FINAL_DRAFT_SOW.pdf

OCIO Information Technology (IT) Enterprise-wide Application Development Service

Statement of Work Introduction

The Office of Justice Programs (OJP) is a component within the U.S. Department of Justice (DOJ) comprised of six statutorily authorized offices and bureaus and supported by several key business offices. The DOJ/OJP provides grants to federal, state, and local governments within the fifty (50) states and U.S. territories. OJP provides federal leadership in developing the nation's capacity to reduce and prevent crimes, improve the criminal and juvenile justice systems, influence and increase the knowledge about crime and related issues, and assist crime victims in communities and across the nation at the federal, state, and local levels. OJP works to form partnerships among federal, state, and local government officials to control drug abuse and trafficking; rehabilitate neighborhoods; improve the administration of justice in America; meet the needs of crime victims; and address problems such as gang violence, prison crowding, and juvenile and white-collar crime.

Background:

OJP has embarked on a major digital transformation initiative, known as the (Justice Grants Information Technology Solution (JGITS)), to re-imagine the Grants Lifecycle Management process. Reimagining grants management and streamlining key business processes are key pillars to realizing the goals of this initiative. From a technological perspective, the OJP requires an architecture and infrastructure that is agile, flexible, scalable, and able to accommodate innovation for this and all future initiatives.

Supporting OJP’s interest in improving its business operations and enhancing its users’ experience through the introduction of new technology-based capabilities, OCIO has defined an enterprise platform architecture to underpin OJP’s mission. The architecture has been structured around a set of large-scale components, with each component representing a coherent set of capabilities organized to deliver services across all of OJP’s lines of business.

In selecting technologies for its enterprise platform, OCIO will intersect business-level capabilities with potential solutions’ alignment and apply a set of principles adopted by OCIO to ensure that engineering and support activities are guided away from performing distracting commodity work and toward adding value to business operations by focusing on delivering differentiating capabilities critical to OJP’s mission.

Purpose

Supporting OJP’s interest in improving its business operations and enhancing its users’ experience through the introduction of new technology-based capabilities, OCIO has defined an enterprise platform architecture to underpin OJP’s mission. The architecture has been structured around a set of large-scale components, with each component representing a coherent set of capabilities organized to deliver services across all of OJP’s lines of business.

The purpose of this requirement is to obtain Information Technology (IT) Enterprise-wide Application Development services in support of the Department of Justice (DOJ), Office of Justice Programs (OJP) information technology portfolio that will significantly improve the Office of the Chief Information Officer (OCIO) operations and service to its customers.

OCIO desires services to enable it to carry out responsibilities for direction, management, governance, and oversight of Enterprise-wide Application Development and Sustainment functions and activities. The areas of support include:

1. Technical Program Management

2. Enterprise Applications Development

3. Enterprise& Data Architecture

4. Technology Innovation

5. Web-Based IT Projects

1 TECHNICAL PROGRAM MANAGEMENT

The Contractor shall manage all EADS tasks in a manner that allows completion of DOJ OJP OCIO objectives within the schedule, cost, quality, scope, and technical baselines.

The Contractor shall provide oversight, coordination, and monitoring of all aspects of the activities performed under this PWS. The Contractor shall participate in staff and coordination meetings, as needed /directed, by the Contracting Officer’s Representative (COR).

1.1 Project Management

Project Management: The contractor’s Project Manager:

• Will be a key person on the subsequentorder and shall have demonstrated leadership experience in a work environment of similar size and complexity of the requirement. The Contractor’s Project Managers can also serve as a senior subject matter expert.

• Shall coordinate work carried out under the requirementwith the COR and Contracting Officer (CO) on all contractual and business issues. The contractor’s project management effort shall continue for the entire period of performance.

• Shall provide the planning, direction, coordination, and control necessary for effective and efficient accomplishment of all requirements contained in the order.

• Shall verify and validate the level of effort and deliverables for each task on the monthly status report and Project Plan.

• Shall prepare the Project Management Plan describing the technical approach, organizational resources and management controls to be employed to meet the cost, performance and schedule requirements throughout the order execution. The contractor shall provide a monthly status report, Quality assurance reports, and other deliverables required.

