Intranet Modernization Using M365 G5 & SharePoint Online

Agency:	Superior Court of California, County of Santa Clara
State:	California
Type of Government:	State & Local
NAICS Category:	541511 - Custom Computer Programming Services 541512 - Computer Systems Design Services 541519 - Other Computer Related Services
Posted Date:	Aug 13, 2026
Due Date:	Sep 30, 2026
Solicitation No:	81326C
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Description

Bid #	Title	Deadline	Documents
81326C	Intranet Modernization Using M365 G5 & SharePoint Online	9/30/2026	Request for Proposal PDF Document

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REQUEST FOR

PROPOSALS

SUPERIOR COURT OF CALIFORNIA

COUNTY OF SANTA CLARA

REGARDING:

Intranet Modernization Using M365 G5/

SharePoint Online

RFP 81326C

PROPOSALS DUE:

9/30/2026 NO LATER THAN 1:00 P.M. PACIFIC TIME

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1. BACKGROUND INFORMATION

The Superior Court of California, County of Santa Clara is inviting qualified vendors to

submit a bid proposal to modernize the Court's intranet leveraging the Court's M365 G5

Subscription and SharePoint Online.

The Court currently operates an intranet that is a self-hosted internal website, hosted on

an IIS server. It is not a SharePoint-based system. The existing system contains

operational and financial business process documents, HR-related documents, employee

resources, Judicial Officer pages, and reports. There are no migration requirements or

expectations — the Court does not intend to perform a lift-and-shift migration. Instead,

identified and relevant files will be manually migrated by Court staff and the selected

vendor collaboratively during the discovery phase.

The Court serves approximately 600 internal users with minimal anticipated growth over

the life of the contract.

2. DESCRIPTION OF GOODS AND/OR SERVICES

The Court seeks the services of a person or entity with expertise in developing modern

intranet solutions on the Microsoft 365 platform. The new intranet must be easy to

navigate, offer modern features, and integrate well with existing systems. Scope of work

includes but is not limited to the following:

2.1. System Design & Architecture

2.1.1. Conduct a discovery phase to assess current intranet usage and gather

requirements from approximately 6 key stakeholder departments.

2.1.2. Recommend technical architecture for the new intranet system, including

information architecture consistent with a hub site with associated

divisional/department sites (estimated at a couple dozen).

2.1.3. Provide an intuitive, user-friendly interface design with an emphasis on full

WCAG 2.1 accessibility compliance.

2.1.4. Develop detailed user stories and wireframes for Court approval. The more

detail provided in the proposal regarding design concepts, the better the Court will be

able to evaluate and award.

2.1.5. Define naming conventions, metadata standards, and content taxonomy in

collaboration with IT and content owners.

2.2. Platform Development & Customization

2.2.1. Implement a custom intranet solution leveraging SharePoint Online within the

Court's existing M365 G5 tenant. The Court is not looking for a basic out-of-the-box

SharePoint site; custom SPFx web parts are expected where justified.

2.2.2. Develop necessary templates, modules, and features, including, but not limited

to:

i. News and announcements (with optional approval workflow).

ii. Document management and collaboration tools (metadata and folder-based

structure; naming conventions required).

iii. Employee directory and organizational chart (system of record: Active

Directory / Microsoft Entra ID).

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iv. Calendar and event management (optional).

v. Search functionality with advanced filters, custom refiners, managed

properties, and promoted content.

vi. Permission management and role-based access control (RBAC).

vii. Configurable email notifications and alerts.

2.2.3. Develop a reusable department site template so future sites can be provisioned

consistently.

2.2.4. Implement automated site provisioning for new departments where feasible.

2.3. Security, Compliance & Governance

2.3.1. Implement appropriate security measures including authentication, encryption,

and data protection.

2.3.2. Ensure compliance with relevant government standards, privacy policies, and

cybersecurity protocols, with a baseline of RBAC and security best practices.

2.3.3. Implement conditional access policies, sensitivity labels, and audit

logging/reporting as part of the base scope.

2.3.4. Evaluate the Court's existing tenant configuration and recommend governance

and access-control frameworks, including site provisioning processes, naming

conventions, and lifecycle management (archive/delete). Vendor is expected to

implement approved governance controls within the scope of the project.

2.3.5. Limit Teams/SharePoint site creation to specific roles within IT.

2.3.6. Implement Microsoft Purview for data classification and retention, ideally in

Phase 1 or as a near-term roadmap item.

2.3.7. Implement SLAs for issue resolution and enhancements (vendor to

recommend tiers).

2.4. AI Readiness (Optional — Separate Line Item Required)

AI readiness features are not required as part of the base scope. However, the Court

is interested in positioning the new intranet to leverage current and emerging Microsoft

AI capabilities. Vendors who offer AI readiness capabilities must price them as

separate, optional line items in their cost proposals so the Court can evaluate them

independently from the core implementation. Vendors should address the following in

their proposals where applicable:

2.4.1. Microsoft Copilot Integration — Describe how the intranet architecture will

support Microsoft 365 Copilot, including content discoverability, permissions hygiene,

and Copilot-ready metadata structures. Copilot integration is optional in Phase 1 but

should be designed for in the base architecture.

