HE1254-16-T-9000-0001_Amendment_0001_-_EARMS.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

The purpose of this ammendment is for the follow ing:

1. Post the answ ers to questions submitted by Vendors.

2. Extend the closing date of this RFQ from August 16, 2016 to August 23, 2016, 01:00PM EDT.

3. Make changes to the PWS; moved System Maintannce to section 2.9.4 as this is an annual requirement.

4. Implement Phase 2 Objectives w ithin 120 days, upon the successful completion of Phase 1.

5. All other terms and conditions of this RFQ remain unchanged. (See Summary of Changes)

1. CONTRACT ID CODE PAGE OF PAGES

J 1 30

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 10-Aug-2016

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X HE1254-16-T-9000

X 9B. DATED (SEE ITEM 11)

29-Jul-2016

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer X is extended, is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

10-Aug-2016

CODE

DOD EDUCATION ACTIVITY PROCUREMENT DIV

ATTN: JEROME CARTER

4800 MARK CENTER DRIVE

ALEXANDRIA VA 22350

HE1254 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

HE1254-16-T-9000

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION B - SUPPLIES OR SERVICES AND PRICES

CLIN 0004

The CLIN description has changed from Training to Phase 1 - Training.

CLIN 1001

This CLIN has been renumbered to CLIN 0005.

The option status has changed from Option to No Status.

CLIN 1002

This CLIN has been renumbered to CLIN 1001.

CLIN 1003

This CLIN has been renumbered to CLIN 0006.

The CLIN description has changed from Training to Phase 2 - Training.

The option status has changed from Option to No Status.

CLIN 2001

This CLIN has been renumbered to CLIN 2002.

CLIN 2002

This CLIN has been renumbered to CLIN 2001.

CLIN 2003

The CLIN description has changed from Training to Phase 3 - Training.

SECTION C - DESCRIPTIONS AND SPECIFICATIONS

The following have been modified:

PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT

FOR

Electronic Archive and Records Management System (EARMS)

1. General Information and Scope of Work.

1.1 The Department of Defense, Office of Inspector General (DoD OIG) has a requirement for an Electronic

Archive and Records Management System (EARMS) and Professional Support for the installation, configuration, and integration of the software components to be deployed throughout the Agency.

1.2 Department of Defense, Office of the Inspector General (DoD OIG), Office of the Chief Information Officer (OCIO), is responsible for installing, maintaining, operating and supporting all OIG IT systems, enabling the OIG to accomplish its broad and continuing mission to seek out fraud waste and abuse, provide support for all levels of DOD, and provide complete oversight for numerous oversight initiatives.

Current OIG transformational efforts focus on the improvements to business processes and organizational structures as part of the broader DOD effort to better support the war fighters, services and agencies, and Congressional mandates. A major focus of the transformation process involves leveraging Information Technology (IT) solutions to improve efficiency and establish an effective workforce.

1.3 The contractor shall provide software that is compliant with DoD 5015.2 STD version 3 certified for baseline and Section 508 of the Rehabilitation Act. The system shall be able to support the full lifecycle management (capturing, indexing, auto-categorizing, storing, managing-in-place, records declaration, archiving, migrating, deleting, transferring, auditing and exporting). The system shall automatically identify electronic information as records, capture, and store information within various locations and move them to a single electronic repository or archive in accordance with requirements of this Performance Work Statement (PWS). The system shall auto-categorize or organize records within the archive in a way that accurately reflects OIG business processes. The system shall cull (e.g. remove duplicates, apply version control, delete trash) data within the archive. The software shall provide advanced searching and retrieval methods that supports litigation and other requests for information. The system shall provide easy access to all relevant records and metadata. The system shall protect records from unauthorized access, alteration or deletion and provide audit trail of all actions. The system shall auto-delete or transfer data when authorized and provide the ability to override or manually perform these actions. The system shall provide analytical and reporting capabilities to ensure the government can assess how well the system is working and how effective OIG information is being managed by the system.

1.4 The contractor shall provide onsite professional support to install software on the OIG’s networks, load and configure business rules for the system to meet agency needs, integrate with existing OIG business systems, and test software to ensure it is fully operational and compliant with DoD security directives. The contractor shall provide yearly maintenance and upgrades for the software. The contractor shall provide technical system configuration and maintenance documents. The contractor shall provide user and administrator system training to meet the goal of improving physical and electronic records management within DoD OIG that meets OMB (M-12-18) requirements.

2. Requirement (Objectives).

The tasks listed below are provided to the contractor to help in gaining a better understanding of the requirements in order to successfully meet the objective. The tasks are not all inclusive as the contractor is expected to develop the total solution for meeting all the requirements of the objective in accordance with a performance based approach .

Phase 1: Objectives 1 through 4– Calendar Year 2016.

2.1 (Objective 1) Software Acquisition

The contractor shall provide a Commercial off-the-shelf (COTS) software solution in accordance with the requirements within this PWS.

2.1.1 (Task 1) Please see Section 8 for detailed specifications of the software requirements.

