DENMHPO-393-2019-0001_SOW_revised_Laserfiche_12_13_18.docx

Informal Document Statement of Work Laserfiche

December 2018

Table of Contents

INTRODUCTIOn Background Laserfiche is an Enterprise Content Management (ECM) software, CMS-approved and implemented in all of our 10 Regional Offices. (Boston, New York, Philadelphia, Atlanta, Chicago, Dallas, Kansas City, Denver, San Francisco, and Seattle) Laserfiche provides a platform for centralized content and services for document management and records management. It offers document scanning and data capture, search features, metadata modification and workflow automation tools.

CMS is in the process of updating their regional file plans to correspond with the revised agency records schedule. We are currently updating our current Laserfiche Records Management Module and implementing a workflow process to assist getting files to the correct closed record folder.

Scope The scope of work for this project includes all procurement activities, project management, and maintenance of the Laserfiche software for all 10 Regions, upgrades and training support. This procurement is a “steady state” activity. It is a legal requirement to maintain access to our records in their imagined form.

Assumptions CMS is currently using Version 9.2 and is in the process to upgrading to run on Windows 10.

· Vendor will provide annual renewal of LSAP agreement. Vendor must be an authorized vendor of LaserFiche-Compulink. CMS will be migrating to the Laserfiche RIO Version during the awarded contract period.

· Vendor shall provide maintenance of current version, 9.2, until the purchase of RIO during the awarded contract period.

· Vendor shall provide two different price breakdowns. One for the Maintenance of version 9.2 and a second price breakdown for the purchase of RIO and maintenance according to industry standards after installation.

Applicable DOCUMENTS

1. Attachment A – Software and Licensing

2. Attachment B – Regional Contact List PERFORMANCE REQUIREMENTS and Deliverables Contact Information and Hours of Operation Vendor shall supply the hours and days of operation, contact information to include email address and telephone numbers of staff who will be involved with this contract.

Laserfiche Problem Resolutions Once the employee calls the vendor for Problem Resolution, the Vendor shall provide expected timeframes for status updates and the length of time for resolution of initial problems reported.

Monthly Reporting and Ticket Resolution Vendor shall provide a monthly report, generated from Laserfiche, of the opened and closed tickets. The reports shall include: Region, name of the CMS Employee who initiated the ticket, date of the ticket, description, and the resolution of each incident. These reports shall be submitted on the last business day of each month and emailed to wei.tao1@cms.hhs.gov, CMS’s Lead Laserfiche Contact, Lisa.gaglia-bleyle@cms.hhs.gov

System Upgrades The 10 Regional offices at CMS are currently using Laserfiche Version 9.2. CMS will upgrade to the RIO Version during the contract year.

Any future upgrades shall be done virtually by the Vendor, when available, coordinating with CMS’s Lead Laserfiche contact.

Vendor shall work with CMS’s IT Contractors as necessary to implement upgrades.

Bid submission should break out costs for 1) maintaining our current version 9.2 of Laserfiche and 2) cost to upgrade to RIO. CMS anticipates one RIO license for all 10 regions. However, CMS will rely on the vendor’s expertise of our agency to recommend the best option.

Maintenance Vendor shall provide maintenance of current version, 9.2, until upgrade to RIO that will occur during the contract period. Vendor shall provide maintenance of the RIO version after purchase through the end of the contract.

Training for the 10 Regional Offices Training needs for all 10 of CMS’s Regional Offices include Intermediate to Advanced Records Management Training. Virtual training and webinars shall be customized for the need of the Region from front-end user to system administration functions. The Vendor shall provide onsite training at all 10 of CMS’s Regional Offices, beginning in October of 2020, alternating every other year.

All training shall be coordinated between the Vendor, CMS’s Lead Laserfiche Coordinator, and the Regional Contact.

At the sole discretion of CMS, scheduled visits may be rescheduled via email one week prior to a scheduled on-site visit without cost to CMS.

Additional training options shall be made available for the 10 Regional Office’s to utilize as necessary, i.e., webinar, video library or on demand training sessions. Trainings may range from beginner to system administrator level.

