RFI - SharePoint Migration

The Massachusetts Department of Revenue (DOR), within the Executive Office for Administration and Finance, is soliciting vendor input through a Request for Information (RFI) on migrating approximately 30 terabytes of data from 23 network file servers to Microsoft SharePoint, with responses due November 5, 2026 at 3 p.m. Eastern Time. Responses are voluntary and do not obligate the Commonwealth to issue a solicitation or advantage or disadvantage any later procurement. No set-aside or preference applies. The RFI may inform a future Request for Responses or Request for Quotes, which will set the procurement vehicle, eligibility requirements, budget range, and evaluation criteria. Questions were due October 15, 2026.

The project covers 12 DOR business units, 730 top-level folders across shared network drives to be decommissioned after migration, and roughly 1,800 users. The vendor would execute project planning, pilot migrations, phased migration by business unit, permissions restructuring, governance configuration, wave closeout reports, and post-migration support, along with Tier 2 support. DOR's A&F IT team would develop the requirements document and provide Tier 1 support. Migration Manager and Sharegate are provided through EOTSS, and vendors should exclude tool licensing from estimates. Migration targets the mass.gov SharePoint Online tenant.

Required compliance includes the Commonwealth's Enterprise Information Security Standards, WCAG 2.1 Levels A and AA, and the Enterprise Use and Development of Generative Artificial Intelligence Policy. All vendor work must be performed remotely by staff in the continental United States, with offshore resources prohibited. Federal Tax Information handling requires DOR background checks, fingerprinting, and security training for all vendor personnel, and no data may be removed from DOR-provided laptops or the DOR network. Data cleanup, archival, records management, end-user training, Microsoft Purview configuration, and travel are out of scope. DOR prefers a single prime vendor but allows subcontracting under Commonwealth terms.

Respondents should describe migration processes, project timeframes, phases, staff roles, communication plans, software tools, and cost estimates, with estimated duration and budgeted costs requested. The future work is expected to use fixed-price engagement with milestone-based payments. Selected respondents may be invited to demonstrations or formal presentations. Responses become public record under Massachusetts General Law, and no preparation costs are reimbursed. Submit electronically through COMMBUYS under Bid Number BD-27-1003-1003C-1003L-134297. Procurement contact is Rachelle Hersey at hersey@dor.state.ma.us.