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Awarded

This bid has been awarded to Gravity Union Solutions Limited.

The Commission is seeking interested parties to develop an integrated digital workplace for the Commission built on the M365 platform.

Download Modern Digital Workplace Development Services Description

Description

The Commission is seeking interested parties to architect and develop a high availability, collaborative and integrated digital workplace for the Commission built on the M365 platform. The Commission is licensed at an E5 level. Certain foundational elements of M365 have already been implemented and this project is aimed at extending the capabilities to address collaboration, knowledge sharing, improved search, and digital socialization aspects of a modern workplace. The Commission is also seeking support in establishing and participating in a sustainable governance model, as well as establishing and implementing a user centric adoption plan. *This opportunity has been extended to December 10, 2021. Please see attached amendment.

Questions and Answers

If you have any questions about this posting, please email procurement@bcogc.ca.

  • While these are all technical questions that are critical to understanding the implementation of the toolsets, the project success will be measured by the outcomes we are able to accomplish and the increased focus on the user experience.
  • Do note that some M365 services have already been implemented (e.g. Azure AD, Team and Team Sites). The full list is included in the RFP.
  • As a reminder, any tool implemented within M365 must be compliant with the Freedom of Information and Privacy Protection Act (https://www.bclaws.gov.bc.ca/civix/document/id/complete/statreg/96165_00) specifically Section 30 (Protection of Personal Information) and how that impacts where data is stored. Note: There appears to be movement to ease these rules, but we still have to work within them.
  • The Commission has not specified a particular budget for this process but it is estimated to be between 100-200K per year based on the proposed service delivery and best value.

The total scope will include the entire organization (that includes a central corporate site and department sites). The total scope would include around 12-16 departments.

The majority of the data is a combination of excel files, word documents and PDFs. In rare cases there might be some media (images).

Some content might be migrated to sharepoint webpages instead of keeping them as documents.

Yes, transparency is critical. Hence the proposal for a public and private department sites.

We are hoping the public department page can be used for information and data sharing.

None have been identified at the moment.

Not currently planned, sharepoint search is deemed sufficient for now.

Likely one central corporate site. An estimated number of 12 * 2 (Public and Private) department sites

Public = other departments

Private = within department

Pages/Sections per site can vary – but the corporate site is likely to be the biggest

The number of departments and sites will be clarified once the project is initiated

None that have been identified

On premise.

Little to no search parameters. We need better search parameters.

Security is managed via Active Directory, and in general all content is accessible by all staff. A small subset of staff have edit access. Governance is very informal.

Ownership is going to be distributed, moving forward. This would require a formalized governance program.

Our current pages are built in Drupal 7 and is quite outdated.

We are hoping to completely replace the layout, structure, complexity, approach, etc. Essentially starting from scratch.

It’s a nice to have, not a must have.

Not currently.

Azure AD.

Training, How to videos, call recordings, webinars, etc.

No templates are set right now. As this gains traction, the usage of news events might increase.

A newsletter is published every couple of months.

The CEO publishes an update every week or two

Departments occasionally publish updates, most on a monthly cycle

Only internal staff will have access to the intranet. Access to partners and external resources will be handled on a per-case basis using temporary security groups.

The intent is to use Yammer as a means to increase employee engagement and collaboration.

That can take many forms, but the ability to participate in discussions, create communities, easily share images, subscribe to feeds and updates, etc.

No requirement to visualize Yammer data in SharePoint. There might be a use case to link to Yammer content via SharePoint (e.g. a staff photo contest)

Our records management team will be working on creating retention and recovery policies. The successful proponent is not expected to implement or re-implement:
- Any M365 services the Commission has already implemented, such as Teams
- Any setup of specific records management labels, classification, or policies

Our records management team will be working on creating retention and recovery policies.

Likely L1/L2 support during the project. However, the long term the intent is to manage this in-house.

Yes. There are around 280 employees and a handful of contractors and service accounts

No, Not at this moment.

We have staff who sometimes do change management and training but do not have a dedicated change management or training teams.

    • MyOGC refers to the old intranet, which is being deprecated. The new intranet/workplace will likely get a fresh name
    • A combination of the internal communications team and the Information Systems and Technology team will manage the success and adoption of the new platform(s)
      • However, our internal IT team will provide technical oversight and participate in the technical design discussion to ensure ease of administration on an ongoing basis

    • Ideally, department representatives will draft and migrate files and content
    • However, the selected bidder might be involved in some migration for some smaller departments

Not at the moment. This is purely meant to be an internal facing platform

This could range from 10-20GB

Some multimedia files will be part of the migration

Yes, a preliminary study was conducted to determine fit for the organization’s needs

Where possible, the Commission would prefer to use out of the box webparts and implementations

Customizations will be minimized where possible

~49 sites including those at the department and division levels. Sites with digital workplace integration will be chosen from this list.

Adoption varies from low to high – with a majority just using the communication channels for collaboration

It is our primary tool for all internal meetings (one on one, team meetings, corporate, and external meetings).

Teams is the Commission’s internal chat tool.

No.

Yes.

No.

The diagram is meant to demonstrate a user centric process diagram, to illustrate how a user might interact with various M365 services.

The external systems (e.g. shared drives) are not expected to integrate with the M365 platform.

Some external systems will be implemented by the Commission to replicate existing functionality within our current intranet (e.g. eStore). The successful proponent will not be responsible for designing, deploying, or integrating any external system.

Term Store is the terminology Microsoft uses to document and track metadata across SharePoint (essentially a place to capture taxonomy used across the platform)

Introduction to managed metadata - SharePoint in Microsoft 365 | Microsoft Docs

We are looking for high level estimates, and it’s fine to break them down into high/medium/low complexity estimates.

We are looking at a phased approach, but are not looking to go back to RFP after the planning phase is completed.

The Commission has around 280 staff members and a handful of contract staff

The expectation is that most staff will have the ability to utilize the M365 platform from their workstations as well as their mobile devices.

No migration tool has been selected. We are open to proposals.

The intent is for migrating only the relevant content from the current intranet (so partial migration).

There will be net new content curated by BCOGC authors as well.

We can do the basics and need user/process centric training. Some users/teams might need less hands on training, some might need lots of training.

We are open to a train the trainer model as well.

Absolutely. The intent is to learn the process, in hopes to manage this process internally in the long term.

Yes, there is technical expertise to write PowerShell migration scripts. We are also open to licensing migration tools.

Low, but improving.

Amendments

Competition ID: RFP21422003