• Shall provide the technical and functional activities needed for the Program Management of this requirement.. The activities include productivity and management methods such as Quality Assurance, progress/status reporting, and Program Reviews. He/she shall also provide the necessary centralized administrative, clerical, documentation and related functions.

Other Program Management Tasks Include:

a. The contractor shall provide a monthly status report consisting of routine and special difficulties encountered under this PWS and a detailed listing of all work performed by task in electronic format and hardcopy.

b. The contractor shall submit a monthly invoice of dollars billed per month by Contract Line Item Number (CLIN).

c. Upon award, the contractor shall submit a Project plan to the COR. The contractor shall also be required to update the staffing plan that was submitted on a quarterly basis.

d. The contractor shall provide a compliance tracking report quarterly which identifies that contractor employees are certified in accordance with PWS requirements.

e. All documentation will be in the latest version of Microsoft Office format unless another format is required and agreed to by the COR, the contractor and CO.

f. The Contractor shall employ Earned Value (EV) methodology on following SAEs System Management Standard for Earned Value Management Systems -EIA748D (Revised, January 2019).

g. Unless directed otherwise, the Contractor shall follow the current version of Department of Defense Instruction (DoDI) 5000.02 (Revised, April 2019), including the appendices, for its Earned Value Measurement System (EVMS) approach.

h. The Contractor shall develop, maintain and make accessible a list of all technical and program management documentation.

1.2 Program Planning and Management

The Contractor shall support program planning requirements for project implementation including project requirements definition, project decomposition and milestone definition, project scheduling, and resource planning. As assigned by the OJP Program Manager, the contractor shall define and manage project milestones using an appropriate methodology, such as a Work Breakdown Structure (WBS). The contractor shall develop Program Management Plans including a risk/issues plan, communications plan, and program plan. The contractor shall develop, monitor and maintain Integrated Master Schedules articulating the critical task milestones across the requirement. . Contractor shall assist the OJP Program Manager in managing the quality and risks of the program. The contractor shall submit Program Progress Reports summarizing the contractor’s support activities under the requirement that include the contractor’s support activities for each calendar month together with the budget status. The contractor shall conduct weekly risk and issue tracking and updates (dashboards, reports etc.).

The contractor shall support tracking and reporting OJP EADS program and project implementation status. The contractor shall engage in EADS program management review tasks to ensure that performance targets are being met as required and recommending required corrective actions to ensure program and project success.

2 ENTERPRISE APPLICATIONS DEVELOPMENT

The EADS program will support Operations and Maintenance (O&M), modernization and enhancement, data management, and Tier 2/3 help desk for eleven software systems and applications used in grant management activities and internal OJP business.

1. Grants Management System

OJP’s Community Partnership Grants Management System (CPGMS) also referred to as GMS, provides automated support in managing the full lifecycle of the grants administration process for Federal grant resources under oversight of DOJ, and other Agencies. This includes the initialization of funding opportunities, the application review and award process, the post award monitoring and administration process and the grants termination/closeout process. CPGMS is OJP’s official system of record for grants administration.

CPGMS as currently configured is deployed as a web based, data driven application, which provides the broadest access to grant applicants throughout the U.S and U.S. Territories. Since 2005 the “code footprint” for CPGMS conservatively expanded by greater than 400 percent to accommodate new features. Despite periodic upgrades to the underlying OJP technology stack, the on-premise server clusters utilizing Solaris Unix, Oracle WebLogic, Oracle RDBMS, Oracle OBIEE, Java., the application code is increasingly difficult to maintain and enhance.

The JGITS implemented solution (in development on Pegasystems Platform) will decommission the Grants Management System in 2020.

2. Grants Payment Request System (GPRS)

GPRS is a custom application based on the OJP standard framework (3-tier, Java, WebLogic, Oracle RDBMS, and UNIX) that provides a self-service mechanism for approved grantees to request funds drawdown. GPRS has system-to-system interfaces with OJP’s CPGMS and the DOJ’s FMIS2 systems. In addition to grantee self-service functionality, GPRS provides administrative functionality for internal OJP users to manage funds drawdown services and assist grantees with drawdown request questions and funds status issues.

The JGITS implemented solution (in development on Pegasysystems Platform) will decommission the GPRS system, the date is yet to be determined.

