Amendment 4 to RFP NRC3310ADAMS

Addendum A to Solicitation No. NRC3310ADAMS IDIQ Statement of Work Table of Contents

11.

Background

12.

Objective

23.

ECM Program and Vision

23.1.

ECM Program

23.2.

ECM Vision

24.

Overview of ADAMS

45.

ADAMS Libraries and Access Mechanisms

46.

Applications and Interfaces Dependent on ADAMS

67.

Estimated Volume of ADAMS Documents

68.

ADAMS and IBM FileNet P8 Challenges

79.

Scope of IDIQ Contract

810.

6 508 Compliance

811.

Deliverables

812.

Performance Measures

813.

Primary Place of Performance

814.

Travel

1. Background

The U. S. Nuclear Regulatory Commission (NRC) ensures that the nation safely uses radioactive materials for beneficial civilian purposes while ensuring that people and the environment are protected. The NRC regulates commercial nuclear power plants and other uses of nuclear materials, such as nuclear medicine, through licensing, inspection, and enforcement of its regulations. Information associated with these endeavors are stored in and accessed from many different repositories; the primary repository is a document management system known as the Agencywide Documents Access and Management System (ADAMS). ADAMS is discussed in detail in Section C.4, Overview of ADAMS.

The NRC Office of Information Services (OIS) plans, directs, and oversees the NRC's information resources, including technology infrastructure and delivery of information management and technology services to meet the mission and goals of the agency and is the business sponsor of this effort.

The OIS Information and Records Services Division (OIS/IRSD) plans, develops, and delivers programs and services related to the storage, retrieval, protection, and preservation of NRC information in paper and electronic media. It also assists internal and external stakeholders obtain NRC information through the Public Document Room, ADAMS Support Center, the Technical Library, the File Center, the NRC internal and external Web Sites, and the FOIA and Privacy Act programs. IRSD manages a centralized system for the electronic search and retrieval of internal and external agency documents. It also develops and administers the agency information collection budget and directs the agency's records management services.

The Enterprise Content Management (ECM) Program was established within OIS/ IRSD to address agency content management needs that include, but are not limited to, content storage, eForms, search/query/discovery, retrieval, versioning/change management, records management, compliance, capture/ingest, workflow, digital signature, collaboration, security (content security and Federal Information Security Management Act (FISMA) compliance), administration, taxonomy, metadata, data quality/integrity, Personally Identifiable Information (PII) management, rendering, publishing, and enterprise reporting.

2. Objective

The objective of this IDIQ contract is to outline the required professional Information Technology (IT) Services for the NRC ECM Program. Contract services are intended to be provided primarily by an IBM FileNet P8 certified and authorized Contractor for the purpose of providing a full range of IT services, technical expertise, and project management expertise to:

1. Ensure ADAMS operations meets applicable standards by applying Agency adopted project management methodologies;

2. Provide implementation support and re-engineering services to migrate ADAMS applications operating under IBM FileNet Content Services operating system (OS) to operate under the IBM FileNet P8 OS.

3. Maintain synchronized ADAMS Main Library (FileNet Content Services) with the FileNet P8 Main Library by operating existing synchronization routines. (see section 5, ADAMS Libraries and Access Mechanisms);

4. Retire and decommission the IBM FileNet Content Services OS and all related application as migrations are complete;

5. Provide operations and maintenance support for the IBM FileNet Content Services OS (while it remains operational during the migration effort) and the P8 OS as well as the applications that run on each of these environments;

6. Automate processes such as E-mail capture, records management, and document profiling by using the functions available in FileNet P8 and establish workflows for business processes for mission-critical programs and corporate-support operations;

7. Coordinate with the NRC Project Officer to provide them the information they need to perform the development, update and review of all required security documentation for the IBM FileNet P8-based system.

3. ECM Program and Vision

3.1. ECM Program

The ECM Program is an agency wide organizational framework of projects, technologies, policies, governance, and individuals focused on bringing to the NRC, a web-based and collaborative system for content management, streamlined content profiling, straightforward records management, simplified searching, and the ability to combine office workflows with content creation and use. The ECM program has direct responsibility over the establishment of policies, processes, activities, and technologies that involve delivering content management solutions for NRC.

3.2. ECM Vision

The ECM Vision is to improve the quality, efficiency, and security of our regulatory and administrative business processes by providing appropriate and straightforward access to information when needed, regardless of location or access device.

4. Overview of ADAMS

The majority of the NRC’s electronic documents and records rely on aging technology known collectively as ADAMS. In addition, a number of mission-critical applications operate in conjunction with ADAMS.

