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MURIELBOWSERMAYOR
January23,2026
TheHonorablePhilMendelsonChairman
CounciloftheDistrictofColumbiaJohnA.WilsonBuilding1350PennsylvaniaAvenue,NW,Suite504Washington,DC 20004
DearChairmanMendelson:
Pursuanttosection451oftheDistrictofColumbiaHome RuleAct(D.C.OfficialCode§ 1-
204.51)andsection202oftheProcurementPracticesReformActof2010(D.C.OfficialCode§
2-352.02),enclosedforconsiderationand approvalby theCouncilof theDistrictof Columbia is
proposedModificationNo. M018 to ContractNo. DCRL-2023-F-0071withMicrosoft
Corporationtoincreasetheamountofoptionyeartwoby $2,999,385,from$6,323,555to
$9,322,940.TheperiodofperformanceisfromJune30,2025,throughJune29,2026.
Under theproposedmodification,MicrosoftCorporationwillcontinuetoimplementan enhanced
ComprehensiveChildWelfareInformationSystem.
My administrationisavailabletodiscussanyquestionsyoumayhaveregardingtheproposed
contractmodification.Inordertofacilitatearesponsetoanyquestionsyoumayhave,pleasehaveyourstaffcontactEbonyTerrell,AgencyChiefContractingOfficer,ChildandFamilyServices,at(202)724-7415,
I lookforwardtotheCouncil’sfavorableconsiderationof thiscontractmodification.
Sincerely,
Monel Bowser
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GOVERNMENT OF THE DISTRICT OF COLUMBIA
Office of Contracting and Procurement
Pursuant to section 202(c) of the Procurement Practices Reform Act of 2010, as amended, D.C.
Official Code § 2-352.02(c), the following contract summary is provided:
COUNCIL CONTRACT SUMMARY
(Standard)
(A) Contract Number: DCRL-2023-F-0071
Proposed Contractor: Microsoft Corporation
Proposed Contractor’s Principals: Satya Nadella (Chairman & CEO) and Brad Smith (Vice
Chairman & President)
Contract Amount: $9,322,940
Unit and Method of Compensation: Labor Hour contract with a cost reimbursement component
Term of Contract: June 30, 2025 through June 29, 2026
Type of Contract: Labor Hour contract with a cost reimbursement component
as set forth in the Price Schedule
Source Selection Method: Cooperative Agreement
(B) For a contract containing option periods, the contract amount for the base period and for
each option period. If the contract amount for one or more of the option periods differs from
the amount for the base period, provide an explanation of the reason for the difference:
Base Period Amount: $11,902,280 (CA25-0462- deemed approved on October 28, 2023)
Option Period 1 Amount: $11,856,800 (CA25-0740 – deemed approved on June 7, 2024)
$3,688,350 (CA26-0079 – deemed approved on March 13, 2025)
Option Period 2 Amount: $6,274,510 (CA26-0196) – deemed ap proved on June 5, 2025.
$49,045 (Mod 16a executed on August 29, 2025)
For Approval $2,999,385 (Mod M018)
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Explanation of difference from base period (if applicable):
The price for services in modification M018 differs from the base year price to complete the
stabilization services that directly support the Child and Family Services Agency’s (CFSA) mission
critical objectives and help achieve the required Federal regulatory compliance.
Option Period 3 Amount: TBD - The District will re-evaluate the contract regarding the option
year's pricing prior to the exercise of option.
Option Period 4 Amount: TBD - The District will re-evaluate the contract regarding the option
year's pricing prior to the exercise of option.
(C) The goods or services to be provided, the methods of delivering goods or services, and any
significant program changes reflected in the proposed contract:
There are no significant program changes for option year two. The goods and services to be
provided include continued stabilization and sprint development for the Comprehensive Child
Welfare Information System (CCWIS) system.
(D) The selection process, including the number of offerors, the evaluation criteria, and the
evaluation results, including price, technical or quality, and past performance components:
CFSA chose to leverage Microsoft’s Virginia Information Technologies Agency (VITA) Contract
VA-160304-MCS to execute a Cooperative Agreement as a contract vehicle for the CCWIS
procurement, in accordance with D.C. Code § 2-354.11. The statute states “the CPO may, and is
encouraged to, participate in, sponsor, conduct, or administer cooperative purchasing agreements
for the procurement of goods, services, or construction,” as long as the cooperative purchase
agreement is “in accordance with, to the extent practicable, all laws and rules of the District
government with respect to contracting, and shall be consistent with laws and rules of the United
States government that apply specifically to the District.”
(E) A description of any bid protest related to the award of the contract, including whether the
protest was resolved through litigation, withdrawal of the protest by the protestor, or
voluntary corrective action by the District. Include the identity of the protestor, the grounds
alleged in the protest, and any deficiencies identified by the District as a result of the protest:
NONE
(F) A description of any other contracts the proposed contractor is currently seeking or holds
with the District:
Microsoft has several professional information technology services contracts throughout the
District.
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(G) The background and qualifications of the proposed contractor, including its organization,
financial stability, personnel, and performance on past or current government or private
sector contracts with requirements similar to those of the proposed contract:
Microsoft is an American multinational technology company with headquarters in Redmond,
Washington. It develops, manufactures, licenses, supports, and sells computer software, consumer
electronics, personal computers, and related services. Its best known software products are the
Microsoft Windows line of operating systems, the Microsoft Office suite, the Internet Explorer,
Edge web browsers and now, Microsoft CoPilot and Open AI. In April 2019, Microsoft reached a
trillion-dollar market cap, becoming the third U.S. public company to be valued at over $1 trillion
dollars. As of 2023, Microsoft has the fourth-highest global brand valuation.
Microsoft, the largest software company in the world, is responsible for the overall project,
including project governance and system design, configuration, deployment, and support. Microsoft
will be combining their base CCWIS solution modules with the CFSA-specific configurations to
deliver a new production-ready solution; The Change and Innovation Agency (CIA) is an industry
leader in helping human services agencies across the country transform their service delivery and
business practices. CIA will review the revised lean business processes and evaluate capacity-
generating approaches to maximize the impact of implementing the updated process designs in the
selected technology solution.
In 2018, Microsoft utilized the MS Dynamics platform to design, develop, and implement the
financial and case management solutions modules for the Employment Security Department in the
state of Washington. Microsoft also performed as the onsite and remote technical Subject Matter
Experts (SMEs) for production support. The project was completed on time and in budget, with the
overall contract value totaling $20.4M.
Additionally, Microsoft designed and completed a Comprehensive Child Welfare Information
System for the Arizona State Government and District Government and received a satisfactory
performance rating for the work performed on the contract.
(H) A summary of the subcontracting plan required under section 2346 of the Small, Local, and
Disadvantaged Business Enterprise Development and Assistance Act of 2005, as amended,
D.C. Official Code § 2-218.01 et seq. (“Act”), including a certification that the subcontracting
plan meets the minimum requirements of the Act and the dollar volume of the portion of the
contract to be subcontracted, expressed both in total dollars and as a percentage of the total
contract amount:
A cooperative agreement is being leveraged for this procurement and section 2-218.01 of the
D.C. Official Code does not apply.
(I) Performance standards and the expected outcome of the proposed contract:
The performance standards and expected outcomes are set forth in the contract. The Contractor is
expected to provide all necessary functional and technical expertise and management strategies to
assess, design and integrate artificial intelligence software into the Comprehensive Child Welfare
Information System in accordance with the provisions contained in the contract.
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The Contractor is also expected to comply with all federal and District laws, regulations, HIPAA
and standards stipulated in the contract.
(J) The amount and date of any expenditure of funds by the District pursuant to the contract
prior to its submission to the Council for approval:
$49,045 - Modification 16a was executed on August 29, 2025
(K) A certification that the proposed contract is within the appropriated budget authority for the
agency for the fiscal year and is consistent with the financial plan and budget adopted in
accordance with D.C. Official Code §§ 47-392.01 and 47-392.02:
The CFSA Agency Fiscal Officer has certified that the agency has in its approved budget for fiscal
year 2026, sufficient funds to meet the obligations of the proposed modification.
(L) A certification that the contract is legally sufficient, including whether the proposed
contractor has any pending legal claims against the District:
The District of Columbia, Office of the Attorney General (OAG) has certified that the proposed,
modification is legally sufficient. The contractor has no pending legal claims against the District.
(M) A certification that Citywide Clean Hands database indicates that the proposed contractor is
current with its District taxes. If the Citywide Clean Hands Database indicates that the
proposed contractor is not current with its District taxes, either: (1) a certification that the
contractor has worked out and is current with a payment schedule approved by the District;
or (2) a certification that the contractor will be current with its District taxes after the District
recovers any outstanding debt as provided under D.C. Official Code § 2-353.01(b):
The contractor is in compliance with the District’s taxes as evidenced by its Clean Hands
Certification, dated November 18, 2025.
(N) A certification from the proposed contractor that it is current with its federal taxes, or has
worked out and is current with a payment schedule approved by the federal government:
The contractor, Microsoft Corporation has certified that it is current with its federal taxes in
accordance with the signed Bidders/Offeror Certification dated November 19, 2025.
(O) A certification that the proposed contractor has been determined not to violate section 334a of
the Board of Ethics and Government Accountability Establishment and Comprehensive
Ethics Reform Amendment Act of 2011, D.C. Official Code § 1-1163.34a; and (2) A
certification from the proposed contractor that it currently is not and will not be in violation
of section 334a of the Board of Ethics and Government Accountability Establishment and
Comprehensive Ethics Reform Amendment Act of 2011, D.C. Official Code § 1-1163.34a:
The contractor has certified compliance with section 334a of the Board of Ethics and Government
Accountability Establishment and Comprehensive Ethics Reform Amendment Act of 2011, D.C.
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Official Code § 1-1163.34a based on the notarized Contractor Self-Certification form, dated May
28, 2024.
(P) The status of the proposed contractor as a certified local, small, or disadvantaged business
enterprise as defined in the Small, Local, and Disadvantaged Business Enterprise
Development and Assistance Act of 2005, as amended; D.C. Official Code § 2-218.01 et seq.:
The proposed contractor is not a District certified local, small, or disadvantaged business enterprise.
(Q) Other aspects of the proposed contract that the Chief Procurement Officer considers
significant:
NONE
(R) A statement indicating whether the proposed contractor is currently debarred from providing
services or goods to the District or federal government, the dates of the debarment, and the
reasons for debarment:
Microsoft Corporation is not currently debarred from contracting with the District or Federal
Government, based on searches on the OCP EPLS database and the System for Award Management
(SAM) Search database and HHS Office of Inspector General (OIG) website, conducted on
November 25, 2025.
(S) Any determination and findings issues relating to the contract’s formation, including any
determination and findings made under D.C. Official Code § 2-352.05 (privatization
contracts):
The following Determination and Finding were executed as follows:
(a) Determination and Findings (D&F) for Cooperative Purchasing, dated 9/26/23;
(b) D&F for Price Reasonableness, dated 12/1/25;
(c) D&F for Contractor Responsibility, dated 12/1/25;
(d) D&F for Cost Reimbursement, dated 12/1/25; and
(e ) D&F for Non-Use of DCSS or Set Aside, dated 4/29/25.
(T) Where the contract, and any amendments or modifications, if executed, will be made
available online:
The executed contract will be posted on the Office of Contracting and Procurement’s (OCP)
website at: www.ocp.dc.gov
(U) Where the original solicitation, and any amendments or modifications, will be made available
online:
NONE – This is a cooperative agreement.
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400 6thStreet NW, Suite 9100, Washington, DC 20001 (202) 727-3400
GOVERNMENT OF THE DISTRICT OF COLUMBIAOffice of the Attorney GeneralATTORNEY GENERALBRIAN L. SCHWALBCommercial DivisionMEMORANDUMTO: Tomás Talamante Director Office of Policy and Legislative Affairs FROM: Robert Schildkraut Section Chief Government Contracts SectionDATE: January 20, 2026 SUBJECT: Approval of Contract Action for Development of the Comprehensive Child Welfare Information SystemContract Number: DCRL-2023-F-0071, Modification No. 18 Contractor: Microsoft Corporation Modification No. 18 Amount: NTE $2,999,385.00 New Option Total Amount: NTE $9,322,940.00 ___________________________________________________________________________ This is to Certify that this Office has reviewed the above-referenced Contract and that we have found it to be legally sufficient. If you have any questions in this regard, please do not hesitate to call me at (202) 724-4018. ______________________________ Robert Schildkraut
P.P.
GOVERNMENT OF THE DISTRICT OF COLUMBIA
Child and Family Services Agency
CONTRACTS AND PROCUREMENT ADMINISTRATION
Glasford Hall, Jr.
Microsoft Delivery Executive
Microsoft Corporation
12012 Sunset Hills Road
Reston, VA 20190 REF: Letter Contract
DCRL-2023-F-0071 CCWIS/STAAND
Dear Mr. Hall, Jr.:
1. This is a letter contract between the District of Columbia Government; hereinafter, referred
to as the District and Microsoft Corporation hereinafter referred to as the contractor wherein the
contractor agrees to perform the services set forth in the Scope of Work, Attachment A.
2. This letter contract has time and materials components. The District will pay Microsoft Corporation
for the development, configuration and customization of the Intake Module for the Comprehensive
Child Welfare Information System (CCWIS)/Stronger Together Against Abuse and Neglect in DC
(STAAND) system within supported development standards (following the Dynamics 365 SDK) so
that features will be within the upgrade path for product upgrades. Development of the new data
model for the Intake Module, based on the Price Schedule, Attachment J.5 and the Statement of
Work, Attachment J.3.
3. The term of this letter contract is from June 30, 2023, through October 27, 2023. The District
intends to definitize this letter contract within one hundred twenty (120) days of award of this
letter contract (the date the Contracting Officer signs this letter contract), at which time this letter
contract shall merge with the definitized contract. Before the expiration of the one hundred
twenty (120) days, the Contracting Officer may authorize an additional period in accordance
with Sections §2425.9 of the Procurement Regulations and 27 DCMR §2425.9. If the District
does not definitize this letter contract within one hundred twenty (120) days of the award of this
letter contract or any extensions thereof, this letter contract shall expire. In the event of the
expiration of this letter contract, or any extension thereof, the District shall pay the contractor for
services performed under this letter contract in an amount not to exceed $998,980. In no event
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shall the amount paid under this letter contract or any extensions thereof, exceed $1,000,000.00,
without approval from the DC Council.
4. The duration of the definitized contract shall be three hundred, sixty-six (366) days from award
of this letter contract (June 30, 2023, through June 29, 2024). The District shall pay the
contractor for the services performed during the duration of the definitized contract in an amount
not to exceed $998,980.
5. The contractor shall perform under this letter contract pursuant to the term of the following
documents, which are hereby incorporated by reference and made a part of this letter contract. A
conflict in language shall be resolved by giving precedence to the document in the highest order
of priority that contains language addressing the issue in question. The following documents are
incorporated into the contract by reference and made a part of the contract in the following order
of precedence:
(a) This letter contract:
(b) The Scope of Work dated 6/19/23, Attachment J.3;
(1) Contract Terms and Conditions, Attachment J.5;
(2) The Pricing Schedule, Section 2 of the Letter Contract
(3) Work Order# GVS0235-434536-549249, dated June 19, 2023, Attachment J.4.
(c) VITA Contract (VA-160304-MCS) and all Amendments
6. The letter contract shall be subject to the following:
(a) Appropriation of funds;
(b) The approval by the Council of the District of Columbia, in accordance with D.C.
Official Code, §2-352.02, if this letter contract is of a value in excess of one million
dollars. However, if this letter contract is not in excess of one million dollars, but the
value of the subsequent definitized contract, (which includes the value of this letter
contract) is in excess of one million dollars, the definitized contract must be approved by
the Council in accordance will D.C. Official Code, §2-353.02. If the Council disapproves
the subsequent definitized contract, all performance under the letter contract shall
terminate and the liability of the District shall be limited to the amount set forth in
provision number 3, above, of the letter contract.
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DISTRICT OF COLUMBIA
Signature of CFSA Interim Agency Chief Contracting Officer Date
CONTRACTOR
Jun 27, 2023 / Delivery Management Executive Glasford Hall (Jun 27, 2023 18:40 EDT)
Signature of Microsoft Corporation Date
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06 / 29 / 2023
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ATTACHMENT J.3
SCOPE OF WORK
Attachment J 3 -
Comprehensive Child
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ATTACHMENT J.4
WORK ORDER#
GVS0235-434536-549249
DATED JUNE 21, 2023
Attachment J 4 Work
Order GVS0235-4345
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ATTACHMENT J.5
PRICE SCHEDULE
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Letter Contract
Base Year Price Schedule
June 30, 2023 – October 27, 2023
7
CLIN Resource Rate Hours Total
0001 Princi pal Consultant $330 374 $123,420.00
0002 Associate Consultant $245 680 $166,600.00
0003 Pro gram Director $340 374 $127,160.00
0004
MSFT GD Consulting -
Offshore
$85
4284
$364,140.00
0005
MSFT GD Consulting -
Onshore
$230
680
$156,400.00
0006 Cost Reimbursement $61,260.00
BASE YEAR GRAND TOTAL (June 30, 2023 – October 27, 2023) $998,980.00
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ATTACHMENT J.6
TERMS & CONDITIONS
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SECTION D PACKAGING AND MARKING
D.1 REQUIREMENTS
D.1.1 (RESERVED)
**END SECTION D**
SECTION E INSPECTION AND ACCEPTANCE
E.1 DEFINITION
E.2
E.2.1
QUALITY CONTROL
Definition
E.2.1.1 The Contractor is responsible for controlling the quality of services and ensuring that
services conform to the requirements of the Contract and the CA is responsiblefor
monitoring the Contractor’s compliance with the specification (See Section G).The
Contractor shall establish procedures and processes including, but not limited to,
inspections to ensure that all Contract requirements are met.
**END SECTION E**
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SECTION F: PERIOD OF PERFORMANCE AND DELIVERABLES
F.1
F.1.1
TERM OF CONTRACT
The term of this contract shall be for a period of one (1) calendar year from the date of
award, subject to the availability of funds for any period beyond the end of the District’s
fiscal year, which begins on October 1, in which this contract is awarded.
F.2
F.2.1
OPTION TO EXTEND THE TERM OF THECONTRACT
The District may extend the term of this contract for a period of four (4) one-year option
periods, or successive fractions thereof, by written notice to the Contractor before the
expiration of the contract; provided that the District will give the Contractor preliminary
written notice of its intent to extend at least thirty (30) days before the contract expires.
The preliminary notice does not commit the District to an extension. The exercise of this
option is subject to the availability of funds at the time of the exercise of this option. The
Contractor may waive the thirty (30) day preliminary noticerequirement by providing a
written waiver to the Contracting Officer prior to expirationof the contract.
F.2.2 If the District exercises this option, the extended contract shall be
considered toinclude this option provision.
F.2.3 The price for the option period shall be as specified in the Section B of the contract.
F.2.4 The total duration of this contract, including the exercise of any
options underthis clause, shall not exceed five (5) years.
F.3
F.3.1
DELIVERABLES
**END SECTION F**
10
Name
Description
Acceptance
Required
Weekly
Timecard
The weekly Excel timecard template will include a description of work
completed each day including any ADO user story and task numbers
worked on from the prioritized backlog.
Yes
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SECTION G: CONTRACT ADMINISTRATION
G.1 INVOICE PAYMENT
G.1.1 The District will make payments to the Contractor, upon the submission of proper
invoices, at the prices stipulated in this contract, services performed and accepted, less any
discounts, allowances or adjustments provided for in this contract.
G.1.2 The District will pay the Contractor on or before the 30 th day after receiving a proper
invoice from the Contractor.
G.2 INVOICE SUBMITTAL
G.2.1 The Contractor shall create and submit payment requests in an electronic format through
the DC Vendor Portal, HTTPS://VENDORPORTAL.DC.GOV
G.2.2 The Contractor shall submit proper invoices on a monthly basis or as otherwise specified
in Section G.
G.2.3 The Contractor shall submit separate invoices as follows:
(1) Invoice for CLINs 0001 through 0006 (and subsequent year CLINs as applicable)
G.2.4 To constitute a proper invoice, the Contractor shall enter all required
information into the Portal after selecting the applicable purchase order number
which is listed onthe Contractor’s profile.
G.3 PAYMENT
Unless otherwise specified in this contract, payment will be made on partial
deliveriesof goods and services accepted by the District if:
a) The amount due on the deliveries warrants it; or
b) The Contractor requests it and the amount due on the deliveries is inaccordance with the
following:
For CLINs 0001 through 0006 (and subsequent year CLINs as applicable),
payment will be made based on hours consumed in accordance with reasonable
proration of the allocated prices stated in the Schedule in Section B and as detailed
in Attachment J.3. and presentation of a properly executed invoice.
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G.4
G.4.1
THE QUICK PAYMENT ACT
Interest Penalties to Contractors
G.4.1.1 The District will pay interest penalties on amounts due to the Contractor
under the Quick Payment Act, D.C. Official Code § 2-221.01 et seq., as amended, for
the period beginning on the day after the required payment date and ending on the
date on which payment of the amount is made. Interest shall be calculated at the rate
of at least 1% per month. No interest penalty shall be paid if payment for the
completed delivery of the item of property or service is made on or before the
required payment date. The requiredpayment date shall be:
G.4.1.1.1 The date on which payment is due under the terms of this contract;
G.4.1.1.2 30 calendar days, excluding legal holidays, after receipt of a
proper invoice forthe amount of the payment due.
G.4.1.2 No interest penalty shall be due to the Contractor if payment for
the completeddelivery of goods or services is made on or before:
G.4.1.2.1 15th day after any other required payment date.
G.4.1.3 Any amount of an interest penalty which remains unpaid at the end of any
30-day period shall be added to the principal amount of the debt and thereafter
interest penaltiesshall accrue on the added amount.
G.4.2
G.4.2.1
Payments to Subcontractors
The Contractor shall take one of the following actions within thirty (30)
days of receiptof any amount paid to the Contractor by the District for work
performed by any subcontractor under the contract:
G.4.2.1.1 Pay the subcontractor(s) for the proportionate share of the total
payment received from the District that is attributable to the subcontractor(s) for
work performed underthe contract; or
G.4.2.1.2 Notify the CO and the subcontractor(s), in writing, of the
Contractor’s intention to withhold all or part of the subcontractor’s payment
and state the reason for thenonpayment.
G.4.2.2 A dispute between the Contractor and subcontractor relating to the
amounts or entitlement of a subcontractor to a payment underthe Quick Payment
Act does not constitute a dispute to which the District is a party.The District may
not be interpleaded in any judicial or administrative proceeding involving such a
dispute.
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G.4.3
G.4.3.1
Subcontract requirements:
The payments will occur in accordance with Microsoft's agreement w/the sub-
contractor and in no way will the District be a party to any action or dispute between the parties.
G.5 CONTRACTING OFFICER (CO)
G.5.1 Contracts will be entered into and signed on behalf of the District only by
the contracting officer. The contact information for the Contracting Officer is:
Ebony Terrell
Interim Agency Chief Contracting Officer Child
and Family Services Agency
200 I Street, SE, 2nd Floor
Washington, DC 20003
Ebony.Terrell@dc.gov
G.6
G.6.1
AUTHORIZED CHANGES BY THE CONTRACTING OFFICER
The CO is the only person authorized to approve changes in any of the
requirementsof this contract.
G.6.2 The Contractor shall not comply with any order, directive or request that
changes ormodifies the requirements of this contract, unless issued in
writing and signed by the CO.
G.6.3 In the event the Contractor effects any change at the instruction or
request of any person other than the CO, the change will be considered to
have been made withoutauthority and no adjustment will be made in the
contract price to cover any cost increase incurred as a result thereof.
G.7
G.7.1
CONTRACT ADMINISTRATOR (CA)
The CA is responsible for general administration of the contract and
advising the CO as to the Contractor’s compliance or noncompliance
with the contract. The CA has theresponsibility of ensuring the work
conforms to the requirements of the contract and such other
responsibilities and authorities as may be specified in the contract. These
include:
G.7.2 Keeping the CO fully informed of any technical or contractual difficulties
encounteredduring the performance period and advising the CO of any
potential problem areas under the contract;
G.7.3 Coordinating site entry for Contractor personnel, if applicable;
G.7.4 Reviewing invoices for completed work and recommending approval by
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the CO if theContractor’s costs are consistent with the
negotiated amounts and progress is satisfactory and
commensurate with the rate of expenditure;
G.7.5 Reviewing and approving invoices for deliverables to ensure receipt of
goods and services. This includes the timely processing
of invoices and vouchers in accordancewith the District’s
payment provisions; and
G.7.6 Maintaining a file that includes all contract correspondence,
modifications, recordsof inspections (site, data,
equipment) and invoice or vouchers.
G.7.7 The address and telephone number of the CA is:
Suresh Chandran, CCWIS Program Manager200
I Street SE, 3rd Floor
Washington, DC 20003
suresh.chandran@dc.gov
G.7.8 The CA shall NOT have the authority to:
G.7.8.1 Award, agree to, or sign any contract, delivery order or task
order. Only the COshall make contractual
agreements, commitments or modifications;
G.7.8.2
G.7.8.3
Grant deviations from or waive any of the terms and conditions of the contract;
Increase the dollar limit of the contract or authorize work beyond
the dollar limit ofthe contract,
G.7.8.4 Authorize the expenditure of funds by the Contractor;
G.7.8.5 Change the period of performance; or
G.7.8.6 Authorize the use of District property, except as specified under the contract.
G.7.9 The Contractor will be fully responsible for any changes not authorized in
advance, in writing, by the CO; may be denied compensation
or other relief for any additional work performed that is not
so authorized; and may also be required, at no additional cost
to theDistrict, to take all corrective action necessitated by
reason of the unauthorized changes.
G.8
G.9
(RESERVED)
(RESERVED)
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G.10 HIPAA PRIVACY COMPLIANCE
G.10.1 For the purpose of this agreement Child and Family Services (CFSA), a covered
component within the District of Columbia’s Hybrid Entity will be referred to as a
“Covered Entity” as that term is defined by the Health Insurance Portability and
Accountability Act of 1996, as amended (“HIPAA”) and associated regulations
promulgated at 45 CFR Parts 160, 162 and 164 as amended (the “HIPAA Regulations”)
and Microsoft Corporation as a recipient of Protected Health Information or electronic
Protected Health Information from CFSA, is a “Business Associate” as that term is
defined by HIPAA.
G.10.2 Terms used, but not otherwise defined, in this Agreement shall have the
same meaningas those terms in the HIPAA Regulations.
Definitions:
a. Business Associate means a person or entity, who,
on behalf of the District government or of an
organized health care arrangement (as defined in this
section) in which the covered entity participates, but
other than in the capacity ofa member of the
workforce of the District or arrangement, creates,
receives, maintains, or transmits protected health
information for a function or activity forthe District,
including claims processing or administration, data
analysis, processing or administration, utilization
review, quality assurance, patient safety activities
listed at 42 CFR 3.20, billing, benefit management,
practice management, and repricing; or provides,
other than in the capacity of a member of the
workforce of such covered entity, legal, actuarial,
accounting, consulting, data aggregation (as defined
in 45 CFR § 164.501), management, administrative,
accreditation, or financial services to or for the
District, or to or for an organizedhealth care
arrangement in which the District participates, where
the provision ofthe service involves the disclosure of
protected health information from the District or
arrangement, or from another business associate of
the District or arrangement, to the person. A covered
entity may be a business associate of another covered
entity.
A Business Associate includes, (i) a Health
Information Organization, E- prescribing Gateway,
or other person that provides data transmission
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services with respect to protected health information
to a covered entity and that requiresaccess on a
routine basis to such protected health information;
(ii) a person that offers a personal health record to
one or more individuals on behalf of the District;
(iii) a subcontractor that creates, receives, maintains,
or transmits protected health information on behalf
of the business associate.
A Business Associate does not include: (i) a health
care provider, with respect todisclosures by a covered
entity to the health care provider concerning the
treatment of the individual; (ii) a plan sponsor, with
respect to disclosures by a group health plan (or by a
health insurance issuer or HMO with respect to a
group health plan) to the plan sponsor, to the extent
that the requirements of 45 CFR § 164.504(f) apply
and are met; (iii) a government agency, with respect
to determining eligibility for, or enrollment in, a
government health plan that provides public benefits
and is administered by another government agency,
or collecting protected health information for such
purposes, to the extent such activities are authorized
by law; iv) a covered entity participating in an
organizedhealth care arrangement that performs a
function, activity or service included in the definition
of a Business Associate above for or on behalf of
such organized health care arrangement.
Covered Entity means a health plan, a health care
clearinghouse, or a health care provider who
transmits any health information in electronic form in
connection with a transaction covered by 45 C.F.R.
Parts 160 and 164 of HIPAA. With respect to this
HIPAA Compliance Clause, Covered Entity shall also
include the designated health care components of the
District government’s hybrid entity or aDistrict
agency following HIPAA best practices.
Data Aggregation means, with respect to Protected
Health Information createdor received by a
business associate in its capacity as the business
associate of acovered entity, the combining of such
Protected Health Information by the business
associate with the Protected Health Information
received by the business associate in its capacity as
a business associate of another covered entity, to
permit data analyses that relate to the health care
b.
c.
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operations of the respective covered entities.
Designated Record Set means a group of
records maintained by or for theCovered
Entity that are:
d.
(i) The medical records and billing records
about individuals maintainedby or for a
covered health care provider;
The enrollment, payment, claims
adjudication, and case or medical
management record systems
maintained by or for a health plan; or
Records used, in whole or in part, by
or for the Covered Entity tomake
decisions about individuals.
(ii)
(iii)
e. Health Care means care services, or services, or
supplies related to the health ofan individual. Health
care includes, but is not limited to, the following:
(i) Preventive, diagnostic, therapeutic,
rehabilitative, maintenance, or palliative
care, and counseling, service, assessment,
or procedure withrespect to the physical or
mental condition, or functional status, of
an individual or that affects the structure
or function of the body; and
Sale or dispensing of a drug, device,
equipment, or other item in
accordance with the prescription.
(ii)
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f. Health Care Components means a component or a combination of components
of a hybrid entity designated by a hybrid entity. Health Care Components must
include non-covered functions that provide services to the covered functions for
the purpose of facilitating the sharing of Protected Health Information with such
functions of the hybrid entity without business associate agreements or individual
authorizations.
g. Health Care Operations shall have the same meaning as the term “health care
operations” in 45 C.F.R. § 164.501.
h. Hybrid Entity means a single legal entity that is a covered entity and whose
business activities include both covered and non-covered functions, and that
designates health care components in accordance with 45 C.F.R. §
164.105(a)(2)(iii)(C). A Hybrid Entity is required to designate as a health care
component, any other components of the entity that provide services to the
covered functions for the purpose of facilitating the sharing of Protected Health
Information with such functions of the hybrid entity without business associate
agreements or individual authorizations. The District of Columbia is a Hybrid
Covered Entity. Hybrid Entities are required to designate and include functions,
services and activities within its own organization, which would meet the
definition of Business Associate and irrespective of whether performed by
employees of the Hybrid Entity, as part of its health care components for
compliance with the Security Rule and privacy requirements under this Clause.
i. Record shall mean any item, collection, or grouping of information that includes
Protected Health Information and is maintained, collected, used, or disseminated
by or for the Covered Entity.
j. Individual shall have the same meaning as the term "individual" in 45 C.F.R. §
164.501 and shall include a person who qualifies as a personal representative in
accordance with 45 C.F.R. § 164.502(g).
k. Individually Identifiable Health Information is information that is health
information, including demographic information collected from an individual,
and;
(i) Is created or received by a health care provider, health plan,
employer, or health care clearinghouse;
(ii) Relates to the past, present, or future physical or mental health or
condition of an individual; or the past, present, or future payment for
the provision of health care to an individual; and
(iii) That identifies the individual or with respect to which there is a
reasonable basis to believe the information can be used to identify the
individual.
l. National Provider Identifier (NPI) Rule. "National Provider Identifier" shall
mean the Standard Unique Health Identifier for Healthcare Providers; Final Rule
at 45 C.F.R. Part 162.
Privacy and Security Official. The person or persons designated by the District
of Columbia, a Hybrid Entity, who is/are responsible for developing,
m.
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maintaining, implementing and enforcing the District-wide Privacy Policies and
Procedures, and for overseeing full compliance with the Privacy and Security
Rules, and other applicable federal and state privacy law.
n. Privacy Officer. “Privacy Officer” shall mean the person designated by the
District’s Privacy and Security Official or one of the District’s covered
components within its Hybrid Entity, who is responsible for overseeing
compliance with the Covered Agency’s Privacy Policies and Procedures, the
HIPAA Privacy Regulations, HIPAA Security Regulations and other applicable
federal and state privacy law(s). Also referred to as the agency Privacy Officer,
the individual shall follow the guidance of the District’s Privacy and Security
Official, and shall be responsive to and report to the District’s Privacy and
Security Official on matters pertaining to HIPAA compliance.
o. Privacy Rule. "Privacy Rule" shall mean the Standards for Privacy of
Individually Identifiable Health Information at 45 C.F.R. part 160 and part 164,
subparts A and E.
p. Protected Health Information. "Protected Health Information" (PHI) or
“Electronic Protected Health Information” (ePHI) means individually identifiable
health information that is created or received by the Business Associate from or
on behalf of the Covered Entity, or agency following HIPAA best practices,
which is:
i Transmitted by, created or maintained in electronic media; or
ii Transmitted or maintained in any other form or medium.
PHI does not include information in the records listed in subsection (2) of
the definition in 45 C.F.R. §160.103. Required By Law. "Required By
Law" shall have the same meaning as the term "required by law" in 45
C.F.R. § 164.103.
q. Secretary. "Secretary" shall mean the Secretary of the United States Department
of Health and Human Services or his or her designee.
r. Security Officer. The person designated by the Security Official or one of the
District of Columbia’s designated health care components, who is responsible
foroverseeing compliance with the Covered Agency’s Privacy Policies and
Procedures, the Security Rules, and other applicable federal and state privacy
law(s). The Covered Agency’s security officer shall follow the guidance of the
District’s Security Official, as well as the Associate Security Official within the
Office of the Chief Technology Officer, and shall be responsive to the same on
matters pertaining to HIPAA compliance.
s. Security Rule. "Security Rule" shall mean the Standards for Security of
Individually Identifiable Health Information at 45 C.F.R. part 164.
t. Workforce. “Workforce” shall mean employees, volunteers, trainees, and other
persons whose conduct, in the performance of work for a covered entity or
business associate, is under the direct control of such entity, whether or not they
are paid by the covered entity or business associate.
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a. Obligations and Activities of Business Associate
i. The Business Associate agrees not to use or disclose PHI or ePHI
(hereinafter “PHI” or Protected Health Information”) other than as
permitted or required by this HIPAA Compliance Clause or as required
by law.
ii. The Business Associate agrees to use appropriate safeguards and comply
with administrative, physical, and technical safeguards requirements in
45 C.F.R. §§ 164.308, 164.310, 164.312 and 164.316 as required by §
13401 of the Health Information Technology Economic and Clinical
HealthACT (February 18, 2010) (“HITECH”), to maintain the security
of the PHI and to prevent use or disclosure of such PHI other than as
provided for by this Clause. Business Associate acknowledges that,
pursuant to HITECH, it must comply with the Security Rule and privacy
provisions detailed in this Clause. As such, Business Associate is under
the jurisdiction of the United States Department of Health and Human
Services and is directly liable for its own compliance. A summary of
HIPAA Security Rule standards, found at Appendix A to Subpart C of
45 C.F.R. § 164 is as follows:
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Administrative Safeguards
21
Security Management Process
164.308(a)(1)
Risk Analysis (R)
Risk Management
(R)Sanction Policy
(R)
Information System Activity Review (R)
Assigned
Security
Responsibility
164.308(a)(2)
(R)
Workforce Security
164.308(a)(3)
Authorization and/or Supervision
(A)Workforce Clearance Procedure
Termination Procedures (A)
Information
Access
Management
164.308(a)(4)
Isolating Health care
ClearinghouseFunction (R)
Access Authorization (A)
Access Establishment and
Modification(A)
Security Awareness
andTraining
164.308(a)(5)
Security Reminders (A)
Protection from Malicious Software
(A)Log-in Monitoring (A)
Password Management (A)
Security Incident Procedures 164.308(a)(6) Response and Reporting (R)
Contingency Plan
164.308(a)(7
Data Backup Plan (R)
Disaster Recovery Plan
(R)
Emergency Mode Operation Plan (R)
Testing and Revision Procedure (A)
Applications and Data Criticality
Analysis(A)
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DCRL-2021-C-0061 Comprehensive Child Welfare Information System (CCWIS) Page
Physical Safeguards
Technical Safeguards (see § 164.312)
b. The Business Associate agrees to name a Privacy and/or Security Officer who is
accountable for developing, maintaining, implementing, overseeing the compliance of
and enforcing compliance with this Clause, the Security Rule and other applicable
federal and state privacy law within the Business Associate’s business. The Business
associate reports violations and conditions to the District-wide Privacy and Security
Official and/or the Agency Privacy Officer of the covered component within the
District’s Hybrid Entity.
c. The Business Associate agrees to establish procedures for mitigating, and to mitigate to
the extent practicable, any deleterious effects that are known to the Business Associate
of a use or disclosure of PHI by the Business Associate in violation of the requirements
of this Clause.