Performance Standards and Acceptable Quality Levels The following applies to Objective 1:

2.1.2 Performance Standard (PS1) – Task shall be completed within 30 days of contract award and in accordance with the PWS.

2.1.3 Acceptable Quality Level (AQL 1) – No Deviation from the Performance Standard.

2.2 (Objective 2) System Installation

The objective of System Installation and Deployment is to ensure the Contractor supplied software is installed correctly within the DoD OIG information technology environment based on requirements of the PWS. The Contractor shall:

2.2.1 (Task 1) Perform installation activities such as pre & post-implementation planning, configuration management, release builds and instructions, and troubleshooting for installation activities.

2.2.2 (Task 2) Install software onsite for all applicable computers or servers within the OIG network.

2.2.3 (Task 3) Provide related documents, including project plans, data flow diagrams, and structure diagrams.

Performance Standards and Acceptable Quality Levels The following applies to Objective 2:

2.2.4 Performance Standard (PS1) – Tasks shall be completed within 60 days of contract award.

2.2.5 Acceptable Quality Level (AQL 1) – In the event of schedule setbacks the Contractor shall complete 90% of all tasks associated with this objective within 60 days of contract award with the understanding that the remaining 10% shall be completed no later than 70 days after contract award.

2.3 (Objective 3) Email Capture and Management

2.3.1 The objective of Electronic Message Capture and Management is to capture, index, archive, delete, and make available electronic messages created and received by OIG personnel, including .PST files. The system should be fully operational and properly configured, integrated, and tested for managing OIG email. Also, the objective is to help OIG attorneys and other authorized personnel search, retrieve, and suspend the normal disposition of information relating to e-Discovery, investigations, etc.

2.3.1.1 (Task 1) System Configuration and Integration

The objective of System Configuration and Integration task is to analyze, review, create, modify, consolidate and/or refine detailed system configurations to ensure successful implementation and integration. The contractor shall:

2.3.1.1.1 Configure software to interpret OIG policies and business rules relating to electronic messages.

2.3.1.1.2 Configure software to ensure archived information is accessible by authorized OIG personnel.

2.3.1.1.3 Analyze and configure software for the capture and storage of 10 terabytes of email messages from Microsoft Exchange and 20 terabytes of .PST files.

2.3.1.1.4 Analyze, configure, and enable access to the system repository/archive for 1600 OIG personnel.

2.3.1.1.5 Integrate software with Microsoft Exchange, Microsoft Outlook and other electronic repositories.

2.3.1.1.6 Configure system to support litigation and case management.

2.3.1.1.7 Ingest up to 10 terabytes of email messages and 20 terabytes of .PST files into the system archive.

Performance Standards and Acceptable Quality Level. The following applies to Task 1:

2.3.1.1.8 Performance Standard (PS1) - Tasks shall be completed by within 120 days of

2.3.1.1.9 Acceptable Quality Level (AQL 1) - In the event of schedule setbacks the Contractor shall complete 90% of all tasks associated with this objective within 120 days of contract award with the understanding that the remaining 10% shall be completed no later than 130 days after contract award.

2.3.1.2 (Task 2) System Testing

The objective of system testing is to ensure the system is installed, configured, integrated, and working properly within the OIG IT environment. The contractor shall

2.3.1.2.1 Create, modify, document and perform testing activities and requirements within the OIG’s test and production environments.

2.3.1.2.2 Test software to ensure the system is working properly within the OIG IT environment by conducting a pilot deployment.

2.3.1.2.3 Test software configurations and other testing to ensure the system is properly integrated with other electronic systems and repositories in accordance with PWS requirements.

2.3.1.2.4 Provide testing results, such as all identified problems, failures, malfunctions, and any inappropriate performance of the equipment, software, subsystems, or overall system.

2.3.1.2.5 Provide written reports that documents the installed software met all the reliability and operating requirements presented in the PWS.

Performance Standards and Acceptable Quality Level.

The following applies to Task 2:

2.3.1.2.6 Performance Standard (PS1) – Task/Testing shall be completed within 120 days of

2.3.1.2.7 Acceptable Quality Level (AQL 1) – In the event of schedule setbacks the Contractor shall complete 90% of all tasks/testing associated with this objective within 120 days of contract award with the understanding that the remaining 10% of all task/testing shall be completed within 130 days after contract award.

2.3.1.3 (Task 3) System Maintenance

The objective of System Maintenance is to ensure the Contractor supplied software achieve successful levels of performance, reliability, maintainability, including system availability and storage performance. The contractor shall:

2.3.1.3.1 Provide annual software maintenance that includes technical support during business hours. Note: If cost of annual maintenance is based on storage, the government requires;

2.3.1.3.1.1 30 terabytes storage during calendar year 2016 for electronic messages;

2.3.1.3.2 Perform or provide all software updates, upgrades, patches, and fixes.

2.3.1.3.3 Produce documentation to support OIG Help Desk reported issues, including documentation to identify trends and patterns of system usage and performance.

