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Mission Support Alliance
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Updated January 9, 2018
Statement of Work
For
General Materials or Services
Title: Alfresco Records Management
Date: 2/26/2018
Revision Number: 0
Signature Page Only
Mission Support Alliance
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APPROVALS PRINT NAME SIGNATURE
BTR* Tamara Escamilla
* Approval for Technical Content
Based on the Hazardous Review and Identification Checklist to identify Subject Matter
Experts (SMEs), the following approvals are applicable to this Statement of Work. (Note:
hard copy signatures are made PDF and files in the notes panel of the Asset Suite requisition).
Sig
natu
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Req
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No S
ign
atu
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Req
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ORGANIZATION PRINT NAME SIGNATURE
End-User / Requestor Carolyn Noonan
End User / Requesting Manager
(Project of Functional Director) Carolyn Noonan
IM End User / Requesting Manager
(Project of Functional Director) Marlene Oaks
IM Technical Project Manager Suzanne Johnson
x Environmental*
x Radiation Protection
x Industrial Safety and Health
x Fire Protection
x Chemical Management
x Emergency Preparedness
x Quality Assurance Engineer Must be approved
In Asset Suite
Must be approved
In Asset Suite
x Engineering/Design Authority Must be approved
In Asset Suite
Must be approved in Asset
Suite
1.0 INTRODUCTION / BACKGROUND
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As site integrator Mission Support Alliance (MSA) has committed to upgrading the
Administrative Record (AR) system. The AR is a historical collection of records that makes
available to the public documents and information considered or relied on to arrive at a
final decision for remedial action or hazardous waste management. The AR collection
originated in 1989 and now contains close to 100,000 documents. This number will
increase exponentially before site cleanup is concluded. In accordance to Comprehensive
Environmental Response, Compensation and Liability Act (CERCLA), Resource
Conservation and Recovery Act (RCRA) and the Hanford Federal Facility Agreement and
Consend Order (also known as Tri-Party Agreement) (TPA). United States Department of
Energy (DOE) is required to maintain administrative record files for each operable unit and
treatment, storage and disposal unit.
2.0 OBJECTIVE
Procure Alfresco Software, Training and Professional Services to implement a new AR
system. The objective is to replace an aging custom legacy AR system, improve system
response time, and enhance the search and reporting functionality.
3.0 DESCRIPTION OF WORK – SPECIFIC
Procure Alfresco Software and Training and Professional Services:
Line
No.
Product Code Service Order Summary (Subscriptions and
other)
Qty.
1 ACS-BUS-BASE Alfresco Contend Services Business (up to300
Named Users; up to 4 Cores) License one year
1
2 ACS-BUS_ASR Alfresco System Receiver (ASR) – (4 Cores) License
one year
1
3 TRNG-PASS-2.0 Training – Alfresco University Passport 2.0 2
4 CONS-USD Alfresco Professional Services –See tasks 1-5 below 320
Hrs.
5 TRA-EXP Alfresco Travel and Expenses; not to Exceed
$3000.00; Must abide by GSA FTR
1
Alfresco professional services:
Subcontractor engagement is to provide IT Professional Support to MSA subject matter
experts as it relates to a specific service and coordinate such support with the MSA AR
Upgrade team. Tasks executed under this SOW are a team effort with Subcontractor being
part of that team and providing expertise on the Alfresco software, and tools sets. Including
best practices for implementation and architecture.
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Task 1
The subcontractor shall provide four 10 hour days of on-site engagement for planning and
kick-off to include but not limited to:
a) Review engagement task plan.
b) Review the required Alfresco and customer resources.
c) Confirm engagement prerequisites.
d) Detail the timeline.
e) Agree to the project governance framework together with the roles and
responsibilities for governance tasks.
f) Review the required technical skills for customer roles and plan the training
required to acquire these skills.
g) Subcontractor will work with MSA AR Upgrade team to deliver a project kick-off
meeting and presentation.
h) Facilitate a current state analysis as well as gather /collect overall solution
requirements as part of on-site kick-off and discovery workshop.
i) Initiate gathering solution business requirements.
j) Initiate analysis of current system including metadata and content.
k) Initiate review of how Alfresco environments are architected on the network
Demilitarized Zone (DMZ).
