Microsoft 365 Data Migration Project

Statement of Work Microsoft 365 Project 1. Background Strategic Weapons Facility Pacific (SWFPAC) currently supports a legacy Microsoft Access 2003 database identified as mission-critical and in need of immediate migration. This system serves as a warehouse and inventory management solution tracking defined storage locations, personnel assignments, and two distinct categories of inventory. SWFPAC requires professional services to facilitate the migration of mission-critical data from the Access legacy database to Flank Speed, ensuring compatibility and interoperability with the Navy enterprise with minimal disruption to SWFPAC operations. 2. Scope of Work The vendor shall provide all necessary personnel, expertise, and services to design and build an application compatible with the Navy�s Microsoft 365 platform (often referred to ask �Flank Speed�) to facilitate the migration of data from an existing Microsoft Access 2003 database to Flank Speed. The final product will utilize SharePoint Online (SPO) as the primary data repository and Microsoft Power Platform (Power Apps and Power Automate) for user interfaces, relational workflows, and automated document generation. 2.1 Vendor Competency Requirements Interested vendors must provide documented evidence of successful past performance and technical competency in designing, deploying, and supporting migrations from legacy Microsoft Access systems to Microsoft 365/Power Platform environments. 2.2 Data Architecture, Test Environment, & Migration Support Due to data security protocols, the vendor will not be provided access to live data. Instead of dictating a rigid target architecture, the Government requires the vendor to evaluate the legacy Access 2003 database structure and propose an optimized target architecture. The vendor�s proposed data schema must successfully manage and relate the following core situational entities (encompassing datasets that range from <500 up to 3,000 records): Warehouse Locations (Racks/Lockers) Defined physical locations that can be assigned inventory, and subsequently assigned/issued to specific personnel. Personnel Assignments Tracking individuals assigned to specific racks, lockers, or individual pieces of equipment (handling check-in, check-out, and return states). General Gear Inventory Non-serialized bulk items categorized and inventoried by aggregates (tracking total quantities, quantities assigned out, and available quantities remaining). Serialized Gear Inventory Individually tracked items where inventory, historical status, and assignments are maintained by individual unit (serial number), distinctly from general gear. The Vendor is expected to design and implement the most efficient, scalable SPO data schema necessary to deliver a fully functional solution handling these relationships, which may include core tables, lookup lists, workflow state management, and archives. The architecture must support full data lifecycle management, ensuring that inactive core records (e.g., separated personnel, retired inventory) can be archived and removed from active views, but securely maintained for a specified timeframe to meet audit requirements prior to permanent deletion. Once the design is approved, the vendor shall construct the architecture and populate it with synthetic test data to enable rigorous User Acceptance Testing (UAT). The vendor must facilitate testing cycles, incorporate feedback, and perform any necessary reworks identified by the internal team to guarantee the solution's full operability and alignment with mission requirements. The Vendor will provide structural templates and technical guidance to the internal team. The internal team will be solely responsible for the extraction, transformation, and loading of the live Access 2003 data into the new platform. 2.3 Application, Workflow, & Security Scope Using the synthetic test data, the vendor shall develop and refine through repeat testing a unified Power Apps interface and Power Automate workflows to handle relational data linking (e.g., assigning inventory to racks, and issuing racks/inventory to personnel), automated document generation, approval routing, and comprehensive transaction logging. Forms and transaction logs must be automatically routed to designated SPO Document Libraries. Throughout the solution's development, the Vendor shall facilitate discussions with the SWFPAC internal team to define, configure, and enforce appropriate permission restrictions and user groupings across all system components (SPO Lists, Document Libraries, and Power Platform interfaces). 3. Deliverables The vendor shall provide the following deliverables according to the agreed-upon project schedule. Title Description & Acceptance Criteria D.1 System Architecture & Design Plan A comprehensive design document outlining the proposed SPO data schema. The design must ensure all core entities effectively correlate, support multiple identifying columns per entity, and detail the document library structure and proposed permission groupings/restrictions. The System Architecture and Design Plan must be approved by the Government POC prior to development. D.2 SPO Infrastructure & Migration Support Guide Construction of the approved SPO data architecture populated with vendor-generated test data. Delivery of a Migration Guide providing the SWFPAC internal team with step-by-step instructions and support mechanisms for executing the live data transfer. D.3 Data Entry & Management Interface A Power App (or customized SPO form interface) validated with test data and refined via internal team feedback, enabling users to securely add, view, edit, and archive entries across all migrated datasets. The interface must support capturing multiple identifying columns (including serial numbers where applicable) for each entity, maintain effective relational correlations, and provide adaptable sorting/filtering views for easy data retrieval during audits. Access and editing capabilities must be strictly locked down by approved permission groupings to prevent unauthorized or erroneous changes. D.4 Relational Assignment Workflows Power Automate flows enabling users to create, manage, and track relational assignments (e.g., assigning specific gear to racks/lockers, and issuing inventory/racks to personnel). Workflows must govern the full check-in, check-out, and return lifecycle, and must include data validation logic and permission lock-downs to prevent erroneous correlations or improper inventory adjustments. D.5 Approval Routing Workflows Automated workflows requiring designated approvals for specific assignment transactions to ensure accountability. Must include notification mechanisms. D.6 Automated & Manual Document Generation System capability to generate two (2) distinct types of templated documents based on list data and assignment conditions. Must include both an automatic trigger (condition-based) and a manual prompt option. D.7 Document Library Configuration Setup of three (3) distinct SPO Document Libraries: Two for storing the documents generated in D.6, and one for the transaction logs in D.8. Access must be restricted based on defined user groupings. D.8 Transaction Logging, Audit Views & Comprehensive Archival An automated logging mechanism capturing a comprehensive change history (all system changes, relational connections, check-in/out transactions, and edits) with users and timestamps identified. Logs must be locked down via permissions to prevent tampering. The system must support the secure archiving of historical transactional data as well as inactive core records (e.g., personnel, inventory), maintaining them for a designated timeframe to satisfy audit requirements before permanent removal. It must also provide adaptable list views for authorized users to retrieve and review ad-hoc audit data, and automatically generate and export an Excel format transaction report on a monthly cadence to a dedicated Document Library. D.9 As-Built Architecture Documentation Final, comprehensive documentation detailing the deployed solution, list schemas, flow logic, implemented permission restrictions/groupings, archival/retention logic, and maintenance requirements. D.10 Knowledge Transfer & Handoff A dedicated training session (and accompanying materials) for internal developers covering system maintenance, future minor edits, and active support during the internal team's live data migration phase. 4.0 Place of Performance The place of performance shall be 100% remote at the Vendor's facility. No on-site travel, base access, or physical presence at Strategic Weapons Facility Pacific (SWFPAC) is required or authorized. 5.0 Period of Performance The Period of Performance (PoP) for this effort shall be 180 calendar days from the date of contract award. 6.0 Security: All data exported from the SWFPAC environment will be scrubbed of any Controlled Unclassified Information by SWFPAC personnel prior to vendor receipt of data.