The following applies to Task 3:

2.3.1.4 Performance Standard (PS1) - Tasks shall be completed by within 120 days of contract award.

2.3.1.5 Acceptable Quality Level (AQL 1) – In the event of schedule setbacks the Contractor shall complete 90% of all tasks associated with this objective within 120 days of contract award with the understanding that the remaining 10% shall be completed no later than 130 days after

2.4 (Objective 4) Training

2.4.1 (Task 1) User Training

The objective of the User Training is to assist users with using the EARMS to search and access archived records (i.e. electronic messages) created or received by them.

The Contractor shall make accessible two User training classes. Training may consists of online video tutorials, online classes, web-based self-paced courses, and/or an online library of downloadable training materials, including: PowerPoint slides, step-by-step manuals, “how-to” guides, FAQs, hand-outs, etc. The Contractor shall provide continual access to online or computer based training materials for all employees. Training should not include Instructor-led or in-person training. The contractor shall:

2.4.1.1.1 Provide access to User training/materials relating to archiving and accessing electronic messages for 1600 personnel.

2.4.1.1.2 Provide downloadable materials (e.g. user guide, fact sheet) that support system use by OIG personnel.

2.4.1.1.3 Training shall be accessible to OIG personnel for a minimum of 365 after contract award.

The following applies to Task 1:

2.4.1.1.4 Performance Standard (PS 1) – Material shall be provided within 60 days after

2.4.1.1.5 Acceptable Quality Level (AQL 1) – In the event of schedule setbacks the Contractor shall complete 90% of all tasks associated with this objective within 60 days of later than 70 days after contract award.

2.4.2 (Task 2) System Administrator Training

The objective of System Administrator Training is to ensure administrators gain an advanced understanding of how to operate and maintain the system, including how to perform searches, conduct audits, analyze content, produce reports, maintain user profiles, and perform basic troubleshooting of the system.

The Contractor shall make accessible two System Administrator training classes. Training may consists of online video tutorials, online classes, web-based self-paced courses, and/or an online library of downloadable training materials, including: PowerPoint slides, step-by-step manuals, “how-to” guides, FAQs, hand-outs, etc. The Contractor shall provide continual access to online or computer based training materials for all employees. Training should not include Instructor-led or in-person training. The contractor shall

2.4.2.1.1 Provide access to technical training/materials for system administrators.

2.4.2.1.2 Provide downloadable materials (e.g. system documentation, manuals and user guides) that support system administration and maintenance and to help OIG personnel provide initial support for basic customer issues and to solve basic technical problems and investigating elevated issues.

2.4.2.1.3 Training shall be accessible to OIG personnel for a minimum of 365 after contract award.

The following applies to Task 2:

2.4.2.1.4 Performance Standard (PS 1) – Material shall be provided within 30 days after

2.4.2.1.5 Acceptable Quality Level (AQL 1) – In the event of schedule setbacks the Contractor shall complete 90% of all tasks associated with this objective within 30 days of later than 40 days after contract award.

2.4.3 (Task 3) Litigation Case Management Training

The objective of Litigation Support training is to ensure OIG attorneys know how to associate relevant information to case files and export that information from the system to other authorized parties, when needed.

The Contractor shall make accessible two Litigation Case Management training classes. Training may consists of online video tutorials, online classes, web-based self-paced courses, and/or an online library of downloadable training materials, including: PowerPoint slides, step-by-step manuals, “how-to” guides, FAQs, hand-outs, etc. The Contractor shall provide continual access to online or computer based training materials for all employees. Training should not include Instructor-led or in-person training. The contractor shall:

2.4.3.1.1 Provide access to training/materials pertaining to case management and litigation support.

2.4.3.1.2 Provide downloadable materials (i.e. manuals) that support case management and litigation.

2.4.3.1.3 Training shall be accessible for a minimum period of 180 days after successful test and conclusion of pilot deployment.

The following applies to Task 3:

2.4.3.1.4 Performance Standard (PS 1) – Material shall be provided within 60 days after

2.4.3.1.5 Acceptable Quality Level (AQL 1) – In the event of schedule setbacks the Contractor shall complete 90% of all tasks associated with this objective within 60 days of later than 70 days after contract award.

Phase 2: Objectives 5 and 6– Calendar Year 2017.

Phase two (2) shall begin immediately upon the successful conclusion of System Configuration and Integration, and System Testing in phases one.

2.5 (Objective 5): Unstructured Data Capture and Management. – Calendar Year 2017

The objective of Unstructured Data Capture and Management is to capture, index, archive, delete, and make available unstructured information created and received by OIG personnel. The system should be fully operational and properly configured, integrated, and tested for managing OIG unstructured data (e.g.

Microsoft Word, PowerPoint, Excel, and PDF documents).

2.5.1 (Task 1) System Configuration and Integration

The objective of the System Configuration and Integration task is to analyze, review, create, modify, consolidate and/or refine detailed system configurations to ensure successful implementation and integration. The contractor shall:

2.5.1.1 Configure software to interpret OIG policies and business rules relating to unstructured data.

2.5.1.2 Configure software to ensure archived information is accessible by authorized OIG personnel.

2.5.1.3 Analyze and configure software for the capture and store of 20 terabytes of unstructured data.

2.5.1.4 Integrate software with existing OIG electronic repositories and systems to ensure functionality.

2.5.1.5 Ingest up to 20 Terabytes of unstructured data into archive.

Performance Standards and Acceptable Quality Level. The following applies to Task 1.

