Intranet Modernization Using M365 G5 ?SharePoint Online

REQUEST FOR
PROPOSALS
SUPERIOR COURT OF CALIFORNIA
COUNTY OF SANTA CLARA
Regarding:
Intranet Modernization Using M365 G5 & SharePoint Online
RFP 31926C
PROPOSALS DUE:
4/16/2026 NO LATER THAN 3:00 P.M. PACIFIC TIME
GS-036 IT REV 10/18/24 Page 1 of 41

RFP Title: Intranet Modernization Using M365 G5 & SharePoint Online
RFP Number: 31926C
1.0 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.
2.0 DESCRIPTION OF GOODS AND/OR SERVICES
The Court seeks the services of a person or entity with expertise in developing intranet
solutions. The new intranet must be easy to navigate, offer modern features, and
integrates well with existing systems. Scope of work includes but is not limited to the
following:
* System Design & Architecture
o Assess current intranet usage and gather requirements from key
stakeholders.
o Recommend a technical architecture for the new intranet system.
o Provide an intuitive, user-friendly interface design with an emphasis on
accessibility.
o Develop detailed user stories and wireframes for user approval.
* Platform Development & Customization
o Implement a custom intranet solution leveraging SharePoint to meet the
agency's needs.
o Develop necessary templates, modules and features, including:
News and announcements
Document management and collaboration tools
Employee directory and organizational chart
Calendar and event management
Search functionality with filters
Permission management and access control
* Security & Compliance & Governance
o Implement appropriate security measures, including authentication,
encryption, and data protection.
o Ensure compliance with relevant government standards, privacy policies,
and cybersecurity protocols.
o Support for role-based access controls (RBAC) to protect sensitive data.
* Testing & Quality Assurance
o Conduct thorough testing, including user acceptance testing (UAT), to
ensure functionality, security, and performance.
o Ensure cross-platform compatibility (PC, Mac, mobile).
o Address any identified issues or bugs prior to deployment.
* Deployment & Migration
o Provide a detailed deployment plan, including phased implementation.
o Migrate content and data from the legacy system to the new intranet.
o Provide a smooth transition to the new platform, with minimal disruption to
operations.
* Training & Support
o Provide training for administrators on new features, functionality, and
training for new content to be added
o Develop user manuals and online resources for self-service support.
GS-036 IT REV 2/9/26 Page 2 of 41

RFP Title: Intranet Modernization Using M365 G5 & SharePoint Online
RFP Number: 31926C
3.0 FUNCTIONAL REQUIREMENTS
The new intranet system should meet the following functional requirements:
* User Experience
o Easy-to-use and intuitive interface.
o Customizable homepage with widgets (e.g., latest news, calendar, task
reminders).
* Document Management:
o Centralized document storage and versioning.
o Easy document sharing and collaboration (comments, edits, approvals).
o Searchable document repository with advanced filtering and
categorization.
* Communication Tools
o Newsfeed or announcements board for internal communications.
o Email notifications and alerts.
o Chat functionality or integration with existing chat tools (e.g., Teams,
Copilot).
* Search
o Powerful search capabilities across documents, announcements, and
internal resources.
4.0 TECHNICAL REQUIREMENTS
* The new intranet should be compatible with standard web browsers (Chrome,
Firefox, Edge, Safari).
* Secure authentication methods, including single sign-on (SSO) and integration
with Active Directory.
* The system should be leveraging Courts M365 SharePoint Online tenant.
* The system should be highly available and reliable, with contingency plans for
disaster recovery.
5.0 TIMELINE FOR THIS RFP
Court has developed the following list of key events related to this RFP. All dates are
subject to change at the discretion of Court.
EVENT DATE
RFP issued 3/19/2026
Pre-Proposal Conference - MANDATORY 3/25/2026 @ 11:00 am PST
Deadline for questions 4/3/2026
Questions and answers posted 4/8/2026
Latest date and time proposal may be submitted 4/16/2026 @ 3:00 pm PST
GS-036 IT REV 2/9/26 Page 3 of 41

RFP Title: Intranet Modernization Using M365 G5 & SharePoint Online
RFP Number: 31926C
EVENT DATE
Anticipated interview dates (estimate only) 4/27/2026 - 4/30/2026
Evaluation of proposals (estimate only) 5/5/2026
Public opening of cost portion of proposals 5/7/2026 @ 2:00 pm PST
Notice of Intent to Award (estimate only) 5/15/2026
Negotiations and execution of contract (estimate only) 5/22/2026
Contract start date (estimate only) 6/1/2026
Contract end date (estimate only) 6/30/2029
4.0 RFP ATTACHMENTS
The following attachments are included as part of this RFP:
GS-036 IT REV 2/9/26 Page 4 of 41