The Business Associate agrees to report to Covered Entity, in writing, any use or
disclosure of the PHI not permitted or required by this HIPAA Compliance Clause or
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d.
Access Control
164.312(a)(1)
Unique User Identification (R)
Emergency Access Procedure (R)
Automatic Logoff (A)
Encryption and Decryption (A)
Audit Controls 164.312(b) (R)
Integrity
164.312(c)(1)
Mechanism to Authenticate Electronic
Protected Health Information (A)
Person or Entity
Authentication
164.312(d)
(R)
Transmission Security
164.312(e)(1)
Integrity Controls (A)
Encryption (A)
Facility Access Controls
164.310(a)(1)
Contingency Operations (A)
Facility Security Plan (A)
Access Control and Validation
Procedures (A)
Maintenance Records (A)
Workstation Use 164.310(b) (R)
Workstation Security 164.310(c) (R)
Device and Media Controls
164.310(d)(1)
Disposal (R)
Media Re-use (R)
Accountability (A)
Data Backup and Storage (A)
Evaluation 164.308(a)(8) (R)
Business Associate Contracts
and Other Arrangement
164.308(b)(1)
Written Contract or Other Arrangement
(R)
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other incident or condition arising out the Security Rule, including breaches of
unsecured PHI as required at 45 CFR §164.410, to the District-wide Privacy and
Security Official or agency Privacy Officer within twenty (20) days from the time the
Business Associate becomes aware of such unauthorized use or disclosure. Upon the
determination of an actual data breach, and in consultation withthe District’s Privacy
and Security Official, the Business Associate will handle breach notifications to
individuals, the HHS Office for Civil Rights (OCR), and potentially themedia, on
behalf of the District. The parties acknowledge and agree that this section constitutes
notice by Business Associate to Covered Entity of the ongoing existence and
occurrence of attempts of Unsuccessful Security Incidents for which no additional
notice to Covered Entity shall be required. “Unsuccessful Security Incidents” means,
without limitation, pings and other broadcast attacks on Microsoft’s firewall, port
scans, unsuccessful log-on attempts, denial of service attacks, and any combination of
the above, so long as no such incident results in unauthorized access, use or disclosure
of Protected Health Information.
e. The Business Associate agrees to ensure that any workforce member or any agent,
including a subcontractor, agrees to the same restrictions and conditions that apply
through this Clause with respect to PHI received from the Business Associate, PHI
created by the Business Associate, or PHI received by the Business Associate on behalf
of the Covered Entity.
f. In accordance with 45 CFR 164.502(e)(1)(ii) and 164.308(b)(2), if applicable, ensure
that any subcontractors that create, receive, maintain, or transmit PHI on behalf of the
Business Associate agree to the same restrictions, conditions, and requirements that
apply to the Business Associate with respect to such information
g. Initially, upon request with no unreasonable delay, the Business Associate agrees to
provide the District a list of all subcontractors who meet the definition of a Business
Associate. Additionally, Business Associate agrees to ensure its subcontractors
understanding of liability and monitor, where applicable, compliancewith the Security
Rule and applicable privacy provisions in this Clause.
h. Upon reasonable written request, Business Associate agrees to provide access , at the
requestof the Covered Entity, at a mutually agreed upon location, during normal
business hours, and in a format as directed by the District Privacy Official or agency
Privacy Officer, or as otherwise mandated by the Privacy Rule or applicable District of
Columbia laws, rules and regulations, to PHI in a Designated Record Set, to the Covered
Entity, to facilitate the District’s compliance with the requirements under 45 C.F.R.
§164.524. In the event any individual requests access to Protected Health Information
directly from Business Associate, Business Associate shall forward such request to
Covered Entity.
i. Upon receipt of a request from Covered Entity for the amendment of an individual’s
Protected Health Information or a record regarding an individual contained in a
Designated Record Set, Microsoft shall provide such information to Covered Entity for
amendment and/or incorporate any such amendments in the Protected Health
Information as required by 45 C.F.R. § 164.526..
j. RESERVED
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k. The Business Associate agrees to make available to Covered Entity information related
to disclosures made by Business Associate as would be required for the Covered Entity
to respond to a request by an Individual for an accounting of disclosures of PHI in
accordance with 45 C.F.R. § 164.528 and applicable District of Columbia laws, rules
and regulations.
l. The Business Associate agrees to make available to the Covered Entity at a mutually
agreed upon location, during normalbusiness hours, and in a format designated by
the District’s Privacy and Security Official or agency Privacy Officer and the duly
authorized Business Associate workforcemember, information collected in accordance
with Paragraph (i) of this Section above, topermit the Covered Entity to respond to a
request by an Individual for an accounting of disclosures of PHI in accordance with 45
C.F.R. § 164.528, and applicable District of Columbia laws, rules and regulations.
The Business Associate agrees to maintain internal practices, books, and records,
including policies and procedures, and PHI, relating to the use and disclosure of PHI
received from the Business Associate, or created, or received by the Business Associate
on behalf of the Covered Entity for compliance of the Covered Entity with the Privacy
Rule.
m.
n. To the extent the Business Associate is to carry out one or more of Covered Entity's
obligation(s) under Subpart E of 45 CFR Part 164, the Business Associate agrees to
comply with the requirements of Subpart E that apply to the Covered Entity in the
performance of such obligation(s).
o. RESERVED
p. The Business Associate may aggregate PHI in its possession with the PHI of other
Covered Entities that Business Associate has in its possession through its capacity as a
Business Associate to other Covered Entities provided that the purpose of the
aggregation is to provide the Covered Entity with data analyses to the Health Care
Operations of the Covered Entity. Under no circumstances may the Business Associate
disclose PHI of one Covered Entity to another Covered Entity absent the explicit written
authorization and consent of the Privacy Officer or a duly authorized workforce member
of the Covered Entity.
q. Business Associate may de-identify any and all PHI provided that the de-identification
conforms to the requirements of 45 C.F.R. § 164.514(b) and any associated HHS
guidance. Pursuant to 45 C.F.R. § 164.502(d)(2), de-identified information does not
constitute PHI and is not subject to the terms of this HIPAA Compliance Clause.
2. Permitted Uses and Disclosures by the Business Associate
a. Except as otherwise limited in this HIPAA Compliance Clause, the Business Associate
may use or disclose PHI to perform functions, activities, or services for, or on behalf of,
the Covered Entity as specified in the Contract, provided that such use or disclosure
would not violate Subpart E of 45 CFR § 164 if the same activity were performed by the
Covered Entity or would not violate the minimum necessary policies and procedures of
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the Covered Entity.
b. Except as otherwise limited in this HIPAA Compliance Clause, the Business Associate
may use PHI for the proper management and administration of the Business Associate or
to carry out the legal responsibilities of the Business Associate.
c. Except as otherwise limited in this HIPAA Compliance Clause, the Business Associate
may disclose PHI for the proper management and administration of the Business
Associate, provided that the disclosures are required by law, or the Business Associate
obtains reasonable assurances from the person to whom the information is disclosed that
it will remain confidential and used, or further disclosed, only as required by law, or for
the purpose for which it was disclosed to the person, and the person notifies the Business
Associate of any instances of which it has knowledge that the confidentiality of the
information has been breached.
d. Except as otherwise limited in this HIPAA Compliance Clause, the Business Associate
may use PHI to provide Data Aggregation services to the Covered Entity as permitted by
45 C.F.R. § 164.504(e)(2)(i)(B).
e. Business Associate may use PHI to report violations of the Law to the appropriate
federal and District of Columbia authorities, consistent with 45 C.F.R. § 164.502(j)(1).
3. Additional Obligations of the Business Associate
The parties acknowledge and agree that Business Associate does not maintain Protected Health
Information in a Designated Record Set for Covered Entity. In the event that there is a change
Professional Services that Business Associate provides to Covered Entity such that Business
Associate commences maintaining Protected Health Information in a Designated Record Set,
then Business Associate, at the request of Covered Entity, shall within fifteen (15) days make
access to such Protected Health Information available to Covered Entity in accordance with 45
CFR § 164.524 of the Privacy Rule.
a. Business Associate must provide assurances to the Covered Entity that it will continue to
employ sufficient administrative, technical and physical safeguards, as described under
the Security Rule, to protect and secure the Covered Entity’s ePHI entrusted to it. These
safeguards include:
i. The Business Associate agrees to administrative, physical, and technical
safeguards that reasonably and appropriately protect the confidentiality, integrity,
and availability of the ePHI that the Business Associate creates, receives,
maintains or transmits on behalf of the covered entity.
The Business Associate agrees to report to the Covered Entity any security
incident of which it becomes aware, including any attempts to access ePHI,
whether those attempts were successful or not. The parties acknowledge
and agree that this section constitutes notice by Business Associate to
Covered Entity of the ongoing existence and occurrence of attempts of
Unsuccessful Security Incidents for which no additional notice to Covered
Entity shall be required. “Unsuccessful Security Incidents” means, without
limitation, pings and other broadcast attacks on Microsoft’s firewall, port
scans, unsuccessful log-on attempts, denial of service attacks, and any
combination of the above, so long as no such incident results in
unauthorized access, use or disclosure of Protected Health Information.
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ii.
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iii. This Business Associate Agreement may be terminated if the Covered Entity
determines that the Business Associate has materially breached the agreement
and that breach has not been cured.
The Business Associate agrees to make all policies and procedures, and
documents relating to security, available to the Secretary of HHS for the
purposes of determining the covered entity’s compliance with HIPAA.
This agreement continues in force for as long as the Business Associate retains
any access to the Covered Entity’s ePHI.
With respect to the subset of PHI known as ePHI as defined by HIPAA
Security Standards at 45 C.F.R. Parts 160 and 164, subparts A and C (the
"Security Rule"), if in performing the Services, Business Associate, its
employees, agents, subcontractors and any other individual permitted by
Business Associate will have access to any computer system, network, file, data
or software owned by or licensed to Provider that contains ePHI, or if Business
Associate otherwise creates, maintains, or transmits ePHI on Provider’s behalf,
Business Associate shall take reasonable security measures necessary to protect
the security of all such computer systems, networks, files, data and software.
With respect to the security of ePHI, Business Associate shall: (A) Implement
administrative, physical and technical safeguards that reasonably and
appropriately protect the confidentiality, integrity, and availability of the ePHI
that it creates, receives, maintains, or transmits on behalf of the Provider; (B)
Ensure that any agent, including a subcontractor, to whom it provides such
information agrees to implement reasonable and appropriate safeguards to protect
it; and (C) Report to the Provider any security incident of which it becomes
aware.
iv.
v.
vi.
vii. Business Associate agrees not to electronically transmit or permit access to PHI
unless such transmission or access is authorized by this Addendum and the
Agreement and further agrees that it shall only transmit or permit such access if
such information is secured in a manner that is consistent with applicable law,
including the Security Rule. For purposes of this Addendum, “encrypted” shall
mean the reversible conversion of readable information into unreadable,
protected form so that only a recipient who has the appropriate “key” can convert
the information back into original readable form. If the Covered Entity stores,
uses or maintains PHI in encrypted form, or in any other secured form acceptable
under the security regulations, Covered Entity shall promptly, at request, provide
with the key or keys to decrypt such information and will otherwise assure that
such PHI is accessible by upon reasonable request.
viii. In the event Business Associate performs functions or activities involving the use
or disclosure of PHI on behalf of Covered Entity that involve the installation or
maintenance of any software (as it functions alone or in combination with any
hardware or other software), Business Associate shall ensure that all such
software complies with all applicable standards and specifications required by
the HIPAA Regulations and shall inform of any software standards or
specifications not compliant with the HIPAA Regulations.
b. At the request of the Covered Entity, the Business Associate agrees to amend this
agreement to comply with all HIPAA mandates.
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4. Sanctions
Business Associate agrees that its workforce members, agents and subcontractors who violate
the provisions of HIPAA or other applicable federal or state privacy law will be subject to
discipline in accordance with Business Associate’s Personnel Policy and applicable collective
bargaining agreements. Business Associate agrees to impose sanctions consistent with Business
Associate’s personnel policies and procedures and applicable collective bargaining agreements
with respect to persons employed by it. Members of the Business Associate Workforce who are
not employed by Business Associate are subject to the policies and applicable sanctions for
violation of this Compliance Clause as set forth in business associate agreements. In the event
Business Associate imposes sanctions against any member of its workforce, agents and
subcontractors for violation of the provisions of HIPAA or other applicable federal or state
privacy laws, the Business Associate shall inform the District Privacy Official or the agency
Privacy Officer of the imposition of sanctions.
5. Obligations of the Covered Entity
The Covered Entity shall notify the Business Associate of any limitation(s) in its Notice
of Privacy Practices of the Covered Entity in accordance with 45 C.F.R. § 164.520, to
the extent that such limitation may affect the use or disclosure of PHI by the Business
Associate.
The Covered Entity shall notify the Business Associate of any changes in, or revocation
of, permission by the Individual to the use or disclosure of PHI, to the extent that such
changes may affect the use or disclosure of PHI by the Business Associate.
The Covered Entity shall notify the Business Associate of any restriction to the use or
disclosure of PHI that the Covered Entity has agreed to in accordance with 45 C.F.R. §
164.522, to the extent that such restriction may affect the use or disclosure of PHI by the
Business Associate.
a.
b.
c.
6. Permissible Requests by Covered Entity
Covered Entity shall not request the Business Associate to use or disclose PHI in any mannerthat
would not be permissible under the Privacy Rule and Subpart E of 45 CFR § 164 if done by the
Covered Entity.
7. RESERVED
8. Representations and Warranties.
The Business Associate represents and warrants to the Covered Entity:
That it is duly organized, validly existing, and in good standing under the laws of the
jurisdiction in which it is organized or licensed, it has the full power to enter into this
HIPAA Compliance Clause and it, its employees, agents, subcontractors, representatives
and members of its workforce are licensed and in good standing with the applicable
agency, board, or governing body to perform its obligations hereunder, and that the
performance by it of its obligations under this HIPAA Compliance Clause has been duly
authorized by all necessary corporate or other actions and will not violate any provision
of any license, corporate charter or bylaws;
a.
That it, its employees, agents, subcontractors, representatives and members of its
workforce are in good standing with the District of Columbia, that it, its employees,
agents, subcontractors, representatives and members of its workforce will submit a letter
b.
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of good standing from the District of Columbia, and that it, its employees, agents,
subcontractors, representatives and members of its workforce have not been de-barred
from being employed as a contractor by the federal government or District;
That neither the execution of this HIPAA Compliance Clause, nor its performance
hereunder, will directly or indirectly violate or interfere with the terms of another
agreement to which it is a party, or give any governmental entity the right to suspend,
terminate, or modify any of its governmental authorizations or assets required for its
performance hereunder. The Business Associate represents and warrants to the Covered
Entity that it will not enter into any agreement the execution or performance of which
would violate or interfere with this HIPAA Compliance Clause;
c.
That it is not currently the subject of a voluntary or involuntary petition in bankruptcy,
does not currently contemplate filing any such voluntary petition, and is not aware of
any claim for the filing of an involuntary petition;
d.
That all of its employees, agents, subcontractors, representatives and members of its
workforce, whose services may be used to fulfill obligations under this HIPAA
Compliance Clause are or shall be appropriately informed of the terms of this HIPAA
Compliance Clause and are under legal obligation to the Business Associate, by contract
or otherwise, sufficient to enable the Business Associate to fully comply with all
provisions of this HIPAA Compliance Clause. Modifications or limitations that the
Covered Entity has agreed to adhere to with regards to the use and disclosure of PHI of
any individual that materially affects or limits the uses and disclosures that are otherwise
permitted under the Privacy Rule will be communicated to the Business Associate, in
writing, and in a timely fashion;
e.
That it will reasonably cooperate with the Covered Entity in the performance of the
mutual obligations under this Contract;
f.
That neither the Business Associate, nor its shareholders, members, directors, officers,
agents, subcontractors, employees or members of its workforce have been excluded or
served a notice of exclusion or have been served with a notice of proposed exclusion, or
have committed any acts which are cause for exclusion, from participation in, or had any
sanctions, or civil or criminal penalties imposed under, any federal or District healthcare
program, including but not limited to Medicare or Medicaid, or have been convicted,
under federal or District law (including without limitation following a plea of nolo
contendere or participation in a first offender deferred adjudication or other
arrangement whereby a judgment of conviction has been withheld), of a criminal offense
related to (a) the neglect or abuse of a patient, (b) the delivery of an item or service,
including the performance of management or administrative services related to the
delivery of an item or service, under a federal or District healthcare program, (c) fraud,
theft, embezzlement, breach of fiduciary responsibility, or other financial misconduct in
connection with the delivery of a healthcare item or service or with respect to any act or
omission in any program operated by or financed in whole or in part by any federal,
District or local government agency, (d) the unlawful, manufacture, distribution,
prescription or dispensing of a controlled substance, or (e) interference with or
obstruction of any investigation into any criminal offense described in (a) through (d)
above. The Business Associate further agrees to notify the Covered Entity immediately
after the Business Associate becomes aware that any of the foregoing representations
and warranties may be inaccurate or may become incorrect
g.
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9. Term and Termination
a. Term. The requirements of this HIPAA Compliance Clause shall be effective as of the
date of the contract award, and shall terminate when all of the PHI provided by the
Covered Entity to the Business Associate, or created or received by the Business
Associate on behalf of the Covered Entity, is confidentially destroyed or returned to the
Covered Entity with no unreasonable delays. The PHI shall be returned in a format
mutually agreed upon by and between the Privacy Official and/or Privacy Officer or his
or her designee and the appropriate and duly authorized workforce member of the
Business Associate.; If it is infeasible to return or confidentially destroy the PHI,
protections shall be extended to such information, in accordance with the termination
provisions in this Section and communicated to the Privacy Official or Privacy Officer
or his or her designee. The requirement to return PHI to the District at the end of the
contract term or if the contract is terminated applies irrespective of whether the
Business Associate is also a covered entity under HIPAA. Where a businessassociate is
also a covered entity, PHI provided by the District, or created or received bythe
Business Associate on behalf of the District, a duplicate of the record may be acceptable
if mutually agreed.
b. Termination for Cause. Upon the Covered Entity's knowledge of a material breach of
this HIPAA Compliance Clause by the Business Associate, the Covered Entity shall
either:
i. Provide an opportunity for the Business Associate to cure the breach or end the
violation and terminate the Contract if the Business Associate does not cure the
breach or end the violation within the time specified by the Covered Entity,
with a cure period of no less than 30 days; or
ii. Terminate the Contract if the Business Associate breaches a materialterm of this
HIPAA Compliance Clause and a cure is not possible.
If neither termination nor cure is feasible, the Covered Entity shall report the violation to the
Secretary.
c. Effect of Termination.
i. Except as provided in paragraph (ii) of this section, upon termination of the
Contract, for any reason, the Business Associate shall return in a mutually
agreed upon format or confidentially destroy all PHI received from the
Covered Entity, or created or received by the Business Associate on behalf of the
Covered Entity with no unreasonable delays. This provision shall apply to PHI
that is in the possession of all subcontractors, agents or workforce members of
the Business Associate. The Business Associate shall retain no copies of PHI in
any form.
ii. In the event that the Business Associate determines that returning or destroying
the PHI is infeasible, the Business Associate shall provide written notification to
the Covered Entity of the conditions that make the return or confidential
destruction infeasible. Upon determination by the agency Privacy Officer that
the return or confidential destruction of the PHI is infeasible, the Business
Associate shall extend the protections of this HIPAA Compliance Clause to such
PHI and limit further uses and disclosures of such PHI for so long as the
Business Associate maintains such PHI. Additionally, the Business Associate
shall:
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(1) Retain only that PHI which is necessary for Business Associate to
continue its proper management and administration or to carry out its legal
responsibilities;
(2) Return to covered entity, or, if agreed to by covered entity, destroy the
remaining PHI that the business associate still maintains in any form;
(3) Continue to use appropriate safeguards and comply with Subpart C of 45
CFR Part 164 with respect to ePHI to prevent use or disclosure of the
PHI, other than as provided for in this Section, for as long as Business
Associate retains the PHI;
(4) Not use or disclose the PHI retained by Business Associate other than
for the purposes for which such PHI was retained and subject to the
same conditions set out at 45 C.F.R. § 164.502(j)(1) which applied
prior to termination; and
(5) Return to covered entity or, if agreed to by covered entity, destroy the
PHI retained by Business Associate when it is no longer needed by
Business Associate for its proper management and administration or to
carry out its legal responsibilities.
|
The obligations outlined in Section 2. Obligations and Activities of Business
Associate shall survive the termination of this Contract.
10. Miscellaneous
a. Regulatory References. A reference in this HIPAA Compliance Clause to a section in
the Privacy Rule means the section as in effect or as amended.
b. Amendment. The Parties agree to take such action as is necessary to amend this HIPAA
Compliance Clause from time to time as is necessary for the either party to comply with
the requirements of the Privacy Rule and HIPAA. Except for provisions required by law
as defined herein, no provision hereof shall be deemed waived unless in writing and
signed by duly authorized representatives of the Parties. A waiver with respect to one
event shall not be construed as continuing, or as a bar to or waiver of any other rightor
remedy under this HIPAA Compliance Clause.
c. Survival. The respective rights and obligations of the Business Associate under Section
9. Term and Termination of this HIPAA Compliance Clause and the sections of the
Standard Contract Provisions for use with the District of Columbia Government Supply
and Services Contracts covering Default and Termination for the Convenience of the
District shall survive termination of the Contract.
d. Interpretation. Any ambiguity in this HIPAA Compliance Clause shall be resolved to
permit compliance with applicable federal and District of Columbia laws, rules and
regulations, and the HIPAA Rules, and any requirements, rulings, interpretations,
procedures, or other actions related thereto that are promulgated, issued or taken by or
on behalf of the Secretary; provided that applicable federal and District of Columbia
laws, rules and regulations shall supersede the Privacy Rule if, and to the extent that they
impose additional requirements, have requirements that are more stringent than or
provide greater protection of patient privacy or the security or safeguarding of PHI than
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The terms of this HIPAA Compliance Clause amend and supplement the terms of the
Contract, and whenever possible, all terms and conditions in this HIPAA Compliance Clause
are to be harmonized. In the event of a conflict between the terms of the HIPAACompliance
Clause and the terms of the Contract, the terms of this HIPAA ComplianceClause shall
control; provided, however, that this HIPAA Compliance Clause shall not supersede any other
federal or District of Columbia law or regulation governing the legal relationship of the
Parties, or the confidentiality of records or information, except to the extent that the Privacy
Rule preempts those laws or regulations. In the event of any conflict between the provisions
of the Contract (as amended by this HIPAA Compliance Clause) and the Privacy Rule, the
Privacy Rule shall control.
e. No Third-Party Beneficiaries. The Covered Entity and the Business
Associate are the only parties to this HIPAA Compliance Clause and
are the only parties entitled to enforce its terms. Except for the rights
of individuals, as defined herein, to have access to and amend their
PHI, and to an accounting of the uses and disclosures thereof, in
accordance with Paragraphs (2)(f), (g) and (j), nothing in the HIPAA
Compliance Clausegives, is intended to give, , or shall be construed to
give or provide any benefit or right, whether directly, indirectly, or
otherwise, to third persons.
f. Compliance with Applicable Law. The Business Associate shall
comply with all federal and District of Columbia laws, regulations,
executive orders and ordinances, as they maybe amended from time to
time during the term of this HIPAA Compliance Clause and the
Contract; to the extent they are applicable to this HIPAA Compliance
Clause and theContract.
g. Governing Law and Forum Selection. This Contract shall be
construed broadly to implement and comply with the requirements
relating to the Privacy Rule, and other applicable laws and
regulations. All other aspects of this Contract shall be governed
under the laws of the District of Columbia. The Covered Entity
and the Business Associate agree that all disputes which cannot be
amicably resolved by the Covered Entity and the Business
Associate regarding this HIPAA Compliance Clause shall be
litigated before the District of Columbia Contract Appeals Board,
the District of Columbia Court of Appeals, or the United States
District Court for the District of Columbia having jurisdiction, as
the case may be.
h. Indemnification. The Business Associate shall defend the Covered
Entity against unaffiliated third party claims for bodily injury
(including death) and damage to real property or tangible personal
property, which is a direct result of the Business Associate’s gross
negligence or willful misconduct, and pay damages that a court of
Headquarters: 200 I Street, SE Washington, D.C. 20003 202-442-6100
www.cfsa.dc.gov http://dc.mandatedreporter.org www.adoptdckids.org
Doc ID: 4c380824faae1993f6292875121e0c7f74e14a30
competent jurisdiction finally awards or that is in a settlement approved
by both parties, not to exceed the amounts the Covered Entity was
required to pay under this agreement. Upon being served with any
action or claim, the Covered Entity shall promptly notify Business
Associate in writing of such action or claim. Covered Entity shall
permit Business Associate to control the defense of any action or claim
to the extent permitted by law, and shall reasonably cooperate with
Business Associate in the defense, arising out of or in any way
connected with the performance of the Business Associate under this
HIPAA Compliance Clause.
i. Injunctive Relief. Notwithstanding any rights or remedies under
this HIPAA Compliance Clause or provided by law, the Covered
Entity retains all rights to seek injunctive relief to prevent or stop
the unauthorized use or disclosure of PHI by the Business
Associate, its workforce, any of its subcontractors, agents, or any
third partywho has received PHI from the Business Associate.
j. Assistance in litigation or administrative proceedings. The Business
Associate shallmake itself and any agents, affiliates, subsidiaries,
subcontractors or its workforce assisting the Business Associate in
the fulfillment of its obligations under this HIPAA Compliance
Clause and the Contract, available to the Covered Entity, to testify as
witnesses, or otherwise, in the event of litigation or administrative
proceedings being commenced against the Covered Entity, its
directors, officers or employees based uponclaimed violation of
HIPAA, the Privacy Rule or other laws relating to security and
privacy, except where the Business Associate or its agents, affiliates,
subsidiaries, subcontractors or its workforce are a named adverse
party.
k. Notices. Any notices between the Parties or notices to be given under
this HIPAA Compliance Clause shall be given in writing and
delivered by personal courier delivery or overnight courier delivery,
or by certified mail with return receipt requested, to the Business
Associate or to the Covered Entity, to the addresses given for each
Party below or to the address either Party hereafter gives to the other
Party. Any notice, beingaddressed and mailed in the foregoing
manner, shall be deemed given five (5) business days after mailing.
Any notice delivered by personal courier delivery or overnight
courier delivery shall be deemed given upon notice upon receipt.
If to the Business Associate, to If to the Covered Entity, to
Child and Family Services 200 I
Street, S.E, Suite 3620
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Washington, D.C. 20003
Attn. Dionne Bryant
Fax: 202-727-6333 Fax:
l. Headings. Headings are for convenience only and form no
part of this HIPAACompliance Clause and shall not affect
its interpretation.
m. Counterparts; Facsimiles. This HIPAA Compliance Clause may
be executed in any number of counterparts, each of which shall be
deemed an original. Facsimile copies hereof shall be deemed to be
originals.
n. Successors and Assigns. The provisions of this HIPAA
Compliance Clause shall bebinding upon and shall inure to the
benefit of the Parties hereto and their respective successors and
permitted assigns, if any.
o. Severance. In the event that any provision of this HIPAA Compliance
Clause is held by a court of competent jurisdiction to be invalid or
unenforceable, the remainder of the provisions of this HIPAA
Compliance Clause will remain in full force and effect. In addition, in
the event a Party believes in good faith that any provision of this
HIPAA Compliance Clause fails to comply with the then-current
requirements of the Privacy Rule, such party shall notify the other
Party in writing, in the manner set forth in Section10. Miscellaneous,
Paragraph k. Notices. Within ten (10) business days from receipt of
notice, the Parties shall address in good faith such concern and amend
the terms of this HIPAA Compliance Clause, if necessary, to bring it
into compliance. If, after thirty (30)days, the HIPAA Compliance
Clause fails to comply with the Privacy Rule, then either Party has the
right to terminate this HIPAA Compliance Clause upon written notice
to the other Party.
p. Independent Contractor. The Business Associate will function
as an independentcontractor and shall not be considered an
employee of the Covered Entity for any
purpose. Nothing in this HIPAA Compliance Clause shall be
interpreted as authorizing the Business Associate workforce, its
subcontractor(s) or its agent(s) or employee(s) to act as an agent o r
representative for or on behalf of the Covered Entity.
q. Entire Agreement. This HIPAA Compliance Clause, as may be
amended from time to time pursuant to Section 10. Miscellaneous,
Paragraph b. Amendment, which incorporates by reference the
Contract, and specific procedures from the District of Columbia
Department of Health Privacy Policy Operations Manual, constitutes
the entire agreement and understanding between the Parties and
supersedes all prior oral andwritten agreements and understandings
between them with respect to applicable District of Columbia and
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federal laws, rules and regulations, HIPAA and the Privacy Rule, and
any rules, regulations, requirements, rulings, interpretations,
procedures, or other actionsrelated thereto that are promulgated,
issued or taken by or on behalf of the Secretary.
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G.11 HOURLY RATE CEILING
G.11.1 The ceilings for specified hourly rate items are set forth in Section B.3 and
for CLINs 0001–0006 or all five contract years.
The hourly rates in this contract shall be fully loaded and include wages, overhead, general and
administrative expenses, and profit and the total cost to the District shall not exceed the ceilings specified
in the CLINs 0001-0006.
G.11.2 The Contractor agrees to use its best efforts to perform the work specified in
thiscontract and to meet all obligations under this contract within the hourly
rate ceilings.
G.11.3 The Contractor must notify the CO, in writing, whenever it has reason to believe that
thetotal cost for the hourly rate items of this contract will be either greater or
substantially less than the hourly rate ceilings.
G.11.4 As part of the notification, the Contractor must provide the CO a revised estimate
ofthe total cost of the hourly rate items of this contract.
G.11.5 The District is not obligated to reimburse the Contractor for hourly rates incurred in
excess of the hourly rate ceilings specified in Attachment J.5, and the Contractor is
not obligated to continue providing hourly rate items under this contract (including
actions under the Termination clauses of this contract), or otherwise incur costs in
excess of the hourly rate ceilings specified in Price Schedule, until the CO notifies
the Contractor, in writing, that the estimatedcost has been increased and provides
revised hourly rate ceilings for the hourly rate items in this contract.
G.11.6 No notice, communication, or representation in any form from any person other
than the CO shall change the hourly rate ceilings. In the absence of the specified
notice, theDistrict is not obligated to reimburse the Contractor for any costs in
excess of the hourly rate ceilings, whether such costs were incurred during the
course of contract performance or as a result of termination.
G.11.7 If any hourly rate ceiling specified in the Price Schedule is increased, any costs the
Contractor incurs before the increase that are in excess of the previous hourlyrate
ceilings shall be allowable to the same extent as if incurred afterward, unless the
CO issues a termination or other notice directing that the increase is solely to cover
termination or other specified expenses.
G.11.8 A change order shall not be considered an authorization to exceed the applicable
hourlyrate ceilings specified in the Price Schedule, unless the change order
specifically increases the hourly rate ceiling.
** END SECTION G **
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SECTION H SPECIAL CONTRACT REQUIREMENTS
H.1
H.1.1
DEPARTMENT OF LABOR WAGE DETERMINATIONS
The Contractor shall be bound by the Wage Determination No.
2015-4281, Revision 26, dated May 10, 2023, issued by the U.S.
Department of Labor in accordance with the Service Contract Act,
41 U.S.C. § 351 et seq., and incorporated herein as Section J.2. The
Contractor shall be bound by the wage rates for the term of the
contract subject to revision as stated herein and in accordance with
clause 24 of the SCP. If an option is exercised, the Contractor shall
be bound by the applicable wage rates at the time of the exercise of
the option. If the option is exercised and the CO obtains a revised
wage determination, the revised wage determination is applicable
forthe option periods and the Contractor may be entitled to an
equitable adjustment.
H.2
H.2.1
PREGNANT WORKERS FAIRNESS
The Contractor shall comply with the Protecting Pregnant Workers Fairness Act
of 2016,
D.C. Official Code § 32-1231.01 et
seq. (PPWFAct).The Contractor shall
not:
(a) Refuse to make reasonable accommodations to the known
limitations related topregnancy, childbirth, related medical
conditions, or breastfeeding for an employee, unless the
Contractor can demonstrate that the accommodation would
impose an undue hardship;
(b) Take an adverse action against an employee who requests or
uses a reasonableaccommodation in regard to the
employee's conditions or privileges of employment,
including failing to reinstate the employee when the need
for reasonable accommodations ceases to the employee's
original job or to an equivalent position with equivalent:
(1) Pay;
(2) Accumulated seniority and retirement;
(3) Benefits; and
(4) Other applicable service credits;
(c) Deny employment opportunities to an employee, or a job
applicant, if the denialis based on the need of the employer to
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make reasonable accommodations to theknown limitations
related to pregnancy, childbirth, related medical conditions,
or breastfeeding;
(d) Require an employee affected by pregnancy, childbirth,
related medical conditions, or breastfeeding to accept an
accommodation that the employee chooses not to accept if
the employee does not have a known limitation relatedto
pregnancy, childbirth, related medical conditions, or
breastfeeding or the accommodation is not necessary for the
employee to perform her duties;
(e) Require an employee to take leave if a reasonable accommodation can be
provided; or
(f) Take adverse action against an employee who has been
absent from work as aresult of a pregnancy-related
condition, including a pre-birth complication.
H.2.2 The Contractor shall post and maintain in a conspicuous place a
notice of rights in both English and Spanish and provide written
notice of an employee's right to a needed reasonable
accommodation related to pregnancy, childbirth, related medical
conditions, or breastfeeding pursuant to the PPWF Act to:
H.2.2.1 New employees at the commencement of employment;
H.2.2.2 Existing employees; and
An employee who notifies the employer of her pregnancy, or other
condition covered bythe PPWF Act, within 10 days of the notification.
H.2.3 The Contractor shall provide an accurate written translation of the
notice of rights to anynon-English or non-Spanish speaking
employee.
H.2.4 Violations of the PPWF Act shall be subject to civil penalties as described in the
Act.
H.3
H.3.1
UNEMPLOYED ANTI-DISCRIMINATION
The Contractor shall comply with the Unemployed Anti-Discrimination Act of
2012,
D.C. Official Code § 32-1361 et seq.
H.3.2 The Contractor shall not:
H.3.2.1 (a)Fail or refuse to consider for employment, or fail or refuse to hire,
an individual as anemployee because of the individual's status as
unemployed; or
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H.3.2.2 (b) Publish, in print, on the Internet, or in any other
medium, an advertisementor announcement for any vacancy
in a job for employment that includes:
H.3.2.2.1 (1) Any provision stating or indicating that an
individual's status asunemployed disqualifies the
individual for the job; or
H.3.2.2.2 (2) Any provision stating or indicating that an employment agency
will not consider or hire an individual for employment based on
that individual's status as unemployed.
H.3.3 Violations of the Unemployed Anti-Discrimination Act shall
be subject to civilpenalties as described in the Act.
