Statement of Work eCMS.pdf

eCMS Statement of Work (SOW)

Charles Lindsey June 12, 2025

Table of Contents

1. Overview

1.1. Introduction

1.2. Scope/Objective

2. Definitions/Acronyms

2.1. Definitions

3. Project Schedule

4. NITC Responsibilities

4.1. Deliverables

4.2. Schedules And Timelines

5. Mutual Responsibilities

5.1. Technical Review Meetings

6. Change Management Process

6.1. Problem Identification

6.2. Change Initiation

6.3. Impact Estimation

1. Overview

1.1. Introduction

This Statement of Work (SOW) outlines the tasks required for a contractor to provide support to NAVFAC to transition from eCMS to a new construction management application. This transition shall include transitioning the current eCMS data to the environment of the new vendor. eCMS has over 20,000 users and manages more than 5,000 projects. To preserve functional continuity for the Command, NAVFAC requires that a contractor work cooperatively and effectively with the new vendor for an initial time period of six months, with possible extensions of two additional three month periods, beginning on 30 September, 2025.

1.2. Scope/Objective

The primary objective of this Statement of Work (SOW) is for the contractor to assist with the migration of data and user accounts. Additionally, the contractor will provide documentation for the eCMS database, user roles, and security measures. They will also offer support for any reported Tier III issues related to eCMS.

1.3. Four Phases of Tasking

This bridge has four distinct phases that divide the requested tasks into the following categories.

• Discovery

• Configuration Translation

• Data Migration

• Deployment Support

1.3.1. Discovery

Discovery is the period during which the Contractor shall work with NAVFAC, the eCMS CCB and the new vendor to assist the new vendor to fully understand the Command hierarchy, eCMS system requirements, configurations and reporting, including templates, workflows and the security matrix. The Contractor shall document the User Security and Project Roles within eCMS. The documentation will include all roles and provide a description of each roles and the effect on the user experience within the application. The document shall include a description of the echelons used within eCMS, currently HQ, Regional and Local. The Contractor will provide a listing of all of the elements of the echelons and the local field offices also.

1.3.1.1. Database Documentation

The contractor shall provide database documentation based on the following:

A. Data Definition Language (DDL) Scripts

B. Entity-Relationship Diagram(s) (ERD) C. Table Descriptions – this includes relations and columns, primary keys, attributes and relations

a. Name

b. Purpose

c. Column List w/Data Type

d. Constraints

e. Primary Keys

f. Foreign Keys

D. Index Documentation E. Constraints Documentation F. Stored Procedures and Function Documentation

1.3.1.2. System Configuration

A. Describe system roles and responsibilities

a. Describe system permissions

B. Describe workflows, templates, forms C. Guide new vendor through eCMS application D. Guide new vendor through eCMS database E. Guide new vendor through eCMS database

a. DBA assigned with daily one-hour meeting for 2 weeks with new vendor

1.3.2. Configuration Translation

Configuration Translation is the period during which the Contractor shall work with NAVFAC, the eCMS CCB and the new vendor to assist the new vendor to match various elements of eCMS including eCMS workflows, project structures, and role-based access control and reporting needs.

1.3.3. Data Migration

Data Migration is the period during this extension when the Contractor shall work with NAVFAC, the eCMS CCB and the new vendor to migrate eCMS data, including eCMS user accounts from the eCMS environment in the NAVFAC Azure Cloud to the new application environment in a phased manner. Activities include developing the migration scope, preparing and processing the eCMS data, executing test migrations, and validating data integrity. During this period, the Contractor shall develop a plan of data migration that will minimize the time to conduct the final data migration and turnover to the new application. This data includes the NAVFAC Command hierarchy, all project data and their related content, including drawings. The developed method shall be tested in the new application Acceptance environment prior to use in the new application Production environment.

1.3.4. Deployment Support

1.3.5. Deployment Support is the period during which the Contractor shall have eCMS ready to redeploy to the field if the new application fails catastrophically.

Alternatively, during the Deployment Support period, the Contractor shall provide support to the new vendor with problems related to data or configuration. The Contractor shall provide application support during business days and hours (8:30 am – 5 pm EST).

The contractor shall document the User Security and Project Roles within eCMS.

The documentation will include all roles and provide a description of each roles and the effect on the user experience within the application. The document shall include a description of the echelons used within eCMS, currently HQ, Regional and Local.

The contractor will provide a listing of all of the elements of the echelons and the local field offices also.

