SOO.docx

United States Department of the Interior Bureau of Indian Affairs Office of Trust Services

Application and Project Management Support Services

4/1/2020

Background 1 Scope The Probate Program is a major component of the Department of Interior’s fiduciary trust responsibility to maintain accurate land ownership data. The ProTrac System is a probate case management tracking system that was a direct result of the Department of the Interior’s (DOI) response to the Cobell litigation and its support of the Department of the Interior’s (DOI) overall Indian Trust Reform endeavor. The current software system, known as ProTrac, is a modified Commercial off the Shelf (COTS) product owned by Creative Data Solutions (CDS).

The Probate Case Tracking and Management System, was implemented in April of 2004 in response to the government’s need to track and monitor the probate case load throughout the probate process. The current platform of the system is at its end of life that will require implementation of an upgraded environment, re-configuration of process and reports. In addition to the platform upgrade, the software is slated to be retired, which will require a data conversion and a means to retrieve historical data.

There are four main components to this scope of work:

a) Customizations/Software modifications

b) Contractor Support - Operations and Maintenance Support

c) Data Conversion/Migration Support

d) Develop historical data retrieval application

a) Major Customizations, as required, will be outlined as to function and the relation to the overall Probate system. Each customization effort will be defined as a separate task under this SOW as the need is defined and upon availability of funds.

b) Contractor Staff shall provide support in the following to facilitate enhancements to the application.

· Work with geographically dispersed teams of data analysts, IT admins, DBAs and software developers for the operation and maintenance of an integrated COTS software system to manage, track and report the Indian Probate activities (ProTrac).

· Provide business and systems support to business owners and stakeholders. Analyze business requirements and propose technical solutions.

· Preform business analysis to accurately define business requirements; create business process diagrams; perform requirements analysis to translate business needs into system requirements; lead business and system requirement meetings with stake holders; perform business process development and enhancements.

· Perform system analysis, design, development, implementation and operations / maintenance.

· Provide system level technical support for the Probate Tracking system (ProTrac). The system includes associated proprietary tools that have been developed in-house to provide means for modifying the behavior of the products and their outputs. These may be visual tools for defining a graphical user interface; macros or scripts for extending or tailoring the software functionality.

· Perform hands-on work with various software development and reporting tools such as Oracle RDBMS, SQL Developer, Business Objects Enterprise System (BOES), Crystal Reports, MS Access and MS Excel etc.

· Perform system change management activities according to BIA’s change management / approval processes and facilitate / assist in system A&A activities. Develop UAT test plans and scripts, facilitate and conduct formal UAT by field users and prepare test reports and test metrics for business owner’s approval. Develop implementation plans, implementation task lists and facilitate production cutover and migration according to project plans and schedules.

· Document and prepare training materials and guides, provide training, mentoring and guidance to other team members.

· Perform day to day project management activities.

c) Data Conversion/Migration Support shall be provided by the contractor. These services are to include, but are not limited to, data mapping, data transfer, data copy, decommission support such as preparing files for the National Archive Records Administration etc.

d) Application to view existing data that will remain on the servers will be developed by the contractor.

The ideal candidate will possess the following knowledge, abilities and skills:

· Proven skills in business requirements definition and gathering; requirements analysis to translate business needs into system requirements and system analysis, design, development and implementation.

· Thorough knowledge of software development methodologies and software testing.

· Provide technical and administrative leadership in all aspects of the project.

· Experience in working with Oracle database structure.

· Experience in working with MS Office applications: MS Word (VBA macros, mail merge); MS Excel (Tables, VBA macros, formulas, ODBC connectivity); MS Access (VBA macros, scripts, queries, ODBC connectivity); PowerPoint, Project, Visio, SQL and Visual Basics.

· Experience in working with Business Objects Enterprise System (BOES ) reports and universes, Crystal Reports 12.0 and Oracle SQL

· Ability to work with business management and provide business / systems support.