2.5.1.6 Performance Standard (PS 1) – All tasks shall be completed within 30120 days after the successful completion of phase 1.option for phase 2 has been exercised by the Government.

2.5.1.7 Acceptable Quality Level (AQL 1) – No deviation from the required completion date.

2.5.2 (Task 2) System Testing

The objective of system testing is to ensure the system is installed, configured, integrated, and working properly within the OIG IT environment. The contractor shall:

2.5.2.1 Create, modify, document and perform testing activities and requirements within the OIG’s test and production environments.

2.5.2.2 Test software to ensure the system is working properly within the OIG IT environment by conducting a pilot deployment.

2.5.2.3 Provide testing results, such as all identified problems, failures, malfunctions, service calls, and any inappropriate performance of the equipment, software, subsystems, or overall system.

2.5.2.4 Provide written reports that document the installed software met all the reliability and operating requirements presented in the PWS.

Performance Standards and Acceptable Quality Level. The following applies to Task 2:

2.5.2.5 Performance Standard (PS 1) - All tasks shall be completed within 30120 days after the successful completion of phase 1option for phase 2 has been exercised by the Government. .

2.5.2.6 Acceptable Quality Level (AQL 2) – No deviation from the required completion date.

2.6 (Objective 6) Training

2.6.1 (Task 1) System Administrator Training

The objective of System Administrator Training is to ensure administrators gain an advanced understanding of how to operate and maintain the system, including how to perform searches, conduct audits, analyze content, produce reports, maintain user profiles, and perform basic troubleshooting of the system.

The Contractor shall make accessible two System Administrator training classes. Training may consists of online video tutorials, online classes, web-based self-paced courses, and/or an online library of downloadable training materials, including: PowerPoint slides, step-by-step manuals, “how-to” guides, FAQs, hand-outs, etc. The Contractor shall provide continual access to online or computer based training materials for all employees. Training shall not include Instructor-led or in-person training. The contractor shall:

2.6.1.1 Provide access to technical training/materials for system administrators.

2.6.1.2 Provide downloadable materials (e.g. system documentation, manuals and user guides) that support system administration and maintenance and to help OIG personnel provide initial support for basic customer issues and to solve basic technical problems and investigating elevated issues.

2.6.1.3 Training shall be accessible for 365 days after contract award.

2.6.1.4 Materials shall be accessible for a period of 365 days after successful test and conclusion of pilot deployment.

2.6.1.5 Performance Standard (PS 1) - All tasks shall be completed within 30 days after the successful completion of phase 1option for phase 2 has been exercised by the Government.

2.6.1.6 Acceptable Quality Level (AQL 1) – No deviation from the required completion date.

Phase 3: Objectives 7 and 8 (Optional CLIN)– Calendar Year 2018.

2.7 (Objective 7): Structured Data Capture and Management

The objective of Structured Data Capture and Management is to capture, index, archive, delete, and make available information created and maintained within major OIG databases or electronic systems. The system should be fully operational and properly configured, integrated, and tested for managing OIG structured data (i.e. Investigative Case Management Systems).

2.7.1 (Task 1) System Configuration and Integration

The objective of the System Configuration and Integration task is to analyze, review, create, modify, consolidate and/or refine detailed system configurations to ensure successful implementation and integration. This task is further described by the following; the Contractor shall:

2.7.1.1 Configure software to interpret OIG policies and business rules relating to structured data.

2.7.1.2 Configure software to ensure archived information is accessible by authorized OIG personnel.

2.7.1.3 Analyze and configure software for the capture and storage of 20 5 terabytes of unstructured data.

2.7.1.4 Integrate software with existing OIG databases and systems to ensure functionality.

2.7.1.5 Ingest up to 5 Terabytes of structured data into archive.

Performance Standards and Acceptable Quality Level. The following applies to Task 1.

2.7.1.6 Performance Standard (PS 1) – All tasks shall be completed within 30 days after the option for phase 3 has been exercised by the Government.

2.7.1.7 Acceptable Quality Level (AQL 1) – No deviation from the required completion date.

2.7.2 (Task 2) System Testing

The objective of system testing is to ensure the system is installed, configured, integrated, and working properly within the OIG IT environment. The contractor shall:

2.7.2.1 Create, modify, document and perform testing activities and requirements within the OIG’s test and production environments.

2.7.2.2 Test software configurations and other testing to ensure the system is properly integrated with other major OIG databases and systems in accordance with PWS requirements.

2.7.2.3 Provide testing results, such as all identified problems, failures, malfunctions, service calls, and any inappropriate performance of the equipment, software, subsystems, or overall system.

2.7.2.4 Provide written reports that documents the installed software met all the reliability and operating requirements presented in the PWS.

Performance Standards and Acceptable Quality Level. The following applies to Task 2:

2.7.2.5 Performance Standard (PS 1) - All tasks shall be completed within 30 days after the option for phase 3 has been exercised by the Government.

