SharePoint Administration and Electronic File Management Services

The Vendor is required to provide a Microsoft certified partner to deliver consulting and technical services for modernizing city public health’s digital platforms using SharePoint and Microsoft 365.
- Services include:
• Migrating intranet sites, shared drives, and external collaboration tools into SharePoint;
• Developing governance frameworks, policies, and procedures for it and records management;
• Configuring SharePoint architecture, file management, permissions, and security;
• Ensuring compliance with state it standards and data residency in state;
• Providing project management, technical documentation, testing, and quality assurance;
• Delivering training, change management, and knowledge transfer to staff;
• Offering post-implementation support to ensure solution stability and adoption;
• Completing phased work on governance, administration, migration, records management, external collaboration, and application development.
• All components of the solution must be configured to be fully functional in the county’s current environment on all end-points without any additional sign-in (i.e. using single sign on capabilities within azure active directory (Entra ID)), including any add-ons as may be deemed necessary.
• The deliverables must include the ability to apply data and records management, protection, control, discovery, auditing, and security functions to electronic documents within:
1. Microsoft 365 applications;
2. Microsoft teams
3. Microsoft OneDrive
4. SharePoint
5. Outlook
• The deliverables must support a wide range of file formats that can be captured, controlled, and managed – including documents, data, graphics, and media formats.
• The deliverables must ensure built-in robust, multi-layered protection for data security to safeguard personal and confidential information.
• Engage interest groups (it, business units, records management, and compliance) to define governance needs and expectations.
• Define roles and responsibilities for platform, application, and tool management, including review, approval, and support mechanisms.
• Develop governance policies and procedures to standardize it adoption, procurement, data security, and compliance.
• Establish an approval workflow for new it tools and applications, ensuring alignment with organizational policies.
• Provide recommendations on governance best practices for ongoing it management and optimization.
• Deliver a final it governance framework document outlining policies, roles, and workflows.
• Offer recommendations for ongoing maintenance and governance enforcement.
• Provide specific documentation on SharePoint site architecture, permissions, and content management guidelines.
• Offer specific recommendations for ongoing SharePoint maintenance and governance enforcement.
• Conduct a final review and knowledge transfer session with internal it and public health services teams.
• Engage interest groups (it, business units, records management, and compliance) to define SharePoint governance needs and expectations.
• Facilitate discussions with key departments to identify SharePoint usage requirements, access needs, and compliance considerations.
• Develop a governance structure for SharePoint administration, including decision-making authority and escalation pathways.
• Establish policies for site provisioning, site lifecycle management, and content ownership.
• Define and document SharePoint security protocols, access control measures, and permission management procedures.
• Develop standard naming conventions, metadata taxonomy, and information architecture guidelines.
• Provide version control, retention policies, and archiving procedures to ensure compliance with records management standards.
• Define the roles and responsibilities of the IT department in SharePoint administration, including system configurations, permissions management, and infrastructure maintenance.
• Outline business unit responsibilities, including designating SharePoint site owners, editors, contributors, and viewer and site designers.
• Establish an approval and escalation process for site modifications, custom solutions, and additional functionality requests.
• Provide guidelines on user training and adoption of SharePoint best practices across business units
• Provide recommendations on notification and reporting mechanisms for governance compliance and site activity monitoring.
• Assess the intranet’s adherence to established SharePoint governance policies.
• Review security settings, permissions, and access controls.
• Provide a gap analysis report with recommendations for compliance alignment.
• Evaluate current integrations with Microsoft 365 applications (teams, OneDrive, planner, etc.).
• Identify opportunities for automation and workflow improvements.
• Recommend additional tools or integrations to optimize functionality.
• Provide recommendations on training needs for intranet site owners and users.
• Outline a process for ongoing intranet governance and maintenance.
- Contract Period/Term: 2 years
- Questions/Inquires Deadline: August 13, 2025