall provide Alfresco

professional IT services to be able to complete Task 1-5 outlined in section 3 description

of work – specific.

Subcontractor shall ensure that its personnel meet and maintain the appropriate training,

qualification and certification requirements.


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All Subcontractor personnel shall complete MSA General Employee Training

(MGET) (4-hour average per individual) or Hanford Site Orientation (HSO) (sent

to the Subcontractor at their location).

There are other required training if listed below:

Qualifications

The following types of training qualifications are required: N/A

5.2 Security and Badging Requirements

For any on site work, see Special Provisions – On Site Services for details.

Subcontractor employees will be required to submit to vehicle searches and not personally

carry or transport certain prohibited articles.

Will the scope of work will not require access authorization (security clearance).

If the scope of work will require access authorization, then the following applies to

this scope of work:

A security clearance is required for all Subcontractors who will have: (1) access to

classified matter, (2) access Special Nuclear Material (SNM), and/or (3) require

frequent, unescorted access to secured areas.

A facility clearance must be in place at Hanford for the individuals employer

(facility), before a security clearance may be granted Facility Clearance (FCL)

approval will be required for a facility to be eligible to (1) access, handle or possess

classified information, (2) SNM, or other hazardous material presenting a potential

sabotage threat, or (3) responsibilities for safeguarding $5M+ of government

property. If any of these criteria apply to the SOW, the Contract Specialist needs

to be notified immediately, in order to process clearance paperwork. The work

cannot begin until an FCL is in place. A new FCL is required for each subcontract

meeting the criteria.

A subcontractor that will not possess classified information or matter, or SNM at

the subcontractor’s place of business and will only access such security activities

at other cleared facilities must be cleared as a “non-possessing facility.”


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5.3 Work Location / Potential Access Requirements

2261 Stevens Richland, WA and Virtual at Alfresco US North America Locations.

Subcontractor will require HLAN access and LACS card.

5.4 Site Access and Work Hours

Hanford personnel at the Hanford Site work a standard 4/10 schedule. The standard work

week consist of ten (10) hours of work between 6:00 am and 4:30 pm, with one-half hour

designated as an unpaid period for lunch, Monday through Thursday.

Work performed outside normal operating hours shall be coordinated and/or approved

through the BTR and/or the Contract Specialist prior to performing the work.

6.0 MEETINGS

Subcontractor shall participate in all meetings as required by the Buyer’s Technical

Representative (BTR).

7.0 DELIVERABLES AND PERFORMANCE SCHEDULE REQUIREMENTS

7.1 Deliverables

Deliverables are required to be furnished by the Subcontractor.

If deliverables are required, the specific deliverables, dates for completion, reviews, etc.,

are as follows:

End user documentation including training and user help guides

Documentation of System administration and system user training completion

Vendor shall place the source code into an escrow account in case of vendor failure or

takeover.

Vendor shall supply User Manuals.

Vendor shall supply a Certification of Conformance.

Software license agreement

7.2 Schedule

Professional Services Start Date: 4/2/2018

Professional Services Completion Date: 6/28/2018

Software Licenses Start Date: Upon award of contract.


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Software Licenses End Date: One year from award of contract. With possibility to extend

with option years.

8.0 SPECIAL REQUIREMENTS

Reporting Administration

Include any status reports (e.g. cost and technical), status meetings, accrual submittals,

expectations for safety meeting attendance, and requirements for formatting of documents

as instructed by the BTR.

1. Alfresco project manager will summarize the engagement status report weekly and

send to MSA BTR and Project Manager that includes but is not limited to:

a) Tasks completed

b) Key Risks

c) Key Issues

d) Alfresco time consumed

e) Task dependencies

f) Tasks planned for the next week

2. At the conclusion of the engagement Alfresco project manager will provide an

engagement closeout report

Meetings

General purpose of meetings is for the coordination, control, and direction of the Work. In

addition to meetings addressed by this Section, Subcontractor may be required by other

Sections and other Subcontract documents to conduct special-purpose meetings and

various safety meetings and briefings.

MSA will issue meeting notices and prepare an agenda and minutes for each meeting

addressed in this Section. When applicable, minutes will identify action items, assigned

actionees, and due dates.

KICKOFF MEETING - Before start of the Work, MSA will conduct a

conference at a time and Hanford Site location agreed to by Subcontractor and

MSA. Invited attendees will include MSA, Subcontractor, key lower tier

subcontractors and others having an interest in the Work. Purpose of the

conference is the coordination of Work start up and familiarization of project

participants with the Work and worksite.

PROGRESS MEETINGS - MSA will conduct a progress meeting at time and

Hanford Site location determined by MSA. Invited attendees will include

MSA, Subcontractor and key subcontractors. At the progress meeting,

Subcontractor shall submit a written report showing actual man-hours expended


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versus planned and scheduled progress versus actual progress giving details of

Work completed in relation to the approved schedule, together with a two

(2) week "look ahead" which provides details of how the Work will be

completed.

The purpose of the meetings is the exchange of Work-related information with

Alfresco. MSA will schedule a weekly meeting to review the status report and

agree to appropriate actions.

Schedule

See section 7 on Deliverables.

If option years are needed for software licenses, they are as shown below:

Line No. Product Code Service Order Summary (Subscriptions and

other)

Qty.

1 ACS-BUS-BASE Renewal - Alfresco Contend Services Business (up

to300 Named Users; up to 4 Cores)

1

2 ACS-BUS_ASR Renewal - Alfresco System Receiver (ASR) – (4

Cores)

1

Option year 2019 – Contract award start date – one year out minus a day.

Option year 2020 – one year after contract award start date – two year out minus a day.

Reports

PROGRESS REPORT PREPARATION - Prepare a summary progress report each reporting

period, show actual progress versus scheduled progress. Scheduled progress is given by baseline

project schedule. Show actual progress in the form of percentages completed for activities or

resources.

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