Enterprise Content Management Consulting Services

The vendor is required to provide enterprise content management (ECM) solution leveraging the city’s existing microsoft 365 environments, specifically microsoft purview and SharePoint online.
- The implementation of the ECM by ensuring an information governance framework is in place and the deployment of m365 tools is done in an efficient and cost-effective manner.
- Microsoft 365 environment
•    Power automates - currently used on a limited basis for automating workflows
•    Orchestry – currently all requests for teams’ channels and SharePoint sites get submitted and set up through orchestry to ensure they are integrated into the SharePoint hub structure
•    SharePoint online – implemented and being used on a limited basis by some service areas.
•    Microsoft purview
- Current state assessment
1. Supplier responsibilities:
•    Facilitate consultations and discovery sessions
•    Document findings and current state analysis
•    Identify workflow automation opportunities
•    Recommend migration strategy and records classification framework
- Design
•    Configure SharePoint online as a central searchable catalog for managing records 
•    Design SharePoint online site architecture, including hub site structure and navigation.
•    Develop metadata, content types, and taxonomy for consistent records classification. 
•    Define retention labels, schedules, and data loss prevention policies using microsoft purview 
•    Identify and map at least three business processes per division for automation. 
•    Design security model including user roles, permissions, and access groups. 
•    Plan integration structure for iron mountain API for physical records retrieval
1. Supplier responsibilities: 
•    Design SharePoint online structure and site architecture 
•    Define metadata and taxonomy for records classification 
•    Develop retention and compliance configuration in microsoft purview 
•    Design integration points with iron mountain ap 
•    Design workflows and business process automations
- Implementation
•    Configure SharePoint online with site collections, metadata fields, and permissions 
•    Implement microsoft purview for retention and data loss prevention 
•    Plan and execute data migration from shared drives to SharePoint online 
•    Integrate iron mountain API for document retrieval 
•    Workflows:
o    Phase 1a (pilot): deploy three automated workflows per division 
o    Phase 1b: deploy one automated workflow per division
•    Train staff on new ECM functionalities and compliance requirements
1. Supplier responsibilities:
•    Configure SharePoint online and microsoft purview 
•    Develop and deploy automated workflows and business process automation 
•    Perform data cleansing and migration execution 
•    Ensure integration with SharePoint hub structure and iron mountain API 
•    Provide end-user training and documentation
- Onboarding and post implementation
•    Conduct compliance audits and system performance reviews 
•    Optimize and enhance automation workflows based on feedback 
•    Expand the ECM system to remaining service areas 
•    Provide ongoing user support and training
1. Supplier responsibilities:
•    Monitor system performance and resolve issues 
•    Enhance automation workflows and retention policies 
•    Provide support during the expansion phase 
•    Ensure continued training and knowledge transfer.
- Budget: $450,000.00

- Questions/Inquires Deadline: August 28, 2025