Schedule B.docx

CCWD FIND YOUR FUTURE (FYF) PORTAL

South Carolina Department of Employment and Workforce

CCWD FYF Portal 5400030161 Page 2 of 4

REQUEST FOR PROPOSAL

NUMBER: 5400030161

CCWD FYF PORTAL IMPLEMENTATION

Schedule B: Exit Services

Introduction The purpose of this document is to present the conditions and requirements for the services to be delivered by the Contractor, upon request of the Coordinating Council for Workforce Development (CCWD), in the event of termination of one or more Services by either party. This Schedule may also apply, as mutually agreed by the parties, to a lengthy suspension of the program at CCWD’s request.

This Schedule summarizes the services, requirements, standards, and roles and responsibilities of the parties. Related charges, if any, will be specifically identified in the final contract with the selected Contractor.

General Conditions and Requirements The Contractor shall, at the time of exit, address at a minimum the requirements and activities set forth in this Schedule and shall prepare a checklist to be used by both parties to verify that the applicable criteria have been met.

Conditions and Requirements

Upon notice from CCWD, the Contractor shall fully cooperate with CCWD and/or its designee and shall promptly take all steps required to assist CCWD in effecting the transfer of Services from the Contractor, in accordance with the final contract.

The term “Exit Plan Project” is used throughout this Schedule to indicate an instance when a Service is being transferred to either CCWD personnel or a contracted third party. The Contractor shall prepare an Exit Plan that provides the information necessary to facilitate the transfer of knowledge, tools, documentation, and data from the Contractor to CCWD or to another contracted third party as directed by CCWD.

As applicable, the Contractor shall state, describe, and document project-specific and non-project-specific:

· Processes and methodologies that the Contractor will use to transfer a Service to a new contracted third party;

· Activities that CCWD will need to plan, schedule, and/or initiate prior to the start of an Exit Plan Project, including a collaboration model for conducting reviews of configurations, security operations, and similar processes;

· Conditions that must be completed prior to commencement of an Exit Plan Project;

· Criteria and requirements that must be met by CCWD prior to commencement of an Exit Plan Project; and

· Processes and tools to be applied for the necessary knowledge transfer.

For each Exit Plan Project, the Contractor shall describe in detail how Services will be transferred. Each Exit Plan shall include, at a minimum:

· Access to all contracted Services that were in existence at the time of notification of the exit, and access to Key Personnel throughout the exit process until all Services and assets are transitioned;

· A comprehensive checklist identifying each task, process, and decision to be used by the Contractor and CCWD as a traceability document to ensure each task, process, and decision is addressed in the Exit Plan and delivered in the Exit Plan Project;

· A statement that Exit and Transfer Services are included in the fixed price and are not subject to price adjustment, change order, or additional invoicing;

· Work with CCWD to identify the key criteria to measure success of the Exit Plan Project, including any specific performance criteria that CCWD will evaluate prior to acceptance;

· A Microsoft Project plan, or other mutually acceptable plan, that describes the timescale, dependencies, staffing by the Contractor, CCWD, and/or contracted third party, and other information required for withdrawal of the Services from the Contractor;

· Project-specific activities, if any, that CCWD will need to plan, schedule, and/or initiate prior to the start of the Exit Plan Project;

· Project-specific activities, if any, that CCWD will need to complete prior to the start of the Exit Plan Project, including identifying specialized software, test environments, or connectivity that is not part of the normal level of Services;

· Project-specific activities required to achieve full knowledge transfer by the end of the Exit Plan Project;

· Project-specific activities required to achieve transfer to a fully configured, fully working environment by the end of the Exit Plan Project;

· An estimate of the number of CCWD and/or third-party full-time equivalent resources that the Contractor believes will be needed to carry out the Exit Plan Project, along with a description of the skills, knowledge, and experience required for each identified role;

· A collaboration model for conducting procedure reviews, such as configuration, security, and operations reviews, during the Exit Plan Project;

· The start date of the exit and the timing of transfer activities, including the final end date of the transfer;

· Identification of resources, assets, and assigned contracts to be transferred to CCWD or its designee;

· Contractor training for appropriately skilled CCWD-designated personnel to perform the Services that are to be transferred;

· Information needed by CCWD or the replacement contracted third party to transfer the Services to either a third party or back to CCWD, including information necessary for CCWD or its designee to assume responsibility for continued performance of the Services in an orderly manner and minimize disruption to CCWD operations;

· Key support contacts, including names and phone numbers, for CCWD personnel, third-party personnel, and Contractor personnel during the transition;

· A complete inventory and documentation of the then-current CCWD environment, technical specifications, and all other materials and user documentation for each item of software that the Contractor is licensed or otherwise authorized to use as of the effective date of termination;

· Run documentation, job control listings, and other similar information necessary for CCWD or its replacement provider to run such software on and after the date of termination;

· Specifications of the project and environment that support some or all of the then-current Services;

· Reasonable access to, and use of, Contractor equipment and software, as necessary and permitted under the final contract;

· All information regarding the Services or otherwise needed for the transfer, including code and configuration information, documentation prepared and maintained by the Contractor, ticket history, data conversion information, interface specifications, related professional services information, and any other information, data, or material required by CCWD; and

· Full cooperation and assistance with due diligence activities by CCWD or a replacement provider regarding the Services.

