Intranet Modernization Using M365 G5 SharePoint Online
| Location: | California |
|---|---|
| Posted: | Mar 25, 2026 |
| Due: | Apr 16, 2026 |
| Agency: | Superior Court of California, County of Santa Clara |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | 3626C |
| Publication URL: | To access bid details, please log in. |
| Bid # | Title | Deadline | Documents |
| 3626C | Intranet Modernization Using M365 G5 SharePoint Online | 4/16/2026 |
Attachment Preview
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.
RFP issued
EVENT
Pre-Proposal Conference - MANDATORY
Deadline for questions
Questions and answers posted
Latest date and time proposal may be submitted
GS-036 IT REV 2/9/26
DATE
3/19/2026
3/25/2026 @ 11:00 am PST
4/3/2026
4/8/2026
4/16/2026 @ 3:00 pm PST
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
Notice of Intent to Award (estimate only)
Negotiations and execution of contract (estimate only)
Contract start date (estimate only)
Contract end date (estimate only)
5/7/2026 @ 2:00 pm PST
5/15/2026
5/22/2026
6/1/2026
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.
Attachment 4: General
Certifications Form
Attachment 5: Small
Business Declaration
Attachment 6: Payee
Data Record Form
[Only for solicitations
of $1,000,000 or more]
Attachment 7: Iran
Contracting Act
Certification
(Only for solicitations
of $100,000, or more)
Attachment 8: Unruh
and FEHA Certification
Note: A material exception to a Minimum Term will
render a proposal non-responsive.
The Proposer must complete the General Certifications
Form and submit the completed form with its proposal.
The Proposer must complete this form only if it wishes to
claim the small business preference associated with this
solicitation.
This form contains information Court requires in order to
process payments and must be submitted with the
proposal.
The Proposer must complete the Iran Contracting Act
Certification and submit the completed certification with its
proposal.
The Proposer must complete the Unruh Civil Rights Act and
California Fair Employment and Housing Act 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.
GS-036 IT REV 2/9/26
Page 5 of 41
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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