H.4 SUBCONTRACTING REQUIREMENTS
H.4.1 (RESERVED)
H.5
H.5.1
FAIR CRIMINAL RECORDING SCREENING
The Contractor shall comply with the provisions of the Fair
Criminal Record ScreeningAmendment Act of 2014, effective
December 17, 2014 (D.C. Law 20-152) (the “Act” as used in
this section). This section applies to any employment, including
employment on a temporary or contractual basis, where the physical
location of the employment isin whole or substantial part within the
District of Columbia.
H.5.2 Prior to making a conditional offer of employment, the Contractor
shall not require anapplicant for employment, or a person who has
requested consideration for employment by the Contractor, to
reveal or disclose an arrest or criminal accusation that is not then
pending or did not result in a criminal conviction.
H.5.3 After making a conditional offer of employment, the
Contractor may require anapplicant to disclose or reveal a
criminal conviction.
H.5.4 The Contractor may only withdraw a conditional offer of
employment, or take adverseaction against an applicant, for a
legitimate business reason as described in the Act
H.5.5 This section and the provisions of the Act shall not apply:
(a) Where a federal or District law or regulation requires the
consideration of anapplicant’s criminal history for the
purposes of employment;
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(b) To a position designated by the employer as part of a federal or
District government program or obligation that is designed to
encourage the employment ofthose with criminal histories;
(c) To any facility or employer that provides programs,
services, or direct care to,children, youth, or vulnerable
adults; or
To employers that employ less than 11 employees. (d)
H.5.6 A person claiming to be aggrieved by a violation of the Act may file
an administrativecomplaint with the District of Columbia Office of
Human Rights, and the Commission on Human Rights may impose
monetary penalties against the Contractor.
H.6
H.6.1
DISTRICT RESPONSIBILITIES
The District will monitor the Contractor’s efforts and
account for all work tobe performed by Contractor
personnel.
H.6.2 The District will provide working space and will assign work to be
done on a full-timebasis to support post-turnover activity.
H.6.3 The District reserves the right to approve or
disapprove all initial orreplacement personnel
prior to their assignment to CCWIS project.
H.6.4 The District will have the right to require the Contractor to remove
any personnel from assignment to this project for failure to
perform their daily functions, with a 15-day notice.
H.6.5 The District will maintain Crystal Reports for FACES, until such
time as the Agencycan transition to another BI platform.
H.6.6 The District will provide an API to the FACES legacy database in
order to provide thevendor with the opportunity to pass information
from the legacy system for the purposes of incremental
implementation of the new CCWIS.
H.6.7 The District will notify the Contractor if the governance structure of CFSA
evolves.
H.6.8 The District will make subject matter experts (SMEs)
available to providecontent knowledge from a
functional, business and technical perspective.
H.6.9 The District will, within three (3) business days after receipt of
the proposed replacement candidate resume, contact the
Project Manager to state if a proposedcandidate has been
rejected upon review of their resumes, and they shall schedule
interviews with the others, or would like to schedule for an
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interview.
H.6.10 The District will provide limited office space and facilities to the Contractor, as
needed.
H.6.11 The District will manage the communication
with ACF related toCCWIS implementation.
H.6.12 The District will make available staff to Contractor for
training to complete useracceptance testing.
H.6.13 The District will provide a SharePoint site for management of project
documentation andcalendar.
H.6.14 The District and the Contractor keep all information relating to any
employee or customer of the District or the Contractor in confidence
and will not use the informationin connection with any other matters;
nor will it disclose any such information to any other person, firm or
corporation, in accordance with the District and federal laws
governing the confidentiality of records.
H.6.15 The District will conduct electronic audits pursuant to Section 18 of the SCP.
H.7
H.7.1
CONTRACTOR RESPONSIBILTIES
The Contractor shall provide a team of skilled resources to
meet the needs ofthe contract.
The Contractor project management team shall include
qualified and experienced project managers that will be able to
provide real-time status of all activities to theDistrict team.
The Contractor shall have sufficient resources to meet all
requirements for this project including but not limited to:
project management, architecture, design, engineering, system
security, testing, documentation, configuration management,
production deployment and operations.
H.7.2
H.7.3
H.7.4 The Contractor shall make all submissions on-time, if this is
not possible, the Contractor will provide the District a
minimum of 7-days advance notice that willinclude
consequences and reasons for the delay.
H.7.5 The Contractor shall make timely payments to any consultants and
subcontractors.
H.7.6 The Contractor shall provide space, equipment and tools for
their team to performtasks for the project.
H.8 DIVERSION, REASSIGNMENT AND
REPLACEMENT OFKEY PERSONNEL
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H.8.1 The key personnel specified in the contract are considered to be
essential to the work being performed hereunder. Prior to diverting
any of the specified key personnel for anyreason, the Contractor shall
notify the CO at least thirty (30) calendar days in advance
and shall submit justification, including proposed substitutions, in
sufficient detail to permit evaluation of the impact upon the
contract. The Contractor shall obtain writtenapproval from the CO
for any proposed substitution of key personnel. Contractor shall
submit the key personnel resumes within 30 calendar days of
Contract award date for the following key personnel:
1. Program Manager:
• Serves as the primary point of contact and takes accountability for
service delivery.
• Serves as the point of contact for contract extensions, personnel
matters, and billing.
• Align Microsoft-recommended project and engagement practices
across Microsoft Dynamics engagements.
• Monitor project matrices, resolve bottlenecks and resource
performance issues. Regular progress reports to include metrics and
analysis of project performance against the defined KPIs.
• Facilitate periodic project reviews and meetings to discuss
performance, address concerns, and ensure continuous
improvement.
• Communicate with and advise Microsoft and Customer executive
leadership regarding project risks and mitigations, develop delivery
strategies, and facilitate collaboration and communication between
executive stakeholders.
• Manage the escalation process and interact with the stakeholders
who will have responsibility for the overall program.
• Validate that the project has been fulfilled within established
standards across both partner and Microsoft resources.
2. Two Technical Leads
• Prioritize configuration over custom code
• Coordinate the assignment of Microsoft technical consultants.
• Take responsibility for the overall quality of technical activities.
• Monitor solution for customizations and escalate to ARB and
POAC for discussion.
• Take responsibility for technical architecture and code
deliverables.
• Analyze time taken for each development phase
** END SECTION H **
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SECTION I CONTRACT CLAUSES
This Contract is solely for the provision of Microsoft Services, unless otherwise specified in a
license agreement, use of any Product is governed by the Use Rights specific to each Product and
version and by the terms of the applicable license agreement. Products will not be purchased
under this Contract.
I.1
I.1.1
APPLICABILITY OF STANDARD CONTRACT PROVISIONS
The Standard Contract Provisions for use with District of
Columbia Government Supplies and Services Contracts dated July
2010 (“SCP”) are incorporated as part ofthe contract. To obtain a
copy of the SCP go to http://ocp.dc.gov, under Quick Linksclick
on “Required Solicitation Documents”.
I.2
I.2.1
CONTRACTS THAT CROSS FISCAL YEARS
Continuation of this contract beyond the current fiscal year
is contingent uponfuture fiscal appropriations.
I.3 CONFIDENTIALITY
Subject to the requirements of your public records and trade
secret laws (if any). Section 40 of the SCP shall be replaced
with the following:
a. Confidential information. Confidential information means
information marked or otherwise identified in writing by a
party as proprietary or confidential or that, under the
circumstances surrounding the disclosure, ought in good
faith to be treated as proprietary or confidential. It includes ,
but is not limited to, non -public information regarding
either party's products ,features, marketing and promotions,
and the negotiated terms of this agreement and any
statement of services.
Confidential information does not include Information
which: (i) the recipient developed independently: (ii) the
recipient knew before receivingIt from the other party: or
(iii) is or subsequently becomes publicly available or is
received from another source, in both cases other than by
a breach of an obligation of confidentiality.
b. Use of confidential information . For a period of five
years after initial disclosure, neither party will use the
other's confidential information without the other's
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written consent except in furtherance of this business
relationship or as expressly permitted by this agreement
or disclose the other's confidential information except (i)
to obtain advice from legal or financial consultants, or
(ii) If compelled by law, in which case the party
compelled to make the disclosure will use Its best efforts
to give the otherparty notice of the requirement so that
the disclosure can be contested.
Each party will take reasonable precautions to safeguard the
other's confidential information. Such precautions will be at
least as great as those each party takes to protect Its own
confidential information. Each party willdisclose the other's
confidential information to its employees, consultants or
contractors only on a need-to-know basis, provided that
such employees, consultants or contractors are subject to
confidentiality obligations no less restrictive than those
contained herein. When confidential information is no
longer necessary to perform any obligation under any
statement of services, each of us will return It to the other
party or destroy It at the other's request.
Either party may provide suggestions, comments or other
feedback to the other with respect to the other's products
and services. Feedback is voluntary and the party
receiving feedback may use it for any purpose without
obligation of any kind except that the party receiving
feedback will not disclose the source of feedback without
the consent of the party providingit.
c. Cooperation in the event of disclosure . Each party will
immediately notify theother upon discovery of any
unauthorized use or disclosure of the other party's
confidential information and will cooperate in any reasonable
way to help the other regain possession of the confidential
information and prevent further unauthorized use or
disclosure.
d. Knowledge base. We may use any technical information we
derive from providingservices related to our products for
problem resolution, troubleshooting, productfunctionality
enhancements and fixes, for our knowledge base. We agree not
to Identify you or disclose any of your confidential information
in any item in the knowledge base.
e. Unauthorized Disclosure of Commonwealth
Personal/Information . Microsoft warrants it shall immediately
notify the District, of any breach of unencrypted and
unredacted personal information), as those terms are defined
herein and in the DC Code 28-3851 and 28-3852 and other
personal identifying information, such as insurance data or date
of birth, provided by the District to Microsoft. Microsoft shall
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providethe District the opportunity to participate in the
investigation of the breach and to exercise control over
reporting the unauthorized disclosure, to the extent permitted
by law.
I.4 DEFENSE OF INFRINGMENT AND
MISAPPROPRIATION CLAIM
Section 9 of the SCP shall be replaced with the following:
I.4.1 Defense of Infringement and misappropriation claim . Microsoft
will defend the District against any claims made by an unaffiliated
third party that any service deliverable infringes its patent, copyright,
or trademark or misappropriates its trade secret, and will pay the
amount of any resulting adverse final judgment (or settlement to
which we consent).
I.4.2 The District will notify Microsoft promptly in writing of the claim and
give Microsoft solecontrol over its defense or settlement. The District
agrees to provide Microsoft with reasonable assistance in defending the
claim, and Microsoft will reimburse the District for reasonable out of
pocket expenses that the District incurs in providing that assistance. The
terms "misappropriation'' and "trade secret" are used as defined in the
Uniform Trade Secrets Act.
I.4.3 Microsoft’s obligations will not apply to the extent that any claim or
adverse final judgment is based on (i) computer code or materials (e.g.
specifications) you provide; (ii) your use of a fix or service deliverables
after we notify you to discontinue use due to such a claim; (iii) your
combining a fix or service deliverables with a non-Microsoft product,
data or business process; (iv) damages attributable to the value of the
use of a non- Microsoft product, data or business process;(v) an
alteration of fixes or service deliverables by someone other than us or
our contractors; (vi) your distribution of the fix or services deliverables
to, or its use for the benefit of, any third party other than permittedby an
applicable statement of services; (vii) your use of our trademark(s)
without express written consent to do so; or (viii) any trade secret claim
that is a result of your acquiring a trade secret (a) through Improper
means; (b) under circumstances giving rise to a duty to maintain Its
secrecy or limit its use; or (c) from a person (other than us or our
affiliates) who owed to the party asserting the claim a duty to maintain
the secrecy or limit the use ofthe trade secret. You will reimburse us for
any costs or damages that result from these actions.
I.4.4 If Microsoft receives information concerning an infringement claim
related to a fix or service deliverables, Microsoft may, at its expense
and without obligation to do so, either
procure for the District the right to continue to use the allegedly
Infringing fix or service deliverables as permitted by the applicable
statement of services; or (ii) modify thefix or service deliverables or
replace it with a non-infringing functional equivalent, to make it non-
infringing, in which case the District will stop using the allegedly
infringing fix or service deliverables immediately. If as a result of an
infringement claim, the District’s use of a fix or service deliverables Is
(i)
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enjoined by a court of competent jurisdiction, Microsoft will, at its
option, either i) procure the right to continue its use; ii) modify it to
make it non-infringing; iii) replace it with a non-infringing functional
equivalent; or iv) refund the amount paid for the infringing fix or
service deliverables and terminate the license for (or as applicable, the
District’s ownership rights in) the infringing fix or service deliverable.
If any other type of third-party claim is brought against the
District regarding Microsoft’s intellectual property, the District
will notify Microsoft promptly in writing. Microsoft may, at
Microsoft’s option, choose to treat these claims as being covered
by this Section which provides the District an exclusive
remedy1orthird party Infringement and trade secret
misappropriation claims.
I.4.5
I.4.6 Applicable laws that pertain to District and Affiliates include §§
2.2-510 and 2.2-514 of the Code of Virginia. The party providing
the protection will reimbursethe other party for reasonable out of
pocket expenses that it incurs in providing assistance. The
selection and approval of counsel and any settlement must be
satisfactory and approved in writing by both parties. Except tor
other remedies available at law or in equity, the remedies
provided in this section are the exclusive remedies for the claims
described in this section.
I.5 LIMITATIONS OF LIABILITY
I.5.1 Limitation on Direct Damages. There may be situations in which
the District mayhave a right to claim damages or payment from
Microsoft. Except as otherwise specifically provided in this
paragraph, whatever the legal basis for the District’s claims,
Microsoft’s total liability (and that of its contractors) will be
limited, to themaximum extent permitted by applicable law, to
direct damages up to 100% of theamount of the applicable
statement of services for the services giving rise to the claims.
I.5.1.1 In the event services or any service deliverables are provided to
the District on agratuitous or no• charge basis, Microsoft’s total
liability to the District will not exceed US $5,000.00. The
limitations contained in this paragraph will not applywith
respect to the following:
(1) Microsoft’s obligations under Section I.4, DEFENSE
OF INFRINGMENT AND MISAPPROPRIATION
CLAIM,
(2) Microsoft’s liability for damages for gross
negligence or willful misconduct, to the extent
caused by Microsoft or its contractors andawarded
by a court of final adjudication; and
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(3) Microsoft’s obligations under Section I.3, CONFIDENTIALITY.
I.5.2 NO LIABILITY FOR CERTAIN DAMAGES. TO THE
MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW,
NEITHER PARTY NOR THEIR AFFILIATES, SUPPLIERS OR
CONTRACTORS WILL BE LIABLE FOR ANY INDIRECT
DAMAGES (INCLUDING WITHOUT LIMITATION,
CONSEQUENTIAL, SPECIAL, OR INCIDENTAL DAMAGES,
DAMAGES FOR LOSS OF PROFITS OR REVENUES, BUSINESS
INTERRUPTION, OR LOSS OF BUSINESS INFORMATION),
ARISING IN CONNECTION WITH THIS AGREEMENT, ANY
STATEMENT OF SERVICES, SERVICES, SERVICE
DELIVERABLES, FIXES, PRODUCTS, OR ANY OTHER
MATERIALS OR INFORMATION, EVEN IF ADVISED OF THE
POSSIBILITY OF SUCH DAMAGES OR IF SUCH POSSIBILITY
WAS REASONABLY FORESEEABLE. THIS EXCLUSION OF
LIABILITY DOES NOT APPLY TO EITHER PARTY'S LIABILITY
TO THE OTHER FOR VIOLATION OF ITS CONFIDENTIALITY
OBLIGATION, REDISTRIBUTION OR OF THE OTHER PARTY'S
INTELLECTUAL PROPERTY RIGHTS.
Application. Except as specified expressly in this Section, the
limitations on andexclusions of liability for damages in this
agreement apply regardless of whether the liability is based on
breach of contract, tort (including negligence), strict liability,
breach of warranties, or any other legal theory.
I.5.3
I.6
1.6.1
TIME
Time, if stated in a number of business days, will not include
Saturdays, Sundays, and holidays,unless otherwise stated herein.
1.7 Ownership and License of Service Deliverables.
Section 42 of the SCP shall be replaced with the following:
Products and fixes. All products, related solutions and fixes provided under this
contract will be licensed according to the terms of the license agreement packaged
with or otherwise applicable to such product. The District is responsible for
paying any licensing fees associated with products.
I.7.1
I.7.2 Pre-existing work. All pre-existing work will remain the sole property of the
party providing thepre-existing work. During the performance of services,
each party grants to the other (and its contractors as necessary) a temporary,
non-exclusive license to use, reproduce and modify any of Its pre-existing
work provided to the other party solely for the performance of such services.
Except as may be otherwise explicitly agreed to in this contract, upon payment
In full, Microsoft grants the District, a non-exclusive, perpetual, fully paid-up
license to use, reproduce and modify (ifapplicable) Microsoft’s pre-existing work
in the form delivered to the District as part of the service deliverables only for the
District’sinternal business operations.
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The perpetual license to Microsoft’s pre-existing work that is left to the District, at
the conclusion ofperformance of the services is conditioned upon the District’s
compliance with the terms of this contract.
I.7.3 Developments. Except as may be otherwise explicitly agreed to, upon payment
in full, Microsoftwill grant the District joint ownership in the developments. The
District agrees to exercise its rights for its internal business operations only and
the District will not resell or distribute the developments toany third party. Each
party shall be the sole owner of any modifications that it makes based
upon the developments.
I.7.4 Affiliates rights and sublicensing to affiliates. Except as may be otherwise
explicitly agreed to,the District may sublicense the rights to the service
deliverables granted hereunder to the District’s affiliates, but the District or its
affiliates may not further sublicense these rights.
Any sublicensing of the service deliverables to theDistrict’saffiliates, if permitted,
must be consistentwith the license terms in this contract.
I.7.5 Open source license restrictions. Because certain third party software is
subject to open sourcelicense terms, the license rights that each party has
granted to any computer code (or any intellectualproperty associated therewith)
do not include any license, right, power or authority to incorporate, modify,
combine and/or distribute that computer code with any other computer code In a
manner which would subject the other's computer code to open source
license terms. Furthermore , each party warrants that it will not provide or
give to the other party computer code that Is governed by open source
license terms.
I.7.6 Reservation of Rights. All rights not expressly granted in this section are reserved.
1.8 OTHER CONTRACTORS
The Contractor shall not commit or permit any act that will
interfere with the performance of work by another District
contractor or by any District employee.
1.9 SUBCONTRACTS
The Contractor hereunder shall not subcontract any of the
Contractor’s work or servicesto any subcontractor without the prior
written consent of the CO. Any work or service so subcontracted
shall be performed pursuant to a subcontract agreement. Any such
subcontract shall specify that the subcontractor shall be subject to
every provision of this contract, to the extent that is applicable to the
subcontractor. Notwithstanding any such subcontract approved by the
District, the Contractor shall remain liable to the District for all
Contractor's work and services required hereunder.
1.10
1.10.1
INSURANCE
GENERAL REQUIREMENTS
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1.10.1.1 The Contractor at its sole expense shall procure and maintain, during
the entire period ofperformance under this contract, the types of
insurance specified below. The Contractor shall have its insurance
broker or insurance company submit evidence of Insurance to the CO
giving evidence of the required coverage prior to commencing
performance under this contract. In no event shall any work be
performed until the required evidence of Insurance signed by an
authorized representative of the insurer(s) have been provided to, and
accepted by, the CO. The Contractor may, at its option, meet the
insurance requirements via commercial insurance, a program of self-
insurance, or a combination thereof. All insurance shall be written
with financially responsible companies authorized to do business in
the District of Columbia or in the jurisdiction where the work is to be
performed and have an A.M. Best Company rating of A- / VII or
higher for its sub- contractors. The Contractor shall require all of its
subcontractors to carry the same insurance required herein.
I.10.1.2 All required policies shall contain a waiver of subrogation
provision in favor ofthe Government of the District of
Columbia.
I.10.1.3 The Government of the District of Columbia shall be included in all
policies required hereunder to be maintained by the Contractor and its
subcontractors (except for workers’ compensation and professional
liability insurance) as an additional insureds forclaims against The
Government of the District of Columbia relating to this contract, with
the understanding that any affirmative obligation imposed upon the
insured Contractor or its subcontractors (including without limitation
the liability to pay premiums) shall be the sole obligation of the
Contractor or its subcontractors, and not the additional insured. The
additional insured status under the Contractor’s and its subcontractors’
Commercial General Liability insurance policies shall be effected using the
ISO Additional Insured Endorsement form CG 20 10 11 85 (or CG 20 10 07
04 and CG 20 37 07 04) or such other endorsement or combination of
endorsements providing coverage at least as broad and approved by the CO
in writing. All of the Contractor’s and its subcontractors’ liability policies
(except for workers’ compensation and professional liability insurance) shall
be endorsed using ISO form CG 20 01 04 13 or itsequivalent so as to
indicate that such policies provide primary coverage (without any right of
contribution by any other insurance, reinsurance or self-insurance, including
anydeductible or retention, maintained by an Additional Insured) for all
claims against the additional insured arising out of the performance of this
Statement of Work by the Contractor or its subcontractors, or anyone for
whom the Contractor or its subcontractors may be liable. These policies
shall include a separation of insureds clause applicable to the additional
insured.
I.10.1.4 If the Contractor and/or its subcontractors maintain broader coverage
and/or higher limits than the minimums shown below, the District
requires and shall be entitled to thebroader coverage and/or the
higher limits maintained by the Grantee and subcontractors.
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I.10.1.4.1 Commercial General Liability Insurance (“CGL”) - The Contractor
shall provide evidence satisfactory to the CO with respect to the
services performed that it carries a CGL policy, written on an
occurrence (not claims-made) basis, on Insurance ServicesOffice,
Inc. (“ISO”) form CG 00 01 04 13 (or another occurrence-based
form with coverage at least as broad and approved by the CO in
writing), covering liability for all ongoing and completed operations
of the Contractor, including ongoing and completed operations
under all subcontracts, and covering claims for bodily injury,
including without limitation sickness, disease or death of any
persons, injury to or destruction of property, including loss of use
resulting therefrom, personal and advertising injury, and including
coverage for liability arising out of an Insured Contract (including
the tort liability of another assumed in a contract) and acts of
terrorism (whether caused by a foreign or domestic source). Such
coverage shall havelimits of liability of not less than $1,000,000
each occurrence, a $2,000,000 general aggregate (including a per
location or per project aggregate limit endorsement, if applicable)
limit, a $1,000,000 personal and advertising injury limit, and a
$2,000,000products-completed operations aggregate limit.
I.10.1.4.2 The vendor should be named as an additional insured on the
applicable manufacturer’s/distributer’s Commercial General
Liability policy using InsuranceServices Office, Inc. (“ISO”)
form CG 20 15 04 13 (or another occurrence-based form with
coverage at least as broad).
I.10.1.4.3 Automobile Liability Insurance - The Contractor shall provide
evidence satisfactory to the CO of commercial (business) automobile
liability insurance written on ISO form CA 00 01 10 13 (or another
form with coverage at least as broad and approved by the CO in
writing) including coverage for all owned, hired, borrowed and non-
owned vehicles and equipment used by the Contractor, with minimum
per accident limits equalto the greater of (i) the limits set forth in the
Contractor’s commercial automobile liability policy or (ii)
$1,000,000 per occurrence combined single limit for bodily injuryand
property damage.
I.10.1.4.4 Workers’ Compensation Insurance - The Contractor shall provide
evidence satisfactoryto the CO of Workers’ Compensation insurance
in accordance with the statutory mandates of the District of
Columbia or the jurisdiction in which the contract is
performed.
I.10.1.4.5 Employer’s Liability Insurance - The Contractor shall provide
evidence satisfactory tothe CO of employer’s liability insurance as
follows: $500,000 per accident for injury;
$500,000 per employee for disease; and $500,000 for policy disease limit.
I.10.1.4.6 All insurance required by this paragraph 3 shall include a waiver of
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subrogation endorsementfor the benefit of Government of the District of
Columbia.
I.10.1.4.7 Cyber Liability Insurance - The Contractor shall provide evidence
satisfactory to the Contracting Officer of Cyber Liability Insurance,
with limits not less than $10,000,000 per occurrence or claim,
$10,000,000 aggregate. Coverage shall be sufficiently broad to
respond to the duties and obligations as is undertaken by Contractor
in this agreement and shall include, but not limited to, claims
involving infringement of intellectual property, including but not
limited to infringement of copyright, trademark, trade dress,
invasion of privacy violations, information theft, damage to or
destruction of electronic information, release of private information,
alteration of electronic information, extortion and network security.
The policy shall provide coverage for breach response costs as well as
regulatory fines and penalties as well as credit monitoring expenses
withlimits sufficient to respond to these obligations. This insurance
requirement will be considered met if the general liability insurance
includes an affirmative cyber endorsement for the required amounts
and coverages.
I.10.1.4.8 Employment Practices Liability - The Contractor shall provide evidence
satisfactory to the Contracting Officer with respect to the operations
performed to cover the defense of claims arising from employment related
wrongful acts including but not limited to: Discrimination, Sexual
Harassment, Wrongful Termination, or Workplace Torts, whether between
employeesof contractor or against third parties. Contractor will indemnify
and defend the District of Columbia should it be named co-defendant or be
subject to or party of any claim. Coverage shall also extend to Temporary
Help Firms and Independent Contractors hired by Contractor.The policy
shall provide limits of not less than $1,000,000 for each wrongful act and
$2,000,000 annual aggregate for each wrongful act.
I.10.1.4.9 Professional Liability Insurance (Errors & Omissions) - The Contractor
shall provide Professional Liability Insurance (Errors and Omissions) to
cover liability resulting from anyerror or omission in the performance of
professional services under this Contract. The policyshall provide limits of
$1,000,000 per claim or per occurrence for each wrongful act and
$2,000,000 annual aggregate. The Contractor warrants that any applicable
retroactive date precedes the date the Contractor first performed any
professional services for the Governmentof the District of Columbia and
that continuous coverage will be maintained or an extended reporting
period will be exercised for a period of at least ten years after the
completion of the professional services.
I.10.1.4.10 Commercial Umbrella or Excess Liability - The Contractor shall provide
evidence satisfactory to the CO of commercial umbrella or excess liability
insurance with minimum limits equal to the greater of (i) the limits set forth
in the Contractor’s umbrella or excess liability policy or (ii)
$10,000,000 per occurrence and $10,000,000 in the annual aggregate,
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following the form and in excess of all liability policies. All liability
coverages must be scheduled under the umbrella and/or excess policy. The
insurance required under this paragraph shall be written in a form that
annually reinstates all required limits. Coverage shall be primary to any
insurance, self- insurance or reinsurance maintained by the District and the
“other insurance” provision must beamended in accordance with this
requirement and principles of vertical exhaustion.
PRIMARY AND NONCONTRIBUTORY INSURANCE I.10.1.5
I.10.1.5.1 The insurance required herein shall be primary to and will not seek
contribution from any other insurance, reinsurance or self-insurance
including any deductible or retention,maintained by the Government
of the District of Columbia.
DURATION. The Contractor shall carry all required insurance
until all contract workis accepted by the District of Columbia and
shall carry listed coverages for ten years for construction projects
following final acceptance of the work performed under this
contract and two years for non-construction related contracts.
LIABILITY. These are the required minimum insurance
requirements established bythe District of Columbia. HOWEVER,
THE REQUIRED MINIMUM INSURANCEREQUIREMENTS
PROVIDED ABOVE WILL NOT IN ANY WAY LIMIT THE
CONTRACTOR’S LIABILITY UNDER THIS CONTRACT.
I.10.1.5.2
I.10.1.5.3
I.10.1.5.4 CONTRACTOR’S PROPERTY. Contractor and subcontractors are
solely responsible for any loss or damage to their personal property,
including but not limited to tools andequipment, scaffolding and
temporary structures, rented machinery, or owned and leased
equipment. A waiver of subrogation shall apply in favor of the
District of Columbia.
I.10.1.5.5 Measure of Payment. The District shall not make any separate
measure or payment forthe cost of insurance and bonds. The
Contractor shall include all of the costs of insurance and bonds in
the contract price.
I.10.1.5.6 NOTIFICATION. The Contractor shall ensure that all policies provide
that the CO shallbe given thirty (30) days prior written notice in the
event of coverage and / or limit changes or if the policy is canceled
prior to the expiration date shown on the certificate. The Contractor
shall provide the CO with ten (10) days prior written notice in the
event of non-payment of premium. The Contractor will also provide
the CO with an updated Certificate of Insurance should its insurance
coverages renew during the contract.
I.10.1.5.7 EVIDENCE OF INSURANCE. The Contractor shall submit
evidence of insurance of the required coverage as specified in this
section prior tocommencing work. Evidence of insurance must
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reference the corresponding contract number. Evidence of
insurance shall be submitted to:
The Government of the District of Columbia and mailed
to the attention of:Ebony Terrell
Interim Agency Chief Contracting Officer
Child and
Family Services
Agency200 I
Street, S.E.,
Suite 2031
Washington, D.C. 20003
Email: Ebony.Terrell@dc.gov
I.10.1.5.8 The CO may request, and the Contractor shall deliver updated
evidence of insurance, endorsements indicating the required
coverages. If the insurance initially obtained by the Contractor
expires priorto completion of the contract, renewal certificates of
insurance and additional insured and other endorsements shall be
furnished to the CO prior to the date of expiration of all such initial
insurance. For all coverage required to be maintained after completion, an
additional evidence of insurance evidencing such coverage shall be
submitted to the CO upon request as the coverage is renewed (or replaced).
I.10.1.5.9 The Contractor agrees that the District may disclose the name and
contact informationof its insurers to any third party which presents
a claim against the District for any damages or claims resulting
from or arising out of work performed by the Contractor,its agents,
employees, servants or subcontractors in the performance of this
contract.
I.10.1.5.10 CARRIER RATINGS. All Contractor’s and its subcontractors’
insurance required inconnection with this contract shall be written
by insurance companies with an A.M. Best Insurance Guide rating
of at least A- VII (or the equivalent by any other rating agency)
and licensed in the in the District.
1.11
1.11.1
EQUAL EMPLOYMENT OPPORTUNITY
RESERVED
I.12
I.12.1
ORDER OF PRECEDENCE
The awarded contract will contain the following clause:
A conflict in language shall be resolved by giving precedence to
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the document in thehighest order of priority that contains language
addressing the issue in question. The following documents are
incorporated into the contract by reference and made a part of the
contract in the following order of precedence:
An applicable Court Order, if any
(a) This letter contract:
(b) The Scope of Work dated 6/19/23, Attachment J.3;
(1) Contract Terms and Conditions, Attachment J.5;
(2) The Pricing Schedule, Section 2 of the Letter Contract
(3) Work Order# GVS0235-434536-549249, dated June 19, 2023,
Attachment J.4.
(c) VITA Contract (VA-160304-MCS) and all Amendments
I.13
I.13.1
DISPUTES
Delete Article 14, Disputes, of the Standard Contract Provisions
dated July 2010 foruse with District of Columbia Government
Supplies and Services Contracts and substitute the following
Article 14, Disputes, in its place:
I.13.2 14. Disputes
I.13.3 All disputes arising under or relating to the contract shall be resolved as provided
herein.
I.13.4 (a) Claims by the Contractor against the District: Claim, as used in paragraph
(a) of this clause, means a written assertion by the Contractor seeking, as a matter
of right, the payment of money in asum certain, the adjustment or interpretation
of contract terms, or other relief arising under or relating to the contract. A claim
arising under a contract, unlike a claim relating to that contract, is aclaim that can
be resolved under a contract clause that provides for the relief sought by the
claimant.
I.13.4.1 (1) All claims by a Contractor against the District arising
under or relating to a contract shall be in writing and shall be
submitted to the CO for a decision. TheContractor’s claim
shall contain at least the following:
(i) A description of the claim and the amount in dispute;
(ii) Data or other information in support of the claim;
(iii) A brief description of the Contractor’s
efforts to resolve the dispute prior tofiling the
claim; and
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(iv) The Contractor’s request for relief or other action by the CO.
I.12.4.2 (2) The CO may meet with the Contractor in a further attempt
to resolve the claimby agreement.
I.12.4.3 (3) The CO shall issue a decision on any claim within 120 calendar
days after receipt of the claim. Whenever possible, the CO shall take
into account factors such as the sizeand complexity of the claim and
the adequacy of the information in support of the claim provided by
the Contractor.
I.12.4.3.1 The CO’s written decision shall do the following:
(i) Provide a description of the claim or dispute;
(ii) Refer to the pertinent contract terms;
(iii) State the factual areas of agreement and disagreement;
(iv) State the reasons for the decision, including any
specific findings of fact, although specific findings of
fact are not required and, if made, shall not be bindingin
any subsequent proceeding;
(v) If all or any part of the claim is determined to be
valid, determine the amount ofmonetary settlement, the
contract adjustment to be made, or other relief to be
granted;
(vi) Indicate that the written document is the CO’s final decision; and
(vii) Inform the Contractor of the right to seek
further redress by appealing thedecision to the
Contract Appeals Board.
I.12.4.4 Failure by the CO to issue a decision on a contract claim within 120
days of receipt ofthe claim will be deemed to be a denial of the
claim and will authorize the commencement of an appeal to the
Contract Appeals Board as provided by D.C. Official Code § 2-
360.04.
I.12.4.5 If a contractor is unable to support any part of its claim and it is
determined that the inability is attributable to a material
misrepresentation of fact or fraud on the part of theContractor, the
Contractor shall be liable to the District for an amount equal to the
unsupported part of the claim in addition to all costs to the District
attributable to the cost of reviewing that part of the Contractor’s
claim. Liability under this paragraph (a)(6) shall be determined
within six (6) years of the commission of the misrepresentation of
fact or fraud.
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I.12.4.6 Pending final decision of an appeal, action, or final settlement,
the Contractor shall proceed diligently with performance of the
contract in accordance with the decisionof the CO.
I.13.5 (b) Claims by the District against the Contractor: Claim as used
in paragraph (b) ofthis clause, means a written demand or written
assertion by the District seeking, as a matter of right, the payment of
money in a sum certain, the adjustment of contract terms, or other
relief arising under or relating to the contract. A claim arising under
a contract, unlike a claim relating to that contract, is a claim that
can be resolved under a contract clause that provides for the relief
sought by the claimant.
I.13.5.1 (1) The CO shall decide all claims by the District against a
contractor arising underor relating to a contract.
I.13.5.2 (2) The CO shall send written notice of the claim to the
contractor. The CO’swritten decision shall do the
following:
(i) Provide a description of the claim or dispute;
(ii) Refer to the pertinent contract terms;
(iii) State the factual areas of agreement and disagreement;
(iv) State the reasons for the decision, including any
specific findings of fact, althoughspecific findings of
fact are not required and, if made, shall not be binding
in any subsequent proceeding;
(v) If all or any part of the claim is determined to be
valid, determine the amount ofmonetary settlement,
the contract adjustment to be made, or other relief to
be granted;
(vi) Indicate that the written document is the CO’s final decision; and
(vii) Inform the Contractor of the right to seek further
redress by appealing the decisionto the Contract
Appeals Board.
I.13.5.3 (3) The CO shall support the decision by reasons and shall
inform the Contractor ofits rights as provided herein.
I.13.5.4 (4) Before or after issuing the decision, the CO may meet
with the Contractor toattempt to resolve the claim by
agreement.
I.13.5.5 (5) The authority contained in this paragraph (b) shall not apply to a
claim or dispute for penalties or forfeitures prescribed by statute or
regulation which another District agency is specifically authorized to
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administer, settle or determine.
I.13.5.6
(6) This paragraph shall not authorize the CO to settle,
compromise, pay, orotherwise adjust any claim involving
fraud.
(a)Decisions of the CO shall be final and not subject to review
unless the Contractortimely commences an administrative appeal
for review of the decision, by filing a complaint with the Contract
Appeals Board, as authorized by D.C. Official Code § 2- 360.04.
I.13.6
I.13.7 (7) Pending final decision of an appeal, action, or final settlement,
the Contractor shall proceed diligently with performance of the
contract in accordance with the decision ofthe CO.
I.13.8 (8) Microsoft shall retain the right to bring any legal action as a
result of a dispute betweenthe parties.