RFP Title: Intranet Modernization Using M365 G5 & SharePoint Online
RFP Number: 31926C
ATTACHMENT DESCRIPTION
Attachment 1: These rules govern this solicitation.
Administrative Rules
Governing RFPs (IT
Goods and Services)
Attachment 2: Court If selected, the person or entity submitting a proposal (the
Standard Terms and "Proposer") must sign this Court Standard Form agreement
Conditions (the "Terms and Conditions").
Attachment 3: On this form, the Proposer must indicate acceptance of the
Proposer's Acceptance Terms and Conditions or identify exceptions to the Terms
of Terms and Conditions and Conditions.
Note: A material exception to a Minimum Term will
render a proposal non-responsive.
Attachment 4: General The Proposer must complete the General Certifications
Certifications Form Form and submit the completed form with its proposal.
Attachment 5: Small The Proposer must complete this form only if it wishes to
Business Declaration claim the small business preference associated with this
solicitation.
Attachment 6: Payee This form contains information Court requires in order to
Data Record Form process payments and must be submitted with the
proposal.
[Only for solicitations The Proposer must complete the Iran Contracting Act
of $1,000,000 or more] Certification and submit the completed certification with its
Attachment 7: Iran proposal.
Contracting Act
Certification
(Only for solicitations The Proposer must complete the Unruh Civil Rights Act and
of $100,000, or more) California Fair Employment and Housing Act Certification.
Attachment 8: Unruh
and FEHA Certification
5.0 PAYMENT INFORMATION
* The vendor will be expected to invoice based on agreed upon project
deliverables.
* Any necessary travel expenses will be covered by the vendor. The majority of
this work can be completed offsite / remotely.
* Payment is net 30 days after acceptance of invoice.
* All invoices must reference contract purchase order.
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RFP Title: Intranet Modernization Using M365 G5 & SharePoint
Online RFP Number: 31926C
6.0 PRE-PROPOSAL CONFERENCE
Court will hold a pre-proposal conference on the date identified in the timeline above. The
pre-proposal conference:
Microsoft Teams meeting
Join: https://teams.microsoft.com/meet/22683456999713?p=N9tXIMqjpOjr7KWRGp
Meeting ID: 226 834 569 997 13
Passcode: hB9oy9Le
Dial in by phone
+1 669-245-6247,,798715091# United States, San Jose
Find a local number
Phone conference ID: 798 715 091#
Join on a video conferencing device
Tenant key: teams@scscourt.onpexip.com
Video ID: 116 673 858 4
Attendance at the pre-proposal conference is MANDATORY. Each Proposer must be
certain to check in at the pre-proposal conference, as the attendance list will be used to
ascertain compliance with this requirement. Court will reject a proposal from any
Proposer who did not attend the pre-proposal conference.
7.0 SUBMISSIONS OF PROPOSALS
7.1 Proposals should provide straightforward, concise information that satisfies the
requirements of the "Proposal Contents" section below. Expensive bindings, color
displays, and the like are not necessary or desired. Emphasis should be placed on
conformity to the RFP's instructions and requirements, and completeness and clarity
of content.
7.2 The Proposer must submit its proposal in two parts, the non-cost portion and
the cost portion.
a. The Proposer must submit one (1) copy of the non-cost portion of the proposal.
The original must be signed by an authorized representative of the Proposer.
The original non-cost portion of the proposal (and the copies thereof) must be
submitted to the Court in PDF or word format.
b. The Proposer must submit one (1) copy of the cost portion of the proposal.
The original must be signed by an authorized representative of the Proposer.
The original cost portion of the proposal (and the copies thereof) must be
submitted to the Cour in PDF or word format.
7.3 Proposals must be delivered by the date and time listed on the coversheet of
this RFP to:
solicitationsmailbox@scscourt.org
7.4 Late proposals will not be accepted.
7.5 Only written proposals will be accepted. Proposals must be sent via email.
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RFP Title: Intranet Modernization Using M365 G5 & SharePoint Online
RFP Number: 31926C
8.0 PROPOSAL CONTENTS
8.1 Non-Cost Portion: The following information must be included in the non-cost
portion of the proposal. A proposal lacking any of the following information may be
deemed non-responsive.
a. The Proposer's name, address, telephone and fax numbers, and federal tax
identification number. Note that if the Proposer is a sole proprietor using his or
her social security number, the social security number will be required before
finalizing a contract.
b. Name, title, address, telephone number, and email address of the individual
who will act as the Proposer's designated representative for purposes of this
RFP.
e. For each key staff member: a resume describing the individual's background
and experience, as well as the individual's ability and experience in conducting
the proposed activities.
f. Names, addresses, and telephone numbers of a minimum of three (3) clients
for whom the Proposer has conducted similar services. Court may check
references listed by the Proposer.
g. Proposed method to complete the work.
(1) List specific aspects of the work that the evaluation team will consider
when evaluating the Proposer's method, if any. Examples include data
collection methods, project/team organization, and time estimates.
h. Acceptance of the Terms and Conditions.
(1) On Attachment 3, the Proposer must check the appropriate box and sign
the form. If the Proposer marks the second box, it must provide the
required additional materials. An "exception" includes any addition,
deletion, or other modification.
(2) If exceptions are identified, the Proposer must also submit (a) a red-lined
version of the Terms and Conditions that implements all proposed
changes, and (b) a written explanation or rationale for each exception
and/or proposed change.
(3) Note: A material exception to a Minimum Term will render a
proposal non-responsive.
i. Certifications, Attachments, and other requirements.
(1) The Proposer must complete the General Certifications Form (Attachment
4) and submit the completed form with its proposal.
(3) If Contractor is a California corporation, limited liability company ("LLC"),
limited partnership ("LP"), or limited liability partnership ("LLP"), proof that
Contractor is in good standing in California. If Contractor is a foreign
corporation, LLC, LP, or LLP, and
Contractor conducts or will conduct (if awarded the contract) intrastate
business in California, proof that Contractor is qualified to do business and
GS-036 IT REV 2/9/26 Page 7 of 41

