Purview Implementation SOW.pdf

American Battle Monuments Commission

Performance Work Statement

For

M365 Purview Records Management Development and Implementation

June 3, 2025

Contents About AMBC

Background

Objectives

Scope

CLIN 0001: Phase I Purview Assessment and Planning

Purview Training ....................................................................................... Error! Bookmark not defined.

Period of Performance

1. Configuring retention labels and auto-classifications

2. Selecting label options (e.g., record declaration, disposition actions, and reviews)

3. Establishing file plans and static/adaptive scopes

4. Implementing auto-applied labels, trainable classifiers, and PowerApps automation

5. Applying best practices for file structures, naming conventions, and workflows

Purview Strategic Plan

Proof of Concept (PoC)

Tasks and Deliverables

Training Plan

Deliverables

Strategic Plan

CLIN 0002 (Optional): Phase II Implementation and Maturation of M365 Purview Records Management

Period of Performance:

Objective

Scope of Work

Deliverables:

Requirements to Consider for Next-Tier Implementation:

Contractor Quality Assurance and Review

Quality assurance

Location of Work / Hours of Operation

Key Personnel

Acceptance Criteria:

Proposals Evaluation Criteria

Kickoff Meeting

Contract Type:

Proposal Template

About AMBC The American Battle Monuments Commission (ABMC) is an independent federal agency that administers, operates, and maintains 26 permanent American military cemeteries and 32 federal memorials, monuments, and markers, which are in 17 foreign countries, the U.S. Commonwealth of the Northern Mariana Islands, and the British Dependency of Gibraltar; four of the memorials are located within the United States. The ABMC personnel is in the Headquarters Office in Arlington, VA, the Office of Overseas Operations in Paris, France, and at the 26 American military cemeteries.

With an international presence around the world, the Records Management Office supports the management of records at 26 cemetery sites, as well at the Arlington, VA headquarters and the Paris, France office. It is the task of the ABMC Records Management Office to ensure that records are managed to ensure the capture, storage, retrieval, disposal, and preservation of records that serve as documentary evidence of the work and history of ABMC.

Background The President's November 28, 2011, memorandum, Managing Government Records, emphasizes the importance of records management reform across federal agencies. It mandates that agency leadership prioritizes compliance with records management requirements outlined in law, regulation, and the memorandum itself. Beginning with the 2010 federal budget, the Office of Management and Budget (0MB) has urged IT managers to adopt secure, reliable, and cost-effective enterprise electronic records management systems wherever feasible. OMB Circular A-130 and the Managing Government Records Directive (M-12-18) require all federal agencies to transition to electronic recordkeeping, ensuring compliance with government-wide requirements and enabling eventual transfer of permanent records to the National Archives and Records Administration (NARA) in electronic format.

Objectives To meet the goal of protecting federal agency records and assuring their long-term, sustainable preservation, and access, ABMC issues this contract to assist in the development and implementation of the Microsoft 365 Purview Records Management application for its Electronic Records Management (ERM) efforts. The agency holds Microsoft 365 Commercial E5 licenses and seeks a Contractor to provide sufficient training and strategic plan for the development of effective solutions in the implementation of Microsoft M365 Purview.

Upon ABMC’s completion of system configuration, Contractor shall support automation and machine learning implementation to classify data based on sensitivity and regulations. The system shall manage data from creation to disposal, implement policies to ensure records are: 1) kept/retained for the required time, 2) transferred to NARA, and 3) disposed of correctly, track and process reviews to ensure records are handled appropriately at the end of their lifecycle, while streamlining records management processes that minimize the impact on ABMC’s productivity and existing workflows.

Scope

Contractor shall perform work according to the following Performance Work Statement (PWS) and Contract Line-Item Numbers (CLIN)s:

CLIN 0001: Phase I Purview Assessment and Planning

Period of Performance Upon completion of a signed contract, the contract shall be active for 12 months, with an additional 12 months if CLIN 0002 is exercised. If ABMC requires additional support, ABMC Contracting Officer (CO) will notify Contractor in writing at least 30 days before the contract end date and initiate an extension approval process.