I.14
I.14.1
CHANGES
Delete clause 15, Changes, of the Standard Contract Provisions dated
July 2010 for usewith District of Columbia Government Supplies
and Services Contracts and substitute the following clause 15,
Changes in its place:
I.14.2 15. Changes:
I.14.2.1 (a) The CO may, at any time, by written order, and without notice to the
surety, if any, make changes in the contract within the general scope
hereof. If such change causes an increase or decrease in the cost of
performance of the contract, or in the time required for performance, an
equitable adjustment shall be made. Any claim for adjustment for a change
within the general scope must be asserted within ten (10) days from the
date the change is ordered; provided, however, that the CO, if he or she
determines that the facts justify such action, mayreceive, consider and
adjust any such claim asserted at any time prior to the date of final
settlement of the contract. If the parties fail to agree upon the adjustment to
be made, the dispute shall be determined as provided in clause 14
Disputes.
(b) The District shall not require the Contractor, and the Contractor
shall not require asubcontractor, to undertake any work that is
beyond the original scope of the contractor subcontract, including
work under a District-issued change order, when the additional
work increases the contract price beyond the not-to-exceed price or
negotiated maximum price of this contract, unless the CO:
I.14.2.2
I.14.2.2.1 (1) Agrees with Contractor, and if applicable, the
subcontractor on a price for the additional work;
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I.14.2.2.2 (2) Obtains a certification of funding to pay for the additional work;
I.14.2.2.3 (3) Makes a written, binding commitment with the Contractor to pay
for the additionalwork within 30-days after the Contractor submits a
proper invoice; and
I.14.2.2.4 (4) Provides the Contractor with written notice of the funding certification.
(c) The Contractor shall include in its subcontracts a
clause that requires theContractor to:
I.14.2.3
I.14.2.3.1 (1) Within 5 business days of its receipt of notice the approved
additional funding,provide the subcontractor with notice of the
amount to be paid to the subcontractor
for the additional work to be performed by the subcontractor;
I.14.2.3.2 (2) Pay the subcontractor any undisputed amount to which the
subcontractor is entitled for the additional work within 10 days of
receipt of payment from the District;and
I.14.2.3.3 (3) Notify the subcontractor and CO in writing of the
reason the Contractorwithholds any payment from a
subcontractor for the additional work.
I.14.2.4 (c) Neither the District, Contractor, nor any subcontractor may declare
another party to be in default, or assess, claim, or pursue damages for
delays, until the parties to agree ona price for the additional work.
I.15
I.15.1
NON-DISCRIMINATION CLAUSE
Delete clause 19, Non-Discrimination Clause, of the Standard
Contract Provisions datedJuly 2010 for use with District of Columbia
Government Supplies and Services Contracts and substitute the
following clause 19, Non-Discrimination Clause, in its place:
I.15.2 19. Non-Discrimination Clause:
I.15.2.1 (a) The Contractor shall not discriminate in any manner against any
employee or applicant for employment that would constitute a
violation of the District of ColumbiaHuman Rights Act, effective
December 13, 1977, as amended (D.C. Law 2-38; D.C. Official
Code § 2-1401.01 et seq.) (“Act”, as used in this clause). The
Contractor shallinclude a similar clause in all subcontracts, except
subcontracts for standard commercial supplies or raw materials. In
addition, the Contractor agrees, and any subcontractor shall agree,
to post in conspicuous places, available to employees and applicants
for employment, a notice setting forth the provisions of this non-
discrimination clause as provided in section 251 of the Act.
I.15.2.2 (b) Pursuant to Mayor’s Order 85-85, (6/10/85), Mayor’s Order
2002-175 (10/23/02), Mayor’s Order 2011-155 (9/9/11) and the rules
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of the Office of Human Rights, Chapter11 of Title 4 of the D.C.
Municipal Regulations, the following clauses apply to the contract:
I.15.2.2.1 (1) The Contractor shall not discriminate against any employee or
applicant for employment because of actual or perceived: race,
color, religion, national origin, sex, age, marital status, personal
appearance, sexual orientation, gender identity or expression, family
responsibilities, genetic information, disability, matriculation,
political affiliation, or credit information. Sexual harassment is a
form of sex discrimination which is prohibited by the Act. In
addition, harassment based on any ofthe above protected categories
is prohibited by the Act.
I.15.2.2.2 (2) The Contractor agrees to take affirmative action to ensure that
applicants are employed, and that employees are treated
during employment, without regard to their actual or perceived:
race, color, religion, national origin, sex, age, marital status,
personal appearance, sexual orientation, gender identity or
expression, familyresponsibilities, genetic information, disability,
matriculation, political affiliation, orcredit information. The
affirmative action shall include, but not be limited to the
following:
I.15.2.2.2.1 (a) employment, upgrading or transfer;
I.15.2.2.2.2 (b) recruitment, or recruitment advertising;
I.15.2.2.2.3 (c) demotion, layoff or termination;
I.15.2.2.2.4 (d) rates of pay, or other forms of compensation; and
I.15.2.2.2.5 (e) selection for training and apprenticeship.
I.15.3 The Contractor agrees to post in conspicuous places, available to
employees and applicants for employment, notices to be provided
by the contracting agency, settingforth the provisions in Section
I.14 concerning non-discrimination and affirmative action.
I.15.4 The Contractor shall, in all solicitations or advertisements for
employees placed by or on behalf of the Contractor, state that all
qualified applicants will receive considerationfor employment
pursuant to the non-discrimination requirements set forth in
paragraph19(b)(2).
I.15.5 The Contractor agrees to send to each labor union or representative
of workers with which it has a collective bargaining agreement or
other contract or understanding, a notice to be provided by the
contracting agency, advising the said labor union or workers’
representative of that contractor’s commitments under this
nondiscriminationclause and the Act, and shall post copies of the
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notice in conspicuous places available to employees and applicants
for employment.
I.15.6 The Contractor agrees to comply with the provisions of the Act
and with all guidelines for equal employment opportunity
applicable in the District adopted bythe Director of the Office of
Human Rights, or any authorized official.
I.15.7 The Contractor shall include in every subcontract the equal
opportunity clauses delineated in Sections paragraphs I.14.2.2.(b) –
I.14.2.2.2.5 of this clause, so that suchprovisions shall be binding
upon each subcontractor.
I.15.8 The Contractor shall take such action with respect to any subcontract
as the CO may direct as a means of enforcing these provisions,
including sanctions for noncompliance;provided, however, that in the
event the Contractor becomes involved in, or is threatened with,
litigation with a subcontractor or vendor as a result of such direction
bythe contracting agency, the Contractor may request the District to
enter into such litigation to protect the interest of the District.
I.16
I.16.1
COST AND PRICING DATA
Delete Article 25, Cost and Pricing Data, of the Standard Contract
Provisions dated July2010 for use with District of Columbia
Government Supplies and Services Contracts.
I.17 AUDIT, RECORDS, AND INSPECTIONS
Section 18 of the SCP shall be replaced with the following:
I.17.1 Contractor shall maintain timesheets, status reports, invoices,
deliverables and receipts evidencing Contractor’s performance of
services for the District under this contract, including Contractor’s
Microsoft Consulting Services (MCS) U.S. Public Sector Published
Pricelist which reflects then current hourly MCS rates charged to
Contractor U.S. Public Sector customers. Contractor will retain such
materials for 3 years from the date of final payment under this
contract. Upon request, these materials, shall be submitted for
inspection, review or audit by the District or federal and state
officials so authorized by law, regulation or agreement. Contractor
will not, under any circumstances, accept any work under this
contract that would require the submission of cost or pricing data.
I.18
I.18.1
TERMINATION
In any event of termination by default or otherwise the parties
mutually agree on a minimum cure period of 30 days.
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I.19 THE FOLLOWING SECTIONS ARE OMITTED FROM THE
SCP
Section 3, Patents I.19.1
I.19.2 Section 5, Inspection of Supplies
Subsection (d) of Section 6, Inspection of Services I.19.3
I.19.4 Subsection (c) of Section 8, Default
I.19.5 Section 12, Appointment of Attorney
** END SECTION I **
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SECTION J ATTACHMENTS
J.1
J.1.1
LISTING
The following list of attachments is incorporated into the contract by reference:
**END SECTION J**
61
Attachme
ntNumber Document
J.1
Government of the District of Columbia Standard Contract Provisions for Use with the
Supplies
and Services Contracts (July 2010) available at www.ocp.dc.gov click on
“SolicitationDocuments”
J.2 U.S. Department of Labor Wage Determination No.: 2015-4281 Revision No.:
26, datedMay 10, 2023
J.3
Scope of Work for CCWIS/STAAND Letter Contract, dated 6/21/23 – Intake
2.0
J.4
Work Order GVS0235-434536-549249 for CCWIS/STAAND Letter Contract,
dated 6/21/23
J.5
Price Schedule
J.6
Terms and Conditions for CCWIS/STAAND Letter Contract, dated 6/22/23
J.7
Way to Work Amendment Act of 2006 - Living Wage Notice available at
www.ocp.dc.govclick on “Solicitation Documents”
https://does.dc.gov/sites/default/files/dc/sites/does/publication/attachments/2023%2
0Living%20Wage%20Poster.pdf
J.8
Way to Work Amendment Act of 2006 - Living Wage Fact Sheet available at
www.ocp.dc.govclick on “Solicitation Documents”
(https://does.dc.gov/sites/default/files/dc/sites/does/publication/attachments/2023%20L
iving%20Wage%20Fact%20Sheet.pdf
Doc ID: 4c380824faae1993f6292875121e0c7f74e14a30
AMENDMENT OF SOLICITATION / MODIFICATION OF CONTRACT1.Solicitation/ContractNo.PageofPagesDCRL-2023-F-00711 62. Amendment/ModificationNumber3. Effective Date 4. Requisition/Purchase Request No. 5. Solicitation CaptionM018See 16CComprehensiveChildWelfareInformation System/StrongerTogether Against Abuse and Neglect in DC (CCWIS/STAAND)6.Issuedby:CodeRL07.Administeredby(Ifotherthanline6)Government of the District of Columbia Child and Family Services Agency Contracts and Procurement Administration 200 I Street, S.E., Suite 2031Washington, DC 20003Government of the District of Columbia Child and Family Services AgencyChild Information SystemsAdministration 200 I Street SE, 3rd FloorWashington, D.C. 200038. Name and Address of Contractor (No. street, city, county,state, and zip code):Microsoft Corporation12012 Sunset Hill Road5th Floor Reston, VA 20190POC: Daryl Derkowski Phone: (516) 749-4484Email:daderkow@microsoft.com9A. Amendment of Solicitation No.9B. Dated (See Item 11)X10A. Modification of Contract/Order No.DCRL-2023-F-007110B. Dated (See Item 13)June 30, 202311.THISITEMONLYAPPLIESTOAMENDMENTSOFSOLICITATIONSThe above numbered solicitation is amended as set forth in item 14. The hour and date specified for receipt of Offers is extended. is not extended.Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:(a) By completing Items 8 and 15, and returning copies of the amendment; or (b) By acknowledging receipt of this amendment on each copy of the offer submitted. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TOTHE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such may be made in accordance with the solicitation and is received prior to the opening hour and date specified.12. Accounting and Appropriation Data (If Required)13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACT/ORDERS ,IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14XA. This change order is issued pursuant to (Specify Authority): 27 DCMR, Chapter 36, Contract ModificationsThe changes set forth in Item 14 are made in the contract/order no. in item 10A.B. The above numbered contract/order is modified to reflect the administrative changes (such as changes in paying office, appropriationdata etc.) set forth in item 14, pursuant to the authority of 27 DCMR, Chapter 36, Section 3601.2.C.Thissupplementalagreementisenteredintopursuanttoauthorityof:D.Other(Specifytypeofmodificationandauthority)E. IMPORTANT:Contractor is not is required to sign this document.14. Description of Amendment/Modification (Organized by UCF Section headings, including solicitation/contract subject matter where feasible.)In accordance with 27 DCMR, Section 3601.3 and Article 15, Changes Clause of the Standard Contract Provisions for the use with District of Columbia Government Supply and Services Contracts dated July 2010, the following changes are incorporated and are hereby made a part of Contract No. DCRL-2023-F-0071, Comprehensive Child Welfare Information System (CCWIS)/Stronger Together Against Abuse and Neglect in DC (STAAND):Except as provided herein, all other terms and conditions of the document is referenced in Item 9A or 10A remain unchanged and in full force and effect.15A. Name and Title of Signer (Type or print)Daryl Derkowski, Client Delivery Partner16A. Name of Contracting OfficerEbony Terrell15B. Name of Contractor(Signature of person authorized to sign)15C. Date SignedJan 16, 202616B. District of Columbia(Signature of Contracting Officer)16C. Date Signed
AMENDMENT OF SOLICITATION / MODIFICATION OF CONTRACT 1. Solicitation / Contract No.DCRL-2023-F-0071PageofPages2 6Amendment/Modification Number M018. Effective Date See 16C Requisition/Purchase Request No.CaptionComprehensive Child Welfare Information System/Stronger Together Against Abuse and Neglect in DC (CCWIS/STAAND) 1.CLIN 2001 is increased by 50 hours from 66 to 116 the CLIN total amount is increased by $23,250. 2.CLIN 2002 is increased by 284 hours from 536 to 820 the CLIN total amount is increased by $120,700. 3.CLIN 2003 is increased by 807 hours from 543 to 1350 the CLIN total amount is increased by $282,450. 4.CLIN 2004 is increased by 1065 hours from 1240 to 2305 the CLIN total amount is increased by $388,725. 5.CLIN 2005 is increased by 213 hours from 652 to 865 the CLIN total amount is increased by $74,550. 6.CLIN 2006 is increased by 495 hours from 575 to 1070 the CLIN total amount is increased by $148,500. 7.CLIN 2007 is increased by 1436 hours from 1384 to 2820 the CLIN total amount is increased by $344,640. 8.CLIN 2008 is increased by 6759 hours from 13216 to 19975 the CLIN total amount is increased by $574,515. 9.CLIN 2009 is increased by 496 hours from 687 to 1183 the CLIN total amount is increased by $126,480. 10. CLIN 2010 no change. 11. CLIN 2011 is increased by 3194 hours from 2088 to 5282 the CLIN total amount is increased by $255,520. 12. CLIN 2012 is increased by 9315 hours from 4720 to 14035 the CLIN total amount is increased by $605,475. 13. CLIN 2013 is increased by $25 from $595 to $620. 14. CLIN 2014 is added by 3 trips from 0 to 3 the CLIN total amount is increased by $3,405. 15. CLIN 2015 is added by 30 trips from 0 to 30 the CLIN total amount is $51,150. 16. The total not-to-exceed Option Year 2 amount for the period June 30, 2025 through June 29, 2026 increased by $2,999,385.00 from $6,323,555.00 to $9,322,940.00 17. DELETE B.3.3.3 OPTION YEAR 2 PRICE SCHEDULE in its entirety and REPLACE as follows: B.3.3.3 OPTION YEAR 2 PRICE SCHEDULE (JUNE 30, 2025 - SEPTEMBER 30, 2025) (June 30, 2025 Sept 30, 2025) CLIN Resource Rate Hours Total CLIN 2001 Delivery Management Executive $465 33 $15,345.00 2002 Program Director $425 514 $218,450.00 2003 Senior Project Manager $350 599 $209,650.00 2004 Principal Consultant $365 913 $333,245.00 2005 Sr. Consultant $350 451 $157,850.00 2006 Consultant $300 522 $156,600.00 2007 MSFT GD Consulting - Onsite $240 1413 $339,120.00 2008 MSFT GD Consulting - Offshore $85 11115 $944,775.00 2009 Technician III $255 599 $152,745.00 2010 Technician II $230 472 $108,560.00 2011 Technician - Partner/Sub-Contractor Offshore $80 1512 $120,960.00
AMENDMENT OF SOLICITATION / MODIFICATION OF CONTRACT 1. Solicitation / Contract No.DCRL-2023-F-0071PageofPages3 6Amendment/Modification Number M018. Effective Date See 16C Requisition/Purchase Request No.CaptionComprehensive Child Welfare Information System/Stronger Together Against Abuse and Neglect in DC (CCWIS/STAAND) 2012 Associate Technician - Partner/Sub-Contractor Offshore $65 2440 $158,600.00 2013 Cost Reimbursement $445 1 $445.00 Subtotal Not to Exceed $2,916,345.00 18. DELETE B.3.3.3.1 OPTION YEAR 2 PRICE SCHEDULE in its entirety and REPLACE as follows: B.3.3.3.1 OPTION YEAR 2 PRICE SCHEDULE (OCTOBER 1, 2025 - JUNE 29, 2026) (Oct 1, 2025 June 29, 2026) CLIN Resource Rate Hours Total CLIN 2001 Delivery Management Executive $465 116 $53,940.00 2002 Program Director $425 820 $348,500.00 2003 Senior Project Manager $350 1350 $472,500.00 2004 Principal Consultant $365 2305 $841,325.00 2005 Sr. Consultant $350 865 $302,750.00 2006 Consultant $300 1070 $321,000.00 2007 MSFT GD Consulting - Onsite $240 2820 $676,800.00 2008 MSFT GD Consulting - Offshore $85 19975 $1,697,875.00 2009 Technician III $255 1183 $301,665.00 2010 Technician II $230 1 $230.00 2011 Technician - Partner/Sub-Contractor Offshore $80 5282 $422,560.00 2012 Associate Technician - Partner/Sub-Contractor Offshore $65 14035 $912,275.00 2013 General Cost Reimbursement $620.00 1 $620.00 2014 Short Onsite Travel (1-2 nights) - Cost Reimbursement $1,135 3 $3,405.00 2015 Long Onsite Travel (3+ nights) - Cost Reimbursement $1,705 30 $51,150.00 Subtotal Not to Exceed $6,406,595.00 The total Not To Exceed amount for OPTION YEAR 2 (June 30, 2025 June 29, 2026) $9,322,940.00 19. DELETE C.29 in its entirety and REPLACE as follows: C.29 MICROSOFT STABILIZATION RELEASE System stabilization is a critical process in ensuring the reliable and efficient operation of complex systems, whether they are technological, mechanical, or organizational. It involves a series of steps designed to bring a system into a state of equilibrium where it can function optimally without unexpected disruptions. As part of Stabilization under this modification, Microsoft will develop additional AI Use Cases, conduct UAT, and stabilize production of Use Cases as prioritized by CFSA based on the Development capacity. Microsoft PMO and CFSA PMO will review the staffing plan bi-weekly and
AMENDMENT OF SOLICITATION / MODIFICATION OF CONTRACT 1. Solicitation / Contract No.DCRL-2023-F-0071PageofPages4 6Amendment/Modification Number M018. Effective Date See 16C Requisition/Purchase Request No.CaptionComprehensive Child Welfare Information System/Stronger Together Against Abuse and Neglect in DC (CCWIS/STAAND) develop the Sprint release schedule to support stabilization work including iterative production releases. To complete the stabilization phase of the STAAND program, Microsoft will prioritize a defined set planned releases. These features will be managed as targeted user stories in Azure DevOps, with progress tracked through iterative development. The Microsoft PMO and CFSA PMO will jointly review and prioritize work during bi-weekly sprint release meetings. 20. DELETE J.12 in its entirety and REPLACE as follows: Attachment J.12R Attachment J.12a CFSA CCWIS Staffing Worksheet, dated 9/21/23 Attachment J.12b CFSA CCWIS Staffing Worksheet, dated 11/21/23 Attachment J.12c CFSA CCWIS Staffing Worksheet, dated 12/21/23 Attachment J.12d CFSA CCWIS Staffing Worksheet, dated 1/15/24 Attachment J.12e CFSA CCWIS Staffing Worksheet, dated 3/5/24 Attachment J.12f CFSA CCWIS Staffing Worksheet, dated 5/20/24 Attachment J.12g CFSA CCWIS Staffing Worksheet, dated 5/24/24 Attachment J.12h CFSA CCWIS Staffing Worksheet, dated 5/30/24 Attachment J.12i CFSA CCWIS Staffing Worksheet, dated 7/30/24 Attachment J.12j CFSA CCWIS Staffing Worksheet, dated 9/3/24 Attachment J.12k CFSA CCWIS Staffing Worksheet, dated 9/18/24 Attachment J.12l CFSA CCWIS Staffing Worksheet, dated 10/25/24 Attachment J.12m CFSA CCWIS Staffing Worksheet, dated 11/22/24 Attachment J.12n CFSA CCWIS Staffing Worksheet, dated 12/5/24 Attachment J.12o CFSA CCWIS Staffing Worksheet, dated 1/17/25 Attachment J.12p CFSA CCWIS Staffing Worksheet, dated 2/20/25 Attachment J.12q CFSA CCWIS Staffing Worksheet, dated 4/3/25 Attachment J.12r CFSA CCWIS Staffing Worksheet, dated 4/30/25 Attachment J.12s CFSA CCWIS Staffing Worksheet, dated 8/27/25 Attachment J.12t CFSA CCWIS Staffing Worksheet, dated 11/3/25 Attachment J.12u CFSA CCWIS Staffing Worksheet, dated 11/20/25 Attachment J.12v CFSA CCWIS Staffing Worksheet, dated 11/5/25 21. DELETE Section J, Attachments, in its entirety and REPLACE as follows: JR Attachments J.1R LISTING J.1.1 The following list of attachments is incorporated into the contract by reference:
AMENDMENT OF SOLICITATION / MODIFICATION OF CONTRACT 1. Solicitation / Contract No.DCRL-2023-F-0071PageofPages5 6Amendment/Modification Number M018. Effective Date See 16C Requisition/Purchase Request No.CaptionComprehensive Child Welfare Information System/Stronger Together Against Abuse and Neglect in DC (CCWIS/STAAND) Attachment Number Document J.1 Government of the District of Columbia Standard Contract Provisions for Use with the Supplies and Services Contracts (July 2010) available at www.ocp.dc.gov J.2 U.S. Department of Labor Wage Determination No.: 2015-4281 Revision No.: 34, dated, July 8, 2025 https://sam.gov/wage-determination/2015-4281/34 J.3 Scope of Work dated 6/19/23 (6/30/23 10/27/23) J.4 Work Order# GVS0235-434536-549249, dated June 19, 2023, for the CCWIS/STAAND Letter Contract J.5 Price Schedule (6/30/23 10/27/23) J.6 Terms and Conditions J.7 Way to Work Amendment Act of 2006 - Living Wage Notice available at www.ocp.dc.govclick on J.8 Way to Work Amendment Act of 2006 - Living Wage Fact Sheet available at www.ocp.dc.govclick on J.9 Microsoft Response to CFSA Questions Reference VITA Term and Conditions J.10 Travel Reimbursement Schedule, dated 5/24/24 J.11a Milestone Roadmap dated 12/21/23 J.11b Milestone Roadmap, dated 1/15/24 J.11c Milestone Roadmap, dated 3/5/24 J.11d Milestone Roadmap, dated 4/18/24 J.12a CFSA CCWIS Staffing Worksheet 9/21/23 J.12b CFSA CCWIS Staffing Worksheet 11/21/23 J.12c CFSA CCWIS Staffing Worksheet 12/21/23 J.12d CFSA CCWIS Staffing Worksheet 1/15/24 J.12e CFSA CCWIS Staffing Worksheet 3/5/24 J.12f CFSA CCWIS Staffing Worksheet 5/20/24 J.12g CFSA CCWIS Staffing Worksheet 5/24/24 J.12h CFSA CCWIS Staffing Worksheet, dated 5/30/24 J.12i CFSA CCWIS Staffing Worksheet, Dated 7/30/24 J.12j CFSA CCWIS Staffing Worksheet, Dated 9/3/24 J.12k CFSA CCWIS Staffing Worksheet, Dated 9/18/24 J.12L CFSA CCWIS Staffing Worksheet, Dated 10/25/24 J.12m CFSA CCWIS Staffing Worksheet, Dated 11/22/24
AMENDMENT OF SOLICITATION / MODIFICATION OF CONTRACT 1. Solicitation / Contract No.DCRL-2023-F-0071PageofPages6 6Amendment/Modification Number M018. Effective Date See 16C Requisition/Purchase Request No.CaptionComprehensive Child Welfare Information System/Stronger Together Against Abuse and Neglect in DC (CCWIS/STAAND) J.12n CFSA CCWIS Staffing Worksheet, Dated 12/5/24 J.12o CFSA CCWIS Staffing Worksheet, Dated 1/17/25 J.12p CFSA CCWIS Staffing Worksheet, Dated 2/20/25 J.12q CFSA CCWIS Staffing Worksheet, Dated 4/3/25 J.12r CFSA CCWIS Staffing Worksheet, Dated 4/30/25 J.12s CFSA CCWIS Staffing Worksheet, Dated 8/27/25 J.12t CFSA CCWIS Staffing Worksheet, Dated 11/3/25 J.12u CFSA CCWIS Staffing Worksheet, Dated 11/20/25 J.12v2R CFSA CCWIS Staffing Worksheet, Dated 11/5/25 J.13 ACF Technical Review dated 12/21/23 J.14 Personnel Experience dated 12/21/23 J.15 CFSA Current Business Processes J.16 DC CFSA DC Data Policy J.17 Technical Reference Framework v2 J.18 Functional Reference Framework v2 J.19R CCWIS STAAND Roadmap
‘== | GOVERNMENTOFTHEDISTRICTOFCOLUMBIA, (> | ChildandFamilyServicesAgency(CFSA)
4,Caption Pageof Pages
SOLICITATION,OFFER,ANDAWARD —_[ComorehensiveChiWaleinfomationSystem(CCW) 7] 82.ContractNumber 5.Typeof Solicitation 6.Typeof Market
[DCRL-2023-F-0071 SealedBid(FB) & Open
3.SolicitationNumber ‘SealedProposals(RFP) C1 SetAside
C1 SdleSource 1_OpenvithSub-ContacingSetAsideX CooperativeAgreements “t % %4, Date Issued NOTE: Insealedbidsolicitations"offer"and *offeror’
O_ Emergency means"bid"and"bidder.
T.lssuedBy: AddressOfferto: Delivery
‘ConrecsandProcurementAdminsvalon| ConlaclsandProcurementAdminisaton| Chl rfomalionSystemsAaiinsraionChildandFamilyServicesAgency(CFSA) Childand FamilyServicesAgency(CFSA) Childand FamilyServicesAgency(CFSA)
200|Street,S.E.Suite2031 200| Street,S.E.Suite2031 200! Street,SE-3* Floor
Washington,DC20003 Washington,0¢20003, Washington,D¢20008(202)724-5300 (202)724-5300 (202)724-5300
‘A.SOLICITATIONCONTRACTFORM
‘9.SubmissionDeadline DateDue. NIA Time Due NA
CAUTION:LaeSuomen,MediatorsandWibsanalSoe27DOMRchaps15&16apleabeAlerasjeaallesandcolonsconnedieoko,10.Agency Contact ‘A.Name B.Telephone ‘Extension| C.E-mailAddress
FSA DanyelFiley,ConralSpecialist20-72-1588 DanyelRleyiodagonTH.TableofContents | Section|Description PageNo.
00)|Section|Description PageNo.|X |G_| ContractAdministrationData 8
x A ‘Solicitation/ContractForm 1 x H ‘SpecialContractRequirements 7
x B ‘SuppliesorServicesand Price/Cost 4a x T ContractClauses cy
x Cc ‘SpecificationsWork Statement 6 x J ListofAttachments 8
x D Packagingand Marking 62. x K Representations,certificationsandotherstatementsofofferors NA
x E InspectionandAcceptance 62 x L Instructions,conditions¬icesto offerors NA
x F PeriodofPerformance/Deliverables62 x M Evaluationfactorsforaward NA
OFFER
412.In.compliancewiththeabove,theundersignedagrees,Ithisofferisacceptedwithin21calendardaysfromthedateforreceiptofoffersspecifiedabove,tofurnishanyorallitemsuponwhichpricesareofferedatthepricesetoppositeeachitem,deliveredatthedesignatedpoint(s),withinthetimespecifiedherein.
13.DiscountforPromptPayment2 |10Calndardays|_% |20Calendardays| ot|S0Calendardays|% | __Calndardays| __‘b414.AcknowledgementofAmendments|_AmendmentNumber [Date[AmendmentNumber [Date[AmendmentNumber| —Date
(TheofferoracknowledgesreceiptofamendmentstotheSOLICITATION):
75.OfferorContactInformation PersonAuthorizedtoSignOfferiContract| PersonAuthorizedtoSignOfferiContract
IfOfferorisaJointVenture,add A.Name DianeBoettcher
Sonatinasofetonalgenerate, Tile iefofStaff,SLGE,MicrosoftIndustrySolutions|
Par Ppropriate.Tc.address 6518MeadowridgeRd
City,State,Zip| Elkridge,Md21075
heckemitanceadresis, |D.Phone (667)274-1121fiferentfromadressto theright -“RefertoSectionG. 17.Signature| DianeBoettcher
18,OfferDate| Nov13,2023
‘AWARD(TOBECOMPLETEDBYGOVERNMENT)
19,AcceptedasfoRomsNumbered Ta0.Amount|$17,902.280.00| 24.AccountingandAppropriation-SeeSectionG
22:NameofContractingOfficer(TypeorPrint) Za.SignaturofContractingOfficer 24,AwardDate
EbonyTerrell,InterimAgencyChiefContractingOfficer ChongTete” 14/14/2023
DocID:034810a316a0324020f8cf15540567978123871
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page2of69
Table of Contents
SECTION B CONTRACT TYPE, SUPPLIES OR SERVICES AND PRICE .... seesecencenrennnan
B2 TYPEOFCONTRACT.
B3 PRICESCHEDULE
SECTIONC —_SPECIFICATIONS/WORKSTATEMENT......
ca, ‘ScoPt
C2. ‘APPLICABLEDOCUMENTS
ca, BACKGROUND... ntnteatenensese
cs. CONTRACTREQUIREMENTS...
C6 PROJECTMANAGEMENT...
7. KEYPERSONNE!
ca REQUIREMENTSMANAGEMENT.....
C9,
C10.
ci. DATACONVERSIONAND MIGRATION.....
C12. ‘TRAININGANDKNOWLEDGETRANSFER...
C13. TIMELINE.
cia. AREASOUTOFSCOPE
C16. EXISTINGSYSTEMDESCRIPTION
17. ARCHITECTURE 53
C18. ‘SYSTEMINTEGRATION... 54
C19. ‘SECURITYANDSYSTEMROLES 55
C20.
C22. AUTHORITYTOOPERATEREQUIREMENTS.
C23. APPLICATIONPROGRAMMINGINTERFACE
C24. FINALBUSINESSPRODUCTPERMODULE...
C25. REQUIREMENTSTRACEABILITYMATRIX..
C26. CCWISTECHNICALASSISTANCEPROCESS.
SECTIOND—_ PACKAGINGANDMARKING.....
SECTIONE_ INSPECTIONANDACCEPTANCE...
SECTIONF PERIODOFPERFORMANCEANDDELIVERABLES.
Fa ‘TERMOFCONTRACT...
OPTIONTOEXTENDTHETERMOFTHECONTRACT...
F2 DELIVERABLES
SECTIONG
Gi
G2
G3
GA
Gs
G6
G7
Gs
G10
Gat
SECTIONH
Ha
H2
SECTION!
SECTIONS
da
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page3of69
CONTRACTADMINISTRATION..
INVOICEPAYMENT.
THEQUICKPAYMENTACT.....
CONTRACTINGOFFICER(CO)...
AUTHORIZEDCHANGESBYTHECONTRACTINGOFFICER..
CONTRACTADMINISTRATOR(CA)..
(RESERVED)..
HIPAAPRIVACYCOMPLIANCE....
HOURLYRATECEILING...
‘SPECIALCONTRACTREQUIREMENTS..
ATTACHMENTS
USTING..
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page4of69
SECTION B
Bl
B2
B21
CONTRACT TYPE, SUPPLIES OR SERVICES AND PRICE
PURPOSE
TheDistrictofColumbia(“District”),ChildandFamilyServicesAgency(“CFESA”)isenteringintoacontractwithMicrosoftCorporation(Microsoft)toimplementanenhancedComprehensiveChildWelfareInformationSystem(CCWIS).CFSAcurrentlyusesasystemcalled“FACES”thatrunsonoutdatedtechnologyandarchitecturetomeettherequirementsoftheAdministrationforChildrenandFamilies(ACF).InFebruary
2023,partsofthenewCCWISStrongerTogetherAgainstAbuseandNeglectDC(STAAND),referredtoasRelease|(R1)wentliveincludingtheresourceparentlicensingportal,ayouthportal(smallportion)and9serviceslinesfortheCFSAOfficeofWellBeing.
TheremainderofDistrictCCWIS(STAAND)solution,ReferredtoasRelease2(R2)istobebuiltaspartofthiscontractleveragingthefollowingtechnologies.MicrosoftDynamics365platformaugmentedbyadditionalMicrosoftAzureandothercomponents.Thesystemshallbeamodern,modular,andcompletechildwelfaresystemmadeto
streamlineCFSA’sbusinessprocessesandworkflows,integratewithsystemsanddatarepositories,andpresentanintuitive,secure,reliableandaccurateuserinterfacesupportingcase,clientandfamily-centricviewofthestateoftheircarewhereverourstaff,clients,andcommunityneedaccesstotheinformationthatservesandprotectsourchildrenandfamiliesinneed.CFSA’sgoalsare:
Thefirstgoalistoobtaincoretechnologythatismodularandconfigurabletoprovideflexibilitytomeettheever-changingchildwelfarepoliciesandstreamlineCFSA’s
businessprocessesandworkflows.
Thesecondgoalistoreducedataentrybysocialworkersandguideuserstotheirperspectivegoals.
The thirdgoalistopresentan intuitive,secure,reliableand accurateuserinterface
thatsupportscase,clientand family-centricviews of CFSA’s clientcareand staff
workload.
ThefourthgoalistopromotetransparencyandaccountabilitythroughcompliancewithfederalandDistrictpoliciesandconsistencyoftheapplicationofrules.
Thefifthgoalistomeetandexceeddataexchange,andsecurityrequirementsset
forthbythefederalregulations.
The sixthgoalistoseamlesslytransitionfrom CFSA’ currentCCWIS builtand
maintainedfor20 yearscalled“FACES” totheenhanced CCWIS.
TYPE OF CONTRACT
LABOR HOURS
TheDistrictcontemplatesawardofa LaborHourcontract,withcostreimbursementcomponents.ContractLineItemsnumbered0001through0O11areidentifiedinthe
PriceSchedule(SectionB.3.3).
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page5of69
B22
B3
B31
B32
B33.1
COST REIMBURSEMENT
B.2.2.1TheDistrictwillreimbursetheContractorforcostsinaccordancewiththeactualcostsincurred.ThepaymentforasneededtravelexpenseswillbemadeasareimbursementtotheContractor,inaccordancewiththeFederalGSAPerDiemrates.
B.2.2.2TheCostReimbursementinvoicesshallbesubmittedmonthly.SupportingdocumentationisrequiredandwillbepaidwithoutregardtooverageoftheGSAPerDiemallowance.
B.2.2.3TheContractorshallnotmark-upthecostreimbursementallowable
expensesonthiscontractwithindirectcostofoverhead,general,andadministrativecost.Profitsmaynotbechargedagainstcostreimbursementexpensesunderthis,contract.
PRICE SCHEDULE
The priceschedule forcontractDCRL-2023-F-0071 Comprehensive Child Welfare
InformationSystem/StrongerTogetherAgainstAbuseandNeglectinDC(CCWIS/STAAND)isincludedasSectionB.3.3.
ThepricescheduleforthiscontractislistedinSectionB.3.3.AsstatedinSectionG,thelaborhourrates,allocatedbycontractyear,forCLINs0001—through0010,asproposedinSectionB.3.3andincorporatedintheawardedCCWISSTAANDcontract,willbeusedfordeterminingprogressforthepurposeofestablishingthepaymentamountforeachmonthlyinvoicingperiod.Intheeventthereisadiscrepancyprice
scheduleinSectionB.3.3andMicrosoft’spricescheduleinMicrosoft'sVITAcontract,theDistrictwillselectthemostadvantageousoption.