RFP Title: Intranet Modernization Using M365 G5 & SharePoint Online
RFP Number: 31926C
in good standing in California. If Contractor is a foreign corporation, LLC,
LP, or LLP, and Contractor does not (and will not if awarded the contract)
conduct intrastate business in California, proof that Contractor is in good
standing in its home jurisdiction.
(4) Copies of the Proposer's (and any subcontractors') current business
licenses, professional certifications, or other credentials.
(5) Proof of financial solvency or stability (e.g., balance sheets and income
statements).
(6) [for solicitations of $1,000,000 or more] The Proposer must complete the
Iran Contracting Act Certification (Attachment 7) and submit the
completed certification with its proposal.
(7) (for solicitations of $100,000 or more) The Proposer must complete the
Unruh Civil Rights Act and California Fair Employment and Housing Act
Certification (Attachment 8) and submit the completed certification with its
bid.
8.2 Cost Portion: The following information must be included in the cost portion of
the proposal.
a. A detailed line item budget showing total cost of the proposed services.
b. A full explanation of all budget line items in a narrative entitled "Budget
Justification."
c. A "not to exceed" total for all work and expenses payable under the contract, if
awarded.
NOTE: It is unlawful for any person engaged in business within this state to sell or
use any article or product as a "loss leader" as defined in Section 17030 of the
Business and Professions Code.
9.0 OFFER PERIOD
A Proposer's proposal is an irrevocable offer for ninety (90) days following the proposal
due date. In the event a final contract has not been awarded within this period, Court
reserves the right to negotiate extensions to this period.
10.0 EVALUATION OF PROPOSALS
The cost portion of proposals will be publicly opened at the date and time noted in
Section 3.0.
Microsoft Teams meeting
Join: https://teams.microsoft.com/meet/24651201586104?p=Bhc0FbWssTbWkvK9Q2
Meeting ID: 246 512 015 861 04
Passcode: KH9c6So2
Dial in by phone
+1 669-245-6247,,792951293# United States, San Jose
Find a local number
Phone conference ID: 792 951 293#
GS-036 IT REV 2/9/26 Page 8 of 41