Task 2:
The subcontractor shall provide IT professional service support to install and configure
Alfresco software, and tools sets including but not limited to:
a) Complete review of how alfresco environments are architected on the network and
Demilitarized Zone (DMZ).
b) Define a suitable architecture and target content model including but not limited to
ACS content-model.xml, target folder structure and other key “to-be” design
elements
c) Clarify search technology (Solr, Googlesearch, etc.) functionality and related best
practices as part of optimizing and securing internal and publicly exposed content
architecture.
d) Support Alfresco installations in development, test and production environments.
e) Support Alfresco configurations in development, test and production environments.
Task 3:
The subcontractor shall provide IT professional service support to migrate AR collection
from custom legacy AR system to new Hanford site AR system using Alfresco software
and tools sets including but not limited to:
a) Complete gathering solution business requirements.
b) Complete analysis of current system including metadata and content.
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c) Define a plan for handling issues including but not limited to such issues as missing
metadata, invalid file names, duplicate files, violated constraints.
d) Address bulk import functionality as part of initial migration and overall publishing
solution design exposing content both internally and publically including but not
limited to application programming interfaces (API), RESTful web services. Etc.
e) Recommend approaches to extracting and exposing Optical character recognition
(OCR’d) content including highlighting where requirements can be addressed
through out-of-the box functionality subject to configuration and/or required
customization.
f) Support migration of AR collection into Alfresco.
Task 4:
The subcontractor shall provide IT professional service support to develop a public facing
searchable web application and an intranet publishing web application to publish
documents to Alfresco. Replacing the legacy ColdFusion application with a more secure
site using the latest digitalization technologies.
a) Assess web application user interface requirements for public facing searchable
web application.
b) Assess web application user interface requirements for intranet publishing web
application.
c) Support internal and externally facing content separation and access.
d) Train and facilitate Alfresco’s Application Development Framework (ADF)
anatomy, services modules, and components as part of both web application user
interfaces.
e) Comply with United States Government 508 requirements.
f) Build web application for public facing searchable web portal.
g) Build web application for intranet publishing web portal.
Task 5:
The subcontractor shall provide IT professional service support to provide Hanford specific
training regarding MSA’s Alfresco implementation and configuration, data migration and
UI portals for work supported by Alfresco IT professional services to MSA AR upgrade
team.
4.0 REQUIREMENTS
4.1 General
Will work be performed on site: Yes
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Onsite work will be performed for Onsite engagement found under Task 1 in Section 3
Description of Work – Specific.
For any work performed on the Hanford Site or any MSA controlled facility, the provisions
of the On Site Services Special Provisions, will apply to Subcontractor personnel.
Subcontractors shall be required to be U.S. Citizen.
4.2 Engineering Requirements
Engineering requirements applicable: No
4.3 Environment, Safety, & Health (ES&H) Requirements
The Subcontractor shall exercise a degree of care commensurate with the work and the
associated hazards. The Subcontractor shall ensure that management of safety and
environmental functions and activities is an integral and visible part of the Subcontractor’s
work planning and execution processes. The Subcontractor shall flow down safety and
environmental requirements to the lowest tier Subcontractor performing work on the
Hanford site commensurate with the risk and complexity of the work.
Prior to start of work the Subcontractor shall work with the MSA BTR to do a Job Hazard
Analysis (JHA).
All subcontractor and sub-tier employees shall have completed OSHA Hazard
Communication training that meets the requirements of MSC-PRO-WP-13299, Hazard
Communication. See MSC-PRO-WP-10468, Chemical Management Process, for more
information.
Subcontractors and its lower-tier subcontractors shall be responsible to complete an
Employee Job Task Analysis (EJTA) in accordance with MSC-PRO-WP-11058 for any of
the following situations:
For any subcontractor employee who will be on the Hanford Site for more than 30 days
in a year.
For any subcontractor employee who may potentially be exposed to hazards (e.g.
radiological, beryllium, hazardous wastes, noise) while performing in accordance with
the subcontract statement of work.
For any subcontractor employee enrolled in a medical or exposure monitoring program
required by 10 CFR 851, and/or any other applicable federal, state or local regulation
or other obligation.
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If any of the above conditions are met, the subcontractor and its lower-tier subcontractor
employee is to have a current approved EJTA prior to that employee beginning work on
the Hanford Site.
Buyer’s Safety and Health Procedures are available on the internet at
http://www.hanford.gov/pmm/page.cfm/Construction. The documents on this site are kept
current and are available for Subcontractors and lower-tier Subcontractor use.