2.4.2. Copilot Search & Content Summarization — Propose how Copilot can be

used within the intranet to help users find, summarize, and act on content (e.g.,

policies, announcements, documents).

2.4.3. SharePoint Agents / Embedded Chatbot — Describe options for an intranet-

specific chatbot or SharePoint agent scoped to intranet content (not general Court

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topics). This is optional but of interest.

2.4.4. Power Platform AI Features — Identify opportunities to leverage AI Builder,

Copilot Studio, or other Power Platform AI features within the Court's M365 G5

licensing.

2.4.5. Governance for AI — Propose guardrails, permissions hygiene practices, and

content governance standards that ensure AI features surface appropriate content to

appropriate users.

2.4.6. Adoption Roadmap — Provide a phased AI adoption roadmap that

distinguishes what is in scope for Phase 1 versus future enhancements as Microsoft's

AI capabilities evolve.

2.5. Testing & Quality Assurance

2.5.1. Conduct thorough testing, including user acceptance testing (UAT) with a

dedicated Court business stakeholder group, to ensure functionality, security, and

performance.

2.5.2. Ensure cross-platform compatibility (PC, Mac, mobile) and across standard

web browsers (Chrome, Firefox, Edge, Safari).

2.5.3. Conduct a pilot migration/launch before full enterprise-wide rollout.

2.5.4. Address any identified issues or bugs prior to deployment.

2.6. Deployment & Migration

2.6.1. Provide a detailed deployment plan. Since content is not being migrated from

the legacy system, vendors should recommend a deployment approach (enterprise-

wide launch is acceptable given the greenfield nature of the build).

2.6.2. Support Court IT and content owners in selectively migrating approved, active

content during the discovery phase. Content validation and ownership assignment is

a collaborative responsibility between the vendor and IT/content owners.

2.6.3. Provide a smooth transition to the new platform with minimal disruption to

operations.

2.6.4. Deliver a knowledge transfer plan to internal IT staff prior to project close.

2.7. Training & Support

2.7.1. Provide remote, live, train-the-trainer training for approximately 12

administrators and site owners.

2.7.2. Develop user manuals and online resources (combination of live virtual, train-

the-trainer, and recorded modules) for self-service support.

2.7.3. Post-go-live support is optional and not a requirement, but vendors must

include tiered post-go-live support options as line items in their cost proposal,

including:

i. Hypercare support (30–60 days post-launch)

ii. Ongoing managed services (optional)

iii. SLA tiers for issue resolution and enhancement requests

3. Functional Requirements

3.1. User Experience

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3.1.1. Easy-to-use and intuitive interface.

3.1.2. Customizable homepage with widgets (e.g., latest news, calendar, task reminders).

3.1.3. All content and interfaces must meet full WCAG 2.1 accessibility standards.

3.2. Document Management

3.2.1. Centralized document storage and versioning using a combination of metadata

and folder-based structure.

3.2.2. Departments must adopt standardized naming conventions and metadata.

3.2.3. Easy document sharing and collaboration (comments, edits, approvals).

3.2.4. Searchable document repository with advanced filtering and categorization.

3.3. Communication Tools

3.3.1. Newsfeed or announcements board for internal communications, with

configurable notifications and alerts that can be managed by content owners.

3.3.2. Email notifications and alerts.

3.3.3. Teams and Copilot integration (optional/nice-to-have).

3.4. Search

3.4.1. Enhanced search is a requirement. Out-of-the-box Microsoft Search is not

sufficient.

3.4.2. Required capabilities include: custom managed properties, refiners/verticals,

promoted results, people directory integration, and metadata-driven filtering.

3.4.3. Custom search experiences (e.g., PnP Search, custom verticals) are expected.

3.4.4. IT will be responsible for maintaining the search schema and refiners post-go-

live.

3.5. Governance

3.5.1. Vendor must recommend and implement a governance framework covering:

i. Site provisioning process

ii. Naming conventions

iii. Lifecycle management (archive/delete)

iv. Role definitions (Site Owners, Content Authors, Governance Committee —

to be defined with Court)

3.5.2. Change management post-kickoff will be handled on a case-by-case basis

through a vendor-defined change control process.

4. Technical Requirements

4.1. Compatible with standard web browsers: Chrome, Firefox, Edge, Safari.

4.2. Secure authentication via Single Sign-On (SSO), integrated with Active Directory and

Microsoft Entra ID (both currently in use).

4.3. Solution must leverage the Court's existing M365 G5 SharePoint Online tenant.

Vendors must rely solely on Court-owned M365 G5 licensing; no additional licensing

costs should be included.

4.4. High availability and reliability, with contingency plans for disaster recovery.

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This page summarizes the opportunity, including an overview and a preview of the attached documents.

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Intranet Modernization Using M365 G5 & SharePoint Online

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