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MICHIGAN DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND BUDGET IT SERVICES for FileNet Enterprise Content Management (ECM) STATEMENT OF WORK TEMPLATE Enterprise Content Management (ECM) Work Request The FileNet Enterprise Content Management (ECM) is maintained and hosted by DTMB and currently supports multiple agencies, including the Department of Civil Service Commission (DCSC), the Department of Community Health (DCH), the Department of Human Services (DHS), the Department of Licensing and Regulatory Affairs (DLARA), the Department of State (DOS), the Department of State Police (MSP), the Department of Technology, Management, and Budget (DTMB), the Department of Transportation (MDOT), and the Department of Treasury (DOT). Additional agencies may be supported in the future. ECM services will be provided in a second-tier fashion. The primary support for an agency’s ECM needs will come from its associated DTMB Agency Services team. Where this is not possible, due either to lack of skills or resource shortages, the Agency Services team will create a Statement of Work to contract with a pre-qualified ECM service Contractor to provide appropriate support. That support may come in the form of staff augmentation where Contractor staff works side by side with DTMB staff under the direction of a DTMB supervisor. In that case the ECM Contractor must be able to provide knowledge transfer to State staff sufficient to maintain and extend the application. A Pre-Qualification Program was developed to provide a mechanism for staff augmentation and project development support of the FileNet Enterprise Content Management Services and related application development. Process for obtaining FileNet Enterprise Content Management Services The State after formalizing a comprehensive Work Request will facilitate a second tier selection process for each Contracting effort. This ECM Work Request template will identify the statement of work, category of service, period of performance, deliverables, specific response information required, work evaluation and payment criteria, and any special terms and conditions. Awards made as a result of any formal Work Request for ECM Services will be subject to the Terms and Conditions of the Primary Contracts listed above. Each award will be issued as a change notice to the applicable Primary Contract.
FileNet ECM 12-13-2011
This is a FileNet Enterprise Content Management (ECM) ITB. Only the pre-qualified Contractors listed below may submit proposals. Contractor Name HTC Global Services, Inc. Pyramid Solutions, Inc. HCL America, Inc. HP State & Local Enterprise Services, Inc.
City Troy Bingham Troy Lansing
State MI MI MI MI
Contract Number 071B2200068 071B2200070 071B2200069 071B2200091
IBM Corporation
Lansing
MI
071B2200099
Deloitte Consulting
Detroit
MI
071B2200071
Contractors MUST submit a Technical Proposal on how they will meet the services required. Candidates MUST meet the minimum requirements of the Skill Category requested. Rate proposal must be submitted according to instructions in the Information Required from Contractors Section, Rate Proposal.
This request is issued under your Contract with the Michigan Department of Technology, Management and Budget, Procurement, as established under the FileNetEnterprise Content Management Program. Project Title: Enterprise FileNet 5.2 Implementation Period of Coverage: 01/2014 – 10/2014 Requesting Agency: DTMB/DCH/DHS DTMB Buyer: Phone: Whitnie Zuker (517) 373-3993
Technical Request: The State, The Department of Community Health (DCH), requires IBM FileNet P8 4.5 & 5.2 Technical Services to install and configure FileNet environments according to our architecture design document. The production environment must be ready by June 30th, 2014 with the test and disaster recovery environments available earlier. This will include installing & configuring several websphere instances. The environments need to integrate with existing components: Tivoli, a RAC Oracle database, and Centera for content storage.
Required Technical Proposal
Technical Proposal approach. Project plan including dates and milestones.
