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Page 1 of 20 GSA/OP/01/17 “General ICT Support to GSA” LOT1 – “General IT Services Support” ANNEX I.D.1 to the Tender Specifications Technical Terms of Reference
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GSA/OP/01/17 “General ICT Support to GSA”
LOT1 – “General IT Services Support”
ANNEX I.D.1 to the Tender Specifications Technical Terms of Reference
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Table of Contents
I. Acronyms and abbreviations .......................................................................................................... 4
II. Purpose of Lot 1 .............................................................................................................................. 5
III. Description of GSA IT Infrastructure ........................................................................................... 5
A. Sites ............................................................................................................................................. 5
B. Technology .................................................................................................................................. 6
IV. General requirements ................................................................................................................. 7
A. Specific Contract award process ................................................................................................. 7
B. ICT specialist - general conditions ............................................................................................... 7
C. ICT specialist – procedure to request ......................................................................................... 8
D. ICT Specialist profiles .................................................................................................................. 8
E. ICT Specialist for GSA Sits in FR/UK ........................................................................................... 10
F. Allocated Specialist - continuous skillset development ............................................................ 10
G. Personal data protection management .................................................................................... 10
V. Services description ...................................................................................................................... 11
A. General ICT Services .................................................................................................................. 11
TASK 1. Contract Management .............................................................................................. 11
a) Scope ................................................................................................................................. 11
b) Deliverables ....................................................................................................................... 12
c) Price Conditions ................................................................................................................ 12
TASK 2. Minor HW/SW purchasing service ............................................................................ 12
a) Scope ................................................................................................................................. 12
b) Deliverables ....................................................................................................................... 13
c) Price Conditions ................................................................................................................ 13
TASK 3. Minor HW/SW leasing service .................................................................................. 13
a) Scope ................................................................................................................................. 14
b) Deliverables ....................................................................................................................... 14
c) Price Conditions ................................................................................................................ 14
TASK 4. SW Licenses purchasing service ................................................................................ 15
a) Scope ................................................................................................................................. 15
b) Deliverables ....................................................................................................................... 15
c) Price Conditions ................................................................................................................ 15
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TASK 5. Offsite backup storage .............................................................................................. 15
a) Scope ................................................................................................................................. 15
b) Deliverables ....................................................................................................................... 16
c) Price Conditions ................................................................................................................ 16
B. Specific ICT Services .................................................................................................................. 16
TASK 6. ICT Technical Consultancy ......................................................................................... 16
a) Scope ................................................................................................................................. 16
b) Deliverables ....................................................................................................................... 16
c) Price Conditions ................................................................................................................ 16
TASK 7. Full-scope ICT Project delivery .................................................................................. 16
a) Purpose and Scope ............................................................................................................ 16
b) Deliverables ....................................................................................................................... 17
c) Price Conditions ................................................................................................................ 17
TASK 8. On-call Standby support (remote/on-site) service ................................................... 17
a) Service initiation................................................................................................................ 17
b) Purpose ............................................................................................................................. 17
c) Scope ................................................................................................................................. 18
d) Availability ......................................................................................................................... 18
e) Activation and reaction times ........................................................................................... 18
f) Deliverables ....................................................................................................................... 18
g) Price Conditions ................................................................................................................ 18
TASK 9. GSA Portfolio takeover .............................................................................................. 19
a) Scope ................................................................................................................................. 19
b) Deliverables ....................................................................................................................... 19
c) Price conditions ................................................................................................................. 19
VI. Milestones and deliverables ..................................................................................................... 19
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I. Acronyms and abbreviations
FWC Framework Contract SC Specific Contract EGNOS European Geostationary Navigation Overlay Service EUCI European Union Classified Information GRC Galileo Reference Centre GSC Galileo Service Centre GSMC Galileo Security Monitoring Centre HW Hardware MCP Microsoft Certified Professional MCSA Microsoft Certified System Administrator MCSD Microsoft Certified Desktop Support Technician MCTC Microsoft Certified Training Centre PA Project Administrator PSC Personal Security Clearance SME Subject Matter Expert SSL Secure Socket Layer SW Software TMG Threat Management Gateway VPN Virtual Private Network OTC Over-the-counter
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II. Purpose of Lot 1
The objective of this call for tenders is to establish a contractual framework for the provision of services in the areas of:
IT User support
IT Systems and Software Training
IT Systems maintenance
IT Systems administration and configuration
IT Systems design and planning
IT Systems testing and evaluation
IT Systems analysis
IT Project management
IT Security
IT Systems documentation and content management
Task 6 shall cover information and communication systems operated by the GSA, including those processing EU classified information up to the level RESTREINT UE/EU RESTRICTED. All the other tasks, cover all the information and communication systems operated by the GSA only up to level EU UNCLASSIFIED.