RFP Title: Intranet Modernization Using M365 G5 & SharePoint
Online RFP Number: 31926C
Join on a video conferencing device
Tenant key: teams@scscourt.onpexip.com
Video ID: 116 184 044 6
Court will evaluate the proposals on a 100 point scale using the criteria set forth in the
table below. Award, if made, will be to the highest-scored proposal.
CRITERION
MAXIMUM NUMBER OF
NOTE: THESE ARE SAMPLE CRITERIA. THE ACTUAL
POINTS
CRITERIA USED SHOULD BE TAILORED TO THE SPECIFIC
PROCUREMENT.
Quality of work plan submitted 20
Experience on similar assignments 10
Cost 40
Credentials of staff to be assigned to the project 10
Acceptance of the Terms and Conditions 10
Ability to meet timing requirements to complete the
10
project
11.0 INTERVIEWS
Court may conduct interviews with Proposers to clarify aspects set forth in their proposals
or to assist in finalizing the ranking of top-ranked proposals. The interview process may
require a demonstration. The interview may also require a demonstration of equivalence
if a brand name is included in the specifications. The interviews may be conducted in
person or by phone. If conducted in person, interviews will likely be held at Court offices.
Court will not reimburse Proposers for any costs incurred in traveling to or from the
interview location. Court will notify eligible Proposers regarding interview arrangements.
12.0 CONFIDENTIAL OR PROPRIETARY INFORMATION
PROPOSALS ARE SUBJECT TO DISCLOSURE PURSUANT TO APPLICABLE
PROVISIONS OF THE CALIFORNIA PUBLIC CONTRACT CODE AND RULE 10.500
OF THE CALIFORNIA RULES OF COURT. Court will not disclose (i) social security
numbers, or (ii) balance sheets or income statements submitted by a Proposer that is not
a publicly-traded corporation. All other information in proposals will be disclosed in
response to applicable public records requests. Such disclosure will be made regardless
of whether the proposal (or portions thereof) is marked "confidential," "proprietary," or
otherwise, and regardless of any statement in the proposal (a) purporting to limit Court's
right to disclose information in the proposal, or (b) requiring Court to inform or obtain the
consent of the Proposer prior to the disclosure of the proposal (or portions thereof). Any
proposal that is password protected, or contains portions that are password protected,
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RFP Title: Intranet Modernization Using M365 G5 & SharePoint Online
RFP Number: 31926C
may be rejected. Proposers are accordingly cautioned not to include confidential,
proprietary, or privileged information in proposals.
13.0 DISABLED VETERAN BUSINESS ENTERPRISE INCENTIVE
A DVBE incentive of 3% is being offered to all DVBE (Disabled Veteran Business
Enterprise) contractors participating in this solicitation. Contractor's applicable for the
DVBE incentive, must complete Attachment 10 (Bidder Declaration form) and Attachment
11 (DVBE Declaration form). Please submit these forms along with your RFP for review.
You can click on the links above for access to fillable forms, or go to our website at
http://www.scscourt.org/general_info/vendors/dvbe.shtml
14.0 SMALL BUSINESS PREFERENCE
Small business participation is not mandatory. Failure to qualify for the small business
preference will not render a proposal non-responsive.
Eligibility for and application of the small business preference is governed by Court's
Small Business Preference Procedures for the Procurement of Information Technology
Goods and Services. The Proposer will receive a small business preference if, in Court's
sole determination, the Proposer has met all applicable requirements. If the Proposer
receives the small business preference, the score assigned to its proposal will be
increased by an amount equal to 5% of the points assigned to the highest scored
proposal. If a DVBE incentive is also offered in connection with this solicitation, additional
rules regarding the interaction between the small business preference and the DVBE
incentive apply.
To receive the small business preference, the Proposer must be either (i) a Department
of General Services ("DGS") certified small business or microbusiness performing a
commercially useful function, or (ii) a DGS-certified small business nonprofit veteran
service agency.
If the Proposer wishes to seek the small business preference, the Proposer must
complete and submit with its proposal the Small Business Declaration (Attachment 5).
The Proposer must submit with the Small Business Declaration all materials required in
the Small Business Declaration.
Failure to complete and submit the Small Business Declaration as required will result in
the Proposer not receiving the small business preference. In addition, Court may request
additional written clarifying information. Failure to provide this information as requested
will result in the Proposer not receiving the small business preference.
If the Proposer receives the small business preference, (i) the Proposer will be required
to complete a post-contract report; and (ii) failure to meet the small business commitment
set forth in its proposal will constitute a breach of contract.
FRAUDULENT MIS-REPRESENTATION IN CONNECTION WITH THE SMALL
BUSINESS PREFERENCE IS UNLAWFUL AND IS PUNISHABLE BY CIVIL
PENALTIES. SEE GOVERNMENT CODE SECTION 14842.5.
15.0 PUBLIC WORKS - PREVAILING WAGE
Public works in general means:
* Construction, alteration, demolition, installation, or repair work done under contract
and paid in whole or in part out of public funds.
* It can include preconstruction and post-construction activities related to a public
works project.
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