4.0 SECTION 508 COMPLIANCY

4.1 508 - ACCESSIBILITY OF ELECTRONIC AND INFORMATION TECHNOLOGY

(a) This task order is subject to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) as amended by the workforce Investment Act of 1998 (P.L. 105-220). Specifically, subsection 508(a)(1) requires that when the Federal Government procures Electronic and Information Technology (EIT), the EIT must allow Federal employees and individuals of the public with disabilities comparable access to and use of information and data that is provided to Federal employees and individuals of the public without disabilities.

(b) The EIT accessibility standards at 36 CFR Part 1194 were developed by the Architectural and Transportation Barriers Compliance Board ("Access Board") and apply to contracts and task/delivery orders, awarded under indefinite quantity contracts on or after June 25, 2001.

(c) Each Electronic and Information Technology (EIT) product or service furnished under this contract shall comply with the Electronic and Information Technology Accessibility Standards (36 CFR 1194), as specified in the contract, as a minimum. If the Contracting Officer determines any furnished product or service is not in compliance with the contract, the Contracting Officer will promptly inform the Contractor in writing. The Contractor shall, without charge to the Government, repair or replace the non-compliant products or services within the period of time to be specified by the Government in writing. If such repair or replacement is not completed within the time specified, the Government shall have the following recourses:

1. Cancellation of the contract, delivery or task order, purchase or line item without termination liabilities; or

2. In the case of custom Electronic and Information Technology (EIT) being developed by a contractor for the Government, the Government shall have the right to have any necessary changes made or repairs performed by itself or by another firm for the noncompliant EIT, with the contractor liable for reimbursement to the Government for any expenses incurred thereby.

(d) The contractor must ensure that all EIT products that are less than fully compliant with the accessibility standards are provided pursuant to extensive market research and are the most current compliant products or services available to satisfy the contract requirements.

4.2 Section 508 Compliance for Communications

The Contractor shall comply with the standards, policies, and procedures below. In the event of conflicts between the referenced documents and this SOW, PWS, or TO, the SOW, PWS, or TO shall take precedence.

Rehabilitation Act, Section 508 Accessibility Standards

1. 29 U.S.C. 794d (Rehabilitation Act as amended)

2. 36 CFR 1194 (508 Standards)

3. www.access-board.gov/sec508/508standards.htm (508 standards)

4. FAR 39.2 (Section 508)

5. CMS/HHS Standards, policies and procedures (Section 508) In addition, all contract deliverables are subject to these 508 standards as applicable.

Regardless of format, all Web content or communications materials produced, including text, audio or video - must conform to applicable Section 508 standards to allow federal employees and members of the public with disabilities to access information that is comparable to information provided to persons without disabilities. All contractors (including subcontractors) or consultants responsible for preparing or posting content must comply with applicable Section 508 accessibility standards, and where applicable, those set forth in the referenced policy or standards documents above. Remediation of any materials that do not comply with the applicable provisions of 36 CFR Part 1194 as set forth in the SOW, PWS, or TO, shall be the responsibility of the contractor or consultant.

The following Section 508 provisions apply to the content or communications material identified in this SOW, PWS, or TO:

36 CFR Part 1194.21 a - l 36 CFR Part 1194.22 a - p 36 CFR Part 1194.31 a - f 36 CFR Part 1194.41 a – c The contractor shall provide a completed Section 508 Product Assessment Template and the contractor shall state exactly how proposed EIT deliverable(s) meet or does not meet the applicable standards.