3. Bulletproof Vest Partnership (BVP).

The Bulletproof Vest Partnership (BVP), created by the Bulletproof Vest Partnership Grant Act of 1998 is a unique U.S. Department of Justice initiative designed to provide a critical resource to state and local law enforcement. Since 1999, over 14,000 jurisdictions have participated in the BVP Program, with $393 million in federal funds committed to support the purchase of an estimated 1.2 Million vests.

BVP is a custom application based on the OJP standard framework (3-tier, Java, WebLogic, Oracle RDBMS, and UNIX) that provides a self-service mechanism for agencies to apply for vests funding and provides administrative capabilities to manage the program. In 2011, the BVP codebase was ported to match the standard framework and was re-hosted within the common on premise Unix cluster that hosts GMS, GPRS and other similar applications.

The BVP application framework, while reliable and maintainable, provides the end user with an interactive experience which is cumbersome and is somewhat confusing. This contributes to a significant amount of helpdesk interaction with program applicants to explain and provide assistance during the application process.

4. Denial of Federal Benefits (DFB)

Bureau of Justice Assistance (BJA) operates a system on behalf of multiple Federal Agencies and utilized by Federal and States Attorneys’ offices to record and disseminate criminal records information related to individuals who have been found guilty of select drug related crimes that result in the individual being denied eligibility to a variety of Federal benefits. This clearing house system provides a mechanism to collect the court records, organize them and provide other Federal Agencies a means for determining if an applicant for benefits is statutorily ineligible to receive the same.

OCIO’s data warehouse and self-service reporting generation system based on an Oracle database farm and Oracle Business Intelligence Enterprise Edition and Oracle Spatial component software. Comprised of more than a dozen active and historical system databases, the GPA/ERT enable users and specialized report writers to query the various system databases for reports, analysis and maps and provides the foundational environment for the GrantsNet reporting and analytics service.

5. International Terrorism Victim Expense Reimbursement Program (ITVERP)

OJP has developed International Terrorism Victim Expense Reimbursement Program (ITVERP) system utilizing Microsoft SharePoint and Microsoft Customer Relationship Manager (CRM)/Microsoft Dynamics Marketing (MDM) to manage the collection and business process administration of benefit claims related to injury or death of first responders in the line of duty.

6. OJP Internal Use Portal (OJPNet)

OJP uses Microsoft Office SharePoint (MOSS) to manage internal OJP business via an online portal accessible to all OJP employees and Contractors as well as select business partners such as JMD, OVW, and COPS as needed. The OJP portal hosts non-integrated team sites for interested offices and divisions that is for internal communication and other management functions.

Resources, documentation, and links to websites are available to employees and Contractors to support their work. The MOSS platform is also used to host customized workflow applications to handle grant management or other activities. The OJPNet portal has been used as the basis for the institution and ongoing development of an OJP-wide Taxonomy marrying SharePoint technology and SmartLogic Semaphore technology.

7. Public Safety Officer Benefits Program (PSOB)

OJP has developed an enhanced claims management system (PSOB) utilizing Microsoft SharePoint and Microsoft Customer Relationship Manager (CRM)/Microsoft Dynamics Marketing (MDM) to manage the collection and business process administration of benefit claims related to injury or death of first responders in the line of duty.

8. Performance Management Tool (PMT)

OJP utilizes a ColdFusion system built, operated and maintained for the collection, organization and analysis of performance metrics related to grant programs administered by OJP’s program offices. In 2016, OJP assumed operational and maintenance support responsibilities for the PMT. The application, information, development and maintenance activities from PMT will be migrated to OJP’s IT infrastructure. One of the earliest operational aspects of this requirement shall be for the contract service provider to establish and execute a transition plan sufficient to ensure the contract service provider is able to maintain and administer the PMT, and can prepare an execution plan for the development of an initial set of enhancements to the PMT envisioned by the program office stakeholders.

This will be replaced in JGITS. Development is minimized and support is required for transitioning this to JGITS

9. National Criminal Justice Reference Service (NCJRS)

There are numerous applications, databases, and websites that support the NCJRS, an OJP initiative designed to develop and transfer knowledge to State, Local, and Tribal Agencies and communities and authorized by Congress (42 U.S.C. § 3722(c)(11), 42 U.S.C. § 3732(c)(10)).

