Agency Employ & Econ Development Dept

Contractor Document Access Systems

SWIFT Contract Number b42342

Project Name FileNet Upgrade

Project Number (if applicable) {Empty}

Summarize purpose of the contract, including why it was necessary: 1.0 IBM/FileNet System Discovery, Design & Project Coordination
2.0 IBM/FileNet P8 4.5 UI Development System Installation
3.0 IBM/FileNet P8 4.5 UI Greenfield (Disaster Recovery) System Installation
4.0 IBM/FileNet P8 4.5 UI Acceptance System
5.0 IBM/FileNet P8 4.5 UI NEW PROD (Production) System Installation
6.0 Implementation of required repositories, object stores, document classes, custom properties, templates, security policies, etc. for each of the installed systems
7.0 Custom UI Application Migration Discovery and Design
8.0 Mentoring and Troubleshooting
This vendor was needed as our current staff did not have these skills.

Project Duration

Start Date Mon, 04/12/2010 - 00:00

Original end date Sat, 10/30/2010 - 00:00

Actual end date Thu, 06/30/2011 - 00:00

Did project finish on time? Yes

Total billable hours utilized (if applicable) {Empty}

Contract Amounts

Original contract: $112785

Amendments $16000

Contract total $128785

Did project finish within budget? Yes

What was the funding source? federal

Is this a sole source contract? Yes

If this was a single source contract, explain why the agency determined there was only a single source for the services (if applicable) There are few vendors who are qualified to provide the expert FileNet installation services as required by FileNet in order to receive support. A contract was in place for IBM to deliver these services. Over the past few months it has become clear that IBM is not dedicated to understanding the needs of this agency in providing best practices to meet our deadlines, or in planning the work and assets necessary to complete the upgrade. IBM continues to increase the costs associated with the work (requiring amendments) or decreasing scope to stay within budget. DEED feels it is not in the best interest of the agency to continue with IBM as a vendor for this contract. DEED is seeking to engage the only other vendor we are aware of that has the depth and breadth of experience to come in at this critical point in the project to keep us on track. Document Access Systems has, in one preliminary phone conference, provided DEED with more insight and suggestions for accomplishing the work than IBM has over the past two months. While it is a risk to introduce a new vendor for the upgrade at this point in the project, we feel the benefits outweigh the risk. The project has launched and our schedule is in jeopardy if we cannot secure a FileNet vendor with the right skills in a timely manner. DEED does not feel there would be significant positive impact to going out to bid for this work based on the number of qualified vendors and the aggressive project timeline.

This vendor also brings proprietary tools allowing DEED to move through a P8 3.5 to P8 4.5 migration faster. This will be important due to the tight timeline.

Evaluator Name Thomas Schaeffer

Evaluator Email Address thomas.schaeffer@state.mn.us

Evaluate the contractor's timeliness The contractor PM and technical resource were not as timely as we would have liked in returning emails or phone calls during their part of the project. The technical resource could not be counted on to arrive on time. Invoices and receipts were often late as well.

Evaluate the contractor's quality The technical resource's quality wavered between satisfactory and less than satisfactory. The resource did not give our team the feeling he was totally knowledgeable about the processes he was hired to complete.

Evaluate the contractor's cost Contractor's cost was acceptable.

Evaluate the contractor's overall performance Overall, we were not terribly satisfied with the work done by the contractor that was on site or the other members of the contractor's team assigned to work with us remotely.

Would you engage the contractor's services again? No

Describe any negative action taken during the duration of this contract (i.e., termination, pursuit of suspension, etc.): More than the expected number of calls/emails had to be made to the contractor's PM to clarify tasks, schedules and invoices.

Please rate the overall experience with the contractor 2 - dissatisfied