RFI - SharePoint Migration

The purpose of this Request for Information ("RFI") is to elicit the advice and best analysis of knowledgeable persons in the vendor community to enable the Department of Revenue ("DOR") to craft a potential future solicitation for a vendor to support the migration of files stored on network shared drives to Microsoft SharePoint ("SharePoint Migration Project"). Responses to this RFI should include information that will be useful to the Commonwealth in subsequently drafting a detailed procurement solicitation related to the SharePoint Migration Project.

A&F Information Technology ("A&F IT") provides technology services for DOR. A&F IT will manage the SharePoint Migration Project and provide necessary technical support.

DOR has an ongoing initiative to migrate all on-premise emails and files to the Microsoft cloud. Emails and personal files have already been migrated to Exchange Online and OneDrive, respectively. The goal of this RFI is to gather information regarding how vendors will migrate on-premise network file shares to SharePoint. This is the final phase of the initiative.

Currently, there are 23 servers that house the network shared drives which contain approximately 30 TB of data and have 730 top level folders.

There are 12 DOR business units that use the network shared drives for file storage and collaboration. Within each business unit, there are between one and eight bureaus. Bureaus and business units each have assigned network drives. Some network drives may be shared across bureaus and business units. The network shared drives will be decommissioned after the Share Point Migration Project is completed.

Information Solicited

Respondents must provide the following information in separately numbered sections:

• Description of the Vendor's process for reviewing and validating the business and technical response document referenced in Section 4.a.
• Approximate project timeframe
• Required project phases
• Vendor staff roles
• Migration informational and scheduling communications to DOR staff
• Required software tools
• Cost estimate
• List of any current memberships on the Commonwealth's statewide contracts

Please note that DOR has implemented Microsoft Purview data classification labels and data loss prevention (DLP) for SharePoint. This is required by the IRS prior to migrating files to a cloud environment.

**Submission method:** Respondents should submit one (1) electronic copy via COMMBUYS. All responses must include on the first page the official name (if any) of the firm or entity submitting the response. Please consecutively number all pages of the response.

All responses to this RFI are due no later than **November 5, 2026 3 p.m.** COMMBUYS will not allow for bids to be submitted after the posted time.

Please also provide a cover letter with the following information:

• Company Name
• Company Address
• Company Website
• Contact name and information (email address required)
• Description of the company and basis of expertise in offering a response to this RFI

The Commonwealth requests that all responses be submitted with a point-by-point response to each numbered subsection set forth in Section 4. If a Respondent opts not to respond to any item(s) in those subsections, please include an explanation for the lack of response.

Selected Respondent(s) may be invited to provide demonstrations of the proposed solutions. There will be no informational sessions associated with this RFI.