ESBD_524143_1780607698729_Exhibit L, Deliverables.pdf

RFO No. HHS0017000 Exhibit L

Exhibit L, Deliverables

Maven Registries Maintenance and Operations (M&O) Deliverables

For each Deliverable, the System Agency may require a walk-through of the Deliverable in advance of delivery. The System Agency will provide ten (10) Business Days advanced notice to Contractor when a Deliverable step-by-step review is required.

A. Deliverables

Deliverables must be published in a manner that enables visibility, collaboration, and ease of use for the System Agency. The Contractor must:

1. Make all Deliverables available electronically;

2. Use the System Agency approved solution to publish the Deliverables online (e.g., Microsoft SharePoint or another System Agency approved collaboration tool) or at the direction of the System Agency, email the Deliverables to designated roles: (a) Contract Manager and (b) Division IT Liaison.

3. Provide Deliverables that show System Agency approved branding and are free of any copyrights;

4. Update Deliverables throughout the Contract Term as changes occur to Maven M&O and available resources; and

5. Utilize the process as outlined in the System Agency approved Change Management Plan to propose changes to Deliverables throughout the Contract term.

B. Deliverable Acceptance

1. Contractor must provide the Deliverables on or before the dates specified in the scope of work (SOW).

2. Each Deliverable must be reviewed and approved by the System Agency prior to its use. Approval will be granted if the System Agency determines the Deliverable conforms to the accepted Deliverable Expectation Document (DED) and the specifications identified in the Contract. The complexity of the DED shall be proportionate to the complexity of the Deliverable. The System Agency acceptance of any Deliverable does not relieve the Contractor of the liability or responsibility for corrections for subsequent defects, errors, and/or omissions discovered or experienced in connection with the Deliverable.

3. If any Deliverable cannot be provided within the scheduled timeframe, the Contractor’s Project Manager must contact the System Agency’s Project Manager, in writing, and provide a reason for the delay and the proposed revised schedule, which the System Agency may accept or reject at its sole discretion. The System Agency’s acceptance of a Deliverable after the applicable due date does not relieve the Contractor from its obligation to submit a complete Deliverable by the specified due date.

Deliverable

ID

Deliverable Name

Deliverable Due Date Update Frequency

DEL-01 Draft Transition Project Work Plan

The draft Transition Project Work Plan must provide the following Transition Deliverables:

a. Transition Weekly Status Report;

b. Readiness Assessment Plan (plan for demonstrating all personnel, processes, and systems are in place and ready for Service delivery);

c. Readiness Assessment Results Report;

d. Finalized Project Management (PM) Plans (Plans required for Operation Phase start date); and

e. Deliverables Expectation Document (DED) for Performance Reporting.

Seven (7) Calendar Days after Contract Effective Date

As required by System Agency

DEL-02 Final Transition Project Work Plan

The final Transition Project Work Plan must include, but not be limited to the following:

a. Establishing Contractor's project manager;

b. Onboarding of Contractor personnel;

c. Commencing the scheduled on-boarding and transfer of technical resources;

d. Completing the knowledge transfer from the out-going service provider; and

e. Demonstrating Contractor’s ability to perform all operational activities in a controlled and repeatable manner in all documented environments (i.e., DEV, TEST, PROD).

Thirty (30) Business Days after Contract Effective Date

DEL-03 Deliverable Expectation Document

(DED)

Each DED must provide details on how the Contractor will verify and meet the Deliverable(s) requirements regarding the purpose, scope, content, and within the required deadlines, and must include but is not limited to the following:

a. Deliverable name;

b. Deliverable purpose;

c. Table of contents for Deliverable;

d. General description of the Deliverable;

e. Deliverable constraints;

f. Deliverable risks and mitigation strategies;

and

g. Deliverable processes, steps, and schedule.

Twenty (20) Business Days after Contract Effective Date

DEL-04 Change Management Plan

The Change Management Plan must describe the Contractor’s change management controls and how the Contractor will initiate, track, implement and manage changes to the Services or to System.

Change Management Plan must include but is not limited to:

a. Process for the Contractor or the System Agency to initiate change;

b. Approvals steps for proposed changes; and

c. Approach to determining the scope of the change.

Five (05) Business Days after the Contract Effective Date or the effective date of any amendments initiated under Section 2.1.5.5 (Supplemental Services)

Deliverable Name

Deliverable Due Date Update Frequency

DEL-05 Risk Management Plan

The Risk Management Plan must include, but is not limited to the following items:

a. Risk mitigation strategies;

b. Issue resolution; and

c. Notification process.

Within twenty (20) Business Days after Contract Effective Date

Annually by September 1st;

or

As required by System Agency

DEL-06 Annual Maintenance Schedule

Provide a defined maintenance schedule which includes scheduled maintenance throughout the Calendar Year.

Thirty (30) Business Days after Contract Effective Date

Annually by September 1st;

or

As needed based upon upcoming deployments;

or

As required by System Agency

DEL-07 Performance and Quality Management Plan (P&QMP)

The P&QMP will ensure Contractor has in place the necessary performance and quality fundamentals (as per information technology best practices), to enable appropriate Contractor personnel and System Agency teams to work collaboratively to plan and implement initiatives, including targeted interventions to improve performance and quality.

The plan will accomplish this by continuously assessing, monitoring, measuring and lastly, evaluating operational and person-centered performance outcomes of service delivery processes

Twenty-one (21) Business Days after Contract Effective Date

Deliverable Name

Deliverable Due Date Update Frequency

DEL-08 Support and Maintenance Plan (S&MP)

The S&MP outlines the operational management approach, tasking, resources and monitoring, tracking and reporting methods highlighting the support and maintenance aspects of the Maven platform within the System Agency DCS.