Unique or specific requirements: No
4.4 Quality Assurance (QA) Requirements
The work activities associated with this Statement of Work (SOW) have been designated
General Service, Quality Level 3. The Subcontractor shall be responsible for performing
quality workmanship and conduct the quality control measures necessary to ensure work
conforms to applicable procedures, drawings, specifications, codes & standards, and other
requirements as defined in the SOW. Subcontractor shall also maintain a configuration
management process that includes, but not limited to component naming, baseline
numbering, and a problem reporting process.
All items and services provided by the Subcontractor are subject to review, inspection, or
surveillance by the Buyer’s designated representatives at the Subcontractor’s facility or
Project site.
The Subcontractor shall flow down or invoke applicable portions of the SOW to sub-tier
suppliers/vendors providing services and/or material for this scope of work.
The Subcontractor shall provide a legible/reproducible Certificate of Conformance which
shall include the following information, as a minimum”
1. Identify the appropriate Purchase Order or Contract number under which the item
or service is being supplied.
2. Identify the specific procurement requirements that were met by the purchased item
or service and/or any approved changes, waivers, or deviations applicable to the
item or service.
3. The Certificate of Conformance shall also identify any procurement requirements
that have not been met along with an explanation and the means for resolving the
nonconformance.
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4. The Certificate of Conformance shall be signed (or otherwise authenticated) by the
Subcontractor’s representative responsible for quality.
4.5 Government Property
Government property is required to be used by the Subcontractor for this effort.
If Government property is permitted or required to be used by the Subcontractor, and
controlled by the Subcontractor, to accomplish this statement of work, FAR 52.245-1 is
applicable and is incorporated into the subcontract terms and conditions by reference. A
list of the Government property is, if applicable, is attached to this scope of work.
Subcontracts are required to have an HLAN account and LACS card to access network.
5.0 PERSONNEL REQUIREMENTS
5.1 Training and Qualifications
Training
Alfresco Principal Technical Consultant - the Principal Consultant has 6-10 years of
ECM industry experience and 4+ years of Alfresco implementation experience. The
Principal Consultant can perform all of the duties of a Sr. Consultant plus has the ability to
interpret, document, design, build, and deploy complex configurations, extensions,
customizations, and integrations within an Alfresco environment. The Principal Consultant
often will play the role of Lead Technical Consultant on a larger engagement providing
technical oversight, guidance, and direction to other staff members on the project.
Alfresco Project Manager - The Project Manager resource has 6-10 years of experience
managing technology projects and is able to effectively manage and control the delivery of
an engagement throughout its lifecycle. They are highly trained in standard project
management methodologies (PMI, ITIL, etc.), are well versed in the use of project
management software programs, and are highly focused on managing a project to expected
quality / outcome, schedule, and budget. The Project Manager role is expected to anticipate
risks and be able to offer polished and thoughtful guidance around risk and issue
management during an engagement
Alfresco principal technical consultant and project manager shall provide Alfresco
professional IT services to be able to complete Task 1-5 outlined in section 3 description
of work – specific.
Subcontractor shall ensure that its personnel meet and maintain the appropriate training,
qualification and certification requirements.
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All Subcontractor personnel shall complete MSA General Employee Training
(MGET) (4-hour average per individual) or Hanford Site Orientation (HSO) (sent
to the Subcontractor at their location).
There are other required training if listed below:
Qualifications
The following types of training qualifications are required: N/A
5.2 Security and Badging Requirements
For any on site work, see Special Provisions – On Site Services for details.
Subcontractor employees will be required to submit to vehicle searches and not personally
carry or transport certain prohibited articles.
Will the scope of work will not require access authorization (security clearance).
If the scope of work will require access authorization, then the following applies to
this scope of work:
A security clearance is required for all Subcontractors who will have: (1) access to
classified matter, (2) access Special Nuclear Material (SNM), and/or (3) require
frequent, unescorted access to secured areas.
A facility clearance must be in place at Hanford for the individuals employer
(facility), before a security clearance may be granted Facility Clearance (FCL)
approval will be required for a facility to be eligible to (1) access, handle or possess
classified information, (2) SNM, or other hazardous material presenting a potential
sabotage threat, or (3) responsibilities for safeguarding $5M+ of government
property. If any of these criteria apply to the SOW, the Contract Specialist needs
to be notified immediately, in order to process clearance paperwork. The work
cannot begin until an FCL is in place. A new FCL is required for each subcontract
meeting the criteria.