PRICE SCHEDULE
LETTERCONTRACT(June30,2023~October27,2023)
cun| Resource Rate Hours| TotalCLIN
0001| PrincipalConsultant $330| _374| $123,420.00
0002| AssociateConsultant $245| 680 $166,600.00
0003| ProgramDirector $340| 374 $127,160.00
(0004| MSFTGDConsulting-Offshore $35| 4284| $364,140.00
0005| MSFTGDConsulting-Onshore $230| 680 $156,400.00
0006| CostReimbursement $61,260.00 1 $61,260.00
NotToExceed $998,980.00
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B33.1.1
DEFINITIZEDCONTRACT(October28,2023-June29,2024)
cUN | Resource Rate Hours| TotalCLIN
0001_| PrincipalConsultant $345| 3360| _$1,159,200.00
0002__|AssociateConsultant $255| 1680 $428,400.00
0003_| ProgramDirector $425| 2000 ‘$850,000.00
0004_| MSFTGDConsulting-Offshore $25| 49140 |__$4,176,900.00
0005_| MSFTGDConsulting-Onshore $240| 5040| _$1,209,600.00
0006_| Consultant $295|_ 6720 $1,982,400.00
0007__|SeniorProjectManager $330| 1680 $554,400.00
0008_| SeniorConsultant $330| 1680 $554,400.00
0009_| ConsultingProductManager $330| 740 $244,200.00
00010_| DomainSolutionArchitect $355| 436 $154,780.00
00011_| CostReimbursement $588,000.00 1 $588,000.00
NotToExceed| _ $11,902,280.00
TotalBaseYearNottoExceed| $12,901,260.00
B.3.3.2OPTION YEAR 1 PRICE SCHEDULE RESERVED
B.3.3.3OPTION YEAR 2PRICE SCHEDULE RESERVED
B.3.3.4OPTION YEAR 3 PRICE SCHEDULE RESERVED
B.3.3.5OPTION YEAR 4 PRICE SCHEDULE RESERVED
B34 TheDistrictwillre-evaluatethecontractatthe6-monthmarkregardingtheoptionyear’spricingfromthestartdateofJune30",2023.Ifthepartiescannotreachamutuallyagreeableresolutionastothepriceschedule,thepartiesmaydecidenotto
exercisetheupcomingOptionPeriod.
**END SECTION B**
SECTIONC SPECIFICATIONS/WORK STATEMENT
CA.
CLL
C12
SCOPE
The Scope of Work forcontractDCRL-2023-F-0071 isdelineatedinthisSection.
TheDistrictofColumbia(“District”),ChildandFamilyServicesAgency(“CFSA”)isenteringintoacontractwithMicrosoftpursuanttoVirginiaInformationTechnologyAgreement(VITA)toimplementanenhancedComprehensiveChildWelfareInformationSystem(CCWIS)usingtheMicrosoftDynamics365platform
augmentedbyMicrosoftAzureandothercomponents.CCWISshallusemoderntechnology,bemodularinitsdesign,andserveCFSAholistically.Thegoalismulti-
faceted.Thefirstgoalistoobtaincoretechnologythatismodularandconfigurabletoprovideflexibilitytomeettheever-changingchildwelfarepoliciesandstreamlineCFSA’sbusinessprocessesandworkflows.Thesecondgoalistoreducedataentrybysocialworkersandguideuserstotheirperspectivegoal.Thethirdgoalisto
presentanintuitive,secure,reliableandaccurateuserinterfacethatsupportscase,
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page7of69
C14
cls
C16
clientandfamily-centricviewsofCFSA’sclientcareandstaffworkload.ThefourthgoalistopromotetransparencyandaccountabilitythroughcompliancewithfederalandDistrictpoliciesandconsistencyoftheapplicationofrules.Thefifthgoalistomeetandexceeddataexchange,andsecurityrequirementssetforthbythefederalregulations.ThesixthgoalistoseamlesslytransitionfromCFSA’currentCCWISbuiltandmaintainedfor20yearscalled“FACES”totheenhancedCCWIS.ThesegoalsareCFSAgoalsandnotMicrosoftdeliveryobjectives.
MicrosoftwillprovideServices,inanAgilecapacitymanner,tocompletethe
followingsolutioncomponents.Allcomponentsmaynotbecompletedwithinthecapacitydefined.CFSAwillprioritizeuserstories,withsupportfromMCS ProgramandTechnicalLeadershipteamandMicrosoftwillexecuteagainstthoseprioritizeduserstorieswithinthecapacity.Microsoftwillconfigureandcustomizethe
Dynamics365systemfollowingsupporteddevelopmentstandards,sothatfeatureswillbewithintheupgradepathforproductupgrades.Developmentofthenewdatamodelforthein-scopemodules.
ModulesincludedinthisCCWISDevelopmentcontractinclude:
Intake(addingontoLetterContractdevelopment)
ProviderInvestigations
CaseManagementEligibility
FinanceModule‘Common/Foundational(addingontoprior(LetterContractdevelopment)
LettercontractIntakephaseretrospective:
ThiswillactasaretrospectivefortheIntake(LetterContractdevelopment).Lessonslearnedfromthe(LetterContractdevelopment)willbejointlydevelopedwithCFSA.
Ifimprovementsareidentifiedbasedontheselearnings(velocity,capacity,andtechnicaldebt),arequestwillbedevelopedtomodifytheremainderoftheengagement.ThiscouldbeaCR thatwillrealignanyupdatesthatarerequiredtobemadetoplanningandimplementationforthecurrentfuturephasesdefinedinthisdocument.
MicrosoftunderstandsthattheCFSAisseekingtoengagemoredeeplywiththefamiliesitserves,promotethesafetyandwell-beingofchildren,empowertheircaseworkerswithmoreefficientsolutions,achievegreatertransparency,improvedecision-makingwithadvancedanalytics,anddrivepositiveoutcomesformore
childrenandfamilies.Microsoftwilldrivea‘configure-first’approachwithCFSA,endeavoringtomeetrequirementsanduserstorieswithoptionsthatleverageconfigurationoftheplatform,minimizingtheneedforcustomcodedevelopment.
ThegoalofthisprojectphaseistoprovideCFSAwithaTimeandMaterials(T&M)capacity-baseddeliveryteamtoworkonadditionalmodulesfortheCCWISsystem.
AsthisisanAgileproject,theprioritizeduserstoriesdefinedbyCFSAandmaintainedintheAzureDevOpstool(ADO)backlogwillbesourceforalldetailedscopeandchangestoprioritizationcanbeincorporatedforfutureSprints.AddingnewscopemaycauseworktoexceedtheT&M capacityestimatedinthisphase.
DCRL-2023-F-0071 Comprehensive ChildWelfareInformationSystem (CCWIS) Page 8 of 69
C17 Forclarity,itismutuallyunderstoodandagreedthat:
Microsoftrecommendsa fullengagementwithuseracceptancetesting(UAT)acceptedsolutionanddeploymenttoproduction;however,theeffortandrelatedfundingforthisengagementareonlysufficienttocarryoutthenext42weeksoftheprojectasdescribedinthedefinitizedcontract.Thisincludeseffortsforalimitedamountofbuildsprintsonlyanddoesnotincludeend-to-endsolutiontesting,UAT,deployment,orsupport.Fullprogrambenefitswillberealizedafterfutureprojectphasesarefundedforitemsnotincludedinthisfunding.
C18 TheCFSA(CFSA)willprovidesubjectmatterexperts(SMEs),program
managementandworkitemprioritization.Microsoftwillprovideteamsofhighly
qualifiedresourcesincludingprojectmanagement,solutionarchitecture,functional
expertise,dataconversionexpertise,qualityassurance,securityand engineering
resourcestocompletetasksrelatedtouserstories.
C19 Businessoutcomes
C.1.10 ThebusinessoutcomeofthisprojectaretoworkonprioritizeduserstoriesthatsupportaDC-centricCCWISSystemthatwillallowtheagencytostreamlineCFSA’sbusinessprocessesandworkflows,withinthecapacityoftheengagement.ToachievethisoutcomeMicrosoftwillprovideresourcecapacitytoworkonuserstoriesprioritizedbyCFSA.Thisfunctionalitywillbedefinedinfinalbusiness
processflowsanduserstories,approvedandstoredinAzureDevOps.
Prue cory
Work on additionalCCWIS modules _ Buildingon work from priorrelatedCCWIS
engagements,theremainingmoduleswillbedevelopedbased on prioritizeduserstoriesfrom CFSA, utilizing
Microsoftteamsthatwillbeengagedontheproject.
Configuredanddevelopedfeatureswillbe
demonstratedinanon-productionenvironmentatthe
endofeachbuildsprint.
C2. APPLICABLE DOCUMENTS
C24 ThedocumentssharedinthissectionareavailabletotheContractorviathePublic
Internet.EachdocumenttitlehasanembeddedhyperlinkthatwillprovidethedocumenttotheContractor.CFSAproductownerswillberesponsibleforcreating,approving,andprioritizinguserstoriesinAzureDevOps(ADO)basedonthefollowingdocuments:
ItemNo. Document Date
1 FourPillarsStrategicFramework 2012
2 CESAFourPillarsScorecard 2022
3 CCWISFinalRuleOverview 2016
4 CFSAOlderYouthServicesPolicy 2014
5 Childand Family ServicesImprovement and InnovationAct (H.R.2883) 2011
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page9of69
6 DC LanguageAccessActMunicipalRegulations 2014
7 FederalChildWelfarePolicyManual 2017
8 ‘MandatedReporterTraining 2008
9 MandatedReporters 2015
10 NationalYouthinTransitionDatabase(NYTD) 2012
u OlderYouthBenchmarks 2018
12 PreventingSexTraffickingandStrengtheningFamiliesAct (P.L.113-183) 2014
ItemNo. Document Date
13, Title29DC MunicipalRegulations,Chapter60 2015
14 AdoptionandSafeFamiliesActof1997 1997
15 D.C.Law13-136,AdoptionandSafeFamiliesAmendmentActof2000 2000
16 DC FamilyCourtActof 2001 2001
7 FosteringConnectionstoSuccessandIncreasingAdoptionsActof2008 2008
18 IndianChildWelfareAct 1978
19 TimelyInterstatePlacementofFosteringChildrenActof2006 2006
20 SuperiorCourtGeneralRulesoftheFamilyCourt 2017
2 DC SuperiorCourtAdministrativeOrder07-22 2006
2 CFSA EstablishmentAct 2001
23 PatientProtectionandAffordabilityAct 2010
24 StephanieTubbsJonesChildWelfareServices:TitleIV-B,Subpart1oftheSocial 2012SecurityAct
25 DC LanguageAccessActMunicipalRegulations 2014
26 DC OfficeofDocumentsandAdministrativeIssuances:Chapter60PublicWelfare 2018
27 Codeof MarylandRegulations 2018
28 AdoptionandFosterCareAnalysisandReportingSystem(AFCARS) 2012
29 BillofRightsforChildrenandYouthinFosterCare 2013
30 TitleIV-EFosterCare 2012
31 TheChildinNeedofProtectionAmendmentActof2004 2001
32 PreventionofChildAbuseandNeglectActof1977 1977
33 DC CodeTitle4PublicCareSystems 2019
34 DC AttendanceAccountabilityAmendmentAct 2013
% SafeChildrenandSafeNeighborhoodsEducationalNeglectMandatoryReporting 2010AmendmentActof2010
36 H.R.253-FamilyFirstPreventionServicesActof2017 2017
37 TechnicalBulletinspertainingtoCCWIS 2019
C3.
DEFINITIONS
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C31
C311
C312
C313
C314
C315
C3.1.6
C3.1.7
C318
C319
C3.1.10
These termswhen used inthiscontracthave thefollowingmeanings:
AssistantAttorneyGeneral(AAG)isaCFSAstaffmemberthatrepresentsthe
agencyunderthedirectionoftheattomeygeneral.
‘AdministrationforChildrenandFamilies(ACF)-isadivisionoftheDepartmentof
HealthandHumanServices.ACFpromotestheeconomicandsocialwell-beingofchildren,families,individuals,andcommunitieswithleadershipandresourcesforcompassionate,effectivedeliveryofhumanservices.
AutomatedClearingHouse(ACH)isanelectronicnetworkforfinancialtransactionsintheUnitedStates.ACH processeslargevolumesofcreditanddebittransactionsinbatches.ACHcredittransfersincludedirectdeposit,payrollandvendorpayments.
‘AdvancedPlanningDocument(APD)andAdvancedPlanningDocumentUpdate
(APDU)aredocumentscreatedbyCFSAandsubmittedtoACFinordertoobtainapprovalforFederalfinancialparticipationinthecostofacquiringautomateddataprocessingequipmentandservices.ThisCCWISfinalruleforreplacingexistingChildWelfareinformationsystemsreducesthesubmissionrequirementsforlower-riskinformationtechnology(IT)projectsandprocurementsandincreasesoversightoverhigher-riskITprojectsandprocurementsbymakingtechnicalchanges,conforming
changesandsubstantiverevisionsinthedocumentationrequiredtobesubmittedbyStates,counties,andterritoriesforapprovaloftheirInformationTechnologyplansandacquisitiondocuments.
AnotherPlannedPermanentLivingArrangement(APPLA),alsoknownasOtherPlannedPermanentLivingArrangement(OPPLA),iswherethechildwelfareagencymaintainscareandcustodyoftheyouthandarrangesalivingsituationinwhichtheyouthisexpectedtoremainuntiladulthood.APPLAorOPPLAisapermanencyoptiononlywhenotheroptionssuchasreunification,relativeplacement,adoption,or
legalguardianshiphavebeenruledout.
DC ChildandFamilyServicesAdministration(CFSA)isthepublicchildwelfareagencyintheDistrictofColumbiaresponsibleforprotectingchildvictimsandthoseatriskofabuseandneglectandassistingtheirfamilies.
ChildInformationSystemsAdministration(CISA)isadivisionwithinCFSAthatisresponsibleforalltechnologyassetsfortheAgency.
ChildWelfareContributingAgency(CWCA)is“apublicorprivateentitythat,bycontractoragreementwiththetitleIV-Eagency,provideschildabuseandneglectinvestigations,placements,orchildwelfarecasemanagement(oranycombinationofthese)tochildrenandfamilies.
Commercial-Off-The-Shelf(COTS)isanadjectivethatdescribessoftwareorhardwareproductsthatareready-madeandavailableforsaletothegeneralpublic.
ComprehensiveChildWelfareInformationSystem(CCWIS)isacasemanagementinformationsystemthatstateandtribaltitleIV-Eagenciesmaydeveloptosupporttheirchildwelfareprogramneeds.IfatitleIV-EagencyelectstobuildaCCWIS,thefederalgovernmentwillprovideamorefavorable
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C3111
C3112
C3.1.13
C3115
C3.1.16
C3.1.17
C3.1.18
reimbursementthanisprovidedfornon-CCWISaslongasthesystemmeetsfederalrequirementsandisdesignedtosupportsocialworkers’needsto
organizeandrecordqualitycaseinformationaboutthechildrenandfamiliesreceivingchildwelfareservices.
ChildProtectiveServices(CPS)isadivisionofCFSAthatinvestigatesreportsofeglectandabuse.
Districtof Columbia (District,DC) referstotheGovernmentofthe Districtof Columbia.
FamilyEducationalRightsandPrivacyActof1974(FEPRA)isthefederallawthatprotectstheprivacyofstudenteducationrecords.Thelawappliestoallschoolsthat
receivefundsunderanapplicableprogramoftheU.S.DepartmentofEducation.FEPRAregulationsapplytoeducationalrecordsobtainedfromtheStateEducationAgencyforthepurposeofsupportingafamilyandchildinthecareofCFSA,aswellasforde-identifieddatausedforlongitudinalanalysis.
FinancialManagementSystem(FMS)-issoftwarethatanorganizationusestooverseeandgovernitsincome,expenses,andassetswiththeobjectivesofmaximizing
profitsandensuringsustainability.FortheDC Government,thesoftwareisDistrictIntegratedFinancialSystemDistrict(DIFS).
TheHealthInsurancePortabilityandAccountabilityActof1996(HIPAA)isthefederalregulationthatprotectshealthinsurancecoverageforworkersandtheirfamilies
whentheychangeorlosetheirjobs.TitleIIofHIPAA,knownastheAdministrativeSimplification(AS)provisions,requirestheestablishmentofnationalstandardsforelectronichealthcaretransactionsandnationalidentifiersforproviders,healthinsuranceplans,andemployers.TheAdministrativeSimplificationprovisionsalsoaddressthesecurityandprivacyofhealthdata.Thestandardsaremeanttoimprovethe
efficiencyandeffectivenessofthenation'shealthcaresystembyencouragingthewidespreaduseofelectronicdatainterchangeintheU.S.healthcaresystem.
IndividualswithDisabilitiesEducationAct(IDEA)isthefederallawthatmakesavailableafreeappropriatepubliceducationtoeligiblechildrenwithdisabilities
throughoutthenationandensuresspecialeducationandrelatedservicestothosechildren.TheIDEAgovernshowstatesandpublicagenciesprovideearlyintervention,specialeducation,andrelatedservicestomorethan6.5millioneligibleinfants,toddlers,children,andyouthwithdisabilities.
InterstateCompactonthePlacementofChildren(ICPC)isacontractamongall50U.S.states,theDistrictofColumbiaandtheVirginIslandsprovidingforprotectionandsupportservicesforchildrenmovedbetweenU.S.statesforbirthparentunificationorreunificationwhenthecourthasjurisdictionoverthechild.TheICPCensuresthatthe
sendingagencyorindividualdoesnotlosejurisdictionoverthechildoncethechildmovestothereceivingstate.AnICPCcaseisclosedwhena childisadopted,reachestheageofmajority,orbecomesself-supportingorwhentheappropriateauthoritiesinthesendingstateandreceivingstateagreethattheICPCcasecanbeclosed.
NationalInstituteofStandardsandTechnology(NIST)isameasurementstandardslaboratory,andanon-regulatoryagencyoftheUnitedStatesDepartmentofCommerce.Itsmissionistopromoteinnovationandindustrialcompetitiveness.
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C3.1.19
C3.1.20
C3.1.21
3.1.22
3.1.23,
C3.1.24
C3.1.25
3.1.26
C3.1.27
C3.1.28
3.1.29
C3.1.30
Withinthecontextofthisdocument,NISTsetssecuritystandardsforpublictechnologyprojects.
Online ServicesistheMicrosoft-hostedservicesidentifiedas Online Servicesin
MicrosoftProductTerms. Online Servicesarenotofferedunder thescope of this
Contract.
PersonallyIdentifiableInformation(PII)isdefinedasanyinformationthatcanbeusedonitsownorwithotherinformationtoidentify,contact,orlocateasingleperson,ortoidentifyanindividualincontext.
ProductisallproductsidentifiedintheProductTerms, such as allSoftware,Online
Servicesand otherweb-based services,includingpre-releaseor betaversions.
ProductTerms isthedocumentthatprovidesinformationaboutMicrosoftProducts.The
ProductTerms document ispublishedon theVolume LicensingSiteand isupdatedfrom
time totime.
ProductOwnerAdvisoryCommittee(POAC)isagroupofCFSAstaffidentifiedtoact
asproductownersforCCWISmodulesidentifiedinthisdocument.Mostmoduleshavemorethanoneproductowner.ThePOACispartoftheCCWISgovernancestructuretominimizerisksandelevateissuestoSteeringCommitteeandagencyexecutiveleadership.
ProjectManagementOffice(PMO)isagroupordepartmentwithinabusiness,agencyorenterprisethatdefinesandmaintainsstandardsforprojectmanagementwithintheorganization.ThePMOstrivestostandardizeandintroduceeconomiesofrepetitionintheexecutionofprojects.
Response Time isthe periodof time between notificationof an issueand when the
vendorrespondstoresolvetheissue.
ResolutionTimeistheamountoftimebetweenthevendorstartingworkontheissueandactuallyresolvingtheissue.
ServiceLevelAgreement(SLA)isacommitmentbetweenaserviceproviderandaclient.Particularaspectsoftheservice—quality,availability,andresponsibilities—areagreedbetweentheserviceproviderandtheserviceuser.
ServiceOrientedArchitecture(SOA)isasoftwaredesignandsoftwarearchitecturedesignpatternbasedonstructuredcollectionsofdiscretesoftwaremodules,knownasservices,thatcollectivelyprovidethecompletefunctionalityofa largesoftwareapplication.
Software”meanslicensedcopiesofMicrosoftsoftwareidentifiedontheProductTerms.SoftwaredoesnotincludeOnlineServicesorServicesDeliverables,butSoftwaremaybepartofanOnlineService.
StatewideorTribalAutomatedChildWelfareInformationSystem(S/TACWIS)isthecommonnameforfederallylegislatedinformationsystemsstatesdevelopedandimplementedtosupportchildwelfareactivities.Thesoftware’srequirementsareoutlineinlegislationofthesamenamethatrequiredanddefinedalargefunction-based
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page13of69
C3131
3.1.32
3.1.33
3.1.34
C3.1.35
C3.1.36
3.1.37
C3.1.38
C3.1.39
applicationthatallsocialworkers would use totrackand manage theirchildwelfare
caseloads.
‘SubjectMatterExperts(SMEs)isapersonwhoisanauthorityinaparticularareaortopic.
‘SupplementalNutritionAssistanceProgram(SNAP)providesfinancialassistancefor
purchasingfoodtolow-andno-incomepeoplelivingintheU.S.Itisafederalaidprogram,administeredbytheU.S.DepartmentofAgriculture,thoughbenefitsaredistributedbyindividualU.S.states.
SupervisorySocialWorker(SSW)overseesateamofsocialworkerswithinCSFAand
monitorsservicedeliveryforstaffcompliancewithstatutoryguidelines,regulationsandCFSApoliciesandprocedures.
‘SystemofCare(SOC)isatermforaspectrumofeffective,community-basedservicesandsupportsforchildrenandyouthwithoratriskformentalhealthorotherchallengesandtheirfamilies,thatisorganizedintoacoordinatednetwork,buildsmeaningfulpartnershipswithfamiliesandyouth,andaddresstheirculturalandlinguisticneeds,inordertohelpthemtofunctionbetterathome,inschool,inthecommunity,andthroughoutlife.
‘TemporaryAssistanceforNeedyFamilies(TANF)Programhelpsmoverecipientsintoworkandturnwelfareintoaprogramoftemporaryassistance.IndividualsreceivingassistancethroughTANFarecategoricallyeligibletoreceivepaidmealservices.
TitleIV-BistheFederalWelfareProgramTitleIV-Bthatgovernstheprovisionofchild
welfareservicesthatcanbeusedforpreventionofandresponsetochildabuseandneglect.Protectandpromotethewelfareofallchildren.Itdoessobyfundingservicesandprogramswhich:
a. Preventtheneglect,abuse,orexploitationofchildren;b. Supportat-riskfamiliesthroughserviceswhichallowchildren,whereappropriate,toremainwiththeirfamiliesorreturntotheirfamiliesinatimelymanner;
©. Promotethenationalgoalsofsafety,permanenceandwell-beingofchildreninfostercareandadoptivefamilies;a Providetraining,professionaldevelopmentandsupporttoensureawell-qualifiedworkforce;ande. Promoteandsupportadoption.
TitleIV-E-TheFederalFosterCareProgramhelpstoprovidesafeandstableout-of-
homecareforchildrenuntilthechildrenaresafelyreturnedhome,placedpermanentlywithadoptivefamilies,orplacedinotherplannedarrangementsforpermanency.Nameisreferencetothefederalcodesectionthatauthorizesit.
UseRightsrefersto,withrespecttoanyProductlicensingprogram,theuserightsortermsofserviceforeachProductpublishedontheVolumeLicensingSiteandupdatedfromtimetotime.TheUseRightssupersedethetermsofanyenduserlicenseagreementthataccompaniesaProduct.TheUseRightsforSoftwarearepublishedbyMicrosoftintheProductTerms.TheUseRightsforOnlineServicesarepublishedintheOnlineServicesTerms.
VolumeLicensingSitemeanshttp://wwwmicrosoft.com/licensing/contractsora‘successorsite.
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C4. BACKGROUND
CAL Mission
C441 CFSAistheDistrictofColumbia’spublicchildwelfareagencyresponsibleforinvestigatingchildabuseandneglectandprovidingservicestochildandyouthvictimsandthoseatriskofabuseandneglectandtheirfamiliesintheDistrict.CFSA’sprimary
missionistoimprovethesafety,permanence,andwell-beingofabusedandneglectedchildren/youthandtohelpstrengthentheirfamilies.CFSAbelieveschildrenthrivewithinfamilysettingsandwithcontinuityandsupportinthemostnormalizingenvironmentpossible.
C412 CFSAisfirmlycommittedtochildren,youthandfamiliesreceivingthehighestquality
servicesandsupportnomatterwheretheyareplaced.Asaresult,theDistrictisnowseekingaContractorthatwillberequiredtoprovideservicestopregnantandparentingyouthandtheirchild(ren)servedbytheDistrict’sfostercaresystemregardlessoftheirassessedlevelofneed.ThegoalisthatthroughoneContractortheDistrictwill
accomplishmoreconsistentpractice,standardizationofprocessandbetterpermanencyoutcomesforchildrenandtheirfamilies.
C413 OnJune2,2016,AdministrationforChildrenandFamilies(ACF)publishedafinalrule
fortheComprehensiveChildWelfareInformationSystems(CCWIS)(seeC.2.1Item3).TherulewasdesignedtoallowstateadministrationstoupgradetheirStatewideorTribalAutomatedChildWelfareInformationSystem(S/TACWIS),asoriginallymandatedin
1993.
CA2 Four PillarsStrategicFramework
C421 In 2012 CFSA developeda strategicframework —the “Four Pillars”— and CFSA’s work
isgroundedinthisvalues-basedfoundationtosupportstrategiesthatachievespecific
outcomes.The Four Pillarsinclude:
1. Front Door: Children/youth deserve to grow up with theirfamiliesand
should be removed from theirbirthhomes only as the lastresort.Child
welfare getsinvolved only when familiescannot or willnot take careof
children/youththemselves.Whenwemustremoveachild/youthforsafety,weseektoplacewithrelativesfirst.
2.TemporarySafeHaven:Fostercareisanecessaryinterimplaceforchildren/youthtolivewhileweworktogetthembacktoapermanent
homeasquicklyaspossible.Planningforasafeexitbeginsassoonasachild/youthentersthesystem.Ifarelativecaregivercannotbeidentifiedimmediately,continuedexplorationandengagementofkintakesplacethroughoutthechild’s/youth’sexperienceinfostercare.
3.WellBeing:Everychild/youthhasarighttoanurturingenvironmentthatsupportshealthygrowthanddevelopment,goodphysicalandmental
health,andacademicachievement.Institutionsdonotmakegoodparents,butwhenwemustbringchildren/youthintocarefortheirsafety,wegivethemexcellentsupport.
4,ExittoPermanence:Everychild/youthexitsfostercareasquicklyas
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possibletoasafe,well-supportedfamilyenvironmentorlife-longconnection.Olderyouthhavetheskillstheyneedtosucceedasadults.
C43 Core Values
a.Allchildrenandyouthhavetherighttobesafe.b.Familieshavetherighttobeunderstood,valued,encouraged,andempowered.Familiesalwayshaveavoiceindecisionsthataffectthem.
c.Communitypartnershipsareessentialtokeepingchildrenandyouthsafe.d.Childwelfarepracticeandservicesdrawuseastrengths-basedapproachtohelpchildren,youth,andfamiliesachievepositiveoutcomes.e.Childrenandyouthdeservenormalizedopportunitiestogrow,develop,bephysicallyandmentallyhealthy,learn,andprepareforsuccessful
adulthood.f Childrenandyouthhaveanurgentneedtoachievepermanenceasquicklyaspossiblewithafamilythatlovesthemunconditionally.g.Children,youth,andfamiliesdeserveunderstandingandrespectwithinthecontextoftheirhistory,traditions,andculture.
h.BestpracticesandcontinuousqualityimprovementthroughoutthechildwelfaresystemsupportmakingapositivedifferenceinthelivesofthoseCFSAserves.
i,Firstplacementisthebestplacement,withapreferenceforkin,andplacementwithsiblings.j.Keepsiblingstogetherandpreservetiestofamily,schoolandcommunity.k.Youthandfamilyvoicesarecriticalcomponentsintheircaseplanning.
C44 PhilosophicalStatementonPermanency
CAA.1 CFSAbelievesthatchildrenthrivewhenraisedintheirfamilyoforigin.We separatechildrenfromtheirparentsonlywhentherearenoothersupportsthatmightallowthe
childtoremainsafelyinthehome.Ifwehavetoremovea child,welookforkinshipsupportsfirsttokeepthechildwithintheextendedfamily.Whenthoseoptionsarenotavailable,weensurethatchildrenareplacedinsafe,nurturingfosterhomes.We believethateverychilddeservestogrowupinasafeandstableenvironmentwithloving,caringadults.Ifachildcannotbereunifiedwiththeirbirthfamily,itisourresponsibilitytofind
apermanent,caringhomeforthemthroughadoptionorguardianship.
C45 ‘Trauma-InformedPractice
CAS. CFSAworksfromthepremisethatallchildrenandyouthinout-of-homecarehaveexperienced,ataminimum,thetraumaofseparationfromfamilyandcommunity.CFSA
hasadoptedTraumaSystemsTherapy(TST)asacorecomponentofitspracticeinordertobuildatrauma-informedsystem.
C46 ServicePartnerships
C4641 CFSAisthelocalchildwelfareagency,notthechildwelfaresystem.CFSAhassignificantrelationshipsandservicedeliverypartnershipswithotherDistrictHealthandHumanServiceAgenciestoprovideservicesinsupportofstrengtheningfamiliesandprotectingchildrenandyouth.
CAT GeographicLandscape
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CATA
C472
C48
C113
C114
C1LS
C116
C117
C118
C119
TheDistrictofColumbiaisanurbanjurisdictioncomprisedofeightwardswithin68.3squaremilesandofa populationofover700,000residents.
TheDC OfficeofPlanningandDC KidsCounthavemoreinformationabouttheDistrict’swardsandneighborhoodsathttps://planning.dc.gov/page/wards-district-columbiaandhttps://www.deactionforchildren.org/our-issues/de-kids-count/2015-ward-
snapshots.
SystemFunctions
The Districthasdevelopedbusinessprocesses,providedinAttachmentJ.15thatlayout
thecorebusinessfunctionsof CFSA. The system functionsfortheCCWIS areincluded
asAttachment J.17and J.18 tothiscontract.Highlightsof thesystem functionsinclude:
TheIntakeofcalltotheCFSAHotlineandroutingtoappropriateresponseunits;
DocumentationoftheInvestigation,familyassessment,andREDteamdeterminationprocesses,bothintheofficeandinthefield,whichincludetheincident(s),contactorinterviewswithsphereofinfluenceindividuals,determinationsandoutcomes,andprovidedservices.Additionally,themodulewillsupporttheChildProtectiveRegistrarfunctionality.
ComprehensiveCaseManagementtosupportintegratedviewsofcase,client,andfamilydata,workflowandevent-basedtoolsthatassistinthemanagementofindividualcases,andcross-functionalcasemanagementcapabilitiesacrosstheprovidedservices.
PermanencyandExit/Post-PermanencySupportmanagement,thatallowsCFSAandclientstomanagethecompletionofactivitiesthatresultinapermanenthomeplacementthroughreunification,adoption,orotherexitpathways,accesstoclosedclientrecordstoprovidetemporaryservicestoavoidanynewdisruptions,andlongitudinaldataanalysisacrossCFSAandDistrictdatasources.
Providerrecruitment,licensing,trainingmonitoring,thecaptureofplacementmatchingdatapointstofacilitatestrategicplacementandmonitoringofactiveprovidersacrossthechildwelfarespectrum.FinancialManagementprocessesthatinformsand/orintegratewiththeDistrict’s
EnterprisePurchasingand/orFinancialManagementSystems.Processesincludeeligibilitydeterminations,claimsprocessing,paymentmanagement,accounting,andcontractsandgrantsmanagement.
Cross-functionalEventsManagement,whichcreatesacentralrepositoryofinterviews,meetings,assessments,hearings,andothereventsacrossallworkflows,providesstreamlinedfunctionalityforschedulingandcalendaringfunctions,andprovidescentralviewsofeventsforspecificuser,case,family,courtheadings,and/orotherusergroupsandroles.
ComprehensiveAssessmentManagement,whichprovidesstreamlinedtoolsetformanagingandadministeringvariousassessmentsthatmayberequiredforaspecificclientorcase,allowsprogramstafftoadministereachassessment,andintegratewithclient,case,andfamilyviewsacrossallassessments.
QualityassurancepersonneltoMonitor,reviewandformallyAuditvarioussetsofdataanddocumentsthroughthesystem,includingbutnotlimitedtocaseandserviceplans,
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CALI
C1112
C5.
C51
C52
C521
C5.2.2
servicerecords,clientdocumentation,providerrecords,financialrecords,andinvestigationdocuments.
Developorintegratewitha3rdpartysolutionforlearningmanagementandtrainingmonitoring.CFSAenvisionsthatsolutionwillgeneratetrainingmonitoringandcompliancereports,tietrainingcompletiondatabothworkflowprocessesanduser
authorizationandprovidedatatosupportannualrenewalandstafftrainingrequirements.
TheautomatedsubmissionofReportsbycreatingandpublishingtherequireddata
reports,managingtheworkflowtoreview,approval,andsubmitthedata,andintegrating
toreportingsystems.
CFSAenvisionsasolutionthatwillaligntoCFSA’suniquebusinessneedsinthemostcost-effectivestrategyavailable.CFSAmayconsideratransfersystemfromanotherstategovernment,aslongasthesolutioncanbecustomizedforCFSAspecificprocessesand
canbeupdatedviaconfigurationratherthancustomdevelopment.
TheContractor’ssolutionsshallprovideuserswithasinglelook-and-feelthatwillbeestablishedthroughCCWIScoresoftware.TheSystemshallintegrateintoCFSA’spublicfacingcontentmanagementsystem,Drupal,forpublishingcontent,forms,reports,and/orevents,asdeterminedbytheCFSACIO.Publicandinternallyfacingsystem
pagesandmobileapplicationsmayleverageauniquelook-and-feel,asapprovedbytheagencyCIOand/orotherCFSAexecutivestaff.Additionally,thesoftwareshallnotrequirethedisplayofprivatecompanylogos,branding,orotheridentifiableinformation.TheContractorshallbeabletorenderitssolutionstosupportauniformpresentationlayer.
CONTRACT REQUIREMENTS
The Contractorshallprovidetheservicesdefinedbelow and referencedsectionC.
Solution Overview
AspartoftheCCWISModernizationinitiative,DCCFSAaimstoreplaceitslegacychildwelfaresolutioncalledFACES,whichisacustom.NETapplicationwithSaaSbasedimplementationthatisCCWIScompliantandachievesagency’sbusinessoutcomes.
As-ls:AspartoftheR1andR2phasesoftheSTAANDproject,featureshavebeenimplementedontopofDynamics365andMicrosoft’sbaselinechildwelfaresolution(cws).
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5.2.3
C524
C525
C53
C6.
To-Be:Development/testteamswilloperateinparalleltoincreasevelocity(e.g.,Intake,Investigations,CaseManagement,Eligibility,andFinance).
‘STAANDModules
Ea ™~ —_
[seweerJfbanaonse||eevee J[eonpce|| nerning|
[ we ]
TheFollowingrepresentsthesolutioncomponentsthatwillserveasareferencefordesignandbuildactivitiesforthisprojectphase.
SummaryofObjectivesThissectionoutlinestheworkandactivitiesrequiredtoaccomplishthegoalsset
forthinthisprojectinsectionC.1.2ofthiscontract.
ThisisaTimeandMaterialsstatementofwork.UnderthedirectionofjointMCS-CFSAProgramManagementOffice,ifCFSAisnotabletomeetanyoftheirresponsibilitiesandrequirementslistedinthisSOWwithinthetimeframesrequested,re-prioritizationofthebacklogmaybeneededtocompletetheobjectivesasdescribed,inthechangemanagementprocessSectionC.6.8.
‘Thisapproachdoesnotguaranteethatallobjectivesdefinedinthiscontractwillbecompletedwithinthecapacityanddurationassigned.ShouldCFSAdecidetocontinue
workafterengagementcompletiondescribed,CFSAmaymakeachangerequest,asdescribedinchangemanagementprocessdescribedinchangemanagementprocessSectionC.6.8.