Purview Training

Contractor shall develop and deliver individualized and agency-specific training sessions tailored to ABMC’s records management needs. Training shall include practical exercises and hands-on demonstrations to ensure staff can apply retention policies effectively. Training shall include guidance on:

1. Configuring retention labels and auto-classifications.

2. Selecting label options (e.g., record declaration, disposition actions, and reviews).

3. Establishing file plans and static/adaptive scopes.

4. Implementing auto-applied labels, trainable classifiers, and PowerApps automation.

5. Applying best practices for file structures, naming conventions, and workflows.

ABMC’s Records Manager will provide agency records schedules before training begins. Training concludes successfully when the ABMC Records Manager demonstrates the ability to configure, manage, and apply retention policies across agency records.

Purview Strategic Plan

Following Contractor review of ABMC sites, file structures, file plans, and records schedules, Contractor, in collaboration with ABMC’s Records Manager, shall develop a strategic plan detailing the step-by-step approach for configuring and implementing Purview best practices. The plan shall address compliance gaps, propose mitigation strategies, and establish measurable success criteria. It shall include:

• A detailed gap analysis pinpointing inefficiencies and compliance risks.

• A site assessment with recommendations for optimizing SharePoint records storage.

• A migration and reconfiguration plan based on records schedules.

ABMC will grant Contractor access to ABMC’s SharePoint collaboration sites. Contractor shall evaluate configurations and propose best practices for data organization.

Proof of Concept (PoC)

Contractor shall implement three (3) departmental file plans in Purview. Contractor shall develop and submit:

1. Draft guidance, including specific steps,

2. Configurations, and

3. Best practices for implementing the three (3) PoC departmental file plans within Purview.

Each file plan shall include:

1. Retention label configurations

2. Auto-classification settings

3. Workflow recommendations

Contractor shall advise ABMC on:

1. Creating and applying retention labels.

2. Developing a fully executed file plan.

3. Implementing review workflows and disposition policies.

4. Establishing retention and transfer processes for permanent records.

Proof of Concept completion criteria shall include ABMC’s Records Manager successfully demonstrating that departmental file plans function accurately within Purview with documented test results indicating correct retention and disposition workflow implementation.

ABMC will designate three (3) specific departments for PoC implementation within five business days of contract award, based on departmental complexity and records management readiness:

1. One (1) PoC department manages only General Records Schedule (GRS) records.

2. Two (2) PoC departments handle both temporary and permanent records across multiple

SharePoint sites and in various states of organizational structures (unstructured data), which may not be following best practices for file structures.

Tasks and Deliverables

Training Plan Contractor shall document and deliver a training plan aligning with ABMC’s records schedule and SharePoint architecture. This plan shall clearly define best practices for label configurations, automation scenarios, and a comprehensive training topics and schedule.

ABMC will need 5 business days to review and approve this plan. Contractor shall obtain written approval from ABMC’s COR and Project Manager within 15 business days of project initiation.

Deliverables

1. Aligns with ABMC’s records schedule and SharePoint architecture.

2. Defines label configuration best practices.

3. Outlines automation scenarios for retention management.

4. Includes a training schedule and session topics.

Strategic Plan Upon detailed review of AMBC SharePoint sites, the Contractor shall document and deliver a strategic plan which addresses compliance gaps, proposes mitigation strategies, and establishes measurable success criteria specific to ABMC’s records schedules and file plans.

Contractor shall submit both training and strategic plans to the ABMC Contracting Officer’s Representative (COR) and Project Manager for ABMC review and written approval. The COR and Project Manager will provide feedback or approval within 10 business days.

CLIN 0002 (Optional): Phase II Implementation and Maturation of M365 Purview Records Management

Period of Performance:

Twelve (12) months from the date of contract modification approval.

Objective This optional CLIN provides additional support to assist ABMC in the next phase of Microsoft 365 Purview Records Management implementation. Contractor shall work with ABMC to enhance system functionality, optimize record management processes, and ensure long-term sustainability through advanced configuration, automation, and governance strategies.

ABMC will determine the necessity of activating CLIN 0002 based on the successful completion and effectiveness of CLIN 0001 deliverables and training outcomes.