The following Section 508 provisions apply for software development material identified in this SOW, PWS, or TO:

For software development, the Contractor/Developer/Vendor shall comply with the standards, policies, and procedures below:

Rehabilitation Act, Section 508, Accessibility Standards

(1) 29 U.S.C. 794d (Rehabilitation Act as amended)

(2) 36 CFR 1194 (508 Standards)

(3) www.access-board.gov/sec508/508standards.htm (508 Standards)

(4) FAR 39.2 (Section 508)

(5) CMS/HHS Standards, policies and procedures (Section 508)

For web-based applications, the Contractor shall comply with the standards, policies, and procedures below:

Rehabilitation Act, Section 508, Accessibility Standards

(1) 29 U.S.C. 794d (Rehabilitation Act as amended)

(2) 36 CFR 1194 (508 Standards)

(3) www.access-board.gov/sec508/508standards.htm (508 Standards)

(4) FAR 39.2 (Section 508)

(5) CMS/HHS Standards, policies and procedures (Section 508)

6.0 Transition Activities

6.1 Transition from the Incumbent Laserfiche Contractor

Transition from the incumbent Laserfiche shall begin upon award of the Laserfiche contract. Activities related to transition shall be conducted over a period not expected to exceed 30 calendar days (1 month). During this transition period, the incumbent Laserfiche shall work with CMS and the new Laserfiche to set up a schedule of events to smoothly transition to the new Laserfiche. The new Lasefiche shall manage the transition.

Not more than one week after notification by the CMS of the award of the Laserfiche contract, the new Laserfiche shall submit to the CO a draft written Joint Operating Agreement (JOA) for CMS approval. Both the new Laserfiche and the incumbent Laserfiche shall sign the JOA.

The JOA shall define the responsibilities for the incumbent Laserfiche and the new Laserfiche and shall be submitted to the CMS for approval before final signatures are obtained. In addition, as part of each JOA, the incumbent Laserfiche and the new Laserfiche shall form a joint coordinated management team that will ensure that communication, coordination, cooperation, and consultation between the two entities is maintained in support of the transition and ongoing work.

Not later than two weeks after notification by the CMS that the award of the Laserfiche contract has taken place, the new Laserfiche and the incumbent Laserfiche shall submit to the CO a Transition Plan. Each Plan shall address the specific steps and dates the incumbent Laserfiche will take to transition the appropriate work to the new Laserfiche. Each Plan shall include, but not be limited to, the following:

1. Transition plans and procedures, including; milestones and timeframes, a detailed timeline for work-in-progress, and transfer of the licenses,

1. A listing of the responsibilities of all personnel participating in the transition to include the policies, practices and procedures to be employed by the incumbent Laserfiche to ensure there is no conflict with the activities of the transition.

6.2. Transition to a new Laserfiche Contractor

Transition to a new Laserfiche is subsequent to the award of contract, should a follow-on Laserfiche be awarded to the Laserfiche contract. The transition to a new Laserfiche may be required as a result of a future completitive RFP for this effort.

Activities related to transition (should the transition be required) shall be conducted over a period not expected to exceed 90 calendar days (3 months). During this transition period, the incumbent Laserfiche shall work with the CMS and the new Laserfiche to set up a training schedule and a schedule of events to smoothly changeover to the new Laserfiche. The new Laserfiche will manage the transition.

Not more than one week after notification by the CMS of the award of the Laserfiche contract, the new Laserfiche shall submit to the CO a draft written Joint Operating Agreement (JOA) for CMS approval. Both the new Laserfiche and the incumbent Laserfiche shall sign the JOA.

The JOA shall define the responsibilities for the incumbent Laserfiche and the new Laserfiche and shall be submitted to the CMS for approval before final signatures are obtained. In addition, as part of each JOA, the incumbent Laserfiche and the new Laserfiche shall form a joint coordinated management team that will ensure that communication, coordination, cooperation, and consultation between the two entities is maintained in support of the transition and ongoing work.

Not later than two weeks after notification by the CMS that the award of the Laserfiche contract has taken place, the new Laserfiche and the incumbent Laserfiche shall submit to the CO a Transition Plan. Each Plan shall address the specific steps and dates the incumbent Laserfiche will take to transition the appropriate work to the new Laserfiche. Each Plan shall include, but not be limited to, the following:

1. Transition plans and procedures, including; milestones and timeframes, a detailed timeline for work-in-progress, and transfer of the licenses,

2. A listing of the responsibilities of all personnel participating in the transition to include the policies, practices and procedures to be employed by the incumbent Laserfiche to ensure there is no conflict with the activities of the transition.

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