NCJRS assists OJP in meeting its mission to increase public safety and improve the fair administration of justice across the United States through innovative leadership and programs by serving as a primary knowledge transfer vehicle for dissemination of the latest information, knowledge, and evidence generated through OJP’s investments.

NCJRS resources include the ncjrs.gov web site and associated library; publications, abstracts, and events databases; and marketing and dissemination activities supported by a Customer Relationship Management (CRM) system.

10. Additional OJP Enterprise Application systems and Utility services

There are a number of other systems that will be supported EADS either through code development/maintenance, database administration or application patch updates to include but are not limited to:

a. EEOP Short Form

A custom Java web application that assist users in preparing EEOP survey forms correlated to Census data. Java front end, Oracle backend. This system is expected to be subsumed by an integrated SharePoint solution that performs the function of this system as well as new features required by the system sponsor (OJP Office of Civil Rights).

b. Sunflower

Web enabled COTS asset management and tracking system built on an Oracle RDBMS.

c. RSA Identity and Access Management (IAM)

User management web-service support for provisioning tasks for applicable systems (BVP, GPRS). It is anticipated that this system will be decommissioned during option period 1 or option period 2 of the EADS contract.

d. Grants.Gov Connector

Back end interface between CPGMS and the HHS hosted Grants.Gov portal where applicants for OJP discretionary and competitive grants can submit their applications and search for new opportunities.

e. Forecaster

An internal java application that plans program and support office workload and resource allocation throughout the fiscal year. Analyzes how the program and support offices will meet their forecasted milestones for the OJP application/award cycle. Estimates peer review costs for the number of applications the program offices project will be subject to peer review. Plans and schedules peer review workload and associated activities. Forecaster is loosely coupled via an ESB-like service to CPGMS and the OJPNet based Solicitations Community application. There is a three-way information exchange keeping the applications synchronized. Forecaster is also the source (via RESTful interface) for the bulk of the information used to create and maintain the annual OJP Program Plan (web page).

f. Award Selector

A web application, which provides users the ability to view grants by fiscal year with the option to filter on State, County and Congressional Districts in a dynamic way.

3 ENTERPRISE & DATA ARCHITECTURE

The contractor shall work with the OJP CIO, to help identify and define a technical vision for OJP and identify steps for its implementation that positions the OCIO as a Center of Excellence for the OJP Enterprise. The Contractor shall support OJP’s ongoing effort to identify and manage required changes to the information systems and processes within the enterprise to better support its mission goals. This includes the vision of an integrated data enterprise, an optimal set of business processes, a business strategy and the architectural elements of the data enterprise using automated systems to manage and distribute documents. This transformation effort shall be in concert with DOJ and Government-wide policies on data management and involve the design and implementation of a data framework to meet the operational requirements of key system and operational initiatives. To that end, an overall data management strategy and a fully realized data architecture addressing the definition and management of all data used by managed information systems or used in exchanges with outside organizations is required. This is the foundation for an OJP Enterprise Master Data Management Plan

The Contractor shall focus its work efforts on improving and extending the Data Architecture and providing database administration support that facilitates developing a framework for data interoperability. Maintenance, Modifications and Enhancements to the major systems, and other ancillary Information systems is necessary to support the data management strategy and business requirements.

The Contractor shall propose strategies to maintain and enhance existing data warehousing/data mining capabilities that allows OCIO to build data warehouses to collect transaction data allowing for easier and faster querying and reporting and improving the ability to spot trends in data.

the Contractor shall work with OCIO staff to maintain the current architecture and have responsibility for the development and communication of roadmaps, As-Is and To-Be Architectures and the resulting transition strategy.

4 TECHNOLOGY INNOVATION

The Contractor shall identify and define strategies to address gaps in business processes and technology stacks that negatively impact business operations and/or customer experience, to develop and maintain repeatable and sustainable innovation process(es), to promote and instill a culture of innovation for the OJP IT enterprise.

The Contractor shall evaluate emerging technologies and apply best of breed technologies to the mission solutions delivery, in a manner consistent with the highest levels of industry best practices and quality assurance utilizing methods and practices that comport to CMMI level 3 or higher, ITIL V3 (ITIL 2011) and ISO 12207 standards. The Contractor shall recommend and design with OCIO, the patterns and standards that will be followed to implement an end-to- end integrated systems/platforms/applications, while engaging in initiatives to improve operational effectiveness (e.g., developing DevSecOps models) that align to business (component) strategies.