Scope Contractor shall perform the following tasks to advance Purview maturity:

1. Advanced Configuration and Optimization o Refine and expand the initial Purview deployment, ensuring that additional ABMC departments receive tailored configurations and automation workflows. Contractor shall limit expansion to 10 departments unless otherwise approved in writing by the COR.

o Enhance retention policies and records classification using automation and AI-driven capabilities.

o Develop and implement customized metadata tagging and classification aligned with federal records requirements.

o Evaluate and optimize sensitivity labels and compliance settings to ensure regulatory adherence.

2. Automation and Workflow Enhancements o Implement automated disposition approval workflows to streamline records review and disposal.

o Configure trainable classifiers and auto-labeling policies for structured and unstructured data.

o Integrate Power Automate workflows to reduce manual records management tasks.

3. Governance and Security Integration o Develop an enhanced governance model for Purview access controls, permissions, and auditing.

o Conduct risk assessments on data security, retention policies, and compliance adherence.

o Provide recommendations for integrating Microsoft Defender and Information Protection with Purview.

4. Training and Change Management o Deliver advanced training sessions for records managers, IT administrators, and key stakeholders.

o Develop user adoption strategies and provide ongoing coaching for ABMC staff.

o Create custom training materials and procedural guides for sustainable records management practices.

5. Performance Monitoring and Continuous Improvement o Conduct bi-monthly performance evaluations of Purview implementation and recommend improvements.

o Develop a dashboard for tracking retention policy effectiveness, data classification accuracy, and compliance metrics.

o Provide a final capstone assessment summarizing progress, challenges, and recommendations for future improvements.

Deliverables:

1. Purview Expansion Plan – Document outlining strategy for next-tier implementation across additional ABMC departments.

2. Updated Retention and Classification Model – Advanced label structures, policies, and automation workflows.

3. Training Program & Materials – Interactive training sessions, user guides, and best practices documentation.

4. Security & Compliance Report – Risk analysis and mitigation recommendations for Purview security settings.

5. Final Performance Assessment – Comprehensive report evaluating implementation outcomes and future needs.

6. Training and Strategic Plan submission: within 15 business days of initiation or as discussed with

COR.

7. Proof of Concept departmental file plans: within 45 business days of initiation or as discussed with COR.

Requirements to Consider for Next-Tier Implementation:

1. Scalability: Ensure the solution is adaptable for future agency needs.

2. User Adoption: Focus on training and support to minimize resistance to change.

3. Compliance Alignment: Maintain adherence to NARA, OMB, and ABMC records schedules.

4. Automation Efficiency: Reduce manual tasks through AI and Power Automate workflows.

5. Performance Tracking: Establish clear KPIs and reporting mechanisms for long-term success.

Contractor Quality Assurance and Review

Quality assurance Contractor shall conduct a quality control review of PoC departmental configurations. If deficiencies exist, the Contractor identifies issues and provides corrective recommendations. The COR reviews and approves final recommendations.

Contractor shall provide bi-weekly project status reports to ABMC’s COR and Project Manager via email detailing accomplishments, risks, and potential next steps. Reports must detail progress, issues, and next steps, and include risk mitigation measures. Additionally, a monthly summary meeting will occur to discuss project milestones and address any barriers

Location of Work / Hours of Operation Location

The place of performance for this contract will be remote, with all work performed off-site at the Contractor's location.

Holidays & Hours of Operation

ABMC observes all Federal holidays.

Key Personnel Contractor shall possess the required education, training, and experience to perform the work according to the requirements in the solicitation. All Contractor personnel working on this contract shall be favorably adjudicated through a reciprocity process for Tier II Suitability investigation. All Contractor personnel working on this task order shall sign ABMC’s non-disclosure agreement and any applicable IT security agreement(s).

a. The contracted staff assigned to the project by the Contractor shall be identified by name and title/job classification in the proposals as key Personnel.

b. Contractor agrees that the above key personnel shall not be removed from the contract effort, replaced or added to the contract without a compelling reason and without notifying ABMC in writing. The Government will not approve substitutions solely for the convenience of Contractor.

