Intranet Redevelopment and Records Management in SharePoint Online Platform

The Vendor is required to provide intranet redevelopment, we are looking to take our first steps towards using SharePoint as an official document repository for city records.
- Considerations that impact the Intranet work include:
•    We do not currently have strong governance or controls related to SharePoint in the organization and are in the early stages of designing this. 
•    This work will be happening in parallel with intranet development.
•    The city uses the modern SharePoint online platform, with no legacy SharePoint on-prem in use.
•    I&T services is planning to purchase software that will help us automate enforcement of SharePoint controls and governance.
•    The city has around 1700 employees and our m365 licensing breaks down as 300 f3 licenses, 720 e1 licenses, 760 e3 licenses and 5 e5 licenses.
•    Cludo cloud search service is currently used on the existing intranet site.
•    The city wishes to start leveraging Microsoft purview to help with records management controls for documents housed within SharePoint sites that will publish to the intranet.
•    An initial content audit of the bridge has been completed. 
•    There are just over 700 pages, and we have identified page views, active users, and views per active user, owner, and which pages should be transferred to the new site.
•    The solution design needs to be flexible and adaptable to reflect changes to organizational department and division structures as needed.
- Project goals:
•    The intranet will be redeveloped in SharePoint online. With this, we will leverage our investment in m365 licensing and take advantage of the data and connectivity available in the m365 platform.
•    Branding will be reviewed – logo, color, fonts etc. and refreshed where needed to improve visual style.
•    Categories and organization of content will be changed and optimized to be more intuitive and accessible. 
•    It will be easier for staff to find the information they are looking for. 
•    We will use insights and feedback captured from user interviews in the intranet and online experience enhancement strategy about how staff are looking for information to drive our design.
•    The redeveloped intranet will be easily accessible for all city employees, regardless of what device they use or where they work – in the office, in the field or at home. 
•    We will follow common accessibility standards and mobile usability will be a key area of improvement.
•    Departments will be given greater ability to contribute and update content, increasing user engagement and keeping information more current and relevant. 
•    Workflows to promote content to the intranet will be developed both for departments within SharePoint and those operating outside of SharePoint prior to full implementation.
•    Purview will be used to help manage classification, data loss prevention and retention for documents housed within department SharePoint sites that publish to the intranet. 
•    In this project, we will take our first steps towards formal document and records management in SharePoint. 
•    Approval workflows will be developed for submitting, reviewing and approving content published to the intranet. 
•    We will exercise the right level of control over what is published using editor and approver roles.
•    Through communication and change management we will keep staff informed about how the intranet is changing throughout the project.
•    Staff will be provided the training and resources they need to understand and effectively use the new intranet.
- System include:
•    Project management and delivery – project plan, milestones, timeline, issues tracking, risk tracking
•    Development of a new SharePoint online communication site and related sub-pages to serve as the new corporate intranet.
•    Review and develop user interface (UI), branding and visual identity – colours, logos, fonts, etc.
•    Review and develop updated content navigation categories and menus
•    Content migration from legacy intranet site to new site. 
•    Our completed content audit will inform what gets migrated.
•    Development of intranet tools and forms including: global intranet search bar, quick links to frequently used systems, buy and sell, events and training calendar, discussion board, employee
•    Directory, new hires spotlight, leadership blog, department forms (e.g. HR, finance, IT forms).
•    Implementation of at minimum two departments into SharePoint online as their document repositories – including community & public relations and information & technology services. 
•    This would include migration of necessary documents from windows file shares, eDocs DM and transitory SharePoint sites to approved SharePoint site repositories. 
•    Multiple new SharePoint sites may be needed for department subsections.
•    Development of department SharePoint site template
•    Development of content publishing and approval roles and workflows. 
•    This would include a mechanism to promote content within the starting department SharePoint sites to the primary intranet site.
•    Assist with implementation of Microsoft purview to manage and enforce compliance, retention, disposition, data loss prevention, and governance for documents stored within department SharePoint sites.
•    Identify any additional licensing the city may need to deliver the new intranet site and related tools (e.g. purview, SharePoint premium, viva, co-pilot, power platform, 3rd party tools, etc.). 
•    City to purchase through our Microsoft enterprise agreement.
•    Communications and change management plan. 
•    Identify different target audiences (e.g. viewers, editors, approvers) and how we will communicate and engage with them throughout the project.
•    Development of test plan and related test scripts
•    Development of training materials and resources for different intranet target audiences
•    Reports to provide usage analytics and engagement metrics
•    Post-launch support – 6 month period.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: August 15, 2025