ServiceRequirements
ThefollowingsectionsdescribetheservicestobeperformedbytheContractorastheydesign,configureand/orbuild,test,anddeploytheCCWISinaniterativeandincrementalmanner.TheactivitiesdescribedbelowaligntotheCLINSinSectionB3.3.
PROJECTMANAGEMENT
TheprojectwillbemanagedbyMicrosoftprogramand/orprojectmanager(s),whowillworkwiththeCFSAprojectmanager.TheMicrosoftprogramand/orprojectmanager(s)willberesponsiblefortheoveralldeliveryofMicrosoftasspecifiedin
DCRL-2023-F-0071 Comprehensive ChildWelfareInformationSystem (CCWIS) Page 19 of 69
thefollowingtable.Theprojectmanager(s)willreporttotheprojectmanagementofficeorthesteeringcommittee,whichwillconsistoftheCFSAsponsors,theCFSA
programmanager,Microsoftprogrammanager,andtheMicrosoftdeliveryleader.
IfconcernsareraisedtoMicrosoftaroundresourcesperformanceorproductivity,
concernswillbeaddressedwithin3businessdayswithgo-forwardactionplan.
IfMicrosoftvoluntarilyreassignsateammembertoanotherprojectorviaa
reductioninforcereleasesateammember,Microsoftwillcover2weeksofnon-billabletransitiontimetorampupthenewresource.IfateammembertakesanewroleorleavesMicrosoft,thetransitiontimewillbebillabletoCFSA.
Thegovernancestructuresandprocessestheteamwilladheretofortheprojectaredescribed in the following sections.
COL Sprintceremonies
rtd ay a ae ra
Dailystandups © Updateonstatus. Daily 15minutesProjectteam
© Flagimpedimentstoget members
helpresolvingthem.
SprintplanningPlantheworkforthesprintOnceper 4-6hours Productowner
aheadbyassigninguser_ sprint * Scrummasterstoriesandtaskstothe © Project
Sprintandconfirmingthe manager
orderofpriority(sizeand © Productdifficulty)andformally Manager
committotheSprintplan. © Architect
* Functionallead
* Technicallead
© Testinglead
© SMEs(as
needed)
Backlog Develophigh-valueuser. Onceperweek 1hour * Productowner
refinement storiesforclaritywiththe orasneeded © Scrum master
teamtopreparethemforthe basedonthe © Project
upcomingsprintsandto _sizeofthe manager
improveestimates. backlog © Product
Manager
e Architect
Functionallead
* Technicallead
© Testinglead
© SMEs(as
needed)
C62
C63
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Sprintdemo © DemonstratethefeaturesOnce per 1-2hours Projectcoreteam
Sprint
builtforacceptance.sprint andstakeholders© Comparethecompletedfeatureswiththegoalsofthesprintandevaluatethesuccessofthesprintonthatbasis.© Receivefeedbackfrom
stakeholders.
Reviewtheprogressand Onceper 2hours Projectcoreteamretrospectivesuccessoftheteamduringsprintthesprintandselect1-3areasforimprovementforthenextsprint.
MetricsDuringtheSprintphaseofthisproject,wewillusethefollowingmetriestotrackprogressovertimefortheReleaseandSprints.
© ReleaseBurn-upchart
© SprintBurn-downchart
© ADO dashboards
© Backlogreadiness
© SprintprogressbyStages
© Defectdensity(numberofdefectsfoundperunitofcodeorfunctionality)
co Testsuccessrate(percentageof Testcasespassed)
© Scheduleadherence(comparisonofactualvs.plannedmilestones)
© DataMigrationMetrics
© DataMapping/transformationProgress/completionmetrics
© DatacleansingProgress/completionmetrics
© On-track/overdueareasperModules/businessarea
© Bottleneck/errorcategories
© SecurityMetrics
© ProactiveInfosec/TQAscanandmitigationresults© OCTO/Third-partySecurityAssessment/findingsresolution
ArchitectureReviewBoard(ARB)
Technicalgovernanceandsolutionoversightfortheprojectwillbe providedby an
architecturereviewboard,whichwillconsistofthefollowingkeytechnical
ProgramManager CFSA
DCRL-2023-F-0071Co1 sive
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WeeklyTimesheet
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‘WelfareInformationSystem(CCWIS) Page21of69
OCMLead CFSA
DatabaseLead CFSA
ProgramManager Microsoft
DeliveryArchitect Microsoft
TechnicalLead Microsoft
Thearchitecturereviewboardwillholdweeklymeetingsandproduceminutesforallmeetings.TheCFSAandMicrosoftmanagerswillsharejointresponsibilityfor‘managementandtrackingofarchitecturalchanges,issues,risks,anddecisions.
The architectureboardisresponsibleforthefollowing:
Conductingmeetingsinordertoreviewandaddressarchitecturaldecisions.This
includesimplicationsandpossibleimpactsofdecisionsandanyresultingchangesto
thesolutionorprojectpl
Providingsolutionanddirectionoversight.Thisincludesmanagingproblemsandrisks
escalatedbythesolutionworkstreams,including:
Infrastructuredecisions(design,sizing,availability,andconfiguration)
Datamigration,interfaces,reporting,andsecuritydesign
Technicalsolutionarchitecture(components,mapping,andintegration)
Functionalsolutiondesign(fits,customizations,andISVs)
Designstandards,technicaldocumentationstandards,andprogrammingstandards
Facilitatingcross-workstreamcollaborationamongtechnicalstakeholdersandserving
asasingleplatformthroughwhichkeytechnicaldiscussionsareaddressed.
WeeklyTimesheet
Duringtheproject,theMicrosoftprojectmanagerwillcompilethepreviousweek’stimecardsforeachteammemberintoaweeklyExcelfileforCFSA’sreviewand
rete
erie
«The weeklyExceltimecardtemplatewillincludea © Yes
descriptionofworkcompletedeachdayincludinganyADOuserstoryandtasknumbersworkedonfromtheprioritizedbacklog.
Projectcommunication
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C6.6
Thefollowingwillbeusedtocommunicateduringtheproject.
© UserStoryandBusinessProcessClarifications:Ifthedevelopmentteamneeds
clarificationaboutauserstoryorbusinessprocess,theFunctionalleadwilldiscuss
withthePOandmutuallyagreeonatimeframetoresolveandanswerthequestion.
Ifthisbecomesariskorissuetocompletethedevelopment,aRAIDitemwillbe
openedperprocessbelow.
© Communicationplan:Thisdocumentwilldescribethefrequency,audience,and
contentofcommunicationwiththeteamandstakeholders.Itwillbedevelopedby
MicrosoftandCFSAaspartofprojectplanning.
© Statusreports:TheMicrosoftteamwillprepareandissueregularstatusreportsto
projectstakeholdersperthefrequencydefinedinthecommunicationplan.
«Statusmeetings:TheMicrosoftteamwillscheduleregularstatusmeetings,perthe
frequencydefinedinthecommunicationplan,toreviewtheoverallprojectstatus,
theacceptanceofdeliverables,andreviewopenissuesandrisks.
DecisionManagementProcess
Throughouttheproject,MicrosoftwillsubmitrequestsfordecisionsthattheCFSA.mustmake.Decisionsareassignedduedates,anditisassumedthatCFSAwillprovidetherequiredfeedbackormakedecisionseitherbytheagreed-uponduedateorwithinthreebusinessdaysofsubmittal.
SomedecisionsrequestedwillbedeterminedbyMicrosoftascriticalpathdecisionswithkeydependencies,andthesewillbesubmittedwithadecision(DR)request,asaRAIDlogiteminAzureDevOps.IftheDR isnotactedonbytheduedate,itmayaffecttheprojectcriticalpath,includingthetimeandeffortrequiredtocompletetheplannedobjectives.
Thefollowingprocessshallbefollowedwhenaformaldecisionrelatedtothemanagementanddeliveryoftheprojectisrequired:
* “DecisionRequest” refersto a formalrequest,viaADO RAID log item,fora decision
fromtheCFSArequiredbyMicrosofttohelpkeeptheProjectontrackandavoid
potentialrework or scheduledelays.
* A RAIDlogitem(Decision)shallbesubmittedbytheMicrosoftProjectManagerfor
requestingaformaldecisionfromtheCFSAProjectManager.TheDR shallincludea
descriptionofthedecisionrequested,therecommendation,andtheimpactofthe
tecommendation.
© The RAID logDecisionshallbe respondedtoby theCFSA with thedecisionreached
withinthree(3)consecutivebusinessdays(oragreeduponduedate).
IftheDR isnotrespondedtoandnotreturnedwithinthistimeframe,therecommendationincludedintheDR shallbetreatedasacceptedbytheCFSA,to
avoidapotentialCFSA-imposedprojectdelay.ItismutuallyunderstoodandagreedthatasubsequentfuturechangeintheMicrosoftrecommendationordecisionformallycommunicatedbytheCFSAmayhaveanimpactonthecostand/orscheduleoftheproject.Shouldthissituationarise,theimpactshallbehandledusing
aMicrosoft-initiatedChangeRequest.
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C6.7
C68
C69
RiskandIssueManagement
Thefollowinggeneralprocedurewillbeusedtomanageactiveprojectissuesand
risksduringtheproject.
© Identify:Identifyand document projectissuesand risks(potentialissuesthatcould
affecttheproject).
Analyzeandprioritize:Assessthepotentialimpactanddeterminethehighestpriority
risksandissuesthatwillbeactivelymanaged.
«Plan andschedule:Determinethestrategyformanagingpriorityrisksandissuesand
identifyaresourcewhocantakeresponsibilityformitigationandremediation.
© Track and report:Monitorandreportthestatusofrisksandissues.
«Escalate:Escalatetoprojectsponsorsthehigh-impactissuesandrisksthattheteamis
unabletoresolve.
© Control:Review theeffectivenessof riskand issuemanagement actions.
Activeissuesandriskswillberegularlymonitoredduringtheproject.
ChangeManagementProcess
Duringtheproject,eitherpartycanrequest,inwriting,additions,deletions,ormodificationstotheServicesdescribedinthisSOW (“change”).Approvedchangeswillbemanagedthroughcontractamendmentsandcouldleadtoadditionalcostsandscheduleimpacts.We shallhavenoobligationtocommenceworkinconnectionwith
anychangeuntilthedetailsofthechangeareagreeduponinacontractamendmentsignedbytheauthorizedsignatoriesfrombothparties.
Withinthreeconsecutivebusinessdaysofreceiptoftheproposedcontractamendment,youmusteitherindicateacceptanceoftheproposedchangebysigningtheamendmentoradviseusnottoperformthechange.Ifyouadviseusnottoperformthechange,wewillproceedwiththeoriginalagreed-uponServicesonly.Intheabsenceofyouracceptanceorrejectionwithinthepreviouslynotedtimeframe,wewillnotperformtheproposedchange.
Businessgovernance
Duringtheproject,theCFSAwillberequiredtodecidewhethertoacceptthe
customizationofout-of-the-boxsolutionfunctionalitytoaddressbusinessrequirements.Thiswillrequiredetailedunderstandingandevaluationofthebusinessneedthatdrivestherequestforcustomization,andofthecostandpossibleimpacttotheprojectifthecustomizationisaccepted.TheCFSAisresponsibleforevaluationandacceptanceofthecustomizationinsteadofotheralternativestomodifyingbusiness
processesorimplementingprocessworkarounds.Thebusinessgovernancestepsare:
TheMicrosoftprojectteamwillidentifytherequestforcustomizationandprovide
estimatesandalternativesintheformofprocessmodificationsorworkaroundsthatwill
makeuseofout-of-the-boxfunctionalitypossible.
TheCFSAbusinessprocesslead,oranalystwillperformabusinesscaseevaluationto
weighthepotentialbenefitsofthecustomizationagainstitscostandimpactontheproject
andwillevaluatethealternatives.
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* TheCFSAwillpresentthiscustomizationtotheProductOwnerAdvisoryCommittee
(POAC)forreviewandinitialapproval.
© TheCFSAprojectsponsorwilldeterminewho,attheappropriateleveloftheCFSA.
organization,hastheauthoritytoapprovebusinesscasesandacceptthecustomizationat
thestartoftheproject.
* TheCFSAProductOwnerwillthenupdatetheReleasebacklogprioritizationand
correspondingFeatureandUserStories.
C.6.10 ExecutiveSteeringCommitteeTheexecutivesteeringcommitteeprovidesoverallseniormanagementoversightandstrategicdirectionfortheproject.
FundingandChangeManagement
BusinessAlignmentandDecisionMaking
‘racking,Planning,Controlling,Reporting SolutionManagement/DesignAuthority
ve hagoI ndete Agnentietin
‘Theoperatingcommitteewilltakerecommendationsfromtheprojectmanagementteamandarchitecturereviewboardtoalignwiththebusiness.Theagreeddecisionsfromthe
operatingcommitteewillbesenttotheexecutivesteeringcommitteeforapproval.
‘Theexecutivesteeringcommitteefortheprojectwillmeetperthefrequencydefinedinthecommunicationplanandwillincludetheroleslistedinthefollowingtable.Theresponsibilitiesforthecommitteeinclude:
* Makingdecisionsabouttheproject’sstrategicdirection.
* Servingasafinalarbiterofprojectissues.
* Approvingsignificantchangerequests.
Role
Projectsponsor CFSA
Projectmanager CFSA
Deliverymanagementexecutive Microsoft
ProgramManager Microsoft
Projectmanager Microsoft
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C611
C612
C.6.13
C614
ProductManager Microsoft
EscalationPath
TheMicrosoftprojectmanagerwillworkcloselywiththeCFSAprojectmanager,sponsor,andotherdesigneestomanageprojectissues,risks,andchangerequestsasdescribedpreviously.TheCFSAwillprovidereasonableaccesstothesponsororsponsorstoexpediteresolution.Thestandardescalationpathforreview,approval,ordisputeresolutionisasfollows:
Projectteammember(MicrosoftortheCFSA)
Projectmanager(MicrosoftandtheCFSA)
Microsoftdeliverymanagementexecutive
MicrosoftandtheCFSAprojectsponsor
Executivesteeringcommittee
CriticalPathDecisionsThroughouttheproject,MicrosoftwillsubmitrequestsfordecisionsthattheCFSAmust
make.Decisionsareassignedduedates,anditisassumedthattheCFSAwillprovidetherequiredfeedbackormakedecisionsbythemutuallyagreed-uponduedate.SomedecisionsrequestedwillbedeterminedbyMicrosoftascriticalpathdecisionswithkeydependencies,andthesewillbesubmittedwithawrittennoticeofdecision(NOD)request.IftheNOD requestisnotactedonbytheduedate,itmayaffecttheprojectcriticalpathand
willbeaddressedasaprojectchangerequestandsubmittedthroughthechangemanagementprocess.
ProjectCompletion
MicrosoftwillprovideServicesdefinedinthiscontracttotheextentofthefeesavailableand
theperiodofperformancespecifiedinthesectionB.3PriceSchedule.IfadditionalServices
arerequired,thechangemanagementprocesswillbefollowed,andthecontractmodified.
Theprojectwillbeconsideredcompletewhenatleastoneofthefollowingconditionshas
been met:
AllfeesavailablehavebeenutilizedforServicesdeliveredandexpensesincurred.
‘Theperiodofperformance(Term)oftheprojecthasexpired.
AllMicrosoftactivitiesandin-scopeitemshavebeencompleted.
Thecontracthasbeenterminated.
cee
ProjectOrganization
Theprojectwillbeorganizedasdepictedinthefollowingdiagram.
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DeliveryTeams SupportTeams
*ESC=Executivesteeringcommittee
C615 ProjectRolesandResponsibilities
Thekeyprojectandleadershiprolesandtheresponsibilitiesareasfollows.ThefollowingrolesandresponsibilitiesarebeingaddedinadditiontothosefoundinAttachmentJ3-ComprehensiveChildWelfareSystem(CCWIS)-Intake2.0.
Crag
CFSAprojectsponsor * Makekeyprojectdecisions,serveasapointof Part-time—escalation,andclearprojectroadblocks. 10%
CFSAprojectmanager _‘Serveastheprimarypointofcontactforthe Full-time
Microsoftteam.
‘©Manageandcoordinatetheoverallprojectto
deliveritaccordingtoschedule.
© TakeresponsibilityforCFSAresourceallocation,
riskmanagement,projectpriorities,and
communicationwithexecutivemanagement.
© Coordinatedecisionswithinthreebusinessdays,or
withinanotherwiseagreed-upontimeline.
© Supporttheproductownerandteam.
© Serveasliaisonbetweenproductownerandthe
teamtoclarifysolutionrequirementsanddeliverypriority.
© Actasthelinkbetweentheproductownerand
team,coachonhowtoachievethegoals,adapttochanges,andreprioritizethebacklog.
‘©Supportsprintplanningandreviewsandprovide
support/inputwhenneeded.Makesureblockersareresolvedbyinvolvingthe
appropriatepeopleandresourcesneeded.
DCRL-2023-F-0071Comp
Productowner
BusinessOwner
Technicalleador technical
manager
OCM lead
Businessprocessownerorbusinessanalyst
Page27of69
peereeins ParnesCrag
© Providetheestimatedprojectcommitment: UptoFull-
© Manageandprioritizetheproductbacklog. time
© Serveastheprimarypersonresponsibleforuser
storyscopedecisionsduringsprintplanning.
© Defineacceptancecriteriaforworkitems,
especiallyuserstories.
© Activelyparticipateinallsprintreviews.
* Serveasthesinglepointofcontactfordecisions
aboutproductbacklogitemsandprioritization.
© Makedecisionsregardingsolutionprocesses,
customizations,andworkarounds.
* Serveasaliaisontothebroaderteamandtake
responsibilityforstreamliningandstandardizing
processes.
* SupporttestingandprovideappropriateCFSA
resourcesacrosssprintsfortesting.
© Prepareandexecutetheend-to-endandfeature
demosbackthebusinesssothatbusinessowner
understandshowthebusinessprocesswas
implementedinSTAAND
© Approvethebusinessprocessflow Part-time—up
© Resolveescalationsandquestionsaboutbusiness_t010%process
© Approvebusinessprocesschangestominimize
needforcustomizations
© Attendthefeatureandend-to-enddemostoverify
STAANDsolutionenablesbusinessprocess
© Serveasprimarytechnicalpointofcontactforthe Full-time
team,
© Reviewprojectmatricesandescalateperformance
issues
© TakeresponsibilityforOCM,includingstrategyPart-time—
andplanning,leadershipengagement,user
communicationsandtraining,andadoption
measurement,
implementation
© Provideadvicetotheprojectteam relatedto Full-time
technicalprocesses,workflows,andrequirements.
DCRL-2023-F-0071Comp Page28of69
Perens ParrCry
* Workwiththebusinessleadtocoordinatewiththe
broaderteamandtakeresponsibilityfor
streamliningandstandardizingprocesses.
© Partnerwiththedatamigrationdeveloperor
analysttoassistwithdatamigrationandcoordinate
testingandvalidation.
© Developtestscriptsandscenariosandperform
tests.
SubjectMatterExpert © Advise theprojectteam on businessprocesses, Part-time—
(SME) workflows,andrequirements. 25% (maybe
© Developtestscriptsandscenariosandperform full-timefortesting. complexprocesses)
ScrumMaster © FacilitateScrumevents,includingdailystand-ups,Fulltime
sprintplanning,sprintreview,andretrospective.
© GuidetheteaminimplementingCCWIS
(ComprehensiveChildWelfareInformation
System)requirementsandbestpractices.
© Collaboratewithstakeholderstogatherand
prioritizeCCWISuserstoriesandbacklogitems
* AdvocateforcontinuousimprovementinCCWIS
implementationprocesses,identifyingareasfor
optimizationandsuggestingadaptations
C.6.15.2 Microsoft rolesand responsibilities
The coreskillsetand yearsof experiencerequiredfortheContractorroleslistedinthetablebelow
areincludedinAttachment J.14ofthis contract.
ney
MicrosoftprojectsponsorMakedecisionsabouttheengagementstrategicdirection.Serveasapointofescalationtosupportclearingengagementroadblocks.
Deliverymanagement © LeadstheexecutivesteeringcommitteewithMicrosoftprogram
executive manager.
Programmanager © Servesastheprimarypointofcontactandtakesaccountabilityfor
servicedelivery.
© Servesasthepointofcontactforcontractextensions,personnel
matters,andbilling.
* AlignMicrosoft-recommendedprojectandengagementpractices
acrossMicrosoftDynamicsengagements.
Functionalconsultantsor
functionalleads
Releasemanager
Technicallead
Developmentlead
Developers
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Monitorprojectmatrices,resolvebottlenecksandresource
performanceissues.Regularprogressreportstoincludemetricsand
analysisofprojectperformanceagainstthedefinedKPIs.
Facilitateperiodicprojectreviewsandmeetingstodiscuss
performance,addressconcerns,andensurecontinuousimprovement.
CommunicatewithandadviseMicrosoftandCFSAexecutive
leadershipregardingprojectrisksandmitigations,developdelivery
strategies,andfacilitatecollaborationandcommunicationbetween
executivestakeholders.
Managetheescalationprocessandinteractwiththestakeholderswho
willhaveresponsibilityfortheoverallprogram.
Validatethattheprojecthasbeenfulfilledwithinestablished
standardsacrossbothpartnerandMicrosoftresources.
EstablishandsendagendaformeetingswithPOandSMEsin
advanceofmeetings
ScheduletimewithCFSA teammembers 1week inadvancewhen
applicable
ParticipateintheimplementationfromanalyzingtheCFSA’s
businessrequirementstoconfiguringtheMicrosoftDynamics365
application.
AssisttheCFSAwiththeplanningandimplementationofthetest
strategy,includingintegrationtests,datamigrationtests,user
acceptancetests,trainingmaterial,anddeliveryofcoreteamtraining.
Trackandcontrolsolutioncodeversionsthroughthetestand
productionenvironments.
Planandperformsolutionandcustomizationcodechanges.
Prioritizeconfigurationovercustomcode
CoordinatetheassignmentofMicrosofttechnicalconsultants.
Takeresponsibilityfortheoverallqualityoftechnicalactivities.
MonitorsolutionforcustomizationsandescalatetoARBandPOAC
fordiscussion.
Takeresponsibilityfortechnicalarchitectureandcodedeliverables.
‘Analyzetimetakenforeachdevelopmentphase
CoordinateCFSA,projectteam,andoffshoredevelopmentresources.
Takeresponsibilityforoveralldevelopmentquality,processes,and
tracking.
Coordinatewiththereleasemanagerandotherrolesonworkstream
tasksanddependencies.
Evaluateworkcompletedforqualityandefficiencyofcode
Write and unit-testcoded customizations.
Testlead
Testconsultants
ConsultingProductManager
BusinessAnalyst
SolutionArchitect
Data Lead
DataConsultant
ReportsLeadorReportDeveloper
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Designandconfiguredataintegrationswithexternalsystems
CollaboratewithCFSAtodefinetheteststrategy.
CollaboratewithCFSAtestleadtoidentifytestscenarios.
ManageMicrosofttestteamactivities.
Conducttesting.
Buildtestscripts.
Conducttesting.
SetupandguidetheProductCouncilineffectiveprioritizationof
businessoutcomesandtradeoffs
CoachProductOwnersinAgileandbacklogprioritization
TransitionProductCounciltoLeadProductOwner
Providesknowledgetransferofthefunctionalityofsolutionfor
productandbusinessownersaswellasthetesting& trainingteam
AssistsPOindevelopmentanddocumentationofbusinessprocess
flows
AssistsPOinupdatinganddocumentationinADO
Providesarchitecturereviewanddirectionforthesolution
Reviewescalationsondesignreview
Overseesinfosecandqualityreviews
ResearchesandresolvesARBissues
ProvidesystemarchitecturedocumentationintheWiki.
DeveloptheConceptual,Logical,andPhysicalDatamodel
PromoteMasterDataManagementframeworktoincludeprocesses
andtoolsfordevelopingandmaintainingGoldensourceRecord,
analytical& reportingneeds
ImplementDataqualitycontrolsandprocessestomaintainData
Security,integrity,cleanliness,andscorecard
Documentthedatamodelandthedatadictionary
WorkswithCFSAdataengineerforsourcetodestination
transformation
Writedatascriptsfordatamigrationandtransformation
Runfunctionaltestandreportonerrorsfromdatamigration
Rundatacutoversforbuildandtestingphase
AssistCFSAwithmockdataruns
Troubleshootandresolvedatarelatedbugs
Designingreportpatternsbasedonreportuserstories
Overseeingreportdeveloperswork
Test Lead
UI/UX Consultant
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© Workingwiththedataandreportingteamtodesignanddevelop
reports
© Developacomprehensivetestingstrategydefiningtestobjectives,
scope,andtimelines,andrecommendedpracticesforvarioustesting
types.
¢ Establishstandardsandproceduresformanualandautomated
functionaltesting,processtesting,End-to-Endtesting,integration
testing,datamigrationtesting,anduseracceptancetesting.
* Providetrainingandcoachingontestingrecommendedpracticesand
testingtemplatestodriveconsistencyandefficiencyintheteam’s
testingefforts.ImplementAzureDevOps testDashboardandmetrics
tomonitorprogress,identifyissues,andreportontheoveralltesting
status.
© Reviewprototypesandwireframesforapplicationofbrandingand
stylingguidelines,providesuggestionsforimprovementstomenus,
layout,andnavigationconsistentwithDynamics365platform.
© UpdatesingleCSSthemeforPowerPagesportal.
© Interactwithproductowners
C6.16 CFSAResponsibilitiesandProjectAssumptions
_ yrsolution a
BusinessProcessFlows,UserStoriesUserstoriesandbusinessprocessflowswillbecreatedandapprovedbyCFSAbytheendoftheproductplanningphase.Ifuserstoriesorbusinessprocessflowsarechangedaftertheyareapproved,eitheraspartofSprintclarification
orperCFSALeadershiprequest,theywillneedtobeprioritizedbyCFSAandwillconsumeavailablecapacityinsprints.
DataMigration CFSA willbe responsibleforthe extractionofdata from source systems,
performinganydatacleansing/de-duplicationnecessary,andloadingdataintoSQLtables.MicrosoftwillconfiguretheSQLtablesandprovideCFSAtheschema. Microsoft willthen load data intothe Dataverse database from SQL
intoa non-production environment. Data migration willneed to be re-testedand
re-executedforUAT andProductionpurposesaspartofa futureengagement.
Futurephases ThefinalbuildsprintwillconsistoffinalizingADO documentation/wikisandnotnewfeaturedevelopment.IfCFSAdoescontractthenextphaseofworkcontiguoustothisengagementviaanadditionalchangerequest,thefinalbuildsprintcanincludefeaturedevelopment.
Legacyapplications
CFSAisresponsibleforchangemanagementwithrespecttoFACESoranyotherlegacyCFSAsystems.Changestothoseenvironmentsthatimpact
configuration/developmentoftheSTAANDsolutionmayrequireachangerequest.
Prioritization
Page32of69
CFSAisresponsibleformakingallscopeandprioritizationdecisions.
AgileCoaching IfCFSArequiresadditionalagiletraining/coaching,achangerequestwillberaisedforadditionalresources.
TestdatawillbeprovidedbyCFSAbeforetheBuildSprintTestingbegins;CFSAwillberesponsibleforprovidingscrubbedrepresentativedata.
MCS Developershallcreatetestdataduringunit/functionaltestingandCFSAcanproviderepresentativedatasamplesfor
reference.
Testingwillbeperformedononeoperatingsystemandonebrowser,andonlyversionsdefinedintheSoftwareproductsand
technologiessectionwillbeused.
NomultilingualtestingwillbeperformedbyMicrosoft;validationoffieldcontentcorrectnessisnotinscope;CFSAwillberesponsibleforverifyingtheaccuracyofall
translations.
Onlysamplebasetestingwillbeperformed
onthelatestsupportedversionsofthethird-
partyFirefoxbrowser.
AnoffshoreMicrosofttestteamwillperformE2Esystemtestingonthedevelopmentenvironment.
The testenvironmentshouldbe areplicaof| Datashouldbe anonymizedwithPIIremoved by CFSA
thereal-timeCFSA environment.
Numberof 10instances
Datacenter NorthAmerica
Clients Webclient
Languages USEnglish(base)
Currencies USDollar
Applications CFSAService
C619 CFSAandMicrosofttaskassignments
Cc, InterfacesandIntegrati
Page33of69
Defineinterfacerequirementsandsecurity.
Createsampleinterfaceagreements
Createsamplewebservicedefinitionlanguageorstubs.
Integratetestdata. x
PerformdatamappingofDynamics365. X
Createdatamappingwithexternalend xpoints.
Defineformatanddatatypes. x
Senddatatotheagreed-uponinterfaceor —-XmiddlewarefromMicrosoftDynamics.
TheendoftheSprintExecution-Analysisactivityset.
TheendoftheBuild-Design
activityset.
TheendoftheSprintExecution-Designactivityset.
TheendoftheSprintExecution-Designactivityset.
TheendoftheSprintExccution-Developmentactivityset.
TheendoftheSprintExecution-Developmentactivityset.
TheendoftheSprintExecution-Developmentactivityset.
TheendoftheSprintExecution-Developmentactivityset.
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page34of69
Microsoft CFSA eee
Receivedatafromtheagreed-uponinterfaceX x TheendoftheSprintormiddlewaretoMicrosoftDynamics. Execution-Developmentactivityset.
Senddatatotheagreed-uponinterfaceor X x TheendoftheSprintmiddlewarefromexternalsystems. Execution-Developmentactivityset.
Receivedatafromtheagreed-uponinterfaceX x TheendoftheSprint
ormiddlewaretoexternalsystems. Execution-Developmentactivityset.
Testandvalidateintegrateddata. x TheendoftheSprinttestingactivityset.
C.6.19.2 Securit
Securityimplementationresponsibilities|Microsoft| CFS bay dtd
ProvideguidancerelatedtothestandardX Buildsprintsroles,duties,andprivilegesinMicrosoftDynamics365.
Provideguidancerelatedtotheuseof x Buildsprints
standardMicrosoftDynamics365-basedtoolswithinthesoftwareforconfigurationandmanagementofsecurity.
Provideguidancerelatedtothemappingof X Buildsprints
organizationalrolestoMicrosoftDynamics365.
Identifyexistingorganizationalrolesand x Buildsprintsresponsibilities.
Provideadescriptionofthedesiredduties x Buildsprintstobeallowedforeachrole.
CollaboratewithMicrosofttomaprolesand x BuildsprintsresponsibilitiestoMicrosoftDynamics365
standardrolesandduties.
Configuresystemuserswithintheir x x Buildsprintsappropriatesecurityroles.
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Allnon-prodenvironments-sharedbetween
MS and CFSA.
AllProd environmentsareCFSA only
ManagethephysicalsecurityofCFSAsites. x Buildsprints
C7.
C11
CTL
C712
C713
C7131
KEY PERSONNEL
Thekeypersonnelspecifiedinthecontractareconsideredtobeessentialtotheworkbeing
performedhereunder.
Priortodivertinganyofthespecifiedkeypersonnelforanyreason,theContractorshallnotifytheCO atleastthirty(30)calendardaysinadvanceandshallsubmitjustification,includingproposedsubstitutions,insufficientdetailtopermitevaluationoftheimpactupon
the contract.
Circumstancesmayarise,however,whichnecessitatekeypersonneltobesubstitutedduringtheprogressofworkduetopromotions,termination,sickness,vacation,juryduty,personalhardshiporothersimilarmaterialchangeintheemploymentcircumstanceofthe
employee,allofwhichareoutofMicrosoft’scontrolandareplacementofcomparablebackgroundandexperiencemaybesubstituted.TheContractorshallobtainwrittenapprovalfromtheCO foranyproposedsubstitutionofkeypersonnel.
Contractorshallsubmitthekeypersonnelresumeswithin30calendardaysofContractawarddateforthefollowingkeypersonnel:
(One)ProgramManager
(© Servesastheprimarypointofcontactandtakesaccountabilityforservicedelivery.
© Servesasthepointofcontactforcontractextensions,personnelmatters,and
billing.
© AlignMicrosoft-recommendedprojectandengagementpracticesacrossMicrosoft
Dynamicsengagements.
© Monitorprojectmatrices,resolvebottlenecksandresourceperformanceissues.
Regularprogressreportstoincludemetricsandanalysisofprojectperformance
againstthedefinedKPIs.
© Facilitateperiodicprojectreviewsandmeetingstodiscussperformance,address
concerns,andensurecontinuousimprovement.
© CommunicatewithandadviseMicrosoftandCFSAexecutiveleadershipregarding
projectrisksandmitigations,developdeliverystrategies,andfacilitate
collaborationandcommunicationbetweenexecutivestakeholders.
© Managetheescalationprocessandinteractwiththestakeholderswhowillhave
responsibilityfortheoverallprogram.
© Validatethattheprojecthasbeenfulfilledwithinestablishedstandardsacrossboth
partnerandMicrosoftresources.
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page36of 69
C7132
C8.
C81
C82
C83
C84
C85
C86
(Two)TechnicalLeads
©.Prioritizeconfigurationovercustomcode
© CoordinatetheassignmentofMicrosofttechnicalconsultants.
© Takeresponsibilityfortheoverallqualityoftechnicalactivities.
© MonitorsolutionforcustomizationsandescalatetoARBandPOACfor
discussion.
Takeresponsibilityfortechnicalarchitectureandcodedeliverables.
© Analyzetimetakenforeachdevelopmentphase
°
REQUIREMENTS MANAGEMENT
TheContractorandCFSAwillbejointlyresponsibleforreviewingandclarifyinguserstoriesdevelopedbyCFSAtodefinebusinessoperationsandpreparethemforconfiguration.
InAttachmentsJ.18FunctionalReferenceFramework,J.17TechnicalReference
Framework-andJ.15CFSABusinessProcesses,CFSAdescribesthehigh-levelbusinessprocesses,majorfunctionalandtechnicalcomponentsoftheSystem.ThesesetsofrequirementsshallformthefoundationoftheRequirementsTraceabilityMatrix(RTM).‘ThemanagementoftheRTM isofstrategicandoperationalimportancetotheeffortanda‘majorinputforhowCFSAplanstomanagechange.TheRTM willbemanagedinAzureDevOpsasEpics,Features,andUserStories.
CFSAexpectthedetailsofourrequirementswillchange,eitherduetotimeelapsingfromthetimeofwritingtheCooperativeAgreementtoaward,theresultsfromCFSA’sLeanbusinessprocessimprovementactivitiesorthedetailtobeelicitedfromCFSAstaffand
partnersbytheContractor.Ifthechangeinrequirementsleadstoachangeintheestimatedeffortofanundevelopeduserstory,orreworkofa previouslydevelopeduserstory,thiswillreducetheavailabledevelopmentcapacitywithinthebuildsprints.
Changesmayalsobeinspiredbychangesinprogrampractice,theAcceptanceCriteriafor
theuserstoriestobedevelopedfromtherequirements,andfactorscommontotechnologyengagementsofthissize.Thus,itisexpectedthatuserstoriesanddetailedrequirementswillbecontinuouslydeveloped,andtheRTM becontinuallyupdatedaspartoftheexpectedagilehybridimplementationapproach.Ifthechangeinrequirements(includingacceptancecriteria)leadstoachangeintheestimatedeffortofanundevelopeduserstory,orreworkof
apreviouslydevelopeduserstory,thiswillreducetheavailabledevelopmentcapacitywithinthebuildsprints.
‘Aspartofchangecontrolmanagement,theContractorshallbringchangesthatrequiresignificantcustomcodeand/orconfigurationchangesthatarerequestedbyCFSAand/or
identifiedbytheirownteamdocumentchangesandraise.TheassessmentofthechangeshallincludespecificimpactstobothscheduleandcoststotheArchitecturalControlBoardforreview.
ProposedchangeswithintheoverallscopeoftheCCWISSystemmayberequestedbythe
CFSAprogrammanagerortheContractor'sprojectmanager.IfCFSAapprovesthechangestotechnicalorfunctionalrequirementswhichaffectcost,theContractingOfficer(CO)shallissueaChangeOrder.AnysuchchangesshallbeformallymodifiedintheContractfollowingtheCFSAOfficeofProcurement(OP)ContractModificationProcess.
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page37of69
C87
C88
C89
(on
C91
C.10.