Required Skill Category Requested: Staffing Candidate(s) of the actual primary consultants(s) proposed must require the following minimum skill set:
3+ years in installing and implementation of FileNet 5.2 in a high available configuration. The person should have experience configuring FileNet with Tivoli, an RAC Oracle database backend, and Centura file storage. 3+ years in installing and configuring Websphere along with IHS. 3+ years experience with installing & configuring IBM FileNet Dashboard and IBM System Monitor. 3+ years experience with installing & configuring FileNet Enterprise Records. 3+ years experience with migrating FileNet P8 4.5 to FileNet P8 5.2
FileNet ECM 12-13-2011
Brief Description of Services to be provided: IBM FileNet P8 4.5 & 5.2 Technical Services to install & configure FileNet P8 5.2 and migrate from FileNet P8 th 4.5 as described in attached architecture plan by June 30 2014. BACKGROUND: The State of Michigan currently has several instances of FileNet throughout the enterprise. Several agencies are currently using disparate infrastructures to support their Enterprise Content Management (ECM)/FileNet needs. This leads to redundant costs associated with hardware, software and operation resources, lack of standards and inefficiencies in processes. The goal is to implement an enterprise FileNet solution capable of supporting all agencies content management requirements. A FileNet Health Check was recently completed and the proposed architecture was established. These deliverables will be provided as the framework for the 5.2 environment. The system shall support State of Michigan growth projections, provide high-availability and automated disaster recovery. The system will also provide dashboard and monitoring applications to increase the overall awareness and management of system performance. Compliance with records retention policy will also be supported with the implementation of records management for the FileNet solution. This enterprise solution will be the core infrastructure supporting the new ECM Shared Services solution expected to provide a share cost model across agencies going forward. The production environment needs to be operational on June 30, 2014. This includes the development and test environments.
PROJECT OBJECTIVE: The objective of this project is to provide Enterprise Content Management (ECM) on a stable, reliable, and redundant platform for activities related to Medicaid Compliance Program (MCP) and other Medicaid and Agency programs. This is required to ensure that client eligibility and services can be provided in a timely manner ensuring adequate medical coverage. The existing ECM environment must be replaced with a new infrastructure and software to provide the level of service required by the State agencies involved in the MCP program.
SCOPE OF WORK: Implementation of FileNet 5.2 by June 30, 2014. Provide pre-deployment review and post-evaluation assistance for the deployment of DCH and DHS FileNet applications into the FileNet 5.2 environment a. Medicaid Compliance Program b. Department of Community Health (DCH) c. Department of Human Services (DHS) d. Migration from multiple FileNet instances to one enterprise FileNet platform e. Implementation includes FileNet P8, 5.2, Hardware/Software, Database and Storage f. Components Include; Content Platform Engine, FileNet Workplace XT, IBM Content Navigator, IBM Content Collector, Directory Service, Database Server, Application Server, Content Search Services, and Storage g. Includes Development, Test and Production Environments h. Implementation includes High Availability, Disaster Recovery, Dashboard, Monitoring and Records Management OUT OF SCOPE: The following agencies are not in scope other than to ensure the infrastructure will support the inclusion of the following agencies as separate future initiatives: i. Department of Licensing and Regulatory Affairs (DLARA) j. Department of Treasury k. Department of Transportation (MDOT) l. Department of Civil Service Commission (DCSC)
FileNet ECM 12-13-2011
TASKS: Technical support is required to assist with the following tasks: Task 1: FileNet 5.2 Pre-Implementation Plan a. Develop a detailed implementation plan based on the State of Michigan FileNet Enterprise Architecture design. This should include estimated hours, resource skills and proposed timelines for delivering the 5.2 environment. The plan should include installation, configuration and testing milestones. b. Review the vendor proposed implementation and migration plan for the existing FileNet applications proposed by the application vendors. The vendor plans should include any required changes (API, or workflow), estimated hours, resource skills, and proposed timelines for the migration and testing. Task 2: Infrastructure confirmation and software installation a. Installation and configuration of WebSphere Application Server ND. b. Installation of FileNet software c. Oracle Database connections. d. Patches & Upgrades. e. Other related software required to make the system function as specified. f. System test of all functionality. Task 3: FileNet application migration a. Validate the migration process proposed by the FileNet application vendors that will include FileNet Metadata and Images for DCH and DHS applications. b. Testing of the process in partnership with DTMB and the partner agency. c. Production migration once testing