2.7.2.6 Acceptable Quality Level (AQL 1) – No deviation from the required completion date.

2.8 (Objective 8) Training

The objective of System Administrator Training is to ensure administrators gain an advanced understanding of how to operate and maintain the system, including how to perform searches, conduct audits, analyze content, produce reports, maintain user profiles, and perform basic troubleshooting of the system.

2.8.1 (Task 1) System Administrator Training

The Contractor shall make accessible two System Administrator training classes. Training may consists of online video tutorials, online classes, web-based self-paced courses, and/or an online library of downloadable training materials, including: PowerPoint slides, step-by-step manuals, “how-to” guides, FAQs, hand-outs, etc. The Contractor shall provide continual access to online or computer based training materials for all employees. Training shall not include Instructor-led or in-person training. This objective is further described by the following; the Contractor shall:

2.8.1.1 Provide access to technical training/materials for system administrators.

2.8.1.2 Provide downloadable materials (e.g. system documentation, manuals and user guides) that support system administration and maintenance and to help OIG personnel provide initial support for basic customer issues and to solve basic technical problems and investigating elevated issues.

2.8.1.3 Training shall be accessible for 365 days after contract award.

2.8.1.4 Materials shall be accessible for a period of 365 days after successful test and conclusion of pilot deployment.

2.8.1.5 Performance Standard (PS 1) - All tasks shall be completed within 30 days after the option for phase 3 has been exercised by the Government.

2.8.1.6 Acceptable Quality Level (AQL 1) – No deviation from the required completion date.

2.9 (Objective 9) (General requirements)

The following tasks are considered general requirements and are to be performed throughout the life of the contract.

2.9.1 (Task 1)Project Management Plan (PMP)

2.9.1.1 The Contractor shall provide a Project Management Plan (PMP) at the Kick Off meeting.

The PMP shall incorporate the following additional information:

- Calendar of events/Milestones

- Points of Contact

- General Operating Procedures for:

o Deliverables Per Task o Problem/Issue Resolution

- Task Methodologies

- Quality Control Procedures

2.9.2 (Task 2) Monthly Status Report: The Contractor shall revise the PMP and submit it as a

Monthly Status Report to update the deliverable schedule and any appropriate changes to other areas of the PMP. The Contractor shall also revise the PMP at the time each phase is exercised and during the course of this contract as needed.

2.9.3 (Task 3) Status Meetings: The Contractor shall attend scheduled status meetings with the

COR and business owner to communicate the Contractor’s progress/performance, identification of performance problems, recommended corrective actions, and other pertinent issues during the first year of each phase. At the COR’s discretion, meetings and progress reports can be provided using video/web conferencing or telephone. The Contractor or COR will attend additional meetings as needed. Written or verbal progress reports shall contain an accurate, up-to-date summary account of tasks completed during the month, on-going tasks during the month, tasks to be worked during the next month, and any outstanding issues with any recommended corrective actions. The COR will review and provide feedback within five (5) business days after receipt of the progress report.

2.9.3 (Task 4) Quality Control Plan: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS.

The contractor will develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s Quality Control Plan is the means by which the contractor assures that the work performed complies with the requirements of the contract. The contractor shall provide its Quality Control Plan at the Kick-Off meeting. The Quality Control Plan must address the quality control planning, execution, and tracking to be utilized to assure compliance with contract performance standards.

2.9.4 (Task 5) System Maintenance

The objective of System Maintenance is to ensure the Contractor supplied software achieve successful levels of performance, reliability, maintainability, including system availability and storage performance. This maintenance shall be purchased annually via the use of option CLINs and at the discretion of the Government. The contractor shall:

2.9.4.1 Provide annual software maintenance that includes technical support during business hours.

Note: If cost of annual maintenance is based on storage, the government requires;

2.9.4.2 50 terabytes storage for electronic data;

2.9.4.3 Perform or provide all software updates, upgrades, patches, and fixes.

2.9.4.4 Produce documentation to support OIG Help Desk reported issues, including documentation to identify trends and patterns of system usage and performance.

2.9.3.12.9.4.5 Performance Standard (PS 1) – All tasks associated with Objective 9 (General Requirements) shall be completely by their required due dates.

2.9.3.22.9.4.6 Acceptable Quality Level (AQL 1) – No deviation.

3 Constraints.

3.1 Electronic Archive and Records Management Software General Requirements

The Contractor's EARMS solution shall not use existing OIG SharePoint platform.

Shall be installed onsite and not through remote means DoD OIG data shall not be accessed remotely by contractor If software license is based on storage regardless of location, it shall be configured to support 55 terabytes of electronic data Shall be configured to support 30 terabytes of electronic messages during Phase 1 during calendar year

Shall be configured to support 20 terabytes of unstructured data during Phase 2 during calendar year 2017 Shall be configured to support 5 terabytes of structured data during Phase 3 during calendar year 2018 Shall permit the Government to routinely manage its storage through de-duplication and routine deletions of redundant, obsolete, and trash data Shall support 1600 users on an unclassified network for managing electronic messages Shall allow users to access to their archived electronic messages Shall have the ability to auto-categorize information and automatically declare records based on business rules or records schedules Shall have basic records management functionality to declare, store, set disposition dates, place holds/freezes, and notify of upcoming records destruction dates for all electronic records Shall have the functionality to access and store records from existing electronic repositories and systems (e.g. Microsoft SharePoint, Microsoft Outlook, network shares or shared-drives, Microsoft Customer Relationship Management (CRM) based systems, Structured Query Language (SQL) and Oracle databases, websites and transactional systems).