The contractor must be proficient in the core technologies used by the GSA and the expertise must be supported by the relevant certifications issued by the software or hardware vendors. Whenever technically possible and financially favourable, the contractor shall be directly involved in all new developments and changes of the GSA’s information and communication systems.
The specific tasks will be achieved via the execution of specific contracts.
III. Description of GSA IT Infrastructure
A. Sites
The Agency operates in following geographical locations:
• PRAGUE, Czech Republic GSA Headquarters
Main technology centre with core IT infrastructure
• Saint-Germain-en-Laye, France GSA GSMC site
Operational subset of IT infrastructure. Site topology sufficient for independent operations of
core IT services.
• Swanwick, United Kingdom GSA GSMC site
Main backup and disaster recovery site.
• Toulouse, France GSA EGNOS
Operational subset of IT infrastructure
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• Madrid, Spain GSA GSC
Operational subset of IT infrastructure
• Haag, Netherlands GSA GRC
Operational subset of IT infrastructure
In the future other sites located within Europe may become operational.
B. Technology
The core technologies of the GSA are based on Microsoft, Dell EMC and Cisco:
Server Hardware
Dell, HP, IBM x86 servers
Cisco x86 Blade servers
Dell EMC VNX Storage
Dell EMC Data Domains
Network Hardware
Cisco Catalyst switches
Cisco Nexus switches
Cisco Fabric Interconnect
Cisco ASA Firewalls
Netasq VPN Encryptors and related software products
Polycom
Back office
Microsoft Windows Server 2008 R2, 2012 R2, 2016
Microsoft Active Directory
Microsoft SQL Server 2008, 2012, 2014
Microsoft Exchange 2010, 2013, 2016
Microsoft SharePoint 2010, 2013
K2 BlackPearl
Microsoft Lync 2013
System Centre Configuration Manager 2012 R2
System Centre Operations Manager 2012 R2
System Centre Service Manager 2012 R2
System Centre Virtual machine Manager 2012 R2, 2016
System Centre Data Protection Manager 2012 R2
Microsoft Certificate services
Microsoft Threat Management Gateway 2010
Microsoft Azure Cloud
Symantec Antivirus
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McAfee Antivirus
Front Office
Windows 7, 8, 10
Office 2013
Lync 2013
Polycom Video Conference
Windows Phone 8, 10
Apple iPhone / iPad
Other Technology
Netasq
Netgear
Polycom Desk phones
NOTE: The software versions listed are the versions currently utilised by the GSA, the Framework Service Contract covers current versions and all future evolutions of the systems.
IV. General requirements
A. Specific Contract award process
The present Contract shall be implemented through specific contracts, according to the procedure defined in Art. I.3 of the FWC(Annex II to the Invitation to Tender).
When the specific contract is for provision of services at GSA premises, the GSA shall have the right to interview contractor’s experts proposed to be made available as described below in section IV B and C.
B. ICT specialist - general conditions
Each specialist offered by the contractor must be first confirmed by GSA internal interview, which may also include a written test. In specific cases (i.e. User Trainer) level of English or presentation skills may also be tested.
The GSA may decide to accept specialist without the specified credentials, under the condition that the contractor guarantees to upgrade the missing skill or certification within the first quarter of the SC duration. As example, if GSA chooses to accept a “System Administrator – Senior” profile without required certification (i.e. one exam missing) in Specific Contract for one year, the contractor must guarantee the specialist will upgrade his skillset according to the requirement within the first three months of the allocation to GSA.