is completed. d. Post-production troubleshooting. Task 4: Knowledge Transfer a. System Configuration. b. Administrator Training. c. Monitoring & troubleshooting Tips. d. System Tuning Task 5: System Administration a. Post Implementation Administration support for 90 days. The support contract for SOM in regards to FileNet will allow named parties to call directly to IBM for support. b. Post Migration System Tuning Expectations Adherence to SUITE Process as demonstrated by SUITE documentation and approvals. Project will leverage both, contractors and DTMB resources. FileNet 5.2 will be the enterprise FileNet solution to support the ECM Shared Services. FileNet 5.2 implementation will include High Availability, Disaster Recovery, Monitoring, Dashboard and Records Management. All agencies will leverage Oracle as the FileNet database. The FileNet environment Design was based on data and information gathered during FileNet Health Check & Architecture Project. The anticipated increased volume from the Medicaid Compliance Program (MCP) has been taken into account. Implementation includes, FileNet 5.2 software, hardware (including virtual servers), and database/storage. Several lines of business application integrations will be migrated to the FileNet 5.2 platform (Bridges, CHAMPS, etc.). FileNet 5.2 solution will be scalable, both vertically and horizontally to support future growth and expansion of services. FileNet 5.2 solution will support State of Michigan Single-Sign-On Solution. The existing 4.51 FileNet platform will continue to support the existing agencies until they are migrated to the new FileNet 5.2 platform. DELIVERABLES: Deliverables will not be considered complete until the Agency Project Manager has formally accepted them. Deliverables for this project include: FileNet ECM 12-13-2011
FileNet 5.2 Pre-Implementation Plan and implementation schedule
Infrastructure confirmation and software installation FileNet application migration by June 30, 2014 Knowledge Transfer System Administration
ACCEPTANCE CRITERIA: Deliverables will not be considered complete until the DTMB Project Manager has formally accepted them. APPROVAL OF DELIVERABLES, IN GENERAL: (a) All Deliverables (Physical Deliverables, Written Deliverables, and Service Deliverables) require formal written approval by the State, in accordance with the following procedures. Formal approval by the State requires that the Deliverable be confirmed in writing by the State to meet its specifications, which will include the successful completion of Testing as applicable in Section 2.252, to be led by the State with the support and assistance of Contractor. The parties acknowledge that the approval process set forth herein will be facilitated by ongoing consultation between the parties, visibility of interim and intermediate Deliverables and collaboration on key decisions. (b) The State’s obligation to comply with any State Review Period is conditioned on the timely delivery of Deliverables being reviewed. (c) Prior to commencement of its review or testing of a Deliverable, the State may inspect the Deliverable to confirm that all components of the Deliverable have been delivered without material deficiencies. If the State determines that the Deliverable has material deficiencies, the State may refuse delivery of the Deliverable without performing any further inspection or testing of the Deliverable. Otherwise, the review period will be deemed to have started on the day the State and Contractor receive the Deliverable and agree that the Deliverable is ready for use and, where applicable, Contractor has provided certification in accordance with Section 2.252. (d) The State will approve in writing a Deliverable upon confirming that it conforms to and, performs in accordance with, its specifications without material deficiency. The State may, but shall not be required to, conditionally approve in writing a Deliverable that contains material deficiencies if the State elects to permit Contractor to rectify them post-approval. In any case, Contractor will be responsible for working diligently to correct within a reasonable time at Contractor’s expense all deficiencies in the Deliverable that remain outstanding at the time of State approval. (e) If, after three (3) opportunities (the original and two repeat efforts), Contractor is unable to correct all deficiencies preventing Final Acceptance of a Deliverable, the State may: (i) demand that Contractor cure the failure and give Contractor additional time to cure the failure at the sole expense of Contractor; or (ii) keep any resulting Contract(s) in force and do, either itself or through other parties, whatever Contractor has failed to do, in which event Contractor shall bear any excess expenditure incurred by the State in so doing beyond the Contract(s) price for such Deliverable and will pay the State an additional sum equal to ten percent (10%) of such excess expenditure to cover the State’s general expenses provided the State can furnish proof of such general expenses; or (iii) terminate the particular Statement of Work for default, either in whole or in part by notice to Contractor provided Contractor is unable to cure such breach. Notwithstanding the foregoing, the State shall not use, as a basis for exercising its termination rights under this Section, deficiencies discovered in a repeat State Review Period that could reasonably have