SharePoint Online Professional and Technical Services

The Vendor is required to provide professional and technical services for the implementation of SharePoint online (SPO) solutions for intranet, enterprise, team, and community sites and as-needed professional and technical services in support of the city’s department
- The Enterprise Collaboration and Communication Tool for City Staff To:
•    Improve Information Management – Enhance and augment current processes with tools to facilitate file sharing and tracking, document libraries and data classification.
•    Implement Additional Communication Tools – Enhance the ability for staff and committees to collaborate using calendars, project pages, blogs, and social media platforms.
•    Increase Productivity - Provide improved workflows through integration with Microsoft Office 365, mobile platform, and enterprise search capability.
•    Improve Document Sharing - Provide improved ability to search, view, comment, and track ideas that align with City and department goals.
- Migration Discovery and Content Audit
•    Conduct an in-depth assessment of the legacy SharePoint 2010 (CSI) environment to inventory sites, libraries, lists, workflows, permissions, and metadata.
•    Engage stakeholders to identify content that should be migrated, recreated, or archived.
•    Produce a migration assessment report outlining content strategy, migration paths, technical risks, and high-priority requirements.
-  SharePoint 2010 Content Migration Execution    
•    Migrate eligible content using the SharePoint migration tool (SPMT), PowerShell scripts, or industry-standard tools.
•    Building city’s landing site with all department’s landing site/pages before initial migration. 
•    Rebuild or modernize content that is not supported in SharePoint online (e.g., InfoPath forms, SPD workflows).
•    Apply basic metadata, site structures, and navigation to align with SharePoint online standards.
- Validation, Testing, and Transition    
•    Perform detailed content validation in coordination with city departments.
•    Conduct user acceptance testing (UAT) to ensure data fidelity, usability, and access control.
•    Prepare and execute a transition plan to move departments from the on-premise environment to SharePoint online.
- Decommissioning of SharePoint 2010 environment (CSI)    
•    Plan and execute the retirement of the legacy SharePoint 2010 environment.
•    Archive historical content if required under legal or operational policies.
•    Shut down infrastructure by the end of calendar year 2025 and deliver a decommissioning summary.
- Design and Deployment of New Intranet using SharePoint Online
•    Build a modern, mobile-responsive city intranet homepage using standard Microsoft 365 templates or custom themes that reflect the city’s branding.
•    Include core components such as news, announcements, quick links, search, alerts, and citywide calendars.
•    Create department-level landing pages for all major city departments, with tailored content, tools, and navigation.
- Department Engagement and SharePoint/Teams Consolidation    
•    Conduct workshops with each department to gather requirements for the intranet, collaboration tools, and migrated content.
•    Review existing SharePoint online and Microsoft team’s sites; consolidate or redesign where appropriate.
•    Migrate content already in SharePoint online or teams into the redesigned intranet structure, aligning with new governance policies.
- Governance, Security, and Retention Framework
•    Define governance policies covering site provisioning, permissions management, lifecycle control, and content ownership.
•    Implement Microsoft Purview features, including:
o    Retention labels and policies
o    Sensitivity labels (e.g., for PII, PCI)
o    Data Loss Prevention (DLP) configurations
o    Auditing and reporting controls
•    Develop a Governance Handbook and workflow documentation to ensure sustainable oversight.
- Network File Share Migration to SharePoint Online and Teams
o    Analyze departmental and citywide use of network drives (e.g., I: S: H :).
o    Define a migration structure for SharePoint online and/or Microsoft teams, including site libraries, metadata, and permissions.
o    Execute the full file share migration using automated tools or scripts.
o    Validate data accuracy and ensure compliance with city policies and retention requirements.
o    Archive, restructure, or securely dispose of obsolete content as needed.
- Training, Knowledge Transfer, and Support Planning
o    Provide training to end users, content owners, and administrators on the new intranet environment, including how to manage content, permissions, and requests.
o    Deliver user guides, quick start resources, and FAQS tailored to city needs.
o    Establish post-launch support processes, including governance handoff, helpdesk transition, and system monitoring responsibilities.

- Contract Period/Term: 2 years
- Questions/Inquires Deadline: August 18, 2025