A subcontractor that will not possess classified information or matter, or SNM at
the subcontractor’s place of business and will only access such security activities
at other cleared facilities must be cleared as a “non-possessing facility.”
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5.3 Work Location / Potential Access Requirements
2261 Stevens Richland, WA and Virtual at Alfresco US North America Locations.
Subcontractor will require HLAN access and LACS card.
5.4 Site Access and Work Hours
Hanford personnel at the Hanford Site work a standard 4/10 schedule. The standard work
week consist of ten (10) hours of work between 6:00 am and 4:30 pm, with one-half hour
designated as an unpaid period for lunch, Monday through Thursday.
Work performed outside normal operating hours shall be coordinated and/or approved
through the BTR and/or the Contract Specialist prior to performing the work.
6.0 MEETINGS
Subcontractor shall participate in all meetings as required by the Buyer’s Technical
Representative (BTR).
7.0 DELIVERABLES AND PERFORMANCE SCHEDULE REQUIREMENTS
7.1 Deliverables
Deliverables are required to be furnished by the Subcontractor.
If deliverables are required, the specific deliverables, dates for completion, reviews, etc.,
are as follows:
End user documentation including training and user help guides
Documentation of System administration and system user training completion
Vendor shall place the source code into an escrow account in case of vendor failure or
takeover.
Vendor shall supply User Manuals.
Vendor shall supply a Certification of Conformance.
Software license agreement
7.2 Schedule
Professional Services Start Date: 4/2/2018
Professional Services Completion Date: 6/28/2018
Software Licenses Start Date: Upon award of contract.
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Software Licenses End Date: One year from award of contract. With possibility to extend
with option years.
8.0 SPECIAL REQUIREMENTS
Reporting Administration
Include any status reports (e.g. cost and technical), status meetings, accrual submittals,
expectations for safety meeting attendance, and requirements for formatting of documents
as instructed by the BTR.
1. Alfresco project manager will summarize the engagement status report weekly and
send to MSA BTR and Project Manager that includes but is not limited to:
a) Tasks completed
b) Key Risks
c) Key Issues
d) Alfresco time consumed
e) Task dependencies
f) Tasks planned for the next week
2. At the conclusion of the engagement Alfresco project manager will provide an
engagement closeout report
Meetings
General purpose of meetings is for the coordination, control, and direction of the Work. In
addition to meetings addressed by this Section, Subcontractor may be required by other
Sections and other Subcontract documents to conduct special-purpose meetings and
various safety meetings and briefings.
MSA will issue meeting notices and prepare an agenda and minutes for each meeting
addressed in this Section. When applicable, minutes will identify action items, assigned
actionees, and due dates.
KICKOFF MEETING - Before start of the Work, MSA will conduct a
conference at a time and Hanford Site location agreed to by Subcontractor and
MSA. Invited attendees will include MSA, Subcontractor, key lower tier
subcontractors and others having an interest in the Work. Purpose of the
conference is the coordination of Work start up and familiarization of project
participants with the Work and worksite.
PROGRESS MEETINGS - MSA will conduct a progress meeting at time and
Hanford Site location determined by MSA. Invited attendees will include
MSA, Subcontractor and key subcontractors. At the progress meeting,
Subcontractor shall submit a written report showing actual man-hours expended
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versus planned and scheduled progress versus actual progress giving details of
Work completed in relation to the approved schedule, together with a two
(2) week "look ahead" which provides details of how the Work will be
completed.
The purpose of the meetings is the exchange of Work-related information with
Alfresco. MSA will schedule a weekly meeting to review the status report and
agree to appropriate actions.
Schedule
See section 7 on Deliverables.
If option years are needed for software licenses, they are as shown below:
Line No. Product Code Service Order Summary (Subscriptions and
other)
Qty.
1 ACS-BUS-BASE Renewal - Alfresco Contend Services Business (up
to300 Named Users; up to 4 Cores)
1
2 ACS-BUS_ASR Renewal - Alfresco System Receiver (ASR) – (4
Cores)
1
Option year 2019 – Contract award start date – one year out minus a day.
Option year 2020 – one year after contract award start date – two year out minus a day.
Reports
PROGRESS REPORT PREPARATION - Prepare a summary progress report each reporting
period, show actual progress versus scheduled progress. Scheduled progress is given by baseline
project schedule. Show actual progress in the form of percentages completed for activities or
resources.