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C. ICT specialist – procedure to request
The GSA shall send request to Contractor with indication of required specialist
profile, and required starting date. This notice period shall be maximum 30 working
days.
Contractor shall propose a candidate, if the candidate never worked for the GSA, the
proposal must be accompanied with a CV and a slot for an interview (in Prague GSA
HQ or by phone).
Upon agreement form GSA, the candidate shall be ready to start working within 14
working days.
D. ICT Specialist profiles
The Contractor must be able to provide specialist with the following profiles, to any of the sites mentioned in section 2.1 (or other sites within Europe that may be requested in the future) upon request of the GSA:
# PROFILE REQUIREMENTS
1 Helpdesk Operator – Junior Minimum 1 year helpdesk experience with 1st level of support
MCP or equivalent3 certification for any of the following client Operating Systems: Windows 7,8,10.
2 Helpdesk Operator – Senior Minimum 3 years helpdesk experience with 1st or 2nd level of support
MCP for 1 client OS and one server OS, or equivalent1 certification. Proven training for MS Office administration.
3 Helpdesk Operator – Junior FRANCE
Minimum 1 year helpdesk experience
MCP or equivalent1 certification for any of the following client Operating Systems: Windows 7,8,10.
4 Helpdesk Operator – Senior FRANCE
Minimum 3 years helpdesk experience with 1st or 2nd level of support
MCP for 1 client OS and one server OS, or equivalent1 certification. Proven training for MS Office administration.
5 System Administrator - Junior
Minimum 3 years sysadmin experience with 2nd or 3rd level of support
MCSA or equivalent1 certification.
6 System Administrator - Senior
Minimum 5 years sysadmin experience with 2nd or 3rd level of support
MCSE or equivalent1 certification.
MCP for one architect exam (Exchange, SQL,
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SharePoint, etc.)
7 System Administrator – Junior
FRANCE
Minimum 3 years sysadmin experience with 2nd or 3rd level of support
MCSA or equivalent1 certification.
8 Webmaster, Content Editor Minimum 2 years SME experience with strong focus on SharePoint. K2 an asset.
9 System Architect Minimum 5 years SME experience with focus on the specific requested field of expertise
MCP for architecture of the specific system requested
10 Test Engineer Minimum 2 years SME experience
11 Network Specialist Minimum 3 years SME experience
CCNP Certification or equivalent1
12 IT Security Specialist Minimum 4 years SME experience
CompTIA, CEH, or equivalent1 certification
Proven experience with IT Security audits
13 Project Manager Minimum 5 years SME experience
Prince II, SCRUM, or other PA certification path
14 Software Developer Minimum 3 years SME experience
MCSD or equivalent1 certification
Throughout knowledge.Net, HTML, JavaScript, PowerShell, CSS, XML, K2, or other language as required by the SC
Strong orientation on SharePoint development
15 System Specialist Minimum 3 years SME experience
MCP or equivalent1 for the specific system requested
16 User Trainer Minimum 3 years SME experience
Excellent command of English language
17 Technical Writer Minimum 2 years SME experience
Excellent command of written English language
18 IS Lead Implementer Information Security IT Lead Implementer Certified or
Proven track of leading ISO certification process within organization
19 IT Procurement support Proven knowledge of EU procurement regulatory framework
To be acquainted with the SW licenses procurement specifics
1 Equivalent to be evaluated and determined by the GSA IT Department
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E. ICT Specialist for GSA Sits in FR/UK
Following rules apply:
• The minimum specific contract assignment length shall be 12 months
• The specialist hired under this profile will not receive any additional travel or housing
reimbursement. It is foreseen for such specialist to be hired on the local market.