C101
Ifmodificationsdo notresultina Change Order ormodificationof cost,theagreedto
modificationsshallnotbe requiredtobe formallymodifiedthroughOP’s Contract
ModificationProcess.
DecisionsregardingchangeswillbedeterminedbytheCO,inconsultationwiththePMO.Intheeventthatadecisioncannotbedetermined,theCFSACIOandtheprojectContract
Administratorwillmakethefinaldecisionformodificationstotherequirements.
Slightrewordingorotherminorchangesthatdonotmateriallychangetherequirementshallnotberequiredtogothroughfullchangecontrolprocesses.
DEVELOPMENT
Thisserviceinvolvesplatformand/orproductconfigurationsand/oranycustomdevelopmentoftheCCWISbasedonaccepteddesigns.MicrosoftwillprioritizeconfigurationovercustomizationunlessotherwisedirectedbyPOAC.Developmentincludescomponent(orunit)testingofindividualmodules,andassemblytestingof
connectedmodules.Thesetestactivitiesareprecursorstosystemtesting.
TESTING
Thefollowingtableprovidesinformationaboutthetypesoftesting,responsibilities,and
environmentstobeusedforconductingtestingactivities.
The followingtestingisincludedintheengagement.
Teena Perera
(em ay
Rca rorCMD rantCoM corCod
Cea at
Breeyzasd
UnittestingDonetodetermine MicrosoftMicrosoftMicrosoft.CFSA(Development)_ whetheraunitofcode
functionsaccordingtothetechnical
requirementsofthesolution.Includeinitialaccessibilitytesting.
Functional Focuses on functionality Microsoft | CFSA CFSA CFSA
testing(QA)meetingthedesign.(Thiswillalsoinclude
datamigrationmapping
testingusingnon-prod
dataaswellastesting
developedintegration
features
ProcesstestingTheprocesstesthelpstoCFSA CFSA —CFSA Microsoft
(QA) validateeachprocess
testscriptfor
DCRL-2023-F-0071Comp
(environment)
Integration
testing(QA)
Accessibility
testing(QA)
Performance
andscalability
testing
(Performance)
CAL.
CAL.
pet
orton
POSatLey
confirmationofthebusinessprocessesrequiredinthesolution,Processtestingdoesnotfocusonend-to-endscenarios.(Thiswillalsoincludedatamigrationmapping
testingusingnon-proddata)
Donetovalidatetheintegrationof
componentsdevelopedaspartofthesolutionbyrunningautomatedteststocompareagainst
technicalspecifications(ormockupsofexternalorthird-partysystems).
Integrationtestingmayincludeintegrationwithexternalorthird-party
componentsorsystems.
Donetovalidatethe
usabilityofthesolution
whilemeeting
accessibilitystandards.
CFSA CFSA.
CFSA, CFSA,
Donetomeasurethe Microsoft.© CFSA.
performanceand
scalabilityofthe
deliveredsolution
againstnonfunctional
requirements.Testcases
arebasedonthe
functionalspecification
document,which
definesperformance
criteria.
DATA CONVERSION AND MIGRATION
Page38of69
Rees
arated
Peresandsupport
Saucy
aed
CESA Microsoft
CFSA Microsoft
Microsoft CFSA
Thedatamigrationrequirementswillbedevelopedduringproductplanning,anddeveloped,migrated,andunit-testedusingAzureDataFactory/SSIS.DatamigrationSMEswillbe
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page39of69
C112
Porc Dee Rui
writingandcapturingrequirementsinuserstoriesthatwillbeaddedtothebacklogandprioritizedbyCFSA.Datawillbemigratedseparatelyforeachmoduledeveloped.Datawill
bemigratedintoonlythedatamigrationsandboxenvironmentfortesting/reviewpurposesduringthisengagement.AdditionaleffortwillberequiredtomigrateandfullytestdatainaUAT andProductionenvironmentduringafutureengagement.AdditionaleffortwillberequiredtomigrateandfullytestdatainaUATandProductionenvironmentduringafutureengagement.
Microsoftwillloadthedatathatistobemigratedintothedatamigrationenvironmenttotestthedatamigrationloadprocessandscripts.TheCFSAwillassigntherequiredfunctionalandtechnicalresourcestoworkwithMicrosoftfunctionalandtechnicalresources
toassist,shadow,andlearnthedataconversiontoolsandprocesses.
CFSA isresponsibleforvalidatingtheconverteddataaftereach testdataload,and for
making thenecessarycorrectionsassociatedwith each testdataloadviaa TBD dataload
tool.
MicrosoftdatamigrationactivitieswillbecompletedbasedontheMicrosoftteamcapacityavailable.Additionalcapacitycanbeaddedviatothechangemanagementprocessdescribedinthiscontract.Uponcompletionoftheproductiondatamigrationload,theresultswillbedeemedaccepted.
Thefollowingdatamigrationobjectiveissubjecttothedatamigrationapproachandrolesand responsibilitiesdefinitions.
CFSA OracleSQL tables 400 GB Azure Data
C.12.
C121
C122
C.12.3
C.13.
C131
Factory/SSIS
TRAINING AND KNOWLEDGE TRANSFER
Formaltrainingisout-of-scopeforthisengagement.CFSAisresponsiblefortraining
materialdevelopmentandexecution,andCFSAwillembedbusinessanalystresourceswithintheteamstoassistwithtrainingandOrganizationalChangeManagement.
InformalknowledgetransferbetweenMicrosoftteammembersandCFSAmayoccurthroughoutthisphase.Anyinformalknowledgetransfermaysubtractfromtheteam
members’availablecapacitytodevelopadditionalfeaturesinSprintsandthesetaskswillbetrackedasknowledgetransfertasksinAzureDevOps(ADO)systemusedfortrackingprojecttasks,risksandoverallimplementationofthesystem.
CFSAwillberesponsibleforAdoptionandOrganizationalChangeManagementduringthis
engagement.Asdescribedabove,CFSAwillembedbusinessanalystresourcesineachteamwhowillberesponsibleforthedevelopmentofdocumentationtosupportAdoptionandOrganizationalChangeManagement.
TIMELINEDuringprojectplanning,adetailedtimelinewillbedeveloped.Thefollowingtimelineisahigh-levelrepresentation,andalldatesanddurationsarerelativetotheprojectstartdateand
DCRL-2023-F-0071 Comprehensive ChildWelfareInformationSystem (CCWIS) Page 40 of 69
areestimatesonly.Iftheprojecttimelinechangessignificantly,achangerequestmaybeissuedfollowingthechangemanagementprocessdescribedinthisSOW.
=p —: == see =v
. x ~s
Datessubjecttochange.FinaldateswillbepublishedontheADO Wiki.
C14, AREAS OUT OF SCOPE
AnyareanotexplicitlyincludedintheProjectobjectivessectionasinscope,isoutofscopeforMicrosoftduringthisproject.Areasoutofscopeforthisprojectincludethefollowing.
Wi
Product licenses Product licenses(Microsoftor non-Microsoft) and cloud
servicesubscriptionsarenotincluded,unlessotherwisenotedintheSoftwareproductsandtechnologiessection.
Med
Hardware Microsoftwillnotprovidehardwareforthisprojectasthereisnohardwareprocurementrequiredforthisproject.
Infrastructuresetup Infrastructuresetup(requiredhardwareandsoftware),includingsetupofahighavailability,disasterrecovery,or load-balancedenvironment, isnot inthe scopeof this
contract.
Legacysystems Microsoftwillnotberesponsibleforsupportinglegacyclientsystems.
Requirementsgathering Microsoftwillanalyzethefunctionalrequirementsdocumented and collectthenecessaryinformationto
movetheUserStorytodevelopmentreadystatefor
processesidentifiedasinscope;thegatheringof
requirementsisnotinscopeunderthiscontract.
Documentation Preparationofdocumentationregardingexistingprocesses,previousstandards,policies,orexistingguidelinesisoutsidethescopeofthiscontract.
PlatformUpgrades,updates,
patches,andfixes
Globalsolutionneeds
Performancetesting
Page41of69
Upgrades,updates,patches,andfixesarenotincludedinthisscopeofwork,specifically:
* Operatingsystemversions,updatedservicepacks,or
hotfixes.
* MicrosoftDynamics365componentversions,
updatedservicepacks,hotfixes,orDCR.
* Otherserverorclientframeworkcomponent
versions.
© Customcodingtoavoidtheapplicationofhotfixesis
outofscope.(Ifafixorpatchisidentifiedasrequired
afierthestartoftheproject,anassessmentwillbe
madebytheprojectmanagementteamfrom
MicrosoftandtheCFSAastotheneedforsuchafix.
Ifthefixisdeemedneededbybothpartiesto
implementthefunctionalityrequiredbytheCFSA,
thechangewillgothroughthechangemanagement
process.)
© Ifbasedonaplatformupgradeafunctioncreatedby
theMicrosoftteamnolongerworks,theteamwill
immediatelyaddressitifprioritizedbyCFSA.
Note:Ifafixorpatchisneededbecauseofdefectsinthe
Microsoftsoftware,theCFSAwilluseitsMicrosoft
Premiercontractorthird-partysupportprovidertoapplythefixorpatch.
Languageimplementationsthatarenotpartofthecoreproductwillnotbeappliedaspartofthiscontract.
Thefollowingareasareoutofscopeforperformance
testing:
© Architecturalanddesignrecommendationsorchanges.
«Networkemulationandnetworkvolumetesting.
© Testdatacreationforperformancetestingof
masterentitiesandtransactionaldata.
* Identificationofperformanceproblems in
integratedexternalsystems.
© Anytypeofdataimportorfeedfrom,orto,an
externalsysteminterface.
© Performanceremediationof,orimprovementsto,
anycustomizedandout-of-the-boxfeaturesthatwerenecessitatedbyproblemsinthelocalCFSA.
hardwareornetworklayer.
© Whiletheengagementwillendeavortocreate
optimizedconfigurationsandcode,attainmentof
Page42of69
specificperformancemetricsorservice-level
agreements(SLAS)isout-of-scope(ex.“aformwillloadinXX seconds”).UserstoriesmaybeaddedtothebacklogandprioritizedbyCFSAtoaddressperformanceissuesdiscovered.ThiswillbelimitedtoDynamics365configurationsand
customizationscreatedforCFSA,anddoesnotapplytothebaseproduct
Processre-engineering Designingfunctionalbusinesscomponentsandbusiness
processesofthesolutionisnotincluded.
DeploymenttoProduction DeploymentoftheDynamicssolutiontoproductionis
notincludedinthisengagement.
C141
Unlessspecifiedotherwise,deliverableslistedwillbe producedby Microsoft.
rae eens eta
Productplanning ‘©CFSAbusinessawareness:Theteamshould Deliverables:+ StaffingplansandhaveaclearunderstandingoftheCFSA
businessandthe“bigpicture"purposeofthe resource
projectfromaCFSAperspective. assignment.+ Contractawareness:Theprojectgovernance * Productroadmapandprojectdeliveryteamsshouldclearly updatedwithunderstandthecontract,andthelimitations themesandmappedtohigh-andassumptionsmadeduringthepre-salesoye.‘* Projectteamalignment:TheCFSAand
levelprocesses,user stories,and
internalprojectdeliveryteamsshouldbe (eauirementsalignedontheobjectivesoftheproject, . competeddeliveryapproach,estimatedtimelines,
resourcerequirements,andotherprojectassumptions.
* CompletedUS
AuditChecklist
‘* Staffingcheckpoints:Theresourcemodel . yon point
requiredfortheprojectasdefinedinthe ___Template
contractshouldbeidentifiedand Assumptions:
communicated.Makesurestaffing * Thesedeliverables
checkpointsarediscussedandtheprocess. donotrequirestarts. CFSA acceptance.
‘Releaseplanningkickoffpreparation:MakesuretheteamisreadyfortheReleaseplanningkickoffworkshop.
+ Productroadmap:TheProductroadmapshouldbeupdatedwiththemesandmappedtohigh-levelprocesses,userstories,andrequirements.
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page43of69
BoC eend
Releaseplanning Releaseplancompleted:Thereleaseplan Deliverables:shouldbecreatedforthecurrentand * Releaseplan
upcomingreleases. * Sprintplan‘+Sprintplancompleted:Adetailedsprintplan * Delivery
shouldbecreatedforatleasttwoupcoming methodology,sprintsintherelease. RACI
‘©Cleardeliveryapproachandteamalignment: * BacklogTheentireprojectteamshouldclearly prioritization
understandthemethodology,teamstructure, process
responsible,accountable,consulted,informed «Definitionofsprint
(RAC),andescalationpaths. ceremonies* Governanceplancompleted:Theproject
governanceprocessshouldbeestablishedandupdatedwiththerhythmofthebusiness
(ROB)fortherelease.
* Projectgovernance
planandROB
* TestingandQA
© Completedenvironmentandtoolssetupfor plan
projectimplementation:Thetoolsand + Deliveryenvironmentsrequiredfortheprojectshould environmentsand
besetup.Theseincludethepreproduction tools.
environments,AzureDevOps,andTeams. * RefinedProduct
‘* Strategydocumentcompleted:TheStrategy Backlog(Readyfor
documentsshouldbecreatedbasedonthe Sprintplanning)
productroadmapandstrategyworkshops * TaskTemplate
outcomes. * DataModel
‘©TestingandQAplancreated:Thetestingplan Scorecard
orscheduleshouldbecreatedorupdatedfor Template
theentireproductorsolution.TheCFSA
shouldbefamiliarwithalltestingandQA ‘Assumptions:
processes. © These deliverablesdo not
ProductbacklogRefinement: requireCFSAacceptance.Thedevelopmentteamwillreviewanddiscusstheproductbacklogitems.Theywillreview
the acceptance criteriaand estimate the effort
requiredforeachitem.Itisimportantto
refinetheproductbacklogitemsbeforetheycanbeincludedinthesprintplanning
process.
+ "Conditionsofsatisfaction”accepted:Makesurethe
MicrosoftandCFSAteamsreviewtheconditionsof
satisfaction,andthattheCFSAacceptstheconditions
ofsatisfaction,namelywhatisbeingdelivered,and
howitisbeingdelivered.
sprints TheBuildstageisdividedintoBuildsprints,each Deliverabl
definedforaparticularsetoffunctionalities:Each * Prioritizedprocess
Buildsprintwillcontainthefollowingactivitysets: scenariosanduser
+ Sprintplanning stories
© Analysis * Updatedsprint
Design capacityplanand
schedule
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page44of69
BoC eend
* Development .
+ Sprinttesting
Sprintplanning
+ Prioritizedprocessscenariosanduserstories:The
processscenariosanduserstoriesshouldbe
prioritizedandreviewedwiththeCFSAwhen
assigninguserstoriestothesprint.
+ Alluserstoriesshouldbeestimatedtodeterminethe
levelofeffortrequiredforeachone. .
+ Anupdatedsprintcapacityplanandschedule:The
sprintcapacityplanandscheduleshouldbeupdated .
forthesprintbasedonprojectteaminput,including .
capacityconstraintsanduserstoryestimations.
+ Analysisworkshopsreadiness:Theanalysisworkshops
shouldbeaddedtothecalendarwithrequired
attendeesandapreviewoftheprocessesanduser .
storiesorrequirementstobedetermined.
‘BuildsprintROBreviewed:ReviewtheROBandmake
surethatallcalendarinvitationsforthecurrentsprint
aresentout.
«Finalizeoperationalprocesses,setups,sprint
Requirements
categorizations
StoryPointTemplate
Setupofarchitect
reviewboardto
supportthereviewof
requirements,approval
ofgaps,andsolution
alignment
Alignmentofsolution
toproductroadmap
Functionaltestscripts
Functionality
walkthrough
completionduring
sprintdemonstration
CFSAsign-offand
acceptancethatthe
sprintdemonstration
meetsthefunctionality
definedintheuser
storiesselectedand
ceremonymeetings,dailystandups,go/no-go approvedduringsprint
ings,deliverytools,andprogresstracking planning.burndowncharts. + Sprinttesting| completionandAnalysis outcomesdocument* Categorizerequirements:Allrequirementsshouldbe + Updatedcategorizedanddocumented. configurations+ Setuparchitectreviewboard:Thearchitectreview * Updatedbacklogboardshouldbesetuptofacilitaterequirements + Sprintincrement
review,gapapproval,andsolutionalignment. deployedtotheCFSA* Alignsolution:Makesurethatallrequirementsalign QAenvironmentwiththeproductroadmapfortheproject. + CompletedTask* Demonstratefunctionality:Fitrequirementsshouldbe Details(using
includedinthebaselineconfigurationand Template)demonstrated to the CFSA.
. ‘Assumptions:Design + Feedbackfromsprint‘*Approvethedesign:Thedesignshouldbeapproved
basedoninformationcapturedinAzureDevOps.
© Completefunctionaltestscripts:Allfunctionaltest,
scriptsforgapsinthesprintshouldbedocumented
and reviewed with the development team.
Makedataavailablefortesting:Alldatafortesting
gapsshouldbeavailable.
Development .
demonstrationsmay
leadtoadditional
effortthatneedstobe
addressedinachange
requestorisdelivered
inafuture
engagement
Withtheexceptionof
theSprint
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page45of69
BoC eend
© Completefunctionalitydevelopment:ThefunctionalityDemonstration
identifiedforthecurrentsprintshouldbecompleted Acceptance,these
andavailableforfunctionaltesting. deliverablesdonot
* Rununittestscripts:Theunittestscriptsforthe requireCFSA
functionalityshouldberunandcodereviews acceptance
completedpriortoreleasingthecodetothe
functionalteam.Unittestsshouldberunbythe
developerworkingonthecode.
* Completefunctionalitywalkthrough:Thedeveloper
shouldwalkthroughthefunctionalitydevelopedwith
thefunctionalteam.Thiswillallowthefunctional
teamtogetaninitialviewofthefunctionalityand
providefeedbackandpreparefortesting.
Sprinttesting
‘*CompleteSprinttesting:Bothunitandfunctional
testingofsprintcomponentsshouldbecompleted.
Integrationtestscriptsshouldberunasthesolution
componentsarecompleted,
‘* Documentoutcomes:Outcomesshouldbe
documentedinWikiandAzureDevOpsworkitem
* Updatethebacklog:Thebacklogshouldbeupdated
toincludedocumenteddefectsandprioritizedby
Product Owner.
+ Updateconfigurations:Sprintcomponent
configurationsshouldbeupdated,retested,and
appropriatelydocumented.
Processtesting
+ Runprocesstestscripts:Processtestscriptsshouldbe
runforallprocessesdeliveredbythelatestBuild
sprint.
* Validatefunctionality:Alltestablefunctionaland
nonfunctionalrequirementspersprintshouldbe
tested.
* Updatethebacklog:Thebacklogshouldbeupdated
toincludeanyopendefectsidentifiedandtestcases
thatcouldnotberun.
«Update trainingcontent:Thetrainingcontentshould
beupdatedwithoutcomesanddeliverablesfromthe
currentTestsprint.
Performancetesting
+ Runperformancetestscripts:Performancetestscripts
shouldberunforallcriticalE2Eprocessscenarios
deliveredduringthelatestBuildsprint.
* Updatethebacklog.
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page46of 69
C15.
CASA
Deo eend
* Updatetrainingcontent.
Regressiontesting
«Run regressiontestscripts:Regressiontestscripts
shouldberunforallcriticalE2Eprocessscenarios
deliveredduringthelatestBuildsprint.
‘+Stabilizethesystem:Validatethatthesystemand
functionalityareworkingasintendedbytheCFSA
subjectmatterexperts(SMEs).
* Updatethebacklog.
REGULATIONS
CFSAproductownerswillberesponsiblefordeveloping,approving,andprioritizinguserstoriesthatmeetCCWISrequirements(showninTable2CCWISRegulations)andbeinformedbytheguidancecontainedintechnicalbulletins(currentlynumbering6)releasedbytheACFregardingallCCWIS-administeredchildwelfareprogramsavailableat:
hitps://vww.acf.hhs.gov/cb/laws-policies/technical-bulletins/ccwis.ThesechangesmayincludemutuallyagreeduponLegislation,Regulations,andProgramPolicyidentifiedontheAFC’swebsite,locatedathttps://www.acf.hhs.gov/.
Table2CCWIS,a
(@)Effcien,economical,andeffectiverequirement.ThettleIV-Eagency'sCCWISmustsupporttheelfcient,economical,andeffectiveadministrationofthetitleTV-BandTV-Eplanspursuanttosection474(a)(3(C\iv)oftheAct
(1)Improvingprogrammanagementandadministrationbymaintainingallprogramdatarequiredbyfederal,stateortriballaworpolicy;
2)Appropriatelyapplyinginformationtechnology;
(3)Notrequiringduplicativeapplicationsystemdevelopmentorsoftwaremaintenance;and
(4)Ensuringcostsarereasonable,appropriate,andbeneficial
(b)CCWISdatarequirements.ThettleIV-Eagency'sCCWISmustmaintain:
(1)TitleTV-Bandtitle1V-Edatathatsupportstheefficient,effective,andeconomicaladministrationoftheprogramsoe
(@Datarequiredforongoingfederalchildwelfarereports;
Gi)DatarequiredforttleIV-Eeligibilitydeterminations,authorizationsofservices,andexpendituresunderIV-BandIV-E;
10 ii)Datatosupportfederalchildwelfarelaws,regulations,andpolicies;and
n iv)Casemanagementdatatosupportfederalaudits,reviews,andothermonitoringactivities;
2 (2)Datatosupportstateortribalchildwelfarelaws,regulations,policies,practices,reportingrequirements,audits,programevaluations,andreviews;
G)Forstates,datatosupportspecificmeasurestakentocomplywiththerequirementsinsection422(b)(9)oftheActregardingthestate'scompliancewiththeIndianChildWelfareAct;and
4 (4)Foreachstate,datafortheNationalChildAbuseandNeglectDataSystem.
(©)Reportingrequirements,ThetitleIV-Eagency'sCCWISmustusethedatadescribedinparagraph(b)ofthissectionto:
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page47of69
16 (1)Generate,orcontributeto,requiredttleIV-BorIV-Efederalreportsaccordingtoapplicableformattingandsubmissionrequirements;and
(2)Generate,orcontributeto,reportsneededbystateortribalchildwelfarelaws,regulations,policies,practices,reporting
17| requirements,audits,andreviewsthatsupportprogramsandservicesdescribedintteIV-Bandtile1V-E
18| (@)Dataqualityrequirements.
19_|(1)COW!Sdatadescribedinparagraph(b)ofthissectionmust:
20| (i)Meetthemostrigorousoftheapplicablefederal,andstateortribalstandardsforcompleteness,timeliness,andaccuracy;
21| Gi)BeconsistentlyanduniformlycollectedbyCCWISand,ifapplicable,childwelfarecontributingagencysystems;
(Gi)Beexchangedandmaintainedinaccordancewithconfidentialityrequirementsinsection471(a)(8)oftheAct,and4522| CER205.50,and42U.S.C.$106a(b\(2\B)viii)through(x)oftheChildAbusePreventionandTreatmentAct,ifapplicable,andotherapplicablefederalandstateortriballaws
Gv)Supportchildwelfarepolicies,goals,andpractices;and
24| (¥)GeneratereportsofcontinuingorunresolvedCCWISdataqualityproblems.
25| (@)Thetttle1V-EagencymustimplementandmaintainautomatedfunctionsinCCWISto:
26| (i)RegularlymonitorCCWISdataquality;
27__|(i)Alenstafftocollet,update,correct,andenterCCWISdata,
2g_| (ii)SendelectronicrequeststochildwelfarecontributingagencysystemstosubmitcurentandhistoricalCCWISdatatotheCcwIs;
29| (iv)Prevent,totheextentpracticable,theneedtore-enterdataalreadycapturedorexchangedwiththeCCWIS;and
30| (v)GeneratereportsofcontinuingorunresolvedCCWISdataqualityproblems.
31| @)ThetitleIV-Eagencymustconductbiennialdataqualityreviewsto:
‘32__|(Determineifthetitle1V-Eagencyand,ifapplicable,childwelfarecontributingagencies,meettherequirementsofparagraphs(b),(4)(1),and(€)(2)ofthissection;and
433__|(i)Confirmthatthebi-directionaldataexchangesmeettherequirementsofparagraphs(e)and()ofthissection,andotherapplicableACFregulationsandpolicies.
‘34.| @Thetitle1V-EagencymustenhanceCCWISortheelectronicbi-directionaldataexchangesorbothtocorrectanyfindingsfromreviewsdescribedatparagraph(d)(3)ofthissection.
(5)ThettleIV-Eagencymustdevelop,implement,andmaintainaCCWISdataqualityplaninamannerprescribedbyACF35| andincludeitaspartofAnnualorOperationalAPDssubmittedtoACFasrequiredin45CFR95.610.CCWISdataqualityplanmus:
136| (Describethecomprehensivestrategytopromotedataqualityincludingthestepstomeettherequirementsatparagraphs(@(1)through(3)ofthissection;and
37_| i)Reportthestatusofcompliancewithparagraph(4)(1)ofthissection.
38| (©)Bisdirectionaldataexchanges
39| (1)CCWISmustsupporefficient,economical,andeffectivebi-directionaldataexchangestoexchangerelevantdatawith:
‘40.|(@SystemsgeneratingthefinancialpaymentsandclaimsfortitlesTV-BandIV-Eperparagraph(b)1)\(i)ofthissection,ifapplicable;
a i)Systemsoperatedbychildwelfarecontributingagenciesthatarecollectingotusingdatadescribedinparagraph(b)ofthis,section,ifapplicable
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page48of69
(Gil)EachsystemusedtocalculateoneormorecomponentsofttleIV-Eeligibilitydeterminationsperparagraph(b)1}(i)of.thissection,ifapplicable;and
a
43| (iv)BachsystemexternaltoCCWISusedbytitleIV-EagencystafftocollectCCWISdata,ifapplicable,
(2)Totheextentpracticable,thetitle1V-Eagency'sCCWISmustsupportonebi-directionaldataexchangetoexchange44|relevantdata,includingdatathatmaybenefitIV-Eagenciesanddataexchangepartnersinservingclientsandimproving‘outcomes,witheachofthefollowingstateortribalsystems:
45| ()Childabuseandneglectsystems);
46| (ii)System(s)operatedunderttleIV-AoftheAct;
47| Gili)SystemsoperatedunderttleXIXoftheActincluding:
48_|(A)SystemstodetermineMedicaideligibilitydescribedin42CFR433.111(>)2)i)(A);and
49| (B)MedicaidManagementInformationSystemsasdefinedat42CFR433.111(b\2)(i)(B);
50| Gv)SystemsoperatedunderttleIV-DoftheAct,
‘31.| (©)Systemsoperatedbythecourt(s)ofcompetentjurisdictionovertitleV-Efostercare,adoption,andguardianshipPrograms;
52_|(vi)Systemsoperatedbythestateortribaleducationagency,orschooldistricts,orboth.
(0Dataexchangestandardrequirements.ThettleIV-Eagencymustuseasingledataexchangestandardthatdescribes
83| data,definitions,formats,andotherspecificationsuponimplementingaCCWIS:
(1)Forbi-directionaldataexchangesbetweenCCWISandeachchildwelfarecontributingagency;and
55| (2)Fordataexchangeswithsystemsdescribedunderparagraph(¢)(1)(iv)ofthissection.
36| (g)Automatedeligibilitydeterminationrequirements.
57| (DAstatetitleTV-EagencymustusethesameautomatedfunctionorthesamegroupofautomatedfunctionsforaltleTV-E eligibilitydeterminations.
(Q)AtribalttleIV-Eagencymust,totheextentpracticable,usethesameautomatedfunctionorthesamegroupofautomatedfunctionsforallttleIV-Eeligibilitydeterminations.
(h)Softwareprovisionrequirement.ThettleIV-Eagencymustprovideacopyoftheagency-ownedsoftwarethatis59°| designed,developed,orinstalledwithFFPandassociateddocumentationtothedesignatedfederalrepositorywithintheDepartmentuponrequest.
60| (i)Submissionrequirements.
61| (1)BeforeclaimingfundinginaccordancewithaCCWIScostallocation,attle[V-EagencymustsubmitanAPDor,ifbelowtheAPDsubmissionthresholdsdefinedat45CFR95.611,aNoticeofIntentthatincludes:
9)AdescriptionofhowtheCCWISwillmeettherequirementsinparagraphs(a)through(h)ofthissectionand,ifapplicable§1355.54;
i)AlistofallautomatedfunctionsincludedintheCCWIS;and
ii)Anotationofwhethereachautomatedfunctionlistedinparagraph(i(1)(i)ofthissectionmeets,orwhenimplementeditwillmeetthefollowingrequirements:
65| (A)Theautomatedfunctionsupportsatleastonerequirementofthissectionor,ifapplicable§1355.54;
(B)TheautomatedfunctionisnotduplicatedwithintheCCWISorsystemssupportingchildwelfarecontributingagenciesandisconsistentlyusedbyallchildwelfareusersresponsiblefortheareasupportedbytheautomatedfunction;and
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page49of69
(©TheautomatedfunctioncomplieswiththeCCWISdesignrequirementsdescribedunder§1355,53(a),unlessexemptedinaccordancewith§1355.53(b).
o
68| (2)AnnualAPDUpdatesandOperationalAPDsforCCWISprojectsmustinclude:
a (@AnupdatedlistofallautomatedfunctionsincludedintheCCWIS;
(i)Anotationofwhethereachautomatedfunctionlistedinparagraph(i)(2)i)ofthissectionmeetstherequirementsofparagraph(i)(1)(iii)(B)ofthissection;and
ii)Adescriptionofchangestothescopeorthedesigncriteriadescribedat§1355.53(a)foranyautomatedfunctionlistedin
paragraph(i)(2)(i)ofthissection.
1
© Otherapplicablerequirements.Regulationsat45CFR95.613through95.621and95.626through95.641areapplicabletoallCCWISprojectsbelowtheAPDsubmissionthresholdsat45CFR95.611
70.| (Gi)Anotationofwhethereachautomatedfunctionlistedinparagraph(i)(2)(i)ofthissectionmeetstherequirementsofparagraph(i)(1)(iii)(B)ofthissection;and
(ii)Adescriptionofchangestothescopeorthedesigncriteriadescribedat§1355.53(a)foranyautomated
71| functionlistedinparagraph(i)(2)()ofthissection.
qn.| @Otherapplicablerequirements.Regulationsat45CFR95.613through98.621and95.626through95.641areapplicabletoallCCWISprojectsbelowtheAPDsubmissionthresholdsat45CFR95.611
C152 Additionally,theContractor'ssolutionshallmeet allofthe applicablerequirementsand
applicabledataprivacyandsecurityguidancecontainedintheregulationsbelow:
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS)
Entity
Federal
Federal
Federal
ACF
ACF
ACF
‘ACF88888 8
Regulation,Guidance,or
Statute
Timelyinterstate
PracementofFostering
ChildrenActof2008
PreventingSexTrafficking
andStrengtheningFamilies
Act
‘Section504
Title1V-EFosterCare
FederalGuidanceontheNationalYouthinTransitionDatabase
(NYTD)
FosteringConnectionsto
SuocessandIncreasing
‘AdoptionsActof2008
‘AdoptionandFosterCare
‘AnalysisandReporting
‘System(AFCARS)
TheChildinNeedof
ProtectionAmendmentActof
2004
DCCodeTitle4PublicCareSystems
DCAttendance
‘Accountabilty
‘AmendmentAct
SafeChildrenandSafe
"NeighborhoodsEducational
NeglectMandatoryReporting
‘AmendmentActof2010
D.C.Law13-136,AdoptionandSafeFamilies‘Amendment
‘Actof2000.
CFSAEstablshmentActof
2001
DCMRTitle29
Chapter59
Chapter60
Chapter61
UR
TWwwwapo.gov
wwwcongress.govt13/plaws/pub!183/PLAW-11:
Page50of69
LAW-f09 pubI239/pdfiPLAW-109pub/230
ubl183
httos:/Avwnv.wrightstaw.comvlaw/504/sec504regslinkedpdf
httos:/Avww.acfhs gov/cb/resourceftile-ve-foster-care
wwwacthhs.govicblresoutidence
:lwwwact hhs.govl140-354
https:/hvww.acfhs govleblresourceleuidance
https:beta.codedocouncilus/de/councillaws/docs/15-341pdf
https:fbeta.codedocouncilus/d/counci/codeities/4/
hitto:/timsdocouncl.us/Download/29228/820-0072-SignedActpdf
https:beta.codedocouncilus/de/councillaws/docs/18-242.pdf
hittps:Ibeta.codedocouncilus/dc/oouncillaws/13-136him!
hittps://ctsa.de.gov/sites/defaulfiles/dlsites/ofsa/publication/attachments/foster_home.pdf
https//dcregs.dc.goviCommor/DCMRIChapter“istaspx7titleld=27
lider
slider
httos:ider
is.dc. govlCommon/DCMR/RuleList.asy
3do. qovlCommon/DCMRRulelist.aspx?
is.dc. qovlCommon/DCMR/RuleLisLasy
lum=29-59&Chapterid=2232
lum=29-608Chapterid=2233
lum=29-61&Chapterid=2234
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page51of69
Enfity Regulation,Guidance,or URL
Statute
Dc Chapter 8
Dc ‘Chapter63 Idoregs.de.ymorvDCMRRuleList.aspx?ChapterNNum=29-638Chapterid=2237
Dc FosterParentsStatementshilo:decouncius/Download’3527/B21-0603-SianedActpdf
ofRightsand
Responsibilities
‘AmendmentActof2016
CFSA BillofRightsfor silosde.cov ilkrights-cisa
ChildrenandYouthinFoster
Care
CFSA——_CFSAOfficialPolicies. 38lcfsa.de.qovipagelctsa-online-policy-manual
Courts LaShawnvBary... Ia. 5 Bspecalc LaShawnvBowser... .courtistene
LaShawnConsentDecree_htps:/awjusia.concasestfederalappelate-courslcado'94-7227194-72273-2011.03-24him
Courts DCSuperiorCourtRuleshits:ivwwdecourtsgovisuperor-courtules
GoverningNeglectand
‘AbuseProceeding
Courts SuperiorCourtRulesfor Iw.docourts.qovisuperior-courvrules
DomesticViolence
Courts SuperiorCourtRules hitps:thww.decourtsgovisuperior-courtules
GoverningJuvenile
Proceedings
Courts ‘SuperiorCourtGeneral bhttps:/Awww.decourts.gov/superior-courtirules
RulesoftheFamilyCourt
Courts DCSuperiorCourt hits:hvww.decourtsgovisites/deaultiles/2017-03/07-22.pd
AdministrativeOrder07-22
Other CodeofMaryland http:/ib.quides.umdedulmdlawresourcesiCOMARRegulations
Other InterstaleCompactonthe Hiepestater nfo!
PlacementofChildren.
(icPc)
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page52of69
C16. EXISTINGSYSTEMDESCRIPTIONC161 FACESistheprimarysourceofdataentered,used,andexchangedbyCFSAstaffandour
local,regional,nationalandfederalpartners.CFSAiseagertogainefficienciesandcostsavingswithanewCCWIS.
C.16.2 CFSA’sprocessesarecurrentlysupportedbyacombinationofformalandinformalsystems,centeredon a web-based .NET solution,FACES. This system isused formost of CFSA’s
businessprocessesand isCFSA’s currentCCWIS.
‘©Manyprocesseshoweverareperformedusinginformalsystems(Google
Spreadsheets,QuickBase,paper).© ManyworkersuseFACESasanafter-the-factinformationrepository,rather
thanatoolthatsupportstheirworkdayinreal-time.
* Crucialinteragencyinteractions(e.g.,Federalreporting,communicationswith
thecourts)happenviathedatabaselayerofFACES.
SeeFigure|foradepictionofthecurrentFACESarchitecture.
Allup -IncludingConnectivityand Access
‘ApplicationServersUsingOracleDatabaseEternalgay@~
Users:
Pee radeDatabase‘OnAzureVMlaaSi
a
sh omePielInternal= f OracleDatabase
Users = ‘OnAzureVM laaS
+AllusersareinAD
+VMsatedomainJoined
FigureIFACESArchitecture
C163 FACESiscomprisedofover500functionalscreens,80+userroles,over300reportsfor
approximately400regularusersandover1000totalaccounts.Itisexpectedthatthenew
CCWIS shalldramaticallyreducethenumber ofscreens,duplicativereports,and userroles.
