Intranet Solution, Migration, Implementation, and Support Services

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.