• When specialist allocated to FR/UK is required to travel on official mission, it will be
covered by GSA Rules for Mission Reimbursement
F. Allocated Specialist - continuous skillset development
The contractor must guarantee to the GSA a continuous skillset development of human resources allocated to GSA for medium or long term period. It shall be guaranteed for each specialist to have at minimum 7 days of professional training in a year. This must be certified training (MCTC, CISCO Academy, etc.) led by a certified trainer.
The exact subject of the training shall fall into professional scope of the specialist, and must be to the benefit of job position, allocated to the specialist in the GSA. GSA and the contractor must agree on the training before it is commenced.
The cost incurred for the training, shall be borne by the contractor. The GSA will relieve the specialist off duty, for the duration of the training. This time is considered “not worked” for the GSA, and will not be paid.
G. Personal data protection management
Attention is drawn to the articles I.19 and II.6 of the draft FWC, the applicable declarations on confidentiality, absence of conflict of interest and personal data protection management (templates annexed to the FWC) and section 2.3.9.6 of the Tender Specifications. Regarding the personal data protection management (in the sense of Regulation (EC) No 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data2), the Contractor:
2 Or any legislative act amending, repealing or replacing this Regulation 45/2001.
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(i) is considered the data processor;
(ii) shall guarantee to the GSA a continuous scrupulous personal data management throughout the FWC at minimum in terms of:
Contractor’s staff’s awareness – including regular trainings provided,
Contractor’s staff’s documented commitment (ref: Annex II.IV and Annex II.IV of the draft FWC);
(iii) Contractor’s obligation of ex ante notifying the GSA of any new personal data processing operation that the Contractor envisages to undertake or detects as needed to be undertaken under FWC/ any SC;
(iv) Take at any time specific care of security of personal data processing and processing of personal data on behalf of controller (in sense of the Regulation 45/2001).
V. Services description
A. General ICT Services
TASK 1. CONTRACT MANAGEMENT
a) Scope
The contractor shall provide on a request of the Agency:
A contract manager and a deputy that will ensure continuous and sound contract management, throughout the duration of the life of the framework contract.
These persons shall perform as a minimum the following duties:
• Manage the framework contract, its specific contracts and deliverables
• Assign an ad hoc project teams and provide the GSA with the team
composition and contact details
• Arrange the proper execution of all the project tasks
• Monitor and maintain proper knowledge level and career development
as laid down in article IV.E. Of this document.
• Manage its resources allocated to the project, monitor and document
the use of resources
• Monitor and report on the use of the “Provisional amounts for
unplanned work” allocated to the specific contracts
• Be proactive and prevent any risks related to the correct functionality of
all supported systems by informing the GSA counterparts whenever a
risk is identified
• Guarantee and report on sound financial management of allocated
resources
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• Ensure all communication with GSA, in particular regarding the
organisation of work and any changes and exceptions that may happen
during the project execution; inform GSA in advance (at least 5 working
days) of any actions or resources required to assist the Contractor
• Chair project and contract meetings
• Draft minutes of all the meetings, submit them for GSA comments
and/or approval within 3 working days so that the final meeting minutes
are available 5 working days after the meeting
• Draft project documentation if required
• Monitor mission costs of the specialists working for the GSA and collect
the necessary evidence for the purpose of reimbursement of these costs
where applicable
• Create monthly reports covering the execution of all running specific
contracts and providing lists of all activities and products delivered to
the GSA over the respective time period; any invoicing to the GSA can be
done only on the basis of these reports approved by the GSA
• Adopt to reporting tools and templates where provided by GSA, in order
to align with an existing GSA policies and procedures
b) Deliverables
The delivered services as described under scope. Monthly reports in format and scope agreed upon the signature of first SC.
c) Price Conditions
The contract management service shall be offered as a firm fixed price for a period of one month (see GSA-OP-01-17-Annex-I.D.LOT1).
TASK 2. MINOR HW/SW PURCHASING SERVICE
a) Scope
Text Upon request, the Contractor shall provide an ad-hoc service for the purchase of:
• ICT material
• Supplies
• SSL certificates
• Services either for unexpected use, or in situations that the services are
available only via online payments.