The ADAMS system, which is based on IBM’s FileNet Panagon Content Services 5.4 (CS) platform, reached a point in its lifecycle where the system’s architecture, infrastructure, and software are outdated and no longer support the NRC’s needs. Additionally, CS has reached its end of life and is operating at the NRC on extended support by the vendor.

The NRC delivered the first version of the ADAMS system based on the Panagon line of products to users in November 1999. The Panagon line of products did not include a records management component; thus, the NRC purchased the TruArc ForeMost records management product and integrated it into the ADAMS system. In May 2001, the NRC completed the integration of ForeMost and users were able to move electronic agency records into the ADAMS repository although ForeMost is providing only minimal value to the NRC, The NRC obtained Contractor support to develop and deploy many enhancements to ADAMS to accommodate new requirements, stay current with updates to the FileNet Panagon product suite, correct software and design errors, and to integrate additional Web-based products to support specific search needs. As the migration from CS to P8 approaches, the NRC has curtailed all but essential changes to the CS environment.

Building the ADAMS document management system involved more than just configuring and deploying the Panagon and ForeMost products. The NRC obtained Contractor support to customize the ADAMS system to make it easier to use and add missing capabilities. Some of the customizations helped ADAMS administrators by making it easier for them to correct data, administer user access, and keep the system in good repair. Other customizations benefited users, by allowing them to group related documents into packages, view different kinds of documents (e.g. Microsoft Word documents, Microsoft Excel spreadsheets, Corel WordPerfect documents, and Adobe PDF files), establish a process to convert document formats to a standard archival format (PDF), and make it difficult to accidentally delete agency records from the system.

The NRC also responded to public requests for a web-based ADAMS search by acquiring the Convera RetrievalWare search tool. This web-based version of the public database went live on January 24, 2003. The NRC developed the Public Information Portal (PIP) that the public uses to search and retrieve documents stored in the Public Library (see Table 1 in Section 5 for a description). Shortly after delivering PIP, the NRC developed the Staff Interface Portal (SIP). SIP, which went live January 2, 2006, lets the NRC staff search for and retrieve documents stored in the ADAMS Main Library repository (see Table 1 in Section 5 for a description) from their web browser.

Over the past several years, NRC program offices required additional content intake, management, and workflow that were developed and incorporated as add-ons to the original ADAMS. The ADAMS integrated applications and interfaces with these specific functionalities include Document Intake and Review Platform (DIRP), Email Capture, Electronic Request for Additional Information (eRAI), Generic Communication (GC), Electronic Information Exchange (EIE), interfaces to Licensing Support Network (LSN), etc.

As a result of NRC’s expanded business needs, in June 2008, NRC acquired additional licenses for IBM’s FileNet P8 as an upgrade path. P8 is considered a temporary solution to keep ADAMS operating and is expected to be in place through the two year base period and through the three years term award. Since late in 2008, the NRC has been testing and prototyping automated processes developed using FileNet P8 products and FileNet Workplace XT. The NRC intends to rollout a parallel ADAMS environment based on P8 by the end of 2010.

5. ADAMS Libraries and Access Mechanisms

The ADAMS libraries and respective access mechanisms are described in Table 1:

Table 1:

6. Applications and Interfaces Dependent on ADAMS

ADAMS uses an early-generation client/server technology modified to meet the NRC business needs. The combination of outdated technology with customizations yielded an application architecture that is difficult to adapt to emerging NRC business needs. NRC needs to improve the platform with which it manages documents. Due to the inability of the existing technology to efficiently and effectively support new business processes, the NRC developed new integrated applications. In many cases, these work-around, custom applications, interfaces, and business processes are integrated with ADAMS to handle agency records processes. However, they do so at the expense of increased data duplication, system complexity, and sometimes over-engineered processes that add significantly to ongoing maintenance and support costs.

The NRC has a fairly extensive installed base of SharePoint sites. Usage ranges from out of the box functionality to extensive customization. Tomoye Ecco is also in use as a Community of Practice tool.

The ADAMS integrated applications and interfaces are described in Table 2:

Table 2:

e-mail (versus server-based) information is automatically captured, processed, provided a disposition, and provided a retention attribute.

7. Estimated Volume of ADAMS Documents

The NRC manages its documents (e.g., Microsoft Office documents, PDF files, audio/video, images, etc.) in several systems (e.g., Microsoft SharePoint, Tomoye, DDMS, Intranet, etc.) and in several repositories (e.g., network drives, local drives, Microsoft Exchange, etc.) with ADAMS being the primary and largest of all the repositories. Currently, there are approximately 4 million files in ADAMS consisting of 1.7 million documents and 2.3 million versions.

