The Vendor is required to provide for a secure, accessible, and maintainable intranet solution and related implementation services to improve internal communications, content governance, usability, and long-term administration.
- Require all labor, materials, software, subscriptions, hosting, implementation services, migration services, training, support, and documentation necessary to deliver a complete and functional intranet solution.
- The City needs a replacement solution that improves the employee experience while reducing friction for content owners and administrators.
- Outcome Goals:
• Improve employee access to timely, accurate, and easy-to-find internal information and resources.
• Improve content governance, publishing controls, and lifecycle management across departments.
• Provide a secure, accessible, modern intranet experience that supports desktop and mobile users.
• Successfully migrate approved legacy content and functionality with minimal disruption to City operations.
• Position the City with a sustainable intranet platform and support model that can evolve over time.
- Services includes, at a minimum
• Information architecture and navigation design
• Solution design and platform configuration
• Authentication and user provisioning integration
• Content migration, including documents, pages, and media
• Configuration of governance controls, workflows, and core platform feature:
• Testing and quality assurance
• Training and knowledge transfer
• Launch, transition, and post-launch warranty support
- Content Migration
• Develop a detailed migration plan.
• Conduct a content audit and migration mapping process.
• Identify content to migrate, archive, redirect, or retire in coordination with the City.
• Migrate approved content, documents, media, and structured information from the legacy environment.
• Preserve metadata, permissions, redirects, and version history where applicable and feasible.
• Conduct pilot and production migrations.
• Validate migrated content for completeness, format, links, permissions, and usability. and
• Deliver migration reports and issue tracking logs.
- Training, Change Management, and Documentation
• Provide training for administrators, editors, and general users.
• Provide train-the-trainer support if proposed.
• Deliver system administration documentation, configuration documentation, and user guidance materials.
• Support launch communications and adoption planning, as appropriate. and
• Conduct knowledge transfer sessions for City staff.
- Functional Capability Expectations
• Content Management System
• Content Features
• Calendar
• Accessibility
• Engagement
• Governance
• Media
• Metrics and Reporting
• Navigation
• Branding and Design
• Search
• Security
• Mobile Access
• Other Technical / Integration Requirements
• Representative capabilities may include:
• WYSIWYG editing and web-based administration.
• Role-based editing and permissions.
• Cloud-hosted or cloud-compatible deployment.
• Content version history and restore capability.
• Publish scheduling.
• Sitewide alerts.
• Active Directory / Azure SAML integration.
• Localized or department-specific content controls.
• Event calendars.
• WCAG 2.1 AA compliance.
• Mandatory ALT text controls.
• Content moderation and workflows.
• Media libraries and responsive image handling.
• Analytics and reporting.
• HTTPS delivery, secure authentication, and automated provisioning. Mobile intranet capability. and Productivity suite integrations.
• Search, people directory, and search analytics.
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