This applies to individual items of value less than 5000 EUR. The typical items to be purchased are spare parts or items available only from Internet online transactions, like SSL certificates, software utilities, hard disks, memory, supplies and accessories (namely toner cartridges), cables etc. or services like
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a repair of a broken device out of warranty, payment to a specialised technician coming to GSA premises etc.
These purchases must be explicitly authorised by the GSA on a case-by-case basis. The process is as follows:
1) The GSA shall initiate the purchase, by sending details on the required
items as appropriate – description, specification, price range, required
delivery date to the contractor, number of offers to be obtained.
2) The contractor shall verify the details, obtain the offer/s from potential
supplier/s and send it to the Agency within 10 days after receipt of the
request, unless otherwise specified in the request.
3) The GSA approves the purchase through an email from Agency’s
representative.
4) The Contractor executes the purchase
5) The GSA confirms the reception of HW/SW, this closes the process
The Contractor shall also handle all activities related to warranty, repair, return and replacements of such materials and supplies purchased for the GSA. No handling fees or price mark-ups shall be charged for these purchases (this activity shall be included in the basic service price).
In order to allow for more flexibility in handling urgent support needs (urgent missions, unforeseen work, purchases and leases) under the Basic service, a provisional amount of money may be allocated for this purpose via a specific contract without a link to a specific task or project.
In average 1 purchase actions per quarter, with no more than 5 items is expected to be handled.
b) Deliverables
Procured items shall be delivered directly to GSA location identified in the initial request. Delivery receipt, or other document including the actual price of the purchase along with the warranty documentation, if such exist, shall also be delivered.
The purchase shall be listed in monthly report.
c) Price Conditions
The HW/SW purchasing services hall be offered as a fixed price for a period of one month (see GSA-OP-01-17-Annex-I.G.LOT1).
The price of the purchased under this task items shall be reimbursed to the contractor based on an invoice, proof of payment effected, and delivery receipt, signed by the Agency.
TASK 3. MINOR HW/SW LEASING SERVICE
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a) Scope
Upon request, the Contractor shall provide a leasing service requested by the GSA. As example if a specific HW is required for limited amount of time (weeks, months) the Contractor shall provide full scope service, and deliver required HW to GSA. This applies to individual assignment of value less than 5000 EUR.
Such lease must be explicitly authorised by GSA on a case-by-case basis. The process is as follows:
1) GSA will initiate the required leasing service request, by sending details
to the contractor
2) Contractor verifies the details and price quote.
3) If the price quote is different from the request, the quote is forwarded
to GSA for approval.
4) GSA approves the leasing service
5) Contractor executes the lease
6) GSA confirms the reception of the service, this closes the process
The Contractor shall handle all activities related to transport, warranty, repair, return and replacements of such materials leased on behalf of the GSA. The full price of the lease, along with the expenses incurred in relation to this procedure shall be reimbursed to the Contractor. Detailed worksheet for such expanses must be provided to the GSA, with all available proofs (receipts, etc.)
In order to allow for more flexibility in handling urgent support needs (urgent missions, unforeseen work, purchases and leases) under the Basic service, a provisional amount of money may be allocated for this purpose via a specific contract without a link to a specific task or project.
This is an exceptional service, and it is expected to be activated only in exceptional circumstances. Only few such actions per the duration of the contract are foreseen.
b) Deliverables
Leased items shall be delivered directly to GSA location identified in the initial request. Delivery receipt, or other document including the actual price of the lease, shall be included.
The lease shall be listed in monthly report.
c) Price Conditions
Text The HW/SW leasing service shall be offered as a fixed price for a period of one month (see GSA-OP-01-17-Annex-I.G.LOT1).
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The price of the purchased under this task items shall be reimbursed to the contractor based on an invoice, proof of payment effected, and delivery receipt, signed by the Agency.
TASK 4. SW LICENSES PURCHASING SERVICE
a) Scope
The Contractor shall provide support in the purchase of software licenses needed for the GSMC operation – identification of potential supplier, drafting the procurement documentation in line with the provision of the Financial Regulation, provision of support in the procurement procedure conduct - launch, sending of invitation to the pre-defined bidder/s, handling of Q/A session, support in the evaluation of the received bids and preparation of the follow-up orders/contracts.