been discovered during a prior State Review Period. (f) The State, at any time and in its reasonable discretion, may halt the testing or approval process if such process reveals deficiencies in or problems with a Deliverable in a sufficient quantity or of a sufficient severity as to make the continuation of such process unproductive or unworkable. In such case, the State may return the applicable Deliverable to Contractor for correction and re-delivery prior to resuming the testing or approval process. PROCESS FOR APPROVAL WRITTEN DELIVERABLES: The State Review Period for Written Deliverables will be the number of days set forth in the applicable Statement of Work/Purchase Order following delivery of the final version of the Deliverable (failing which the State Review Period, by default, shall be five (5) Business Days for Written Deliverables of one hundred (100) pages or less and ten (10) Business Days for Written Deliverables of more than one hundred (100) pages). The duration of the State Review Periods will be doubled if the State has not had an opportunity to review an interim draft of the Written Deliverable prior to its submission to the State. The State agrees to notify Contractor in writing by the end of the State Review Period either stating that the Deliverable is approved in the form delivered by Contractor or describing any deficiencies that must be corrected prior to approval of the Deliverable (or at the State’s election, subsequent to approval of the Deliverable). If the State delivers to Contractor a notice of deficiencies, Contractor will correct the described deficiencies and within five (5) Business Days resubmit the Deliverable in a form that FileNet ECM 12-13-2011
shows all revisions made to the original version delivered to the State. Contractor’s correction efforts will be made at no additional charge. Upon receipt of a corrected Deliverable from Contractor, the State will have a reasonable additional period of time, not to exceed the length of the original State Review Period, to review the corrected Deliverable to confirm that the identified deficiencies have been corrected. PROCESS FOR APPROVAL OF SERVICE DELIVERABLES: The State Review Period for approval of Service Deliverables is governed by the applicable Statement of Work/Purchase Order (failing which the State Review Period, by default, shall be forty- five (45) Business Days for a Service Deliverable). The State agrees to notify Contractor in writing by the end of the State Review Period either stating that the Deliverable is approved in the form delivered by Contractor or describing any deficiencies that must be corrected prior to approval of the Deliverable (or at the State’s election, subsequent to approval of the Deliverable). If the State delivers to Contractor a notice of deficiencies, Contractor will correct the described deficiencies and within thirty (30) Business Days resubmit the Deliverable in a form that shows all revisions made to the original version delivered to the State. Contractor’s correction efforts will be made at no additional charge. Upon receipt of a corrected Deliverable from Contractor, the State will have a reasonable additional period of time, not to exceed the length of the original State Review Period, to review the corrected Deliverable to confirm that the identified deficiencies have been corrected. PROCESS FOR APPROVAL OF PHYSICAL DELIVERABLES: The State Review Period for approval of Physical Deliverables is governed by the applicable Statement of Work/Purchase Order (failing which the State Review Period, by default, shall be forty-five (45) continuous Business Days for a Physical Deliverable). The State agrees to notify Contractor in writing by the end of the State Review Period either stating that the Deliverable is approved in the form delivered by Contractor or describing any deficiencies that must be corrected prior to approval of the Deliverable (or at the State’s election, subsequent to approval of the Deliverable). If the State delivers to Contractor a notice of deficiencies, Contractor will correct the described deficiencies and within thirty (30) Business Days resubmit the Deliverable in a form that shows all revisions made to the original version delivered to the State. Contractor’s correction efforts will be made at no additional charge. Upon receipt of a corrected Deliverable from Contractor, the State will have a reasonable additional period of time, not to exceed the length of the original State Review Period, to review the corrected Deliverable to confirm that the identified deficiencies have been corrected. PROJECT CONTROL AND REPORTS: A bi-weekly progress report must be submitted to the Agency and DTMB Project Managers throughout the life of this project. This report may be submitted with the billing invoice. Each bi-weekly progress report must contain the following:
Hours: Indicate the number of hours expended during the past two weeks, and the cumulative total to date for the project. Also state whether the remaining hours are sufficient to complete the project.
Accomplishments: Indicate what was worked on and what was completed during the current reporting period.
Funds: Indicate the amount of funds expended during the current reporting period, and the cumulative total to date for the project.
Project Resources: Provide resource names and resumes to be assigned for the duration of the project.
