Implementation of a Cloud-Based SharePoint System

Request for Proposal

Transportation Association of Canada

Implementation of a Cloud-Based SharePoint System

Issue Date: January 27th, 2026

Submission Deadline: 13:00 ET, Feb 12th, 2026

About TAC

TAC is a not-for-profit, national technical association in the transportation industry. A membership-based organization, we have over 500 corporate members, including all levels of government, private sector companies, academic institutions, and other associations.

Project Overview

The Transportation Association of Canada (TAC) is inviting proposals from qualified consultants to work with us to design, configure, and implement a cloud-based SharePoint environment to replace our current on-premises server.

This project will move TAC from its current internal file server infrastructure to a modern, cloud-based SharePoint environment that:

• Improves internal collaboration
• Centralizes organizational information
• Enhances document access, sharing, and version control
• Supports both internal staff and a large external user community

As part of this initiative, TAC’s existing Volunteer Centre SharePoint and Technical Projects SharePoint will be restructured and modernized to align with current SharePoint best practices.

The project will deliver:

• Guidance on how files should be organized and governed
• A secure internal SharePoint space for approximately 20 TAC staff
• A structured external collaboration environment supporting 1,000+ external contacts with varying permission levels
• Target Completion Date July 31, 2026

Scope of Work

Internal SharePoint (Accessible only to staff).

The consultant will design and implement a fully internal, access-controlled SharePoint environment to replace TAC’s current shared network drive.

This environment must:

• Provide secure, web-based access to organizational files
• Support simultaneous document co-authoring
• Maintain version history and reduce document duplication
• Use metadata and search to improve document retrieval
• Support long-term information governance and retention

External SharePoint Modernization (accessible with approval to TAC members, volunteers, clients)

TAC currently uses two external SharePoint environments for its general collaboration and projects: one location that has a hub site, 30 team sites and 1,000 participates with fully open access, and a second with closed access folders with specific groups tied to permission levels.

The updated solution must include:

• A central external-facing hub site and committee sites, with broad viewing access
• Secure project- and client-specific areas with restricted access
• TAC staff-managed access groups

The selected consultant will be responsible for both design and implementation, including but not limited to the following aspects:

Information Architecture and Planning

• Assessment of existing file structures and SharePoint sites
• Recommendations for:
  • Information architecture
  • Folder structures
  • Metadata and tagging strategy
  • Retention and governance policies
• Mapping of legacy file structures to modern SharePoint design
• Guidance to inform file cleanup and preparation prior to migration

Implementation and Migration

• Configuration and setup of internal and external SharePoint environments
• Migration of documents from on-premises file servers (In collaboration with our IT Department)
• The consultant coordinates with our IT department in relation to security and M365 administration during this project.
• Migration and configuration of access groups and permissions
• Validation of security, access, and usability
• Documentation of the final SharePoint structure

Training and Support

• Training to enable TAC staff to administer the site on an ongoing basis
• Orientation or other training sessions that may be proposed by the proponent
• Post-implementation support period
• Continuous ongoing support upon request

Deliverables

Required project deliverables are:

• Information architecture and governance recommendations
• Fully implemented internal SharePoint environment
• Modernized external SharePoint hub and associated sites
• Migrated documents and access groups
• System documentation and configuration overview
• Training materials or sessions

Proposal Submission Requirements

PROPOSAL CLOSING DATE:

Proposals received after the specified time/date will not be considered.

DATE: Thursday, Feb 12, 2026

TIME: 4:00 p.m. ET

DUE DATE FOR QUESTIONS:

DATE: Thursday, Feb 05, 2026

TIME: 4:00 p.m. ET

Send questions and proposal via email to:

Amira Bayoumy abayoumy@tac-atc.ca

Subject Line:

TAC SharePoint Transition project

RFP Submission

Your proposal should be submitted as a PDF file and include the following:

• Overview of your company, highlighting experience implementing SharePoint environments.
• Overview of how you will meet our project objectives
• Proposed methodology to assess the current filing structure on the server
• Project timeline from kickoff to completion
• Detailed pricing, including anticipated licensing fees, implementation costs, and ongoing support charges
• Two references from previous clients for whom you completed a similar project
• Terms and conditions
• Assumptions, risks, and dependencies

The proposal must contain the signature of a duly authorized officer or agent of the company submitting the proposal.

The quoted price should be inclusive. If your price excludes certain fees or charges, you must provide a detailed list of excluded fees with a complete explanation of the nature of those fees.

If the execution of work to be performed by your company requires the hiring of sub-contractors, you must clearly state this in your proposal. Sub-contractors must be identified and the work they will perform must be defined. In your proposal, please provide the name and address of the sub-contractor. TAC will not refuse a proposal based upon the use of sub-contractors but does retain the right to refuse the sub-contractors you have selected.

TAC will negotiate contract terms upon selection, and the project will be awarded upon signing of an agreement or contract, which outlines terms, scope, budget, and other necessary items.

Request for Proposal Timeline

• Request For Proposal issued — Tuesday, Jan 27, 2026
• Proposals due Thursday, Feb 12, 2026| 4:00 pm ET
• Evaluation of proposals and award of contract to successful proponent — Week of Feb 23, 2026

Evaluation Criteria

Proposals meeting mandatory requirements will be evaluated against the following criteria:

• Understanding of project objectives and requirements
• Quality and clarity of proposed approach
• Relevant experience and qualifications
• Prior work that demonstrates the candidate consultant has successfully completed similar projects and has the qualifications necessary to undertake and be successful with this project.
• Project timeline and feasibility
• Cost and overall value
• References and demonstrated success on similar projects

Submission Instructions

Proposals must be submitted electronically to:

Contact Name: Amira Bayoumy

Email: abayuoumy@tac-atc.ca

Submission Deadline: Feb 12, 2026

Additional Information

TAC reserves the right to reject any or all proposals and to waive any irregularities in the proposals received. We appreciate your interest in working with us for this project.