· Skills in developing business process enhancement and creating business process diagrams;

· Ability to lead and work with cross-functional and geographically disbursed teams of IT professionals;

· Ability to quickly grasp new requirements and enhancements for software development as it relates to the business process

· Good working knowledge of formal change management processes and formal system testing, acceptance and implementation.

· Facilitate all aspects of integration and testing- including creation and execution of use/test cases, bug tracking, review, prioritization, and resolution

· Facilitate production cutovers and migration. Collaborate with other team members to issue diagnosis, resolution and ongoing run-the-business application support

· Provide on-going post-implementation technical support of application; operations and maintenance.

· Troubleshoot issues with system by utilizing available tools.

· Provide on-going post-implementation technical support of application; operations and maintenance.

· Knowledge of the Indian Probate processes.

· Familiarity with the tier 1, 2 and 3 support process and Service Manager Console (Ticketing system to log requests).

· Excellent written and verbal communication skills and ability to communicate clearly and concisely at all levels.

· Ability to guide and mentor team members.

Contract Time Frames – Application and Project Management Support Services and Software Maintenance

1.1 Customizations Tasks

The government may be required to make adjustments (patches and modifications) to the current software/system in support of the Cobell Settlement Agreement, the Indian Land Consolidation Act (ILCA) effort, the Federal Information Security Modernization Act of 2014 (FISMA), DOI Policy, and overall trust reform activities. The government may also require a change to the operating platform in keeping with current government standards. This may or may not include purchase of equipment by the contractor as approved by the government in support of a solution. Individual Task Orders will be negotiated and established for each customization task.

The DOI, IA-OIMT or one of their approved hosting entities are the only entities allowed to authorize or procure, operate, secure and maintain infrastructure and operational environments. The contractor through the guidance of CO and/or COR will adhere to all DOI and IA-OIMT established Information Technology regulations, policies and directives to include but not limited to capital planning, investment review, lifecycle management, change management, security and authority to operate. All production environments regardless of the hosting entity will be operated by IA-OIMT or an OIMT approved hosting entity to include any system environment provided by any approved external hosting provider. Any new IT systems or services must be approved by the IA-OIMT executive currently known as the Associate Chief Information Officer (ACIO). All new IT systems or services that may be developed or supported by this contract will be approved by the ACIO prior to them being released. The contractor through the COR will follow change management and related processes to deploy any new IT service or system.

1.1.1 Forms / Reports Development

· Develop & modify forms & reports as required to support the business process & management needs.

· Develop test plans for implementation into production

· Documentation & support for the Change Control Board (CCB) process

· Integrate into the production environment

· Develop ad hoc reports and query database to allow users to retrieve history once software is decommissioned

· Migrate existing report to new targeted reports environment

1.1.2 Patch Implementation

· Provide documentation related to the functionality gained

· Develop test & implementation plans

· Work with Division of Probate Services to provide

· Documentation & support into the CCB process

· Integrate into the Production Environment

1.1.3 Data Reconciliation and Analysis Support

· Provide analysis as to the non-standard context of any data entered

· Provide data expertise to provide support on automation of data cleansing activities

· Provide ad hoc reporting as required to meet business needs

· Develop and test scripts to modify data

· Test these scripts in test environment

· Develop test plans

· Documentation and support into the CCB process

· Integrate into the Production Environment

1.1.4 Product Support

· Provide Tier 2and above support for case management software

· Perform system configuration activities to align with business needs

1.1.5 Business Process Support

· Capture and provide process documentation as required

· Aid government in establishing process

1.1.6 Remediation of Known Areas of Non-Compliance and Vulnerabilities

· Details will be provided after award

This is the maximum anticipated level of effort required during each year of the contract agreement. This may be modified based upon needs and available budget at the time of award. The government may fund these positions as needed and according to availability of funds over the term of the contract.

2 Places of Performance The contractor is providing program Information Technology services and will perform these services in a Department of the Interior (DOI) or Indian Affairs (IA) Office of Information and Management Technology (OIMT) approved environments only.