The individual items could be of a value above 5000 EUR. The resulting contracts for the procurement of the SW licenses shall be signed by the GSA.
The typical items to be purchased are various OTC Software licenses.
b) Deliverables
Text Deliverables shall be defined in the ToR to the specific contract, including but not limited to draft requests for quotation, justifications of a single source situation existence, draft orders/contracts, monthly report on the activities performed, substantiated by time-sheets, indicating as a minimum the particular assignment, the expert name and the date/s on with the service was performed .
c) Price Conditions
The SW licenses purchasing services price shall be based on a day rate for the expert to be made available for the assignment (expert ICT procurement) (see GSA-OP-01-17-Annex-I.G.LOT1).
TASK 5. OFFSITE BACKUP STORAGE
a) Scope
The contractor shall provide an off-site backup storage with rotation scheme. Following conditions must be met:
• backup media sets shall be collected from GSA offices (normally in
Prague but it should be possible also in Saint-Germain-en-Laye, France,
and Swanwick, United Kingdom) on regular basis (frequency 1x, 2x, 3x,
4x or 5x a week)
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• the exact location(s), frequency and number of media sets will be
determined in the specific contracts
• backup media sets shall be stored in secure and environmentally
controlled conditions
• there shall be a rigorous chain-of-custody and audit trail, both in transit
and when the media sets are stored
The GSA shall have the right to locate and request the delivery of a specific media set at any time, day or night, and any day of the year following the predefined procedure and authorization.
b) Deliverables
Deliver required service and list this service in the monthly report.
c) Price Conditions
This service will be paid for according to the GSA-OP-01-17-Annex-I.G.LOT1, article IV, “Offsite Backup storage”.
B. Specific ICT Services
TASK 6. ICT TECHNICAL CONSULTANCY
a) Scope
The Contractor shall make available an IT subject matter expert (SME) for provision of consultancy services. The qualification of the SME shall comply with the profile descriptions as described in section V.C hereto. Based on the requirement the contractor will be assigned for full/partial/period of time. The length of the assignment will be defined in the SC.
b) Deliverables
Deliver required service and provide on-time dully filed timesheets for the signature of GSA contract manager.
c) Price Conditions
The ICT consultancy service shall be offered as a man-day rate for the profiles specified in section xx (see GSA-OP-01-17-Annex-I.G.LOT1). Only the services really rendered, as evidenced by time sheets submitted, shall be paid.
TASK 7. FULL-SCOPE ICT PROJECT DELIVERY
a) Purpose and Scope
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The purpose of the service is to deliver, when required by SC task, full scope IT project, from the analysis and design, to implementation, training, documentation, etc. as required by the GSA IT.
It is understood, the full scale project will involve establishment of a team including all necessary profiles composition, in order to successfully deliver the required project. As an example following profiles can be foreseen to participate in single full scale project:
• Project Manager
• System Architect
• System Specialist
• Test Engineer
• Document writer
• User Trainer
Such projects will be delivered in close cooperation with GSA IT Development Team, and shall be executed in accordance with an agreed methodology (Prince2, SCRUM, PM2, etc.)
b) Deliverables
Full scope IT project as defined in requirements, including documentation and other fundamental project elements as further detailed in the Specific Contract.
c) Price Conditions
In its specific contract offer the contractor shall provide justified estimation of the man-days needed for the different profiles for each phase of the project. The Agency shall asses the estimation provided and when it is considered acceptable shall issue a specific contract for the project at a fixed price. Alternatively, the Agency may request further justification / revision of the offer submitted.