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page53of69
C164
C165,
C.16.6
C.17.
CATA
FACES2017Statistics
Tainingfe 15)SystemAdministration‘StatServeReportsProviderWebProviderPlacementEElgbtyInvestigationInacuoraianship‘nance‘courtcontact‘commonFramework‘lentosePian‘Adoption
Module
0 1 2 2% 4 50 6 70 8 9 100NumberofSereens
Figure2FACESStatisties2017
FACEShasgrownorganicallyovertime.FACES’sdatamodeloriginatedfromavendorprojectinOklahomaaspartofaPowerBuilderapplicationinthelate1990s.In2006,anoverhaulportedtheUIfromPowerBuildertoNET.Thedatamodelremainedintact.TheNETimplementationwasuptodatefor2006(ASP.NETpresentationlayer,ADO.NETpersistencelayer,alargelyweb-formsapproachtointeractivity),whichmeansthereisnouseofthemoremodernEntityFramework(introducedin2008).Overtime,thisapproachledtomountingtechnicaldebt,increasingthecomplexityofthesystem.TheFACESdatabasenowhasover1000tables.Therearejustshortofa millionlinesofC#andJavaScriptcodeinthesystem,withalmost200filesthatcontainmorethanathousandlinesofcode.
FamilyFirst
‘AspartoftheenactmentoftheFamilyFirstPreventionServicesAct(FamilyFirst),CFSAneededatooltoreferfamiliestoEvidence-BasedPractice(EBP)providersandtransfercasesandreferralstoCommunityCollaboratives.TheinitialreleasewasmadeOctober1,2019.Atthattime,thereweretwenty-oneEBPProvidersandfiveCollaborativesengaged.Thecustom-builtsolutioninterfaceswithFACES,employsamodular,microservicesorientedarchitecture,andusesReactfortheUserInterface.
ARCHITECTURE
UnderCCWISregulations,statesareencouragedtoleveragemoderntechnologies,
recommendedpracticesandplatformstocreatemodularsystemstailoredtomeettheneedsoftheirrespectivejurisdictions.CFSAisenthusiasticaboutleveragingcurrenttechnologiesandbestpracticesbyworkingwiththeContractortoalignthenewSystemtosupportCFSA’sorganizationalstructure,clinicalpractice,andoperationalprocedures.ThedepictionofthefuturestatearchitectureisrepresentedinFigure3.
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS)‘CFSAENHANCEDNOTIONALFUTURE.
®
orstaigy
Page54of69RCHITECTURE
LBS
‘AFCARSNYTO.NCANOSNECE.
ChapinHai
econo
Sa crise
rcitecueChances Modular :
Figure3FutureStateNotionalArchitecture
c.172 CCWISsolutionneedstosupportandbetestedagainstchromebrowser.
C173 MicrosoftshallprepareanddeliverthedesignfortheCCWIS,includingthearchitecture,application,database,andnetworkneedsoftheCCWISwithinAzureDevOps(ADO)userstoriesandwikientries.
C174 ForeachmoduletheContractorwillupdateAzureDevOps(ADO)userstorieswithfunctionalandtechnicaldesignelementsrequiredtocompletetheuserstory.
C18. SYSTEM INTEGRATION
C181 Aspartoftheengagement,integrationswillbedesignedanddevelopedusingAzure
DC AccessSystem(DCAS)
Odyssey(formerlyCourtview)
RXNH ElectronicHealthRecords (CHR)
IntegrationServicesandAzureAppServices.Integrationslistedbelow,oradditionalintegrationsaddedviaadditionaluserstories,aretobeprioritizedbyCFSAandcompletedascapacityallows.
AY Ce
Eligibility
Investigation& CaseManagement
Investigation,Services& CaseManagement
TheCommunityPartnership(TCP)-HomelessCaseManagement
OfficeofAttorneyGeneral(OAG)Case CaseManagementManagementSystemAbacus
ChildandAdolescentFunctionalAssessmentCaseManagement
Scale(CAFAS)/PreschoolandEarlyChildhoodFunctionalAssessmentScale(PECFAS)-MHS
NationalElectronicInterstateCompact Placement/Case Management
Enterpris«e(NIECE)
Officeof StateSuperintendedforEducation —_Services/Case Management
(OSSE)
DistrictIntegratedFinancialSystem(DIFS)Finance
‘US Bank Finance
WellsFargo Finance
TBD
C.19.
C191
Learning(Training)ManagementSystem
SECURITY AND SYSTEM ROLES
‘Thefollowingwillbeobjectivesofdesignanddevelopment.1,MicrosoftDynamics365SecurityModel—BusinessUnits,Hierarchy,Teams(Ownerships),
ModernBUs
2.MicrosoftDynamics365securityroles& webroles
3.MicrosoftDynamics365Security& Auditconfiguration
4, Supporting3"partyaudit
CFSAwillmakeuseofnativeMicrosoftDynamics365securitybymappingexistingorganizationalrolestothesecuritymodelprovidedwithinthesoftware.MicrosoftwillassistinmappingrolestostandardMicrosoftDynamics365securityrolesandcreatecustom
securityrolesasdefinedinthebusinessprocessflowsinbacklog.TheseneedtobefinalizedbeforethestartoftheprojectsothataDC-centricsecuritymodelcanbecreated.
For3rdpartyauditsupport,CFSAwillprioritizethenecessaryuserstoriesandMicrosoftwillcompleteascapacityallows.ThiswillapplytoCFSA-specificconfigurationsand
customizationsthatMicrosoftdevelops.SecurityauditresultsagainstthebaseDynamics365platformwillneedasupportticketcreatedbyCFSA.
Theoverallsecuritydesignwillalsosupporttherestrictedmodelforrole-basedaccessandmanaginghighprofilecasesandlimitingvisibilitytorestrictedfieldssuchasSSN.
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page56of69
C.20.
C21.
C211
C212
REPORTING
1.TheContractorshalldevelopthedataqueriesandanalysisneededtofulfilCFSA’sfederalreportingmandateslistedbelow.AllotherreportsanddashboardsaredevelopedbyCFSAwithdataanalystandbusinessanalystsupportfromtheContractor.Allreportsrequiredwillbedocumentedwithinuserstoriesdeveloped,approved,andprioritizedbyCFSA,withintheengagementcapacity.
2.TheAdoptionandFosterCareAnalysisandReportingSystem(AFCARS)isadataquerythateachstatemustcompletebasedonthefederalstandardsbiennially.ThedataobtainedfromstatesareconsolidatedandreportedbytheChildren’sBureau.FiscalYear2021federalreportcanbefoundathttps://www.acf.hhs.gov/cb/report/afcars-report-29
3.TheNationalChildAbuseandNeglectDataSystem(NCANDS)isadataquerythateachstatemustcompletebasedonthefederalstandardsannually.https://www.acf.hhs.gov/cb/fact-sheet/about-neands
4. CaseworkerVisitation
© TechnicalBulletin#2:SystemsIssuesRelatedtoReportingandEvaluatingCaseworkerVisits(hhs.gov)
© Thenationalyouthintransitiondatabase(NYTD)https://www.acfhhs.gov/cb/nytd-reviews-final-reports
5.FamilyFirst—PreventionServicesdatareporting,TitleIV-EPreventionProgram|TheAdministrationforChildrenandFamilies(hhs.gov)
ENVIRONMENTS
Theenvironmentslistedinthefollowingsectionwillbeneededtodeliverthisproject.InstallationresponsibilitypertainstotheinstallationofMicrosoftDynamics365.ThelatestMicrosoftDynamics365implementationguideoutlinessystemrequirementsthataretheCFSA’sresponsibilities(suchasinfrastructureprovisioning,platformprovisioning,andtheinstallationofsoftwareprerequisites).Thisinformationisavailable
onhttps://docs.microsoft.com/en-us/dynamics365/.
Additionally,itistheCFSA’sresponsibilitytoverifythattheenvironmenthasbeenprocuredandsetupintimetomeettheschedulesetforthintheprojectplan.Anydelaystotheprojectschedulecausedbydelaysinavailabilityofhardwareorsoftwareare
subjecttothechangemanagementprocessdescribedinthiscontract.Microsoftwillgive1weeks’noticetotheCFSApriortoanyinfrastructurerequestsforeachoftheenvironmentslistedinthefollowingtable.
MicrosoftwillworkwiththeCFSA’sITstafftocompletethesizingexerciseduring
Productplanning.Thesizingrecommendationfortheenvironmentswillbebasedonthedevelopmentenvironmentconfigurationandquantity.ThiswillbereviewedandacceptedbyboththeCFSAandMicrosoft.
Thefollowingenvironmentswillberequiredtodelivertheproject.
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page57of69
EnvironmentType enttg S Pan choy
installation (eos
eros! 7
ConfigEnvironments-Dynamics365 CFSA MicrosoftDevelopDataStartoftheR2 Modeland engagementBusinessLogic
GoldenSource-R2__Dynamics365 CFSA MicrosoftCentral StartoftheConfigurationengagementRepo
DM-R2 Dynamics365 CFSA MicrosoftData StartoftheMigrationengagementSandbox
QAR? Dynamics365 CFSA Microsoft!QASandboxStartoftheengagement
Training-R2 Dynamics365 CFSA MicrosoftCFSA StartoftheTraining engagementenvironment
Performance-R2Dynamics365 CFSA MicrosofPerformanceStartoftheTest engagement
Environment
Note:ItistheCFSA’sresponsibility,withguidancefromMicrosoftTechnicalResourcesandUnifiedEnterpriseSupport,toprovidesupportforenvironmentoperations.MicrosoftwillsetupandconfigureMicrosoftDynamics365andISVsolutionsasapplicable.
C22. AUTHORITY TO OPERATE REQUIREMENTS
C24 Security
22 TheAuthoritytoOperate(ATO)processwillbecoordinatedandownedbyCFSA.MicrosoftwillsupportCFSA’scertificationteamwithdocumentationsupport.RequestsforATOdocumentationwillbecreated,approved,andprioritizedasADOuserstoriesbyCFSA.
23 TheProjectwilluseasingle,comprehensive,integratedrisk-basedframeworkwithprocesses,tools,technology,standardsandbestpracticestodesign,implement,manage,administer,andgovernthesecurityandprivacyofCCWISanddata.
22.4 ThesolutionshallprovideapplicationcontrolstopreventunauthorizeduseofCCWIS,maintainsystemprocesscontrols,andlogalltransactionsandaccesstodata.Inaddition,CCWISshallprovidesecuritytolimitavailabilitytoapplicationfunctionality,software
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page58of69
C225
C.22.6
C227
C228
C229
C2210
C.23,
C231
C232
screens,datarecords,dataelements,anddataelementvalueswhereappropriate.
TheProjectwilluseanapproachforintegratingsecuritywithoverallsystemsecurityusingasinglesign-onbetweensolutionsystems(ifmultiplesystemsareleveragedinthesolution).
TheProjectwillfullydescribetheapproachtosecurity,includingbutnotlimitedtotheuseoffirewallhardwareandsoftware,intrusiondetection/preventionsystems,otherprotectivemeasures,andothermeasuresthatprovideindepthdefensefortheproposedsolution.
Audit
TheProjectwilldesign,develop,andimplementauditingfunctionalitythatmonitorsCCWIS’saccuracyandcompleteness.CCWISshallhavetheabilitytogeneratereportsthatprovidetheDistrictwiththenecessarydatatoconductqualitycontrol,research,andadministrationofprograms.CCWISshallhavetheabilitytoprovidereportsonusers,
securitygroups,roles,settings,passwordsandduplicateIDs.CFSAwilldevelop,approve,andprioritizeuserstorieswiththeseauditrequirements.
‘Audittrailsshallbeavailabletotraceuser-andsystem-initiatedactionsforallupdateandinquirytransactions.Theaudittrailsshallbeavailableforonlineinquiryforuptothree
(3)yearsafterthelastauditableactiononacase.Nomodificationofaudittraildataispermitted.Audittrailsmaybestoredofflineonmachine-readablemediaafterthree(3)yearsfromthelastactivityonacaseorclient.Storeddatashallbereadilyaccessibleinthecaseofaudit,appeals,orlitigation.CFSAwilldevelop,approve,andprioritizeuser
storieswiththeseauditrequirements.
CCWISshallprovidepoint-in-timedisplayofalldataforaudit,verificationandprogramintegritypurposes.CCWISshalldisplaythedatathatwereusedtoapprovelicensesandrenewals,approveclearances,determinesplacement,documentsdiligentsearchefforts,capturesandmanagescaseplanningandoutcomes,particularlyforcaseswherecareis
mandatedbythecourt,documentcontactswithclients,calculateclaimsandrepayments,andgeneratevariousoutputs,includingfinancialtransactions,notices,agreementsandformalnotifications,andestimationreportsforthepointintimethattheparticularactiontookplace.CFSAwilldevelop,approve,andprioritizeuserstorieswiththeseauditrequirements,
APPLICATION PROGRAMMING INTERFACE
CCWISwillsupportthevisionofan integratedtechnicalsolutionthatleveragesanenterprisedataandarchitectureapproach.Thetechnicalsolutionarchitecturewillemployamodulardesign,basedonmicroservicesandAPIs.TheContractorwillimplementasystem
architecturethatisconsistentwiththevisionofCCWISbasedonuserstoriesdeveloped,approved,andprioritizedbyCFSA.
CFSAconsidersamodularbusiness/functionalAPIasacriticalrequirementforde-riskingtheabilitytoreceivethefunctionalandregulatorvaluesoughtandthetechnicalapproachfromthevendor.ThemodularitysoughtistoallowCFSAto:
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page59of69
C233,
C2331
C.23.3.2
C24,
C241
C242
C.24.3
C25.
‘©Changeacomponentinamodulewithouthavingtostartfromthebeginning
ofmodulardevelopment.
The dataflow between modules can be changed withoutintroducing
defects.
SpecificInterfaces
CFSAhasidentifiedsystemsthatshallbeleveragedassystemofrecordsourcesanddescribedintheSystemIntegrationsectionofthisContract,Whilethislistisextensive,duringYear1,additionalinterfaceopportunitiesmaybeidentified.IftheDistrictorders
implementationofan additionalinterfaceandtheimplementationimpactsthetimelineand/orincreasesthecostsorscope,thenContractorisentitledtosubmitachangeorder.
TheContractorwillworkwithCFSACISATechnicalstafftodesignanddevelopappropriate
interfacestosupportthetransmissionofdatabothinandoutofCCWIS.CFSAwillberesponsibleforobtainingnecessarytechnicalinterfacespecificationsandaccessauthorizationfromsystemowners.NotethattheselectedContractorwillnotberesponsibleformodifyingthesystemswithwhichCCWISwillinterfacetoenabletheseinterfacestofunction;however,thecapabilitiesoftheothersystemsshallbetakenintoaccountwhentheinterfacesare
designed.CFSAwilldevelop,approve,andprioritizeuserstorieswiththeseinterfacerequirements.
FINAL BUSINESS PRODUCT PER MODULE
Basedoncreated,approved,andprioritizeduserstories,theContractorshallprovideCFSAdocumentationoftheCCWISsolutiondeliveredforeachmodulerelease,includinghosting
andlicensedsoftwareanddata.
EachModulemaybeaccompaniedbythefollowingdocumentation:
Modulenameandnumericidentification;
Modulenarrative,includingeachfunctionorfeatureofthemodule;
Moduleflowcharts,identifyingeachinput,output,anddata;
Listingsofeditsandauditsappliedtoeachinputitem,includingdetailededitlogic,affecteddata,suspenseandoverridedata,andcorrespondingerrormessages;program.documentation;DetailedlogicforallclaimsorsubsidypaymentsprocessedbytheSystem;
Lists,byidentifyingnames,ofallfiles,inputs,andoutputswithcross-referencestotheprogramsinwhichtheyareused.
eeeau
AzureDevOpswillcontainacomprehensivedataelementdictionaryforallmodules,builtover time and in synch with the deliverywillinclude,for each data element:
A uniguedataclementnumber
A standarddataelementname
A narrativedescriptionofthedataelementA listofdatanamesusedtodescribethedataelement,
Atableofvaluesforeachdataelement
yaene
REQUIREMENTS TRACEABILITY MATRIX
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page60of 69
C251 TheRequirementsTraceabilityMatrixistheultimateartifacttorepresentallofthetraceabilitymaintainedsincetheprojectstartedandshouldbecontinuouslyupdatedtomatchwhatisactuallybeingputintoproduction.TheRequirementsTraceabilityMatrixshouldthusbecomprehensiveandconclusive.CFSAandMicrosoftwillworkonthisastheprogramprogressesandCFSAwillvalidateforcompleteness.TheRTM willbedocumentedinAzureDevOpsasEpics,Features,andUserStories.
C.26. CCWIS TECHNICAL ASSISTANCE PROCESS
C261 TheContractormayassistongoingTechnicalAssistance(TA)providedthroughthe
AdministrationforChildrenandFamilies(ACF)activitiesandTA monitoringreviewsmay
occurthroughouttheprojectlifecycle(planning,development,implementation,and
operations)andarelargelybasedonkeymilestones,automatedfunctions,andscheduled
activitiesapprovedintheagency’sAPD.ACF providessuchongoingreviews,assessments,
andinspectionsthroughacollaborativeTA processthattypicallyoccursduringregular
monthlyteleconferencesbutmay alsobe offeredthroughwebinars,remotesystem
demonstrations,training,agency-specificrequests,andscheduledonsiteorvirtualvisits
(calledhereafterthe“TAprocess,”“TAactivities,”and“TAmonitoringreviews”).AnyTA
activitieswillbedocumentedasuserstoriesinAzureDevOpsandapprovedTAuserstories
willconsumeavailableengagementcapacity.
26.2 ThegoalsandfunctionsofTA activitiesandTA monitoringreviewsarenotmutually
exclusiveandmayoverlapbasedontimingortypeofproject.Table1belowprovidessome
examplesoftheTA activitycategories.
263 Table1:CategoriesofTechnicalAssistanceActivities
TA Activities Self-Assessment Tools | TA Monitoring CCWIS Assessment
Reviews Review(CAR)
‘Capacitybuilding ‘Complianceandsystem|OperationalizesEarlyidentificationof_|integration
regulationsand potentialcompliance
programrequirements_| issues
‘©AgencyorACF | Voluntary © Point-in-time, ‘Typically
initiatedtoexplore| ¢ Sixprogramtools team-basedreview completedonetoTAoptionsor * Ninesystemtools| * Iterative twoyearsaftera
trainingneeds © Can beusedin © Onsiteorremote CCWIS isfully
* Asneededor planningthrough | Onemoduleor operational
planned, post-production many * Buildson+ Varietyofmediums| Includesresources| Designand/or observationsfrom
(phonecalls, andadditional program TAmonitoring
demonstrations, considerations © Focusofreviewis reviews
webinars,etc.) © Strengthensthe negotiated © Interviewswith
+ Technology, connectionbetween| ¢ Interviewsheld stakeholdersandProject programand whenpossible endusers
‘management, technology © Summaryletter| * Focusisonand/orprogram issued outstandingissuesrelated
C264 ‘ACFhasdesignedtheTA andTA monitoringreviewprocesstobeflexibleandsome
differenceswillexistinthetimingandscopeofactivitiesdependingontheagencies’choice
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page61of69
totransitionorbuildanewsystem.
**END SECTION C**
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page62of69
SECTION D PACKAGING AND MARKING
See Attachment J.6-Terms and Conditions
**END SECTION D**
SECTION E INSPECTION AND ACCEPTANCE
See Attachment J.6 - Terms and Conditions
**END SECTION E**
SECTION F PERIOD OF PERFORMANCE AND DELIVERABLES
Fl TERM OF CONTRACT
Fld The termof this contractshallbe fora periodof one (1)base years from the date of
award,subjecttotheavailabilityoffundsforanyperiodbeyondtheendoftheDistrict’sfiscalyear,whichbeginsonOctober1,inwhichthiscontractisawarded.
OPTION TO EXTEND THE TERM OF THECONTRACT
Faz TheDistrictmayextendthetermofthiscontractforaperiodofFour(4)one-yearoptionperiods,orsuccessivefractionsthereof,bywrittennoticetotheContractorbeforetheexpirationofthecontract;providedthattheDistrictwillgivetheContractorpreliminarywrittennoticeofitsintenttoextendatleastthirty(30)daysbeforethecontractexpires.ThepreliminarynoticedoesnotcommittheDistricttoanextension.
Theexerciseofthisoptionissubjecttotheavailabilityoffundsatthetimeoftheexerciseofthisoption.TheContractormaywaivethethirty(30)daypreliminarynoticerequirementbyprovidingawrittenwaivertotheContractingOfficerpriortoexpirationof the contract.
FA3 IftheDistrictexercisesthisoption,theextendedcontractshallbeconsideredtoincludethisoptionprovision.
Fd ThepricefortheoptionperiodshallbeasspecifiedinSectionBofthecontract.Foroptionyears,theDistrictacknowledgesthatcostsforthatoptionyearwillbeMicrosoft’s
then-currentpublishedpricelistrates.
FAS Thetotaldurationofthiscontract,includingtheexerciseofanyoptionsunder
thisclause,shallnotexceedfive(5)years.
F2 DELIVERABLES
P21 TheContractorshallperformtheactivitiesrequiredtosuccessfullycompletetheDistrict’srequirementsand submiteach deliverabletotheContractAdministrator
(CA) identifiedinsectionG inaccordancewiththefollowingtableofdeliverables:
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page63of69
pete eBay poets Ds
No. (CLIN) Name
0001-00010; C 3.14 Timesheet Timesheet Labor Timesheet Weekly
**END SECTION F**
SECTION G CONTRACT ADMINISTRATION
G1 INVOICEPAYMENT
Gal TheDistrictwillmakepaymentstotheContractor,uponthesubmissionofproperinvoices,atthepricesstipulatedinthiscontract,servicesperformedandaccepted,lessanydiscounts,allowancesoradjustmentsprovidedforinthiscontract.
Giz TheDistrictwillpaytheContractoronorbeforethe30 dayafterreceivingaproperinvoicefromtheContractor.
G2 INVOICE SUBMITTAL
G24 TheContractorshallcreateandsubmitpaymentrequestsinanelectronicformat
throughtheDC VendorPortal,HTT PS://VENDORPORTAL.DC.GOV
G22 TheContractorshallsubmitproperinvoicesonamonthlybasisorasotherwise
specifiedinSectionG.
G23 TheinvoiceswillbesupportedbyweeklytimecardsapprovedbyCFSA.
G24 Toconstituteaproperinvoice,theContractorshallenterallrequiredinformation
intothePortalafterselectingtheapplicablepurchaseordernumberwhichislistedontheContractor'sprofile.
G3 PAYMENT
Unlessotherwisespecifiedinthiscontract,paymentwillbemadeonpartialdeliveriesofservicesacceptedbytheDistrictif:
@) Theamountdueonthedeliverieswarrantsit;or
b) TheContractorrequestsitandtheamountdueonthedeliveriesisinaccordancewiththefollowing:
* ForCLINs0001through00010,paymentwillbemadebased
onhoursconsumedinaccordancewithSectionB.3.3,andasdetailedin the Attachment J.10 Work Order# GVS0235-434536-
549249,August 28,2023 (10/28/23—6/29/24).
* ForCLIN00011,paymentforasneededtravelexpenseswill
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page64of69
GA
G41
GALL
GALA
G4Al12
G4121
GA13
G5
G31
G6
G61
G62
be made as a reimbursementto the Contractor,in accordance
with the FederalGSA Per Diem rates,and as detailedin the
AttachmentJ.10WorkOrder##GVS0235-434536-549249,August
28,2023(10/28/23-6/29/24).
©) Presentationofa properlyexecutedinvoice.
THE QUICK PAYMENT ACT
InterestPenaltiestoContractors
TheDistrictwillpayinterestpenaltiesonamountsduetotheContractorundertheQuickPaymentAct,D.C.OfficialCode§2-21.01etseq.,asamended,fortheperiodbeginningonthedayaftertherequiredpaymentdateandendingonthedateonwhich
paymentoftheamountismade.Interestshallbecalculatedattherateofatleast1%permonth,Nointerestpenaltyshalllbepaidifpaymentforthecompleteddeliveryoftheitemofpropertyorserviceismadeonorbeforetherequiredpaymentdate.Therequiredpaymentdateshalllbe:
Thedateonwhichpaymentisdueunderthetermsofthiscontract;30calendardays,excludinglegalholidays,afterreceiptofa properinvoicefortheamountofthepaymentdue.
NointerestpenaltyshallbeduetotheContractorifpaymentforthecompleteddeliveryofgoodsorservicesismadeonorbefore:
15thdayafteranyotherrequiredpaymentdate.
Anyamountofaninterestpenaltywhichremainsunpaidattheendofany30-dayperiodshallbeaddedtotheprincipalamountofthedebtandthereafterinterestpenaltiesshallaccrue on the added amount.
CONTRACTING OFFICER (CO)
ContractswillbeenteredintoandsignedonbehalfoftheDistrictonlybycontracting
officers.ThecontactinformationfortheContractingOfficeris:EbonyTerrell
AgencyChiefContractingOfficerChildandFamilyServicesAgency
200IStreet,SE,Suite2031Washington,DC 20003Ebony.Terrell@dc.gov
AUTHORIZED CHANGES BY THE CONTRACTING OFFICER
TheCO istheonlypersonauthorizedtoapprovechangesinanyoftherequirementsofthiscontract.
TheContractorshallnotcomplywithanyorder,directiveorrequestthatchangesormodifiestherequirementsofthiscontract,unlessissuedinwritingandsignedbytheCO.
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page65of69
G63
G7
G71
G72
G73
G74
GIS
G76
G77
G78
G.781
G.782
G783
G.784
G785
IntheeventtheContractoreffectsanychangeattheinstructionorrequestofanypersonotherthantheCO,thechangewillbeconsideredtohavebeenmadewithout
authorityandnoadjustmentwillbemadeinthecontractpricetocoveranycostincreaseincurredasaresultthereof.
CONTRACT ADMINISTRATOR (CA)
TheCA isresponsibleforgeneraladministrationofthecontractandadvisingtheCOastotheContractor’scomplianceornoncompliancewiththecontract.TheCA hastheresponsibilityofensuringtheworkconformstotherequirementsofthecontractand
suchotherresponsibilitiesandauthoritiesasmaybespecifiedinthecontract.Theseinclude:
KeepingtheCO fullyinformedofanytechnicalorcontractualdifficultiesencounteredduringtheperformanceperiodandadvisingtheCOofanypotentialproblemareasunderthecontract;
CoordinatingsiteentryforContractorpersonnel,ifapplicable;
ReviewinginvoicesforcompletedworkandrecommendingapprovalbytheCOiftheContractor’scostsareconsistentwiththenegotiatedamountsandprogressissatisfactoryandcommensuratewiththerateofexpenditure;
Reviewingandapprovinginvoicesfordeliverablestoensurereceiptofgoodsandservices.Thisincludesthetimelyprocessingofinvoicesandvouchersinaccordance
withtheDistrict’spaymentprovisions;and
Maintainingafilethatincludesallcontractcorrespondence,modifications,recordsofinspections(site,data,equipment)andinvoiceorvouchers.
The addressandtelephonenumber oftheCA is:
SureshChandran,CCWISProgramManager
200IStreetSESuite3404Washington,DC 200032027278095Suresh.chandran@dc.gov
The CA shallNOT have theauthorityto:
Award,agreeto,orsignanycontract,deliveryorderortaskorder.OnlytheCOshallmake contractualagreements, commitments or modifications;
Grant deviationsfrom or waive any of theterms and conditionsof thecontract;
Increasethedollarlimitofthecontractor authorizework beyond thedollarlimitof
thecontract,
AuthorizetheexpenditureoffundsbytheContractor;
Changetheperiodofperformance;or
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page66of 69
G.786
G19
G8
G9
G10
Gil
GALL
GA12
GAL3
GAL4
GALS
G16
GALT
‘AuthorizetheuseofDistrictproperty,exceptasspecifiedunderthecontract.
TheContractorwillbefullyresponsibleforanychangesnotauthorizedinadvance,in
writing,bytheCO;maybedeniedcompensationorotherreliefforanyadditionalworkperformedthatisnotsoauthorized;andmayalsoberequired,atnoadditionalcosttotheDistrict,totakeallcorrectiveactionnecessitatedbyreasonoftheunauthorizedchanges.
(RESERVED)
(RESERVED)
HIPAAPRIVACYCOMPLIANCE
HOURLY RATE CEILING
TheceilingsforspecifiedhourlyrateitemsaresetforthinSectionB.3.3
(PriceSchedule)forallcontractyears.
The hourlyratesinthiscontractshallbe fullyloadedand includewages,overhead,generaland
administrativeexpenses,and profitand thetotalcosttotheDistrictshallnot exceed theceilings
specifiedinSectionB.3.3(PriceSchedule)travelcostarenot includedinthehourlyrate.
TheContractoragreestouseitsbesteffortstoperformtheworkspecifiedinthis,contractandtomeetallobligationsunderthiscontractwithinthehourlyrate
ceilings.
TheContractormustnotifytheCO,inwriting,wheneverithasreasontobelievethatthetotalcostforthehourlyrateitemsofthiscontractwillbeeithergreaterorsubstantiallylessthanthehourlyrateceilings.
As partofthenotification,theContractormust providetheCOa revised estimateof
thetotalcostof thehourlyrateitemsof thiscontract.
TheDistrictisnotobligatedtoreimbursetheContractorforhourlyratesincurredinexcessofthehourlyrateceilingsspecifiedinSectionB.3.3,andtheContractorisnotobligatedtocontinueprovidinghourlyrateitemsunderthiscontract(includingactions
undertheTerminationclausesofthiscontract),orotherwiseincurcostsinexcessofthehourlyrateceilingsspecifiedinSectionB.3.3),untiltheCO notifiestheContractor,inwriting,thattheestimatedcosthasbeenincreasedandprovidesrevisedhourlyrateceilingsforthehourlyrateitemsinthiscontract.
Nonotice,communication,orrepresentationinanyformfromanypersonotherthantheCO shallchangethehourlyrateceilings.Intheabsenceofthespecifiednotice,theDistrictisnotobligatedtoreimbursetheContractorforanycostsinexcessofthe
hourlyrateceilings,whethersuchcostswereincurredduringthecourseofcontractperformanceorasaresultoftermination,
IfanyhourlyrateceilingspecifiedinSectionB.3.3(PriceSchedule)isincreased,anycoststheContractorincursbeforetheincreasethatareinexcessoftheprevioushourlyrateceilingsshallbeallowabletothesameextentasifincurredafterward,unlesstheCOissuesaterminationorothernoticedirectingthattheincreaseissolelytocoverterminationorotherspecifiedexpenses.
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page67of69
GAL8 ‘Achangeordershallnotbeconsideredanauthorizationtoexceedtheapplicablehourly
rateceilingsspecifiedinSectionB.3.3(PriceSchedule),unlessthechangeorderspecificallyincreasesthehourlyrateceiling.
** END SECTION G **
SECTION H SPECIAL CONTRACT REQUIREMENTS
Hl
HAA
HA2
HA3
14
HAS
16
‘HA1.7
HAS
HAS
‘H.1.10
HALAL
DISTRICT RESPONSIBILITIES
The Districtwillmonitor the Contractor’seffortsand account forallwork to
beperformedbyContractorpersonnel.
TheDistrictwillprovideworkingspaceandwillassignworktobedoneona full-time
basisto supportpost-turnoveractivity.
TheDistrictreservestherighttoapproveordisapprovereplacementofkeypersonnel(asdescribedinsectionC.7.1)priortotheirassignmenttoCCWISproject.
TheDistrictwillhavetherighttorequiretheContractortoremoveanypersonnelfromassignmenttothisprojectforfailuretoperformtheirdailyfunctions,asagreedbetweentheDistrictandtheContractor.TheDistrictwillprovidea10-businessdaynoticefortheContractortoworkwiththeresourceonanimprovementplanandifnoimprovementontheagreedimprovementplan,thecontractorPMOwillremovetheresource.
TheDistrictwillmaintainCrystalReportsforFACES,untilsuchtimeastheAgencycantransitiontoanotherBIplatform.
The DistrictwillnotifytheContractorifthegovernance structureof CFSA evolves.
TheDistrictwillmakesubjectmatterexperts(SMEs)availabletoprovidecontentknowledgefromafunctional,businessandtechnicalperspective.
Forkeypersonnel(asdescribedinsectionC.7.1)theDistrictwill,withinfive(5)businessdaysafterreceiptoftheproposedreplacementcandidateresume,contacttheProjectManagertostateifaproposedcandidatehasbeenrejecteduponreviewoftheirresume,andinterviewifapplicable.
The Districtwillprovidelimitedofficespaceand facilitiestotheContractor,as needed.
The Districtwillmanage thecommunication withACF relatedto
CCWISimplementation.
‘TheDistrictwillprovideaSharePointsiteformanagementofprojectdocumentationandcalendar.
DCRL-2023-F-0071ComprehensiveChildWelfareInformationSystem(CCWIS) Page68of69
#H.1.12
HLL.13
H2
H21
H23
H25
26
TheDistrictandtheContractorkeepallinformationrelatingtoanyemployeeorCFSA
oftheDistrictortheContractorinconfidenceandwillnotusetheinformationinconnectionwithanyothermatters;norwillitdiscloseanysuchinformationtoanyotherperson,firmorcorporation,inaccordancewiththeDistrictandfederallawsgoverningtheconfidentialityofrecords.
The Districtwillconductelectronicauditspursuantto Section18of theSCP.
CONTRACTOR RESPONSIBILITIES
The Contractorshallprovideateam ofskilledresourcestomeet theneeds of
thecontract.
TheContractorprojectmanagementteamshallincludequalifiedandexperiencedprojectmanagersthatwillbeabletoprovidereal-timestatusofallactivitiestotheDistrictteam.
TheContractorshallprovideresourcesbasedondirectionofCFSAleadershipincludingprojectmanagement,architecture,design,engineering,systemsecurity,testing,documentation,andconfigurationmanagement.
TheContractorshallmakeallsubmissionson-time,ifthisisnotpossible,theContractorwillprovidetheDistrictaminimumof7-daysadvancenoticethatwillincludeconsequencesandreasonsforthedelay.
TheContractorshallmaketimelypaymentstoanyconsultantsandsubcontractors.
TheContractorshallprovidespace,equipmentandtoolsfortheirteamtoperform
tasksfortheproject.
** END SECTION H **
SECTIONI CLAUSES
See Attachment J.6-Terms and Conditions
** END SECTION I **
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SECTION J ATTACHMENTS
SA LISTING
JAA Thefollowinglistofattachmentsisincorporatedintothecontractbyreference:
Attachment De t
Number rocument
‘GovernmentoftheDistrictofColumbiaStandardContractProvisionsforUsewiththeSuppliesJA andServicesContracts(July2010)availableatwww.ocp.de.govclickon“SolicitationDocuments”
US.DepartmentofLaborWageDeterminationNo.:2015-4281RevisionNo.:27,datedJ2 June30,2023
J3 ScopeofWorkdated6/19/23(6/30/23—10/27/23)
V4 WorkOrder##GVS0235-434536-549249,datedJune19,2023fortheCCWIS/STAANDLetterContract
Js PriceSchedule(6/30/23—10/27/23)
J6 TermsandConditions
WW ‘WaytoWorkAmendmentActof2006-LivingWageNoticeavailableatwww.ocp.de.gov_clickon“SolicitationDocuments”
18 ‘WaytoWorkAmendmentActof2006-LivingWageFactSheetavailableatwww.ocp.de.govclickon“SolicitationDocuments”
I9 MicrosoftCorporation’sResponsetoCFSAQuestionsReferenceVITATermandConditions
J.10 WorkOrder##GVS0235-434536-549249,August28,2023(10/28/23—6/29/24)
Jl RESERVED
Jaz CFSACCWISStaffingWorksheet
S13 ACF TechnicalReview
S14 PersonnelExperience
J.15 CFSACurrentBusinessProcesses
16 DC CFSA DC DataPolicy
SAT TechnicalReferenceFrameworkv2
518 FunctionalReferenceFrameworkv2
**END SECTION J**