Data Migration Specialist Services

ACAN for Data Migration Specialist Services

1. ACAN (Advance Contract Award Notice)

An ACAN is a public notice indicating to the supplier community that a department or agency intends to award a contract for goods, services or construction to a pre-identified supplier, thereby allowing other suppliers to signal their interest in bidding, by submitting a statement of capabilities. If no supplier submits a statement of capabilities that meets the requirements set out in the ACAN, on or before the closing date stated in the ACAN, the contracting officer may then proceed with the award to the pre-identified supplier.

The purpose of this Advance Contract Award Notice (ACAN) is to signal the government's intention to award a contract for these services to CILASI Informatics Inc., 13 Arthur-Rimbaud, Gatineau, Quebec, J9J 2P1. Before awarding a contract, however, the government provides other suppliers with the opportunity to demonstrate that they are capable of satisfying the requirements set out in this Notice, by submitting a statement of capabilities during the fifteen calendar day posting period.

If other potential suppliers submit statements of capabilities during the fifteen calendar day posting period that meet the requirements set out in this ACAN, the government will proceed to a full tendering process on either the government's electronic tendering service or through traditional means, in order to award the contract.

If no other supplier submits, on or before the closing date, a statement of capabilities meeting the requirements set out in the ACAN, a contract will be awarded to the pre-identified supplier.

2. Definition of requirement

The Department of Foreign Affairs, Trade and Development (DFATD) has a requirement for a Data Migration Specialist with extensive experience in large-scale system data migrations involving the data modeling of complex data structures, and the design, planning and execution of the data migration to support the Export Import Controls System II (EICS II) project. The resource must also have extensive experience with the Oracle Siebel CRM data structures, MS SQL database and data structures related to an Export Import Control Systems. Given that the legacy systems and the new EICS II system all deal with strategic goods there is a requirement that the resource have clearance under the Controlled Goods program as well as SECRET security clearance at contract award.

The purpose of the EICS II project is to replace two existing mission-critical legacy systems, EICS (Export Import Controls System) and EXCOL (Export Controls Online), in order to:

• Eliminate the risks the Government faces due to the fact that the legacy systems are based on ageing and obsolete technology, requiring “work arounds” and extensions of lifecycle maintenance agreements on software elements, including security. The aging technology also inhibits implementation of Government policy to move to more recent and secure software platforms.

• Implement a system which is flexible enough to integrate the future business needs of the Government, including the implementation of new trade and other agreements, such as the Comprehensive Economic and Trade Agreement with the European Union and the Arms Trade Treaty. The fragility of the legacy systems makes it extremely risky to implement changes.

The legacy systems EICS and EXCOL process 2000 applications a day for over 3,000 Canadian businesses and individuals, and processes over $40 billion of Canadian commerce annually, thus successfully migrating data from the EICS and EXCOL legacy databases into the new integrated EICS II system is a vital and critical activity of the project.

The work will involve the following:

To complete the design, plan, development and execution of the data migration activities and processes required to migrate the legacy systems into the new EICS II system. This data migration is considered a large-scale migration bringing multiple complex legacy systems into a single EICS II system implemented as a Siebel CRM. Key tasks are (but not limited to):

• Maintain and/or finalize documentation such as data migration process inventory, EICS & EXCOL database tables & columns not being migrated, data migration requirements document, go-live migration steps, Siebel deployment steps and various other complex mappings documents
• Complete the design, documenting, development and implementation of a fully optimized data migration process using Siebel’s EIM, SQL scripts and SSIS packages
• Identify EICS & EXCOL data quality issues and provide data cleansing recommendations to business for resolution and/or action
• Provide data analysis services and SQL script support to various project team members such as the Business team, Design team, Developers, Testers and Business Intelligence team
• For EICS II project change requests (CRs):

• provide estimations on impact and level of efforts as it relates to data migration activities
• implement approved change requests impacting data migration

• Analyze and resolve data migration defects reported in TFS
• Participate in the EICS II dry-run planning and execution
• Perform data migration activities in the deployment of Siebel releases to the various environments (SYSTEST, STAGING etc.)
• Perform DBA activities/tasks in support of EICS II project deployments and environments
• Perform pre & post data migration validation/verification including audit reports with each release, up to and including Go-Live
• Execute Pre-Go live data migrations activities two weeks prior to Go-live
• Execute Go-live data migration activities on Go-live weekend
• Provide post-migration support activities:

• Ensure that the EICS and EXCOL databases remain accessible in case legacy data is required for a fix in EICS-II
• If any, address non-critical exceptions encountered during migration
• If any, address any data issues that may arise as users start using the new EICS-II system
• If required, coordinate data cleansing in the new EICS-II database

Deliverables that will be produced as part of this work:

• Updates to the Data Migration Strategy and Siebel deployment steps, as required

• Four Physical Data Models (E/R diagrams) of the legacy systems:

• EICS Tables and Relationships
• EXCOL Tables and Relationships
• EICS Tables, Columns (with data types and NULL option) and Relationships
• EXCOL Tables, Columns (with data types and NULL option) and Relationships

• An Excel document listing all EICS and EXCOL database table names, columns names and column details

• Individual Excel documents listing mapping details used in the data migration process such as case status mapping, case type mapping, review decision mappings, etc
• Two Logical Data Model (LDM) diagrams of the EICS-II system:

• Entities and Relationships
• Entities, Attributes (with data types) and Relationships

• An Excel document listing all EICS-II LDM entities and attributes with their corresponding mapping to:

• Siebel Base tables and columns
• EICS and EXCOL tables and columns
• Siebel EIM tables and columns
• An Excel document listing the EICS-II Code Table values with mappings to the Legacy systems

