Project Information

Bid Title

Intranet Modernization Using M365 G5 ?SharePoint Online

Issuing Agency

Superior Court of California, County of Santa Clara

Location

California

Published Date

Apr 9, 2026

Closing Date

Apr 24, 2026

Government Level

State & Local

Status

Closed

Ref. #

3626C

Original Source

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Bid Documents

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Project Description

Bid #	Title	Deadline	Documents
3626C	Intranet Modernization Using M365 G5 ?SharePoint Online	4/16/2026 Due date extended 4/24/2026	Request for Proposal Pre-Proposal Conference meeting notes

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

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services

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