RFI for DOR SharePoint Migration - Open Market.docx

Commonwealth of Massachusetts Executive Office for Administration and Finance

Department of Revenue

Request for Information

SharePoint Migration Project

October 8, 2026

COMMBUYS Bid Number: BD-27-1003-1003C-1003L-134297

Respondents to this Request for Information (RFI) are invited to respond to any or all of the questions in this document. Responses to this RFI shall serve solely to assist the Commonwealth in understanding the current state of the marketplace with regards to the solicited information or to inform the development of a possible solicitation for a Request for Responses (RFR) or Request for Quotes (RFQ) in the future. This RFI does not in any way obligate the Commonwealth to issue or amend a solicitation or to include any of the RFI provisions or responses in any solicitation. Responding to this RFI is entirely voluntary and will in no way affect the Commonwealth’s consideration of any proposal submitted in response to any subsequent solicitation, nor will it serve as an advantage or disadvantage to the respondent in the course of any RFR or RFQ that may be subsequently issued or amended.

IN ACCORDANCE WITH M.G.L. C. 66 AND M.G.L. C. 4, § 7 (26), THIS RFI AND ALL RESPONSES HERETO SHALL BECOME PUBLIC RECORD, AND CAN BE OBTAINED FROM DOR, BY SENDING AN EMAIL TO ROGER RANDALL AT PRLR-TAX-DIVISION@DOR.STATE.MA.US. ANY PORTIONS OF RESPONSE THAT ARE LABELED AS CONFIDENTIAL WILL BE CONSIDERED PUBLIC RECORD

1. General Procurement Information

a. General Information

Purchasing Agency: Executive Office for Administration and Finance (“A&F”) Department of Revenue (“DOR”)

Address: 200 Arlington Street, Chelsea, MA 02150

DOR Procurement Contact: Rachelle Hersey

Email Address: hersey@dor.state.ma.us

COMMBUYS Bid Number: BD-27-1003-1003C-1003L-134297

b. Timeline

Times are Eastern Time (US), as displayed on the COMMBUYS system clock displayed to Respondents after logging in. Respondents are required to monitor COMMBUYS for changes to the procurement calendar for this Request.

2. Introduction

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.

3. Department of Revenue

DOR is an agency within the Commonwealth of Massachusetts Executive Office for Administration and Finance (“A&F”); its mission is to gain full compliance with the individual tax, business tax, child support enforcement, personal information and municipal finance laws of the Commonwealth.

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.

4. Description of the RFI

a. Background/Purpose

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.

A&F IT has a project team in place for the SharePoint Migration Project, including a project manager, technical architect, technical support, and a business analyst. It is also completing a business and technical analysis document, which will be made available with any RFQ.

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.

b. Information Solicited

Respondents must provide the following information in separately numbered sections:

i. Description of the Vendor’s process for reviewing and validating the business and technical response document referenced in Section 4.a.

ii. Approximate project timeframe

iii. Required project phases

iv. Vendor staff roles

v. Migration informational and scheduling communications to DOR staff

vi. Required software tools

vii. Cost estimate

viii. List of any current memberships on the Commonwealth’s statewide contracts

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

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.

5. General Instructions

This RFI has been issued solely for the purpose of obtaining information. Nothing in this RFI shall be interpreted as a commitment on the part of the Commonwealth to enter into a contract with any Respondent.

a. Respondent Questions. Potential Respondents who have questions regarding this RFI may submit them through COMMBUYS by the date listed in Section 1(b). Responses to inquiries and clarification questions will be provided electronically to all interested parties via a posting on COMMBUYS.

b. Informational Sessions. There will be no informational sessions associated with this RFI.

c. Response Submission. All responses to this RFI are due no later than the date and time listed in Section 1(b). 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.

d. Response Content. Vendors should provide the information as requested in Section 4.

e. Response Format. 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.

f. Respondent Demonstrations. Selected Respondent(s) may be invited to provide demonstrations of the proposed solutions. More information regarding the schedule and structure of demonstrations will be forthcoming.

g. Additional Information. The Commonwealth retains the right to request additional information from Respondents. The Commonwealth may, at its sole discretion, elect to request formal presentations from certain vendors and/or create an RFR or RFQ which will include the detailed requirements and key success criteria for the procurement and be based, at least in part, on the responses received from this RFI. The Commonwealth may request further explanation or clarification from any and all Respondents during the review process.

Miscellaneous

a. Enterprise Information Security Standards and Policies. All products and services provided to the Commonwealth must comply with all applicable policies adopted by the Agency, which shall be made available to Bidder prior to contract execution. At a minimum, all goods and services provided to the Commonwealth must comply with the Enterprise Information Security Standards and Policies (https://www.mass.gov/handbook/enterprise-information-security-policies-and-standards). As applicable, Bidders shall provide information that demonstrates that their security practices meet the requirements detailed in these policies.

b. Accessibility for IT Solutions Contract Language. The Commonwealth of Massachusetts’ Enterprise Digital Accessibility Policy drives ongoing efforts to make Massachusetts’ Digital Assets, including those delivered by a third-party, accessible and usable by all persons as required by state and federal laws. Where a Deliverable includes a Digital Asset, such Deliverable must meet the Commonwealth’s Digital Accessibility Standards.

