Request for Proposal (RFP) 

SharePoint Implementation Services 

Introduction 

1.1 About CANADIAN FEED THE CHILDREN (CFTC) 

Canadian Feed the Children’s vision is a world in which children thrive, free of poverty. For 35 years, CFTC has been working with local partners in Uganda, Ethiopia, Ghana, Bolivia, and with Indigenous Nations and communities in Canada, to deliver community-led programs that have positive, meaningful, and sustained impact on the health, education and well-being of children and the self-sufficiency of their families and communities. 

CFTC has a primary office location in Toronto.  This office supports a few users and is also the home of the On-premises Server.  This server uses VMWare to host Virtual server machines, which provide Active Directory and File/Print services.  The accounting system also lives on these servers. 

CFTC uses XBASE Technologies as our Managed Services Provider for server support.   In addition, they provide and manage the On and Offsite backups for the virtual servers. Firewall and IPS/IDS security services are centralized at the XBASE Data Centre. 

XBASE is also CFTC's primary contact for IT Support issues, covering workstation, server, and M365 platforms.  M365 is primarily licensed at the Business Premium level for CFTC users and is implemented with MFA (Multi Factor Authentication) for all user logins. 

1.2 Purpose of the RFP 

CFTC is seeking proposals from qualified vendors/consultants to implement Microsoft SharePoint to improve communication, collaboration and document management within our organization. The purpose of this RFP is to identify a vendor/consultant that can deliver a comprehensive SharePoint solution tailored to our needs. 

1. Project Scope

2.1 Objectives 

The primary objectives of this project are as follows: 

• To implement Microsoft SharePoint to facilitate document management, communication, collaboration, and information sharing.
• To create a user-friendly and scalable SharePoint environment that meets CFTC's specific requirements.
• To create an Intranet layout and design for CFTC.
• To provide training and support for CFTC staff to effectively use SharePoint.

2.2 Scope of Work 

The selected vendor/consultant is expected to provide the following services: 

• Conduct a thorough assessment of document management requirements, including categorization, access control, version control. Conduct a thorough assessment of the organization's internal communication, collaboration, and knowledge sharing needs.
• Create a structured and user-friendly document repository within SharePoint, ensuring easy document upload, search, and retrieval functionalities.
• Based on the needs assessment, design a SharePoint-based intranet layout and user interface. (Individual sites/pages to be built by CFTC teams).
• Implement robust access control mechanisms to restrict document access based on roles and responsibilities.
• Set up version control to track document changes and enable rollbacks if necessary.
• Provide guidance on document retention policies to ensure compliance with legal and organizational requirements.
• Provide comprehensive training for users on how to use SharePoint for document management, and create user-friendly documentation.
• SharePoint configuration and setup. 
• User training and documentation. 
• Ongoing technical support and maintenance. e. Integration with existing systems (if applicable).
• If there are existing systems or tools within the organization that need to be integrated with SharePoint or the intranet, outline the integration requirements and scope.

III. Proposal Requirements 

3.1 Eligibility 

• Vendors/consultants interested in responding to this RFP must meet the following eligibility criteria:
• Demonstrated experience in SharePoint implementation, including similar projects for other organizations. 
• Relevant certifications and expertise in Microsoft SharePoint. 
• A proven track record of delivering on time and within budget.

3.2 Proposal Submission 

Please submit your proposal by November 24, 2023, via email to . The subject of the email should be "CFTC SharePoint Implementation RFP Response." 

3.3 Proposal Contents 

The proposal should include, but not be limited to, the following: 

• Cover letter with an executive summary of your proposal. 
• Company/individual profile, including relevant experience and references. 
• A detailed project plan, including timelines and milestones. 
• Proposed SharePoint solution design. 
• Pricing structure, including a breakdown of costs. 
• Training and support plan. 
• Technical support and maintenance plan. 
• Any additional information that demonstrates your capabilities.

1. Evaluation Criteria

CFTC will evaluate proposals based on the following criteria: 

• Experience and expertise in SharePoint implementation (30%). 
• Proposed solution design (25%). 
• Project plan and timeline (20%). 
• Pricing and cost-effectiveness (15%). 
• Training and support plan (10%). 
• References and past performance (10%).

1. Timeline

Release of RFP: October 31, 2023 

Proposal Submission: November 24, 2023 

Vendor Selection: November 29, 2023 

Project Start Date: December 4, 2023 

1. Contact Information

Asjid Javed

416-340-1020 X 268 

VII. Confidentiality 

All information provided by vendors in response to this RFP will be treated as confidential by CFTC. 

VIII. Location 

All work will be done remotely. Vendor/consultant to arrange their own equipment to complete this assignment.