3 Period of Performance The period of performance for Application support includes a base year and 4 option years.

4 Deliverables/Deliverable Schedule In fulfillment of this effort, the Contractor shall complete the following deliverables:

Three copies and an electronic copy of all deliverables shall be submitted to the COR.

4.1 Inspection and Acceptance Criteria

Final inspection and acceptance of all work performed, task orders, reports and other deliverables will be performed at the place of delivery by the Contracting Officer.

4.2 General Acceptance Criteria

General quality measures, as set forth below, will be applied to each work product received from the contractor under this statement of work.

· Accuracy - Work Products shall be accurate in presentation and technical content and subject to final approval by the government.

· Clarity - Work Products shall be clear and concise. Any/All diagrams shall be easy to understand and be relevant to the supporting narrative.

· Consistency to Requirements - All work products must satisfy the requirements of this statement of work.

· File Editing - All text and diagrammatic files shall be editable by the Government.

· Format - Work Products shall be submitted in hard copy (where applicable) and in media mutually agreed upon prior to submission. Hard copy formats shall follow any specified Directives or Manuals.

· Timeliness - Work Products shall be submitted on or before the due date specified in this statement of work, or submitted, at a later date in accordance with prior agreement by the Government.

5 Administrative Considerations

5.1 Correspondence

To promote timely and effective administration, correspondence shall be subject to the following procedures:

a) Technical correspondence (where technical issues relating to compliance with the requirements herein) shall be addressed to the Contracting Officer's Representative (COR) with an information copy to the Contracting Officer (CO).

b) All other correspondence, including invoices, (that which proposes or otherwise involves waivers, deviations or modifications to the requirements, terms or conditions of this SOW) shall be addressed to the Contracting Officer with an information copy to the

COR.

5.2 Non-Payment for Unauthorized Work

No payments will be made for any unauthorized supplies or services or for any unauthorized changes to the work specified herein. This includes any services performed by the Contractor of their own volition or at the request of an individual other than a duly appointed Contracting Officer. Only a duly appointed Contracting Officer is authorized to change the specifications, terms, and conditions under this effort.

5.3 Points of Contact

5.3.1 Contracting Officer's Technical Representative (COTR)

a) The Contracting Officer's authorized representative, for this effort is as follows:

overall technical responsibility for this effort. The COR supports the CO during administration of this effort by:

1) Recommending final decisions to the Contracting Officer regarding any recommended rejection of deliverables;

2) Providing technical clarification relative to overall workload matters;

3) Providing advice and guidance to the Contractor in the preparation of deliverables and services;

4) Recommending acceptance of deliverable products to assure compliance with requirements.

c) The COR also provides technical direction to the Contractor (i.e., shifting work emphasis between areas of work; fills in details, or otherwise serves to accomplish the purposes of this effort). Technical direction shall be within the general statement of work for this effort. The COR does NOT have the authority to and may NOT issue any technical direction which:

1) Constitutes an assignment of work outside the general scope of this effort;

2) Constitutes a change as defined in the "Changes" clause;

3) In any way causes an increase or decrease in cost or the time required for performance;

4) Changes any of the terms, conditions, or other requirements of this effort; and

5) Suspends or terminates any portion of this effort.

d) All technical direction shall be issued in writing by the COR or will be confirmed by the COR in writing within 10 calendar days after verbal issuance. A copy of the written direction shall be furnished to the Contracting Officer.

e) In addition to providing technical direction, the COR will:

1) Monitor the Contractor's technical progress, including surveillance and assessment of performance, and recommend to the Contracting Officer, any changes to the requirement;

2) Assist the Contractor in the resolution of technical problems encountered during performance; and

3) Perform inspection and acceptance or recommendation for rejection of Contractor deliverables and identify deficiencies in delivered items. This does not replace any other quality assurance inspection requirements that are specified elsewhere within this SOW.

f) If in the opinion of the Contractor, any instruction or direction issued by the COR is outside of the scope of work of the contract or task order, the Contractor shall not proceed but shall notify the CO in writing within 5 working days after receipt of any instruction or direction.