1.3.6. Deployment Support

Support for eCMS will follow the following scheme:

Tier 1 Basic help desk resolution and service desk delivery Tier 2 In-depth technical support Tier 3 Expert product and service support

The contractor shall provide Tier 3 support for eCMS. This support shall include eCMS application and database problems, application configuration, menu and other display problems. NITC will address Tier 1, Tier 1 and Tier 3 problems that the eCMS project team directly relates to the eCMS application and database server environment, as well as networking problems within the Navy/Marine Corps Intranet (NMCI), Navy ONE-Net (OCONUS Enterprise Network) and the NAVFAC Azure Cloud.

The contractor shall provide application support during business days and hours (8:30am-5pm EST).

Any aspect not addressed in this Statement of Work (SOW) is outside the scope and not included in these services. Either party may submit a Change Request to the other party.

2. Definitions/Acronyms

2.1. Definitions

Terms used in this document shall have following meanings:

Acceptance of Deliverable

Notification from NITC to contractor, reviewed by the responsible ITSM, indicating that the Deliverable has been evaluated and satisfies the Acceptance Criteria of each Deliverable

Deliverables

Any services, documentation, and scripts, including SQL scripts provided by the contractor to NAVFAC and NITC.

3. Project Schedule The initial period of performance is 6 months. NAVFAC retains an option to extend 6 additional months in 3 month increments. The potential total extension could be no less than 6 months and will be no more than 12 months.

4. NITC Responsibilities

NITC will manage the Project

NITC and the contractor shall closely monitor key milestones

NITC is responsible for developing and maintaining scheduling details

NITC shall present the status of the schedule to the contractor weekly

4.1. Deliverables

The contractor shall prepare and deliver the following to NAVFAC:

Deliverable #1 — Database Documentation

Provide database documentation that describes in detail the structure of the eCMS database. The documentation will be as follows:

Data Definition Language (DDL) Scripts Entity-Relationship Diagram(s) (ERD) Table Descriptions – this includes relations and columns, primary keys, attributes and relations o Name o Purpose o Column List w/Data Type o Constraints o Primary Keys o Foreign Keys

Index Documentation Constraints Documentation Stored Procedures and Function Documentation

Deliverable #2 — eCMS Data Migration

The contractor will provide tested and documented scripts that will be a portion of the process to transfer eCMS data to the new system.

Deliverable #3 — eCMS User Account Migration

The contractor will provide tested and documented scripts that will be a portion of the process to transfer eCMS user account to the new system.

Deliverable #4 — User Security and Project Roles Documentation

Provide documentation that describes in detail the user security and project roles within eCMS, so that a similar user structure can be configured within the new system. This will include a layout of the eCMS NAVFAC Command hierarchy and echelons currently in use within eCMS.

4.2. Schedules And Timelines

Deliverable Schedule

Discovery Configuration Data Migration Deployment Support

30 days after Award TBD TBD TBD

• Describe system roles and responsibilities

• Describe system permissions

• Describe workflows, templates, forms

• Guide new vendor through eCMS application

• Guide new vendor through eCMS database

• Database Documentation

• Guide new vendor through eCMS database

DBA assigned with daily one-hour meeting for 2 weeks with new vendor

Map eCMS elements to related elements within new application

• Database

• Security and

Project Roles

• Workflows

• Reports

• User Interface

• Migration Scope

• Preparing and Processing the eCMS data

• Executing Test Migrations

• Validating Data Integrity

• Tier 2 and Tier 3 Support for eCMS

• Application

• Database

5. Mutual Responsibilities

5.1. Technical Review Meetings

NITC will conduct technical review meetings with the contractor within 5 days of the award of this contract. During this meeting NITC will review the project scope, proposed activities and the individual objectives and outputs that the contractor will produce. NITC will schedule weekly meetings with the contractor on a day and time that both the contractor and NITC agree to.

6. Change Management Process.

No change is permitted to the project scope, the project budget, the schedule unless a request for change is first submitted in writing and approved by the project team.

6.1. Problem Identification

The following people may initiate changes to the project:

The contractor The ITSM Project team members Other project stakeholders, including the Customer, Planning, Design and

Construction (PDC) Directorate

6.2. Change Initiation

All requests for change must be submitted in writing to the TO project manager who will log and track each request for review and evaluation.

6.3. Impact Estimation

The project manager is responsible for analyzing the change requests for impact to schedule, budget, risk, and quality. The project team will determine whether the change request will be approved, approved with modifications, rejected, or deferred.

7. COR Designation

The Contracting Officer’s Representative (COR) for this task order is Mariah Mitchell, (805-982-4914); mariah.e.mitchell2.civ@us.navy.mil.

The Technical Contracting Officer’s Representative (TCOR) for this task order is Charles Lindsey, (805-982-5991); charles.r.lindsey.civ@us.navy.mil.