The Commonwealth’s Digital Accessibility Standards include the Web Content Accessibility Guidelines (WCAG) version 2.1 level A and AA developed by the World Wide Web Consortium (W3C). Bidder must comply with the digital accessibility obligations set forth in the Vendor Digital Accessibility Contract Language and Vendor Digital Accessibility Testing Obligations and any subsequent versions or amendments.

During the bidding process and upon request, Bidder shall cooperate and provide the Commonwealth, or any third-party digital accessibility service provider procured by the Commonwealth, access to test its digital products for accessibility at no additional cost to the Commonwealth, if applicable.

c. Promotional Materials. Respondent must not reference the Agency or the Commonwealth in any promotional or marketing materials, including but not limited to use of the Agency’s or the Commonwealth’s name or logo, without first obtaining the Agency’s prior written approval for such use. Respondent must not use the Commonwealth’s seal in any promotional or marketing materials.

Respondents are discouraged from including extraneous promotional or marketing materials in their responses to this RFI.

d. Review Rights. Responses to this RFI may be reviewed and evaluated by any person(s) at the discretion of the Agency including non-allied and independent consultants retained by the Agency for the sole purpose of evaluating and analyzing responses.

e. No Reimbursement. By submitting a response, Respondents agree that any cost incurred in responding to this RFI, or in support of activities associated with this RFI, shall be the sole responsibility of Respondent. The Commonwealth shall not be held responsible for any costs incurred by Respondents in preparing their respective responses to this RFI.

f. EOTSS GenAI Policy. The Commonwealth consistently seeks to realize the benefits of new technology, in particular generative artificial intelligence (AI). Contractor must comply with the Enterprise Use and Development of Generative Artificial Intelligence Policy issued by EOTSS on January 31, 2025, as it may be amended from time to time. Please follow this link to the policy: www.mass.gov/doc/enterprise-use-and-development-of-generative-artificial-intelligence-policy/download.

6. RFI Attachments

a. Attachment A – COMMBUYS Instructions

ATTACHMENT A – COMMBUYS Instructions

For purposes of this RFI, all references to “Bidder(s)” shall be replaced by “Respondent(s)” and all references to the “Strategic Sourcing Team,” “SST,” or “PMT” shall be replaced by “DOR”

Interested Bidders must submit their response using COMMBUYS.

Useful links:

· Job aid on how to submit a quote: https://www.mass.gov/doc/how-to-create-a-quote-in-commbuys/download.

· Webcast: How to Locate and Respond to a Bid in CommBuys, which will familiarize bidders with CommBuys terminology, basic navigation, and provide guidance for locating bid opportunities in CommBuys and submitting an online quote.

· Bidders MUST have their complete bid fully loaded and submitted prior to the time and date listed in the calendar. COMMBUYS will not allow for bids to be submitted after the posted time.

Bidder may contact the CommBuys Help Desk at CommBuys@state.ma.us or call during normal business hours (8AM – 5PM, Monday – Friday) at 1-888-627-8283 or 617-720-3197.

Written questions via the Bid Q&A on COMMBUYS The “Bid Q&A” provides the opportunity for Bidders to ask written questions and receive written answers from the Strategic Sourcing Team (SST) regarding this Bid. All Bidders’ questions must be submitted through the Bid Q&A found on COMMBUYS (see below for instructions). Questions may be asked only prior to the Deadline for Submission of Questions stated in the Procurement Calendar. The issuing department reserves the right not to respond to questions submitted after this date. It is the Bidder’s responsibility to verify receipt of questions.

Please note that any questions submitted to the SST using any other medium (including those that are sent by mail, fax, email or voicemail, etc.) will not be answered. To reduce the number of redundant or duplicate questions, Bidders are asked to review all questions previously submitted to determine whether the Bidder’s question has already been posted.

Bidders are responsible for entering content suitable for public viewing, since all of the questions are accessible to the public. Bidders must not include any information that could be considered personal, security sensitive, inflammatory, incorrect, collusory, or otherwise objectionable, including information about the Bidder’s company or other companies. The PMT reserves the right to edit or delete any submitted questions that raise any of these issues or that are not in the best interest of the Commonwealth or this Bid.

All answers are final when posted. Any subsequent revisions to previously provided answers will be dated.

It is the responsibility of the prospective Bidder and awarded Bidder to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Bidder’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Bidder’s computer, network or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/Awarded Bidder and the Purchasing Department to be lost or rejected by any means including email or spam filtering.

Locating Bid Q&A Log into COMMBUYS, locate the Bid, acknowledge receipt of the Bid, and scroll down to the bottom of the Bid Header page. The “Bid Q&A” button allows Bidders access to the Bid Q&A page.

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