LETA RFP 03-19 – Sharepoint Services Consulting – Click to download

This Project proposes to secure the professional services of a Vendor, which may include an independent contractor, knowledgeable in SharePoint, Office 365 Services, and business practices to leverage the tools and services. The selected Vendor will collaborate with LETA to understand business operations and develop appropriate solutions meeting the requirements and deliverables outlined in Section 3.

Technical Questions and LETA Responses 

Cost Data/Budget

Q – We would like clarification of section 2.7, particularly the statement “Estimated costs are not acceptable.”

A – This does seem to contradict the instructions given in Appendix A – Cost Proposal, which states, “All Vendors must provide an estimated cost summary in the fee proposal…”. To clarify, an estimate of hours needed is acceptable, however the hourly rate is to be clearly identified and not subject to change.

 

Document Management – Evaluate existing solutions, recommend enhancements

Q – What are your current file repository solutions? (File server, other cloud based platform, etc.)

A – We primarily use Google Drive. By “Evaluate existing solutions” we mean to evaluate our non-production SharePoint Document Management tools built to date.

Q – How much data exists in your current solution?

A – Currently 28GB, although not all of it will be migrated to SharePoint. I would plan on cutting that roughly in half.

Q – a. How much of that data is active?

A – ~10%

Q – b. How much of that data is passive?

A – ~90%

Q – Are there detailed permission schemas for your current data set?

A – Not currently, but the permissions are very simple given the small number of staff we have. The schema can be documented to suit your needs early in the project.

 

Internal and External Collaboration – Evaluate existing solutions, recommend enhancements

Q – What is your existing collaboration tool?

A – There is no formal tool. We use email and cloud file sharing currently. By “Evaluate existing solutions” we mean to evaluate our SharePoint Collaboration tools built to date.

Q – What are the primary needs for collaboration? (chat-based, file sharing, co-authoring, etc.)

A – Well organized, secure, repeatable methodology and structure for LETA to use in collaborating with external partners and vendors. Primarily for file sharing and co-authoring.

 

Knowledge Management Portal – Evaluate existing solutions, recommend enhancements

Q – Is there a current portal that hosts this information?

A – There is not a portal currently used in production. Most KB material exists in Word Documents on the Google Drive. By “Evaluate existing solutions” we mean to evaluate our non-production SharePoint Knowledge Management tools built to date.

Q – How many users are interacting with the knowledge management portal?

A – Four

Q – Are there defined owners of this information for updates and enhancements?

A – Presumably all four LETA staff members will be able to contribute and edit KB material unless there is a reason to restrict capabilities.

 

Project Management Portal – Gather requirements and recommend solution

Q – What is your current project management toolset?

A – We have used multiple approaches, depending on the project size and number of participants, including MS Project, OneNote, Excel, and email.

Q – How many projects run concurrently?

A – Up to 10

Q – How many project managers maintain project status and reporting?

A – Up to 3

Q – What metrics are reported for each project?

A – Task status, timelines, budget. We also want a summary roll-up of all current projects.

Q – How long is a typical project?

A – 12 Months