Changes or enhancements to existing legacy systems / platforms / applications shall be evaluated at the time of tasking to determine the feasibility, benefits, costs and risks incurred to implement the task using a SOA first strategy.

5 WEB-BASED IT PROJECTS

At the request of the government, the Contractor shall implement discrete web-based IT approved projects that address:

• Internet Website Content Management

• Digital Experience Platform (Content Management System) Enhancements

• Intranet Website DME & O&M (OJP.net)

6 SERVICE CONTRACT LABOR STANDARDS (SCLS) GENERAL EXEMPTION

Labor categories are considered bona fide executive, administrative, professional labor and are generally exempt from the SCLS if used to perform professional IT services. The requirementdoes not include wage determinations or all applicable clauses for labor categories subject to the SCLS. Each Order must be tailored to include the appropriate clauses and wage determinations, if applicable. To the extent that any labor is subject to the SCLS and within scope of theorder, the Contracting Officer (CO) must identify such work under a separate CLIN on the Order and incorporate wage determination in accordance with FAR 22.10, Service Contract Labor Standards.

7 FIXED PRICE (FP) LABOR RATES

The Fixed Price Labor Rates proposed represent the offeror’s fully-burdened fixed price hourly labor rates for each skill classification for work performed at Government sites and work performed at Contractor sites. These rates provided in the pricing template will be used as ceiling labor rates for pricing of all labor proposed. At time of award, the contractor’s FP labor rates will be incorporated into the award.

8 TRAVEL PRICING (ALL ORDER TYPES)

Contractor personnel may be required to travel to support the requirements of this requirement.. Local travel and travel outside of the local area may both be required in the Contiguous United States (CONUS). The Contractor shall include estimated travel requirements in the quote as required by the CO. All travel must show the specific detail, if known (e.g., number of days, locations, number of personnel, etc.). Travel should not commence without written consent in accordance with instructions in the Order and acceptance by the Contracting Officer’s Representative prior to travel.

If authorized,, travel will be reimbursed at actual cost in accordance with the Federal Travel Regulation and the limitations set forth in FAR Subpart 31.205-46, Travel Costs. Profit shall not be applied to travel costs. To the extent authorized by the Order, contractors may apply indirect costs to travel in accordance with the Contractor’s usual accounting practices consistent with FAR 31.2. The CO must identify a not-to-exceed travel ceiling under a separate CLIN in the Order.

9 OTHER DIRECT COSTS (ODCS) (ALL ORDER TYPES)

ODCs may consist of software, materials, and Order-related items that are incidental to the services being performed. All ODCs shall annotate the specific detail (e.g., quantity, part number, manufacturer, etc.) to include supporting documentation to justify the costs (i.e., price quotes, price history, etc.). The cost of general-purpose items required for the conduct of the contractor’s normal business operations will not be considered an allowable ODC in the performance under any issued Orders. Profit is not allowed on ODCs for any Order; however applicable burdens are allowed in accordance with contractor’s accounting practices. If applicable, the CO must identify a not-to-exceed ODC ceiling under a separate CLIN on the Order.

10 PERIOD OF PERFORMANCE

The period of performance shall be for one (1) Base Period of twelve (12) months from the start of award and four (4) 12-month option periods. All the following conditions apply:

1. As directed by the Contracting Officer’s Representative (COR), the Contractor shall continue performance in emergency or mission essential conditions.

Additionally, the Contractor may be required to account for the whereabouts of their personnel should this information be requested by the COR.

11 PLACE OF PERFORMANCE

The Contractor’s place of performance shall be onsite at a U.S. Government site. OJP core hours are 9:00 am to 6:00 pm Eastern Standard Time (EST) Monday through Friday, excluding Federal Holidays. The Contractor shall plan for peak use periods during the year and staff appropriately, in coordination with the OJP Task Manager(s).

The Contractor shall plan to provide scheduled maintenance and application release support outside of the OJP core hours, to include after hours on weekdays, Saturdays and Sundays.

Planned maintenance support typically takes place on weekends at least twice a month.