SPECIFIC AGENCY STANDARDS: Agency standards, if any, in addition to DTMB standards, including SUITE processes and documentation. PAYMENT SCHEDULE: FileNet ECM 12-13-2011
Payment will be made on a DELIVERABLE basis to include 90 day warranty. Price quoted in contractor’s response for the maintenance and operations support for implemented solution(s) for a warranty period of 90 days.
All rates quoted in contractor’s response to this work request will be firm for the duration of the contract. No price changes will be permitted.
DTMB will pay the Contractor on a fixed-price basis and upon receipt of properly completed invoices. Invoices must be submitted to the billing address on the State issued purchase order not more often than monthly. All invoices should reflect actual work completed by payment date, and must be approved by the DTMB Project Manager prior to payment. DTMB Accounts Payable area will coordinate obtaining approval from the DTMB Project Manager, which will be provided only upon the completion of each release and the deliverables outlined for the release. The invoices shall describe and document to the State’s satisfaction and a description of the work performed and the progress of the project. Payment shall be considered timely if made by the DTMB within forty-five (45) days after receipt of properly completed invoices. EXPENSES: The State will NOT pay for any travel expenses, including hotel, mileage, meals, parking, etc. AGENCY RESPONSIBILITIES: The State may provide necessary on-site office accommodations such as: Provide Servers, Hardware and Software Licensing Required for Virtual Servers Oracle Database Infrastructure Centera Infrastructure Responsible for Network Related Activities Provide required work area, telephone, and space LOCATION OF WHERE THE WORK IS TO BE PERFORMED: Consultants will work at: Chandler Plaza 300 East Michigan Ave. Lansing, Michigan. EXPECTED CONTRACTOR WORK HOURS AND CONDTMBIONS: Work hours are not to exceed eight (8) hours a day, forty (40) hours a week. Normal working hours of 8:00 am to 5:00 pm are to be observed unless otherwise agreed to in writing. No overtime will be permitted. Responses will be evaluated on the following criteria:
Weight 1.
Technical Proposal Information for this criteria is detailed in the Technical Request, Scope of Work and Task section
2.
Staffing Skillsets Information for this criteria is detailed in the Required Skill Category Requested section
TOTAL FileNet ECM 12-13-2011
80
20
100
INFORMATION REQUIRED FROM CONTRACTORS INFORMATION REQUIRED Technical Proposal 1. Technical Proposal approach. 2. Project plan including dates and milestones.
Staffing Candidate(s) of the actual primary consultants(s) proposed 3. Name of the candidate. 4. The resume(s) of the actual primary consultants(s) proposed 5. The results of two reference checks that the Contractor has performed on the proposed individual, including the names and telephone numbers of the references themselves. At least one of these reference checks must be from a supervisor. 6. Verification of a candidate’s permission to work in the United States. 7. Payment Rate for each resume submitted. Payment rates may not exceed the rates in the Contract. However, the Payment rates may be less, depending on the State's requirements, nature of the job market, and candidate's abilities. 8. During the response period, the Contractor may request to the DTMB Procurement Buyer any clarification needed on the Statement of Work.
RATE PROPOSAL 9. All rates quoted in contractor’s response to this work request will be firm for the duration of the contract. No price changes will be permitted.
COST PROPOSAL Fixed- Flat Cost
Task #
Task Description
1
FileNet 5.2 PreImplementation Plan and implementation schedule Infrastructure confirmation and software installation FileNet application migration by June 30, 2014 Knowledge Transfer System Administration TOTAL
2 3 4 5
PROPOSAL SUBMITTAL Submit: 1 copy of the technical proposal 1 copy for each primary consultant(s) name and resume FileNet ECM 12-13-2011
10% HoldBack
Comments
1 copy of the Cost Proposal In accordance with the following instructions: 1. Submit all bids ELECTRONICALLY via BUY4MICHIGAN NO LATER THAN 3:00 P.M. ON THE DUE DATE AS INDICATED ON BUY4MICHIGAN. 2. Submit with your proposal a signed cover letter with the company name, contact name and phone number, contact email address, vendor ID number, and ITB number
FileNet ECM 12-13-2011