CCWD shall accept and sign off on the Exit Plan Project prior to commencement of each Exit Plan Project.

The Contractor shall ensure that all other Services are maintained without interruption or impairment during the Services specific to each Exit Plan Project executed in accordance with this Schedule, whether the Exit Plan Project applies to one, multiple, or all Services provided to CCWD, unless expressly agreed in writing by CCWD.

All Exit and Transfer Services described in this Schedule are included in the fixed price of the contract. The Contractor shall not invoice the State for any additional fees, labor hours, materials, or costs associated with Exit or Transfer activities, regardless of timing, cause, or termination type.

Pre-Transfer Services Specific pre-transfer assistance to be provided by the Contractor shall include:

· Assisting in the preparation of the portion of the Exit Plan detailing Contractor responsibilities, including schedules and resource commitments;

· Providing CCWD with documentation used by the Contractor to provide the Services;

· Assisting CCWD in notifying third-party providers of the procedures to be followed during the transfer;

· Identifying and explaining naming conventions; and

· Cooperating and assisting CCWD with preparation and testing of transitioning systems, applications, and services.

Transfer Services Specific transfer assistance to be provided by the Contractor shall include:

· Working with CCWD and any third party to fully transfer knowledge and assets necessary for continuation of the Services by CCWD or its third-party providers;

· Conducting, in conjunction with CCWD and/or its designee, a rehearsal of the exit prior to cutover at a time reasonably acceptable to the parties;

· Participating to ensure all documents, software, data, and configurations arrive safely from the Contractor to the new workspaces provided;

· Providing any source code managed by the Contractor and ensuring its arrival at the new source code location;

· Once all Services are transferred and accepted, protecting CCWD Data by removing all CCWD Data files and other CCWD Confidential Information from the systems, except to the extent the Contractor is required to retain such information pursuant to audit and recordkeeping requirements set forth in the Agreement;

· Returning all CCWD Data and other CCWD Confidential Information to CCWD;

· Transferring responsibility for off-site tape and document storage, as applicable;

· Making available any CCWD Data stored on desktop computers and servers for which the Contractor is responsible, including backups;

· Delivering all requested CCWD documents and data files, including a content listing, and printouts of control-file information to CCWD;

· Providing an image copy of CCWD Data files in dump/restore mode;

· Ensuring the integrity and accessibility of all data provided throughout the transfer and exit processes; and

· Participating in ongoing service delivery to CCWD to ensure full-scale business continuity and seamless transfer.

2.4. Specific Exit Requirements by Expected Services Schedule The following sections describe specific exit requirements if a termination occurs during the execution of any of the following Services for any rollout contracted under the Agreement.

2.4.1. Governance & Project Management

In addition to requirements applicable above, the Contractor shall provide all deliverables for work completed to date. The CCWD PMO, Process Leads, and IT Leads will determine the level of work completed to date. Artifacts include, but are not limited to, the following in the event of an exit during or after completion of Governance & Project Management Services:

· Organizational chart of current and historical team members from the system integrator and how they related to the CCWD FYF Portal implementation;

· Overview of key decision-making individuals or groups;

· Program Lead status reports and project documentation;

· Functional Lead status reports and project documentation; and

· Documentation of any fee reductions or changes in scope over the course of the engagement.

2.4.2. Planning & Design Phase Exit Requirements

In addition to requirements applicable above, the Contractor shall provide all deliverables for work completed to date. The CCWD PMO, Process Leads, and IT Leads will determine the level of work completed to date. Artifacts include, but are not limited to, the following in the event of an exit during or after completion of Planning & Design Services:

· Complete and up-to-date global template plan, status, issues log, and risk log;

· Communications plan and roles as they pertain to global template stakeholders and delivery staff;

· All documents, including requirements and functional specifications, checked into any applicable document management or configuration management tool;

· Complete and up-to-date inventory of reports, interfaces, conversions, extensions, forms, and workflows;

· Scope for deployment as known, including updates to reflect any changes;

· Data Migration Plan, including data mapping status, data standards identification, data normalization/conversion tools identification, and data governance process definition;

· Requirements traceability matrix, as known;

· Business and technical reference architectures, as known;

· Clear documentation of all credentials and authentication configurations as required for CCWD security transition;

· Integration architecture, as known;

· Current state, gap analysis, and target state, as known;

· Up-to-date staffing and budget analysis;

· Value Realization Plan;

· Test plans, as known;

· OCM and training development plans, as known;

· Infrastructure status, environment, security, connectivity, and site analyses as currently developed;

· End-to-end business functional processes and configurations, as presently known, documented and placed into the applicable configuration management tool; and

· A documented transition plan, with all elements completed to mutual agreement between the Contractor and CCWD before the Contractor’s departure.