6 Disclosure of Information Information made available to the contractor by the Government for the performance or administration of this effort shall be used only for those purposes and shall not be used in any other way without the written agreement of the Contracting Officer If public information is provided to the contractor for use in performance or administration of this effort, the contractor, except with the written permission of the Contracting Officer, may not use such information for any other purpose. If the contractor is uncertain about the availability or proposed use of information provided for the performance or administration, the contractor shall consult with the COR regarding use of that information for other purposes.

The contractor agrees to assume responsibility for protecting the confidentiality of Government records, which are not public information. Each offeror or employee of the contractor to whom information may be made available or disclosed shall be notified in writing by the contractor that such information may be disclosed only for a purpose and to the extent authorized herein.

The Contractor shall notify the Government in the event of any suspected or confirmed comprise of protect information within 1 hour of discovery of the incident.

6.1 Information Non-Disclosure

All contractor employees shall sign and submit a copy of the Non-Disclosure Agreement.

The details of any security safeguards that the contractor may design or develop under this contract are the property of the Government and shall not be published or disclosed in any manner without the Contracting Officer's written consent. Likewise, the details of any security safeguards that may be revealed to the Contractor by the Government in the course of performances under this contract shall not be published or disclosed in any manner without the Contracting Officer's written consent. Any information made available in any format shall be used only for the purpose of carrying out the provisions of this contract. Information contained in such materials shall not be divulged or made known in any manner to any person except as may be necessary in the performance of this contract. Disclosure to anyone other than an authorized officer or employee of the contractor shall require written approval of the Contracting Officer.

The Contractor shall limit access to protect information to only those employees requiring access to protected information to perform activities related to this effort and ensure those employees have completed required security awareness and privacy training.

Any information with personally identifiable information (PII) or controlled unclassified information (CUI) shall be accounted for upon receipt and properly stored in a locked desk drawer, file cabinet, or similar locked enclosure when not in use. The Contractor will ensure all portable media containing PII or CUI will be encrypted pursuant to DOI policy and NIST standards. In addition, all related output shall be given the same level of protection as required for source materials.

The Contractor shall not allow employees to use files (script) for logging onto systems, which contain the employee's password(s). Contractor multi-user systems used to process data under this contract shall use a pre-logon warning message or a similar banner approved by the department or agency Senior Information Systems Security Officer. Under no circumstance is the contractor permitted to make use of Government computer systems, information, equipment, software, supplies, or accounts for purposes other than the performance of this contract.

7 Limited Uses of Data Performance of this effort may require the Contractor to access and use data and information proprietary to a Government agency or Government Contractor, which is of such a nature that its dissemination or use, other than in performance of this effort, would be adverse to the interests of the Government and/or others.

Contractor and/or Contractor personnel shall not divulge or release data or information developed or obtained in performance of this effort, until made public by the Government, except to authorized Government personnel or upon written approval of the CO. The Contractor shall not use, disclose, or reproduce proprietary data, which bears a restrictive legend, other than as required in the performance of this effort. Nothing herein shall preclude the use of any data independently acquired by the Contractor without such limitations or prohibit an agreement at no cost to the Government between the Contractor and the data owner, which provides for greater rights to the Contractor.

8 Personnel Performance/Replacement Contractor employees are subject to government back ground investigations and shall follow requirements as provided by the government. Indian Affairs shall have and exercise complete control over granting, denying, suspending, and terminating employment suitability clearances for Contractor employees and prospective contractor employees. If the Government finds a prospective Contractor employee unsuitable or unfit for his or her assigned duties, or receives an unsuitable report on any Contractor employee after processing his or her forms, the COR will advise the Contracting Officer of the determination. The Contracting Officer shall notify the contractor that the employee shall be considered ineligible for contract performance.