Twenty-one (21) Business Days after Contract Effective Date

As required by System Agency

DEL-09 Test Management Plan (TMP)

The TMP serves as the artifacts created by the Contractor for each supplemental services project or bug-fix project by registry. The TMP is intended to allow for adequate user acceptance testing and feedback to enable successful deployment.

No later than three (3) weeks after start date of defect/project work

Artifacts to be created for each work effort by Maven registry as necessary.

Deliverable Name

Deliverable Due Date Update Frequency

DEL-10 Turnover Plan At a minimum, the Turnover Plan must include the following:

a. A proposed approach to Turnover including a list of task and sub-tasks as well as any assumptions, dependencies and constraints;

b. A schedule with milestones for Turnover;

c. A staffing plan to support Turnover activities, including knowledge transfer activities with a description of roles and responsibilities of Contractor personnel, including subcontractors;

d. Method for identifying and naming of all data, assets, all working papers, documents, correspondence, software, workflows, and intellectual property to be turned over;

e. Risk register that identifies potential risks, prioritizes the risks based on probability and impact, and establishes appropriate risk management strategies;

f. A communication plan to facilitate interaction between Contractor and System Agency designee;

g. Updated operational tasks and procedures during Phase III - Turnover;

h. Update Contractor Solution operation manuals;

a. Annually on September 1st;

b. Nine months (9) before the end of the Contract Term;

c. Two (2) months before Contract termination; and

d. Six (6) months prior to commencement of Turnover.

Throughout Contract Term as changes occur;

or

As required by the System

Deliverable Name

Deliverable Due Date Update Frequency

DEL-10

continued

i. All Turnover materials are the property of the System Agency and may not have any copyright infringements located anywhere on the documents; and

j. A date for the delivery of all items identified in the Turnover Inventory List (refer to DEL-

10) to the System Agency.

DEL-11 Final Turnover Results Report

The Final Turnover Results Report must document the completion and results of Turnover activities in the System Agency approved format.

The Final Turnover Results Report, at a minimum, must include:

a. Status of current projects;

b. Status of ongoing outstanding issues;

c. Percentage of Turnover activities completed;

d. Completed Turnover activities completed during the month;

e. Upcoming Turnover activities for the next month; and

f. Updated risk register.

Fourteen (14) Business Days before the end of the Contract Term

Deliverable Name

Deliverable Due Date Update Frequency

DEL-12 Turnover Inventory List

The Turnover Inventory List must include but is not limited to:

a. All System developed code in a designated repository as directed by the System Agency;

b. Copies of all: working papers, policies and procedures, operation manuals, programs, troubleshooting guides, curriculum, best practice materials, training manuals, and schedules (in an agreed upon useable format);

c. External and internal correspondence;

d. Non-proprietary third-party software information used for the Contractor Solution

e. Functional workflows and Contractor Solution’s architecture diagrams;

f. Other documentation that describes Contractor Solution operations;

g. Workflow mapping;

h. Business processes, functionalities, and mapping to other solutions; and

i. Any other documents, diagrams, or information required to transfer the Contractor’s Solution to the System Agency or the System Agency’s designee.

Fourteen (14) Business Days before Contract termination;

or

Thirty (30) Business Days after the start of Turnover

Deliverable Name

Deliverable Due Date Update Frequency

DEL-13 Security Assessment Report (SAR)

Provide a SAR, as required by Section 4.2.1 of the Information Security Assessment Supplemental Guidance for External Entities, available at:

https://www.hhs.texas.gov/business/contracting-hhs/vendor-resources https://www.hhs.texas.gov/sites/default/files/docum ents/doing-business-with-hhs/contracting/security-assessment-report-attestation-guideline.pdf

Due to HHSC InfoSecurity mailbox InfoSecurity@hhs.texas.gov.

Annually on September 1st;

or

As required by the System Agency

DEL-14 System Security Plan (SSP)

Provide SSP to System Agency. The SSP must be submitted for System Agency approval.

No later than fourteen (14) Business Days after Contract Effective Date

Annually throughout Contract Term as part of the Contractor’s risk assessment;

or

As required by System Agency

DEL-15 Security Incident Response

Provide notification to System Agency of any application layer vulnerabilities in accordance with the Exhibit D, HHSC Data Use Agreement.

Within one (1) Calendar Day of discovery of issue

As required by System Agency

DEL-16 Help Desk Tickets

Provide a report in an agreed upon format to validate Maven Registry Help Desk Tickets (RHDTs) have completed the analysis and triage process within twelve (12) hours.

5th Business Day of each month after Contract Effective date

Monthly throughout Contract Term or https://www.hhs.texas.gov/business/contracting-hhs/vendor-resources https://www.hhs.texas.gov/business/contracting-hhs/vendor-resources https://www.hhs.texas.gov/sites/default/files/documents/doing-business-with-hhs/contracting/security-assessment-report-attestation-guideline.pdf https://www.hhs.texas.gov/sites/default/files/documents/doing-business-with-hhs/contracting/security-assessment-report-attestation-guideline.pdf https://www.hhs.texas.gov/sites/default/files/documents/doing-business-with-hhs/contracting/security-assessment-report-attestation-guideline.pdf https://www.hhs.texas.gov/sites/default/files/documents/laws-regulations/forms/0020/security-assessment-report.docx mailto:InfoSecurity@hhs.texas.gov mailto:InfoSecurity@hhs.texas.gov