TASK 8. ON-CALL STANDBY SUPPORT (REMOTE/ON-SITE3) SERVICE
a) Service initiation
When required, this service shall be initiated by a task in specific contract. Details about areas covered, and detailed scope shall be part of this task description.
b) Purpose
The purpose of the service is remedy of anomalies on GSA systems requiring immediate or rather quick action, and therefore only senior personnel with
3 Only in GSA Prague HQ
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sufficient working experience will be involved in this task. The specialist profile provisions of the Article V. C. shall apply.
c) Scope
The Contractor shall be capable to provide on-call standby support of ICT Specialists for the below mentioned Critical systems, given such task has been anchored in a specific contract. The exact profiles required shall be described within a task description of Specific Contract. Travel to other GSA sites will not be required for the standby service.
• Cisco Network, Firewalls, Switches, Wi-Fi hotspots and other
network infrastructure equipment
• Dell EMC storage systems
• Microsoft Exchange infrastructure
• Microsoft SharePoint infrastructure
• Microsoft Lync infrastructure
• Microsoft TMG
d) Availability
The On-Call Stand-By shall be available between 08:00 and 18:00, Monday to Friday, unless specified otherwise within task description of specific contract.
e) Activation and reaction times
The service shall be activated by GSA authorised personnel contacting any of the following4:
• Contractor dedicated on-Call phone number
• Contract manager
• Deputy contract manager
• Contractor dedicated email address
The desired availability times are:
Availability on remote access: 1 hour Availability on-site in GSA Prague HQ: 3 hours
f) Deliverables
Deliver required service and list this service in the monthly report.
g) Price Conditions
This service will be paid for in the following manner:
4 Precise contact procedure and details shall be detailed in Specific Contract
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• Monthly fixed fee for On-Call Stand-By duty service upkeep
• Ad-hoc payment for an activated specialist.
TASK 9. GSA PORTFOLIO TAKEOVER
a) Scope
The Contractor must be ready to launch a technology takeover phase no later than 2 weeks after signature of the Framework Contract. This phase is designed to adopt running projects and existing in-place procedures from the former Contractor, and must guarantee seamless and takeover with zero or minimal (outside of working hours) impact on core GSA IT Services. This takeover shall not take longer than 30 calendar days.
b) Deliverables
Deliver required service and list this service in the monthly report. Detailed protocol of the system and technology condition is also foreseen as a follow-up of this task.
c) Price conditions
The details and fixed price of this task is to be determined and described in the Specific Contract. The GSA shall issue a specific contract, covering all technology scopes that have to be taken over, shortly after the signature of the FWC. Initiation of this task is on the discretion of the GSA.
VI. Milestones and deliverables
The intermediate and final outputs and deliverables during the execution of the framework contract through specific contracts shall include (to be further detailed in the specific contract):
• Relevant progress reports (monthly, quarterly, ad hoc, close-out) as defined in relevant
specific contract,
• Timesheets for relevant tasks in Specific Contract
• Deliverables acceptance sheets duly dated and signed by the contractor and the Contracting
Authority’s project officer,
• Ad-hoc technical reports,
• Meeting minutes.
Unless otherwise specified by the GSA, the contractor shall deliver 1 (one) electronic copy of each deliverable with all relevant data, including the presentations done during the meetings. The intermediate and final outputs and deliverables for the interim and final payment (e.g. progress report/final report, preparation of articles, leaflets, delivery of on-site support, ad-hoc presentations, etc.) will be required at the level of specific contracts. The corresponding submission timelines, volume, detailed tasks will also be described at the level of each Specific Contract Terms of Reference.
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The language in which the deliverable (including all reports and software) is to be submitted is English, unless otherwise specified by the GSA.
The GSA will have 30 (thirty) calendar days from receipt of the deliverables to approve or reject them in full or in part. The contractor will have 15 (fifteen) calendar days to submit additional information / another report /clarifications upon reception of the comments and/or request for clarification from the GSA.
Results of the activities performed under the framework contract may be published or released by the GSA to third parties. For this purpose, the contractor must ensure that there are no restrictions based on confidentiality and/or intellectual property rights imposed by third parties. Should the contractor intend to use study data that cannot be published, such limitation must be explicitly mentioned in the offer.
The GSA may also ask contractor to submit relevant reporting in form of electronic records in already established reporting tools at disposal in GSA. This may be task specific, and shall be detailed in Specific Contract.