If a key personnel change is unavoidable due to unforeseen circumstances, Contractor shall propose a replacement with equivalent or superior qualifications within 10 business days.

c. If any change to the key personnel position becomes necessary (substitutions or additions), Contractor shall immediately notify the Contracting Officer and Contracting Officer Representative(s) in writing, accompanied by the up-to-date resume of the proposed replacement personnel who shall be of at least substantially equal ability and qualifications as the individuals currently approved for that category.

d. No substitution or replacement of the key personnel shall be approved within the first ninety (90) days after contract award.

e. All requests for approval of changes hereunder must be in writing, via email, and provide a detailed explanation of circumstances necessitating the proposed change. Request for changes should be made whenever the need is identified.

f. Besides the resume, the request must also provide:

• A comparison of skills and qualifications to those set forth in the accepted resume proposed for substitution;

• Number of hours Contractor shall provide at his/her own expense to train the proposed replacement, and

• Any other information requested by the Contracting Officer and/or CORs to reach a decision.

Acceptance Criteria:

Specific KPIs for acceptance include successful application of retention labels with a 95% accuracy rate during testing, completion of training with documented competency assessments, and approval of strategic and migration plans demonstrating compliance with all NARA regulations:

1. All deliverables must be reviewed and approved in writing by the ABMC Contracting Officer’s Representative (COR). Approval will be based on the following criteria:

a. Completeness and alignment with ABMC's strategic objectives.

b. Demonstrated compliance with federal records management standards (NARA and OMB guidelines).

c. Verified usability by ABMC personnel.

2. Contractor shall ensure all recommendations align with federal records management standards and ABMC's strategic goals.

3. Any modifications to the scope must be approved in writing by the ABMC COR before implementation.

Proposals Evaluation Criteria

Evaluation of this contract will not be based on price alone. The variable factors, as outlined below, will be used to determine the degree of acceptability of a proposal. Technical merit of proposals will be evaluated against the following factors, stated in order of importance:

Past Performance in Similar Projects – Most important Compliance with Solicitation Requirements – Very important Technical Excellence – Very important Management Capability and Key Personnel – Important

1. Past Performance in Similar Projects.

Offeror’s experience indicates sufficient breadth and depth of capability for accomplishing proposed tasks

2. Compliance with Solicitation Requirements.

Proposal organization and content are in accordance with instructions All data presented is germane to the requirements in the solicitation Proposal thoroughly identifies, describes, and considers each element of the requirements document Offeror recognizes, and places proper emphasis on, the more difficult requirements Proposal is presented in a clear and precise manner

3. Technical Excellence.

Proposal clearly indicates an understanding of each task and of the problems that may be encountered in accomplishing the task Proposal clearly presents the way each task can be satisfactorily accomplished Proposed solutions are logical and reasonable and meet the stated objectives of the solicitation

4. Management Capability and Key Personnel.

Availability and qualifications of proposed personnel, including specialists, consultants, and/or subcontractors to be used Specifically identifies the proposed key personnel and provides their relevant qualifications and experience Proposal provides information describing project management, including a personnel loading

Kickoff Meeting Contractor shall schedule no later than seven business (7) days after the award of this contract.

The kickoff meeting shall include key contractor personnel, ABMC COR, Project Manager, and other relevant stakeholders. Agenda items shall cover introduction of personnel, review of SOW deliverables, project timelines, key risks, communication protocols, and immediate next steps.

Contract Type:

The contract shall be Time & Materials for both CLINs.

Time & Materials Components – CLIN 0001:

• Training program & materials

• Purview Strategic Plan

• Proof of Concept development and quality assurance review

Time & Materials Components – CLIN 0002:

• Purview Expansion Plan – Document outlining strategy for next-tier implementation across additional ABMC departments

• Updated Retention and Classification Model – Advanced label structures, policies, and automation workflows.

• Training Program & Materials – Interactive training sessions, user guides, and best practices documentation.

• Security & Compliance Report – Risk analysis and mitigation recommendations for Purview security settings.

• Final Performance Assessment – Comprehensive report evaluating implementation outcomes and future needs

The Contractor must not exceed pre-approved labor hours without written approval from the Contracting Officer’s Representative (COR).

Monthly Cost Reporting Requirement

The Contractor must submit a detailed invoice and progress report each month, including itemized hours, labor categories, and task descriptions.