Shall currently have DoD 5015.2 STD version 3 certification for baseline Shall meet DoD Security Technical Implementation Guides (STIG) requirements System technical backend needs to be compatible with SQL and Oracle database connections Provide yearly maintenance and software upgrades Shall be compatible with latest Windows server operating environment including, 2008R2 and

2012R2 and compliant with DoD STIG requirements

3.2 Security Requirements

3.2.1. Security: This DOD work effort involves unclassified material. The Contractor shall not have access to OIG information or network without OIG personnel present. Personnel shall adhere to the Privacy Act, Title 5 of the U.S. code, Section 552a and applicable agency rules and regulations.

3.2.1. Building Access: The contractor personnel shall be issued Mark Center RED Visitor ESCORT REQUIRED Badges at the Mark Center Visitor Center. An OIG personnel shall escort the contractor during their time at the Mark Center. The RED Visitor Badge shall be worn at all times on the upper part of the body so as to be clearly visible and shall be returned to the Mark Center Visitor Center whenever the wearer leaves the Mark Center premises for any reason or any length of time. Personnel who cannot produce acceptable identification, including those already cleared for access, shall not be permitted to enter the Mark Center.

3.3 Disclosure of Information: The Contractor shall not release to anyone any unclassified information, regardless of medium (e.g. film, tape, document, etc.), pertaining to any part of this contract or any program related to this contract.

3.4 Place of Performance: The Government anticipates the primary place for installation and configuration of software tasks shall be at 4800 Mark Center Drive, Alexandria, VA 22350-1500.

3.5 Work Schedule and Hours of Operation: The Government’s primary operations are conducted, Monday through Friday between the hours of 4:00 am and 4:30 pm (E.S.T.), except Federal holidays or any other day(s) designated by Federal Statute, Executive Order, or Presidential Proclamation. The ten Federal holidays include New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, and Christmas Day.

3.6 INSPECTION AND ACCEPTANCE: Inspection and acceptance as it pertains to all work performance, reports and other deliverables under this contract shall be performed by the DOD OIG COR: ATTN: TBD.

3.6.1 Scope of Inspection: All deliverables shall be inspected for content, completeness, accuracy and conformance to contract requirements by the client representative. Inspection may include validation of information or software through the use of automated tools and/or testing of the deliverables, as specified in the contract.

3.6.2 The Government requires a period not to exceed thirty (30) days after receipt of final deliverable items for inspection and acceptance or rejection.

3.6.3 The Contractor shall provide electronic copies of each deliverable. Electronic copies shall be delivered via email attachment or other media by mutual agreement of the parties.

3.6.4 Written Acceptance/Rejection by the Government: The Government shall provide written notification of acceptance or rejection of all final deliverables within fifteen (15) working days. Absent written notification, final deliverables shall be construed as accepted. All notifications of rejection shall be accompanied with an explanation of the specific deficiencies causing the rejection.

3.6.5 Conforming Products or Services: Non-conforming products or services shall be rejected.

Deficiencies shall be corrected, by the Contractor, within seven (7) working days of the rejection notice. If the deficiencies cannot be corrected within seven (7) work days, the Contractor shall immediately notify the COR of the reason for the delay and provide a proposed corrective action plan within seven (7) work days.

3.6.6 Place(s) of Delivery

3.6.1.1 DOD OIG Mission Support Team, Office of the Chief Information Officer

ATTN: Charlene White 4800 Mark Center Drive Alexandria, VA 22350-1500.

3.6.1.2 Email address for electronic deliveries will be provide after contract award.

4 Government-furnished Resources

4.1 Basic facilities such as work space and its associated operating requirements (i.e., phones, desks, utilities, information technology, consumables and general purpose office supplies) shall be provided while working in Government facilities. Additionally, the tasks in this PWS require a physical presence in order to ensure successful performance. The Government shall provide information, material and forms unique to the Government for supporting the task. All Government unique information related to this requirement, which is necessary for Contractor performance, shall be made available to the Contractor.

The COR shall be the point of contact for identification of any required information to be supplied by the Government.

5 Contract Deliverables:

5.1 The Contractor shall provide deliverables in electronic format. All deliverables are subject to final COR approval. Technical Exhibit 1 provides a summary of all the deliverable listed throughout the PWS.