2.4.3. Configuration/Build/Test Phase Exit Requirements

The Contractor shall provide a set of artifacts, including but not limited to the following, in the event of an exit during or after completion of Configuration/Build/Test Services. The CCWD PMO, Process Leads, and IT Leads will determine the level of work completed to date.

· The full list of documents and components described in the previous section;

· Complete and up-to-date deployment plan, status, and issues;

· Communications plan and execution roles as they pertain to all remaining implementation activities;

· Configuration and specific status by business capability;

· Documentation, including functional and technical specifications, and source code for all development objects created by the Contractor, all within the applicable configuration management tool;

· Clear documentation of all credentials and authentication configurations as required for CCWD security transition;

· Tests executed with error logging reviewed, tests yet to be executed known and documented, and all such information included in the applicable testing tool being used;

· Process changes, both business and IT, identified and applicable documentation completed;

· OCM and training plans updated and confirmed;

· Training development and delivery status, including Train-the-Trainer sessions scheduled;

· A documented transition plan, with all elements completed to mutual agreement between the Contractor and CCWD before the Contractor’s departure; and

· Business Leader and stakeholder business readiness sign-off.

2.4.4. Deploy/Initial Support Phase Exit Requirements

The Contractor shall provide a set of artifacts, including but not limited to the following, in the event of an exit during or after completion of Deploy/Initial Support Services. The CCWD PMO, Process Leads, and IT Leads will determine the level of work completed to date.

· The full list of documents and components described in the previous sections;

· Complete and up-to-date deployment plan, status, and issues;

· Configuration and specific cutover status by business capability within each region or site;

· Tests executed, including post-mock migration testing, with error logging reviewed, tests yet to be executed known and documented, and all such information included in the applicable testing tool being used;

· Cutover and rollout plans documented;

· A documented transition plan, with all elements completed to mutual agreement between the Contractor and CCWD before the Contractor’s departure; and

· Business Leader and stakeholder business readiness sign-off.

2.4.5. Organizational Change Management (OCM) & Training Exit Requirements The Contractor shall provide a set of artifacts, including but not limited to the following, in the event of an exit during or after completion of OCM & Training Services. The CCWD PMO, Process Leads, and OCM/Training Leads will determine the level of work completed to date.

· Change management and stakeholder engagement plans as they pertain to all remaining implementation activities;

· Communications plan and execution roles as they pertain to all remaining implementation activities;

· Training plan and development/delivery roles and work products/artifacts as they pertain to all remaining implementation activities;

· Process change, both business and IT, readiness documentation with risk mitigation recommendations;

· If applicable, training development and delivery status, including Train-the-Trainer and end-user training scheduled or completed; and

· Business Leader and stakeholder business readiness sign-off.

2.5. General Acceptance and Sign-off Requirements

Acceptance of each Exit Plan Project will be based on the Contractor meeting the criteria set forth in this Schedule and as articulated in each Exit Plan.

During performance of each Exit Plan Project, the Contractor shall be responsible for maintaining all Exit Plan Project documentation, including the Microsoft Project plan or other agreed plan; deliverables identified in the Exit Plan; tracking of acceptance or rejection of each deliverable; and other performance measures set forth in the Exit Plan.

The Contractor shall identify any contingencies that could affect its ability to deliver the Services under an Exit Plan Project and shall review such contingencies with CCWD for CCWD’s approval.

The Contractor shall promptly identify any changes during execution of the Exit Plan that affect its ability to deliver the Services under the Exit Plan Project in accordance with the approved project schedule.

Upon successful execution and completion of each Exit Plan Project, the Contractor shall prepare an acceptance letter for CCWD’s review and approval. Final payment for each Exit Plan Project will be contingent upon approval of the Services.

2.6. Post-Transfer Services

With respect to Services that have been terminated under a partial termination, and following completion of the Services specific to the Exit Plan Project, the Contractor shall provide additional assistance as requested by CCWD to assure continuity of operations.

The Contractor shall return to CCWD any remaining property in its possession or under its control, or under the control of its subcontractors, including any remaining reports, materials, data, information, CCWD Data, and other CCWD Confidential Information related to the terminated Services and not otherwise reasonably required by the Contractor to continue delivering other Services for which the Contractor remains responsible.

For each Exit Plan Project, the Contractor shall:

· Present a traceability matrix and exit acceptance plan; and

· Remove and destroy data requiring destruction pursuant to the terms of the Agreement after full acceptance.

3. Exit and Transfer Services Responsibilities The following table identifies the underlying roles and responsibilities for the Exit Services. An “X” is placed under the party responsible for performing the task.

Table 1. Exit Roles and Responsibilities

Notify Contractor of full or partial termination

X

Evaluate and approve Exit Plan

X

Approve completion of Exit Services

X

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