Microsoft Sharepoint Online Intranet and Document Management Environment

⁠⁠⁠Overview

Gilgandra Shire Council is seeking quotations from suitably qualified and experienced consultants to design, configure and implement a modern SharePoint Online intranet and document management environment.

About

The Gilgandra local government area is situated in the central west of NSW and covers an area of 4,800 square kilometres, including the township of Gilgandra and three smaller villages of Tooraweenah, Armatree and Curban.

Gilgandra is located on the junction of the Newell, Oxley, and Castlereagh Highways. It is 432 km north-west of Sydney and 60 km north of Dubbo and is located approximately halfway on the inland route from Melbourne to Brisbane.

Scope

The scope includes:

Discovery and Planning

• Conduct requirements workshops with Council representatives and nominated business areas
• Review the current intranet, existing SharePoint sites, file shares, permissions, content and relevant procurement and contract management processes
• Identify organisational, departmental, security, accessibility, records and information management requirements
• Prepare a content and data inventory identifying volumes, duplication, outdated information, unsupported files and migration risks
• Develop an agreed project plan, future-state design, milestones, responsibilities and implementation schedule

File Structure and Document Management

• Design a scalable SharePoint site, library and folder structure for Council business areas
• Establish document categories, metadata, naming conventions, version control and search requirements
• Configure security groups, permissions, ownership and access models
• Map existing file shares and repositories to the proposed future structure
• Apply content review, archiving and migration rules
• Consider NSW records management obligations and Council's existing external records management system
• Document the proposed structure for Council approval before migration or implementation, allowing authorised Council staff to maintain the structure after handover

Procurement and Contract Management

• Establish a structured repository for procurement, quotation, tender and contract documentation
• Establish a central contract register or library using appropriate metadata such as supplier, contract owner, commencement date, expiry date and status
• Apply appropriate permissions, version history, auditability and document ownership
• Provide standard templates, document categories and lifecycle stages where agreed with Council
• Configure review and expiry reminders using standard Microsoft 365 functionality where practical

Intranet Design and Development

• Design and configure a professional SharePoint Online intranet consistent with Council's branding
• Develop a corporate intranet homepage and agreed department or business-unit pages
• Include Council news, staff announcements, events and key dates
• Provide quick links to commonly used systems and Microsoft 365 services
• Include policies, procedures, forms and staff resources
• Configure search functionality, appropriate document libraries and content areas
• Configure security groups and content-owner permissions
• Deliver a responsive site accessible from supported desktop and mobile devices, using standard Microsoft 365 and SharePoint Online functionality wherever practical

Integration and Authentication

• Configure access using Council's existing Microsoft 365 identity environment
• Enable single sign-on where supported
• Configure agreed links or integrations with approved Council systems
• Follow Microsoft 365 security, permissions and authentication best practices
• Identify integration limitations, licensing requirements and any Council dependencies

Content and File Migration

• Prepare an agreed migration and cutover plan
• Identify content to be retained, updated, archived or removed
• Migrate approved intranet pages, documents and agreed file repositories
• Apply consistent formatting, metadata and permissions where practical
• Test and validate migrated content, files, links and access
• Provide migration reconciliation and completion reporting

Governance and Permissions

• Assist Council to establish governance arrangements covering intranet, site, library and content ownership
• Establish departmental content and document management responsibilities
• Establish publishing, approval and content review processes
• Establish user permissions and access management
• Establish site creation, structural changes, retention and ongoing maintenance responsibilities

Training and Change Management

Training must be provided for all Council staff, not only ICT staff. Council has approximately 250 staff, with final attendance numbers to be confirmed.

• Provide end-user training covering use of the intranet, search, document access and relevant SharePoint functions
• Provide role-based training for staff involved in procurement and contract management
• Provide content-owner and publisher training for nominated staff
• Provide administrator and support training for nominated ICT staff
• Provide sufficient sessions or an agreed delivery model to give all staff a reasonable opportunity to attend
• Provide training guides, quick-reference materials and reusable training resources
• Provide change and adoption support, including launch communications and post-go-live assistance

Testing and Go-Live

• Test navigation, permissions, search, links, page presentation, file access and agreed integrations
• Support user acceptance testing with nominated Council representatives
• Record and resolve defects before production launch
• Prepare and complete an agreed go-live and cutover plan
• Provide an agreed post-launch support and defect-resolution period

Project Management

• Nominate a project manager and primary contact
• Maintain an agreed project plan and delivery schedule
• Attend scheduled project meetings and provide regular progress reports
• Maintain project risks, issues, actions and decisions
• Obtain written Council approval before undertaking work outside the agreed scope

Required Deliverables

• Discovery findings, requirements and implementation plan
• Approved Council-wide file and document management structure
• Configured procurement and contract management structure
• Approved intranet information architecture, design and navigation
• Configured SharePoint Online intranet and agreed department pages
• Configured security groups, permissions and content-owner access
• Migration plan, migrated content and files, and validation report
• Governance, administration and technical documentation
• Training for all staff and role-based training materials
• Testing records, go-live support and final handover

Contractor Requirements

• Suitably qualified and experienced in designing, configuring and implementing SharePoint Online intranet and document management environments

Information Requested

• Identification and separate pricing of any custom workflow, Power Automate solution, premium connector or third-party contract management product
• A clear statement of the data volume and repositories included in the price, and a rate or pricing method for any additional migration volume

Instructions to Tenderers

• Quotation documents may be obtained after registration
• Quotations must be submitted via the electronic tender box using the attached PDF or Word version of the forms
• Respondents will receive a Successful Submission Receipt timed and dated upon completion
• Gilgandra Shire Council has a local purchasing policy
• Gilgandra Shire Council will undertake this tender in accordance with its Statement of Business Ethics
• The Council is not bound to accept the lowest priced Quotation or all or any part of a Quotation and reserves the right to conduct the Request for Quotation process and select the successful respondent(s) as it sees fit
• Council staff are unable to respond to verbal enquiries in relation to the proposal
• Late, verbal, faxed or emailed proposals will not be accepted

Enquiries

Quotation enquiries should be directed via the online forum.