TECHNICAL EXHIBIT 1

DELIVERABLES SCHEDULE

Milestone/Deliverable PWS Reference FORMAT Planned Frequency

PROJECT

MANAGEMENT PLAN

2.9 ELECTRONIC (e.g.

MICROSOFT WORD OR

.PDF)

WITHIN 30 DAYS OF

CONTRACT AWARD

AND/OR AT KICKOFF

MEETINGS OF PHASES

MONTHLY STATUS

REPORTS

2.9 ELECTRONIC (e.g.

MICROSOFT WORD OR

.PDF)

10TH DAY OF THE

MONTH FOR THE

PREVIOUS MONTH’S

ACTIVITIES

STATUS MEETINGS 2.9 VIRTUAL, ONLINE, OR

TELEPHONE

BIWEEKLY DURING

THE 1ST YEAR OF EACH

PHASE

TRAINING Phase 1: 2.4.1;

2.4.2; 2.4.3 Phase 2: 2.6.1;

Phase 3: 2.8.1

ELECTRONIC

DOWNLOADABLE

MATERIALS OR ACCESS

TO ONLINE TRAINING

AS NEW PROCESSES OR

PHASES IN THE PWS

ARE IMPLEMENTED

OPERATING

INSTRUCTIONS,

USER GUIDES,

MANUALS

Phase 1: 2.4.1.2;

2.4.2.2; 2.4.3.2 Phase 2: 2.6.1.2 Phase 3: 2.8.1.2

ELECTRONIC

DOWNLOADABLE

MATERIALS OR ACCESS

THROUGH CONTRACTOR

SUPPORTED WEBSITE

AS NEW PROCESSES OR

PHASES IN THE PWS

ARE IMPLEMENTED

6. Acronyms and Definitions. Alphabetical list of definitions of key words used or acronyms.

AQL: Acceptable Quality Levels

Business Day: Monday through Friday, excluding Federal holidays

CAC: Common Access Card

CIO: Chief Information Officer

Contracting Officer’s Representative (COR): A representative from the requiring activity assigned by the Contracting Officer to perform surveillance and to act as liaison to the contractor

DoD OIG: Department of Defense, Office of Inspector General

GFE: Government furnished Equipment

GFI: Government Furnished Information

NARA: National Archives and Records Administration

PRS: Performance Requirement Summary

PWS: Performance Work Statement

Quality Control Plan: A written plan developed and maintained by the Contractor to ensure effective quality control of services performed in accordance with the PWS.

7. Performance Requirement Summary (PRS) and QASP.

Performance Objective

Performance Standard

AQL Inspection Method

Phase 1: Objectives 1 through 4 – Calendar Year 2016

Objective 1 (Software Acquisition) PWS Para 2.1

Task 1

Tasks shall be completed within

30 days of contract award and in accordance with the PWS

No deviation

Periodic Surveillance through observation, Status Meetings and Monthly Status Reports

Objective 2 (System Installation) PWS Para 2.2

Tasks 1-3

Tasks shall be completed within

60 days of contract award

In the event of schedule setbacks the Contractor shall complete 90% of all tasks associated with this objective within 60 days of contract award with the understanding that the remaining 10% shall be completed no later than 70 days after contract award

Periodic Surveillance through observation, Status Meetings and Monthly Status Reports

Objective 3 (Email Capture and Management) PWS Para 2.3

Task 1 (System Configuration and Integration)

Tasks shall be completed by within 120 days of contract award

In the event of schedule setbacks the Contractor shall complete 90% of all tasks associated with this objective within 120 days of contract award with the understanding that the remaining 10% shall be completed no later than 130 days after contract award

Periodic Surveillance through observation, Status Meetings and Monthly Status Reports

Objective 3 (Email Capture and Management) PWS Para 2.3

Task 2 (System Testing)

Task/Testing shall be completed within 120 days of contract award

In the event of schedule setbacks the Contractor shall complete 90% of all tasks/testing associated with this objective within 120 days of contract award with the understanding that the remaining 10% of all task/testing shall be completed within 130 days after contract award

Periodic Surveillance through observation, Status Meetings and Monthly Status Reports

Objective 3 (Email Capture and Management) PWS Para 2.3

Task 3 (System Maintenance)

Tasks shall be completed by within 120 days of contract award

In the event of schedule setbacks the Contractor shall complete 90% of all tasks associated with this objective within 120 days of contract award with the understanding that the remaining 10% shall be completed no later than 130 days after contract award

Periodic Surveillance through observation, Status Meetings and Monthly Status Reports

Objective 4 (Training) PWS Para 2.4

Task 1 (System Administrator Training)

Material shall be provided within

60 days after contract award

In the event of schedule setbacks the Contractor shall complete 90% of all tasks associated with this objective within 60 days of contract award with the understanding that the remaining 10% shall be completed no later than 70 days after contract award

Periodic Surveillance through observation, Objective 4 (Training) PWS Para 2.4

Task 2 (User Training)

Material shall be provided within

30 days after contract award

In the event of schedule setbacks the Contractor shall complete 90% of all tasks associated with this objective within 30 days of contract award with the understanding that the remaining 10% shall be completed no later than 40 days after contract award

Periodic Surveillance through observation, Status Meetings and Monthly Status Reports