• An Excel document of Business Requirements for data migration
• Data Migration Code for migration and verification, residing in:

• SQL Scripts
• Stored Procedures
• SSIS packages

• Configured Siebel EIM tables.
• Configured Siebel EIM Control files (IFB).
• An Excel document that lists an inventory of all the processes and components that are involved/used for data migration.
• Source data for some of the Static Code Tables (Excel spreadsheets referenced by SSIS packages)
• Detailed execution steps of the migration process documenting Pre Go-Live and Go-Live Data Migration Steps
• TFS Data Migration defects are addressed, resolution documented in the ticket and ultimately closed following verification
• Presentations, as required
• Weekly Status Reports and attendance to weekly progress review meetings

For all deliverables, the resource will have to provide knowledge transfer to DFATD employees involved in the development, maintenance and support of the EICS II system. All documentation above is to be provided in Microsoft Word/PowerPoint/Excel or.pdf format.

3. Criteria for assessment of the Statement of Capabilities: Minimum Essential Requirements

Any interested supplier must demonstrate by way of a statement of capabilities that it meets the following requirements:

Clearance

• The proposed resource must have a valid Government of Canada secret clearance or higher at bid closing.
• The proposed resource must hold a current, valid clearance under the Controlled Goods Program at bid closing

  Experience

• The proposed resource must have a minimum of 10 years of experience planning, designing and developing data migration processes with a minimum of 5 years of experience for a large-scale* data migration

  *Large-scale is defined as the migration of data from four or more legacy systems into one single Siebel CRM application involving the migration of more than 50 million records as part of a project with a value over $25M.

• The proposed resource must have a minimum of 20 years of experience as a Data Modeller with a minimum 7 years specifically with an Oracle Siebel CRM using Microsoft SQL Server 2008 or above.
• The proposed resource must have a minimum of 10 years of experience in performing data migration activities with a minimum 5 years specifically with an Oracle Siebel CRM using Microsoft SQL server 2008 or above.
• The proposed resource must have a minimum resource must have a minimum of 5 years of experience in the design, development, maintenance of data migration processes using Siebel Enterprise Integration Manager (EIM), SQL scripts and SQL Server Integration Services (SSIS) using SSDT-BI Tools.
• The proposed resource must have a minimum of 15 years of experience with Siebel 7.5 and above.
• The proposed resource must have a minimum of 10 years of experience using Siebel Tools.
• The resource must have a minimum of 5 years of experience designing and maintaining a Siebel database for an Export and/or Import Control System application for the Government of Canada.
• The resource must have a minimum of 5 years’ experience with the legacy data contained within DFATD’s EICS and EXCOL applications.
• The proposed resource must have a minimum of 5 years of experience using Team Foundation Server (TFS) for defect tracking of bugs/issues and version control.
• The proposed resource must have a minimum of 5 years of experience using the requirements management tool Blueprint.

4. Applicability of trade agreements to the procurement  This procurement is subject to the following trade agreement(s):

• Canadian Free Trade Agreement (CFTA)

• World Trade Organization - Agreement on Government Procurement (WTO-AGP)

• North American Free Trade Agreement (NAFTA)

5. Justification for the Pre-Identified Supplier

The CILASI Informatics Inc. is capable of providing the exact experience, technical knowledge and expertise required by the EICS II project to perform the data migration work in the timeframe required. The pre-identified supplier has over 20 years’ experience in data modeling, over 15 years’ experience with the Oracle Siebel CRM, the required experience and knowledge in the design, planning, development and execution of large-scale data migrations and has very strong technical knowledge and experience in all other requirements. Additionally, the resource has a valid SECRET clearance and clearance for the Controlled Goods Program which is mandatory at contract award.

6. Government contracts Regulations Exception(s)

The following exception(s) to the Government Contracts Regulations is invoked for this procurement under subsection;

D - Only one person is capable of performing the contract.

7. Exclusions and/or Limited Tendering Reasons

The following exclusion and/or limited tendering reasons are invoked under:

• Canadian Free Trade Agreement (CFTA) – Article 513 1. (b) (iii)
• World Trade Organization - Agreement on Government Procurement (WTO-AGP) – Article XV: 1. (d)
• North American Free Trade Agreement (NAFTA) – Article1016 – 2. (d)

8. Period of the proposed Contract

The proposed contract is for an initial period from 24 July to March 31, 2019 and one (1) option period from April 1, 2019 to March 31, 2020.

9. Cost estimate of the proposed contract

The estimated value of the contract, including option(s), is $657,000.00 (HST extra).

10. Name and address of the pre-identified supplier: 

Name: CILASI Informatics Inc.
Address: 13 Arthur-Rimbaud, Gatineau, Quebec, J9J 2P1

11. Suppliers' right to submit a statement of capabilities

Suppliers who consider themselves fully qualified and available to provide the services described in this ACAN, may submit a statement of capabilities in writing to the contact person identified in this notice on or before the closing date of this Notice. The statement of capabilities must clearly demonstrate how the supplier meets the advertised requirements.

12. The closing date for a submission of a statement of capabilities

The closing date for a submission of a statement of capabilities is: July 20^th, 2017 at 2:00 PM

13. Inquiries and submission of statements of capabilities

Inquiries and statements of capabilities are to be directed to: 

Name: Valérie Nguyen

Position: Team Leader, Domestic Procurement Operations

Address: 200 Promenade du Portage, Gatineau, QC K1A 0G4

Telephone: 343-203-1301

Electronic Mail Address: Valerie.Nguyen@international.gc.ca