To prevent cost overruns and maintain efficiency, ABMC enforces the following conditions:

• Pre-Approval for Additional Work: The Contractor must obtain written approval from the ABMC COR before exceeding the Not-To-Exceed (NTE) ceiling. Any requests for additional hours or budget adjustments must be submitted at least 10 business days before reaching the NTE limit.

• Quarterly Budget Review: The ABMC COR and the Contractor conduct quarterly reviews of expenditures to ensure efficient fund utilization.

• Unused Funds Clause: At the end of the contract period, any unused T&M funds revert to ABMC and cannot be carried over unless ABMC executes a formal contract modification.

• Efficiency Incentives: If the Contractor completes T&M tasks ahead of schedule or under budget, ABMC may reallocate remaining funds toward additional scope enhancements, subject to approval. Potential areas for reinvestment include:

• Advanced automation configuration

• Ongoing technical support and troubleshooting

• Ad-hoc training or customization based on user needs

Scope Expansion and Additional Resources

If ABMC expands the project scope beyond the defined deliverables in this CLIN—such as adding new SharePoint sites, increasing the number of records managed, or implementing additional automation workflows—the Contractor may request additional labor hours or resources.

• The Contractor must submit a written Scope Change Proposal to the COR, including:

o Justification for the increase o Breakdown of additional labor hours required o Cost impact and revised timeline

• The Contractor must not proceed with additional work until ABMC reviews and approves the modification in writing.

Proposal Template

Contractor shall provide responses to this PWS using the following template:

1. Executive Summary

Provide a brief summary of the proposal, outlining the scope of work, objectives, and expected benefits of the next-tier implementation of M365 Purview.

2. Understanding of Requirements

Summarize your understanding of ABMC’s requirements, including specific challenges, the need for enhanced automation, compliance, and governance improvements.

Key Objectives:

• Expand the M365 Purview implementation to additional departments.

• Optimize retention policies and classification models.

• Improve automation, compliance tracking, and security integration.

• Provide advanced training and change management support.

• Conduct continuous performance monitoring and optimization.

3. Scope of Work

CLIN 0001

Phase 1: Training

• Deliver agency-specific, targeted training sessions for records managers, IT administrators, and stakeholders.

Phase 2: Planning and Assessment

• Conduct a detailed gap analysis to identify inefficiencies in current Purview configurations, including potential change management

• Assess SharePoint/Teams collaboration sites and provide recommendations for improved structure and governance.

• Develop a Purview Expansion Plan for additional departments.

Phase 3: Performance Monitoring and Reporting

• Set up real-time tracking dashboards to measure Purview efficiency.

• Conduct quarterly reviews and provide recommendations for continuous improvement.

CLIN 0002

Phase 4: Implementation and Optimization

• Configure advanced retention labels, auto-classifications, and file plan enhancements.

• Implement automated workflows using Power Automate and trainable classifiers.

• Enhance sensitivity labeling and security compliance controls.

• Develop user adoption strategies and create instructional materials.

4. Deliverables and Milestones

Contractor shall confirm understanding of required deliverables.

5. Project Timeline

Insert a detailed Gantt chart or timeline covering the entire period of performance (6 months).

6. Key Personnel

Provide background for key personnel.

7. Pricing Proposal

Pricing for CLIN 0001 and CLIN 0002.

8. Risk Management and Contingency Plan

Outline potential risks, such as project delays or unforeseen technical challenges, and provide mitigation strategies.

9. Assumptions and Dependencies

List key assumptions, such as ABMC providing necessary access to SharePoint sites or delivering records schedules on time.

10. Escalation and Change Management Procedures

• The Contractor must obtain written approval from the ABMC COR before exceeding the NTE ceiling.

• The Contractor must submit a Scope Change Proposal for any additional work, including justifications and cost impacts.

• The ABMC COR and the Contractor must conduct quarterly budget reviews to track expenditures and reallocate resources if necessary.

11. Conclusion

Summarize the value proposition, expected benefits, and why the Contractor is best suited for this engagement.

12. Appendices (If Applicable)

• Sample training materials

• Past performance references

• Resumes of key personnel

• Compliance certifications