Objective 4 (Training) PWS Para 2.4

(Task 3) Litigation Case Management Training

Material shall be provided within

60 days after contract award

In the event of schedule setbacks the Contractor shall complete 90% of all tasks associated with this objective within 60 days of contract award with the understanding that the remaining 10% shall be completed no later than 70 days after contract award

Periodic Surveillance through observation, Status Meetings and Monthly Status Reports

Phase 2: Objectives 5 and 6– Calendar Year 2017

Objective 5 (Unstructured Data Capture and Management) PWS Para 2.5

Task 1 (System Configuration and Integration)

All tasks shall be completed within 30120 days after the successful completion of phase 1.option for phase 2 has been exercised by the

Government

No Deviation

Periodic Surveillance through observation, Status Meetings and Monthly Status Reports

Objective 5 (Unstructured Data Capture and Management) PWS Para 2.5

Task 2 (System Testing)

All tasks shall be completed within 30120 days after the successful completion of phase 1.option for phase 2 has been exercised by the

Government

No Deviation

Periodic Surveillance through observation, Status Meetings and Monthly Status Reports

Objective 6 (Training) PWS Para 2.6

Task 1 (System Administrator Training)

All tasks shall be

30 days after the successful completion of phase 1.option for phase 2 has been exercised by the

Government

No Deviation

Periodic Surveillance through observation, Status Meetings and

Phase 3: Objectives 7 and 8 (Optional CLIN) – Calendar Year 2018

Objective 7 (Structured Data Capture and Management) PWS Para 2.7

Task 1 (System Configuration and Integration)

All tasks shall be completed within 30 days after the option for phase

32 has been exercised by the

Government

No Deviation Periodic Surveillance through observation, Status Meetings and Monthly Status Reports

Objective 5 (Structured Data Capture and Management) PWS Para 2.7

Task 2 (System Testing)

All tasks shall be completed within 30 days after the option for phase

32 has been exercised by the

Government

No Deviation Periodic Surveillance through observation, Status Meetings and Monthly Status Reports

Objective 8 (Training) PWS Para 2.8

Task 1 (System Administrator Training)

All tasks shall be

30 days after the option for phase

32 has been exercised by the

Government

No Deviation

Periodic Surveillance through observation, Status Meetings and

Monthly Status Reports

General Requirements

Objective 9 (General Requirements)

PWS Para 2.9

All tasks associated with

Objective 9 (General

Requirements) shall be completely by their required due dates

No Deviation

Periodic Surveillance through observation,

7.2 Quality Assurance Surveillance Plan (QASP)

The Government will utilize a QASP to monitor the contractor’s performance on the contract. The QASP is a living document and can change at any time during the life of the contract. As such, the Government reserves the right to unilaterally edit the QASP at the Government’s discretion.

8. Requirement Specifications.

The system shall meet all of the specifications listed below:

Capture Records

ID # Requirement Description and Notes CR 001 The system shall use automated mechanisms to identify, System shall use automated index, and ingest data, including electronic messages from Microsoft Outlook, shared-drive folders, SharePoint sites, websites, and database systems while limiting the impact on the performance of the system.

mechanisms to identify, index, and ingest electronic data.

CR 002 The system shall ensure that all electronic messages are captured in a format that retains all related metadata, including folder structure.

The system shall capture related metadata.

CR 003 The system shall capture all semi-structured electronic messages, including inbound and outbound e-mail and attachments, header information, calendar items, and task lists.

The system shall capture semi-structured data, including email and attachments.

CR 004 The system shall provide the ability to locate, ingest, and index .PST email files.

The system shall capture .PST files

CR 005 The system shall maintain links between .PST email files and users who created or received them.

The system shall maintain links between .PSTs and users.

CR 006 The system shall store one instance of data within an electronic repository available for authorized searches.

The system shall store only one instance of data.

CR 007 The system shall de-duplicate files, eliminating multiple versions of files and maintaining one instance of the file to reduce storage costs.

The system shall de-duplicate data.

CR 008 The system shall capture a journal file of all electronic messages created or received. The journal shall include attachments, calendar appointments and tasks.

The system shall capture and journal electronic messages.

CR 009 The system shall manage electronic messages “in-place” to reduce storage costs.

The system shall manage electronic messages in place.

Document Records Transactions

DRT 001 The system shall provide the ability to auto-categorize data and define content as official records based on business rules and the DoD IG records schedule using artificial intelligence, such as semantic reasoning.

System shall be able to determine the type of record from a large amount of data.

DRT 002 The system shall permit authorized users to easily mark documents as records or manually refine auto-classification of information as non-records or trash, spam, and draft files.

Authorized users shall be able to override classification and manually identify records.

DRT 003 The system shall identify permanent records and temporary records, including identifying non-record data and e-Trash inappropriate for archival retention.

The system shall be able to distinguish between the types of records and non-records.

DRT 004 The system shall provide for automatically capturing metadata and tagging of unstructured data using industry-standard metadata to include: creator, creating organization, author, recipients, subject matter, format, various dates (date created, date filed), a "vital records" indicator.

The system shall be able to capture metadata automatically and tag unstructured data.

DRT 005 The system shall reliably link metadata to records including those identified within the DoD IG records…