Where temporary favorable suitability determinations have been granted, the Government Contracting Officer may request the Contractor to immediately remove any contract employee from the contract who has failed to receive a favorable suitability determination, whose continued employment is deemed contrary to the public interest, inconsistent with the best interests of security, or is identified as a potential threat to the health, safety, security, general well-being or operational mission of the agencies, bureaus, and its population. The Contracting Officer may also request the Contractor to immediately remove any contract employee from the contract should it be determined that the individual being assigned to duty has been disqualified for suitability reasons, or has been found to be unfit for performing duties during their tour(s) of duty.

The Government reserves the right to judge the technical skills and competence of all individuals assigned to this effort and to request a replacement if such is deemed necessary by the Government. The Government reserves the right to accept or reject any proposed individual with written notification.

The Government reserves the right to judge the qualifications and acceptability of any individual proposed by the contractor for any position, and may require the contractor to replace an individual whose qualifications and suitability are judged deficient with written notification.

For temporary and/or permanent replacement of personnel, the contractor shall provide a resume for each individual to the Contracting Officer's Representative (COR) of any changes in personnel assignment at least one week (or as mutually agreed upon) prior to making any personnel changes, prior to that individual's reporting for work on this effort. The contractor will afford the Government the opportunity to interview the replacement candidate, if requested. Also, the contractor personnel must submit necessary information to be issued a clearance prior to reporting for performance.

9 Contractor Interfaces The Contractor and/or his subcontractors may be required as part of the performance of this effort to work with other Contractors working for the Government. Such other Contractors shall not direct this Contractor and/or their subcontractors in any manner. Also, this Contractor and/or their subcontractors shall not direct the work of other Contractors in any manner.

The Government shall establish an initial contact between the Contractor and other Contractors and shall participate in an initial meeting at which the conventions for the scheduling and conduct of future meetings/contacts will be established. Any CORs of other efforts shall be included in any establishment of conventions.

9.1 Suitability Determinations

The contractor shall be responsible for managing its workforce to ensure that sufficient contract employees who meet all employment suitability requirements are available to perform the duties required under the contract. If it has been over one (1) year since a contract employee has worked in a position on a Federal contract for which an employment suitability determination was required, a new National Agency Check and Inquiry (NACI) must be obtained.

Contractor personnel who occupy positions required under this contract, are required to submit to suitability clearance procedures, and shall not commence work under the contract until the COR and/or Government Contracting Officer have cleared them in writing.

The information collected during this effort is considered unclassified, sensitive; therefore, Level 6C - High Risk Public Trust, is the sensitivity level. Background Investigations are required for Level 6C positions.

At least 4 weeks before start of contract performance, Contractor will successfully complete DOI IT Security Awareness Training, Role-Based Privacy Training, and acknowledging adherence to the DOI/OIMT Rules of Behavior. Contractor personnel on an annual basis, recertify security awareness and role-based privacy training, and complete any additional IT security and privacy training and activities deemed appropriate by OIMT and the COR.

9.2 Liability

The Contractor shall be held liable for any and all damages resulting from any inappropriate disclosure of information/data by its employees or via any system used by the Contractor. Should the Contractor become aware of the need for additional safeguards, the Contractor must immediately notify the COR.

9.3 Data Encryption

Unless otherwise identified by the Government, information, computer systems, LANs, and other telecommunications systems are to be categorized as high criticality/high sensitive systems and encrypted in accordance with Federal Information Processing Standards (FIPS) 140-2. If the Contractor becomes aware of a requirement for additional safeguards or the need for a new safeguard to maintain an appropriate level of security, the Contractor must notify the Contracting Officer Representative (COR) immediately. Such security vulnerability shall be resolved by mutual agreement between the Contractor and the COR.

9.4 Assurances

The Contractor shall provide assurances that it meets the safeguards outlined in Indian Affairs security documents. The Contractor may be required to provide a written security plan prior to contract performance that addresses the safeguards required by task orders.

The Contractor shall agree to establish and follow any additional security precautions considered by Indian Affairs to be necessary to ensure proper and confidential handling of data and information. A written agreement between Indian Affairs and the Contractor shall be reached before data and information otherwise exempt from public disclosure may be disclosed to the Contractor. The Contractor shall include these security requirements in any subcontract awarded under the prime contract.