8. ADAMS and IBM FileNet P8 Challenges

ADAMS is a mature system based on dated technology - IBM FileNet Panagon Content Services 5.4 platform which is nearing the end of vendor support. In addition, there are critical components in ADAMS that do not function properly and the ability to successfully recover from future failures is uncertain. Certain ADAMS FileNet Operating System components are on limited support by the vendor while others are rapidly approaching end of life.

As part of its maintenance on ADAMS, the NRC needs to ensure a reliable operating environment for ADAMS. To achieve this, NRC must move ADAMS from its current base platform, IBM’s FileNet Panagon Content Services 5.4, to IBM’s FileNet P8 platform. The challenges NRC faces include migrating an estimated: 1) 5,000 users, 2) content (estimated 4 million files and packages (multiple files consolidated into one file)), 3) several applications, and 4) dozens of reports. The integrated applications and interfaces (in Table 2 in Section 6) and their associated business processes need to be migrated to, or re-engineered for the IBM FileNet P8 platform. It is the NRC’s intent to perform system migrations and re-engineering efforts using a phased, incremental, and secure approach without disruption to NRC operations, which will be the responsibility of the Contractor. The applications also may need to be revised to improve the efficiency and interoperability of their operation.

9. Scope of IDIQ Contract Task orders may be negotiated and awarded to the Contractor to perform the following types of tasks under the IDIQ contract:

- Ensure ADAMS operations meets applicable standards by applying NRC-adopted project management methodologies.

- Migrate applications from the Content Services operating system (OS) that rely on ADAMS (see section 6, Integrated Applications and Interfaces Dependent on ADAMS) and revise them to operate under the P8 OS as well as provide re-engineering, migration, integration, and implementation support.

Maintain synchronized ADAMS Main libraries and existing synchronization routines for both ADAMS OS’- Content Services, and P8 as well as the applications that run on each of these environments; (see section 5, ADAMS Libraries and Access Mechanisms).

- Retire and decommission the Content Services OS and all related application as migrations are complete.

- Provide operations and maintenance support for the Content Services OS (while it remains operational during the migration effort) and the P8 OS.

- Automate processes such as E-mail capture, records management, and document profiling by using the functionalities available in P8 and establish workflows for business processes for mission-critical programs and corporate-support operations;

- Provide security consulting and Certification and Accreditation (C&A) services.

The Contractor may be tasked to provide a full range of IT services, technical expertise, integration services, software development services, and project management. The Contractor shall furnish the necessary personnel, materials, equipment, facilities, travel, and other services required to satisfy the requirements of task orders negotiated and awarded under this IDIQ contract. The contractor may also be tasked to make recommendations for improvements to NRC business processes and organizational effectiveness and develop and deliver training on these recommendations at the discretion and direction of the Project Officer. Specific requirements will be detailed in the Performance Work Statement for each task order.

In performing task orders under this IDIQ contract, the Contractor shall store all documents associated with the contract in NRC’s IBM Rational Clearcase system and use NRC’s IBM’s Rational ClearQuest system for tracking changes. In addition, the Contactor shall follow NRC Management Directive (MD) 2.8, “Project Management Methodology (PMM)”, and its associated handbook, the PMM Manual. This single Management Directive includes both the policy and a configurable process with guidance, tools, and templates to support the implementation of that process. For Information pertaining to NRC Management Directive (MD) 2.8 and “Project Management Methodology (PMM)”, and its associated handbook, the PMM Manual, see solicitation attachments.

Specific task order requirements for the types of work within the scope of this IDIQ contract will be specified in each task order Performance Work Statement (PWS) and will be negotiated with the Contractor before they are awarded.

10. 6 SEQ CHAPTER \h \r 1508 Compliance

The Contractor shall support the NRC in its compliance with Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d), throughout the period of performance of the contract. Section 508 requires that when Federal agencies develop, procure, maintain, or use electronic information technology, Federal employees with disabilities have access to and use of information and data that is comparable to the access and use by Federal employees who do not have disabilities, unless an undue burden would be imposed on the agency. Section 508 also requires that individuals with disabilities, who are members of the public seeking information or services from a Federal agency, have access to and use of information and data that is comparable to that provided to the public who are not individuals with disabilities, unless an undue burden would be imposed on the agency.

Specific Section 508 requirements, if any, will be specified in the Performance Work Statement for each task order.

11. Deliverables The Deliverables are identified at each Task in this PWS.

12. Performance Measures

Contractor Performance Measures and Contractor Performance Evaluation Form will be used to evaluate Contractor performance under this task order every six (6) months.

13. Primary Place of Performance To be specified in each task order Performance Work Statement

14. Travel

To be specified in each task order Performance Work Statement