SharePoint Online Migration and Intranet Development

Project Overview

Inuit Tapiriit Kanatami (ITK) requires the services of qualified consultant(s) or IT service provider(s) to facilitate the migration of its Microsoft SharePoint (2016) environment to Microsoft SharePoint Online. ITK has been using SharePoint on premise since 2019 and needs to do updates and upgrades and a substantial design overhaul. ITK currently has approximately 180.5 GB of data on our current SharePoint, which we refer to as Sirluaq. This migration will include significant revisions to improve our document repository. The selected provider will also be responsible for the development of a modern, user-friendly SharePoint-based intranet site for staff communication that is integrated into the overall design of our Sharepoint online site.

This project aims to enhance accessibility, collaboration, document management, and internal communications via a secure, cloud-based system adhering to intranet design and information architecture best practices.

Organizational Background

Inuit Tapiriit Kanatami (ITK) is the national representational organization for the 70,545 Inuit living in Canada, the majority of whom live in four regions, including the Inuvialuit Settlement Region (Northwest Territories), Nunavut, Nunavik (Northern Québec), and Nunatsiavut (Northern Labrador). Collectively, these four regions make up Inuit Nunangat, the Inuit homeland in Canada. Inuit Nunangat includes 51 communities and encompasses 40 percent of Canada’s landmass and more than 72 percent of its coastline. Consistent with its founding purpose, ITK represents the rights and interests of Inuit at the national level through a democratic governance structure representing all Inuit regions.

The comprehensive land claim agreements settled in Inuit Nunangat form a core component of ITK’s mandate. These land claims have the status of protected treaties under section 35 of the Constitution Act, 1982, and ITK remains committed to working in partnership with the Crown toward full implementation. In addition, ITK advocates for policies, programs, and services to address the social, cultural, political, and environmental issues facing our people.

ITK is governed by a Board of Directors that is composed of the following members from the four (4) Land Claims Organizations (LCOs):

• Chair and CEO, Inuvialuit Regional Corporation (IRC)
• President, Makivvik
• President, Nunavut Tunngavik Inc. (NTI)
• President, Nunatsiavut Government (NG)

In addition to voting members, the following non-voting permanent participant representatives also sit on the Board:

• President, Inuit Circumpolar Council (ICC) Canada
• President, Pauktuutit Inuit Women of Canada
• President, National Inuit Youth Council (NIYC)

Scope of Work

• Conducting an assessment of ITK’s current SharePoint environment and creating a plan for migration to SharePoint Online.
• Implementing the migration with minimal disruption to business operations.
• The creation and development of a customized SharePoint Online intranet, aligned with ITK’s branding, user-experience objectives, and organizational requirements; and
• Providing training and support to ensure successful implementation and usage of the new platform.

The consultant(s) will be responsible for the development of the overall SharePoint migration and development of an Intranet site and will have four major deliverables:

1. Accessing ITK’s Needs
   Consult with essential ITK staff to determine the needs for a SharePoint document management system, diagnose current SharePoint system shortcomings, clarify ITK’s planned system enhancements and identify necessary intranet site features.
2. SharePoint Migration
   Evaluate the current SharePoint environment, considering its structural components, permission matrix, workflow processes, and content repositories. Formulate a comprehensive strategy for the migration of content and data to SharePoint Online. Implement the migration with the least possible impact on business operations. Confirm the complete and accurate migration and testing of all files, metadata, and permissions. Ensure that security, privacy, and compliance needs are addressed throughout the migration process.
3. SharePoint Online Intranet Development
   Develop a branded intranet site that is user-friendly and accurately reflects ITK’s organizational structure and operational requirements. Integrate the following intranet functionalities:
   • Departmental pages
   • Document repositories
   • News and announcements
   • Calendars and events
   • Search functionality
   • Staff engagement
   • Integration with Microsoft 365 apps
4. Training and Onboarding Material
   Develop comprehensive user training and support documentation, including onboarding materials to facilitate staff familiarization with the system. Administrator training will also be conducted, and responsibilities will be transferred to an ITK lead.

Proposal Requirements

ITK requires cost estimates and projected timelines for the deliverables described in the Scope of Work. Proposals should include:

1. Proposed approach and methodology.
2. Detailed description of proposed activities, cost estimates and approximate timelines.
3. Description of team members’ qualifications and experience.
4. Daily rates for each of the team members with a breakdown of who will be responsible for each component of the work; and,
5. Summaries of two comparable past projects, including client references and contact information.

Selection Criteria and Process

The following are the criteria ITK will use in the selection process:

• Detailed plan and timeline (including projected costs for each component).
• Evidence of high standards in conduct of work.
• Potential for an excellent working relationship with ITK.
• Comparable past projects.
• Experience working with Inuit and familiarity with Inuit Nunangat;
• Budget and cost-effectiveness; and
• Strong recommendations from references.

Contact Information

All proposals must be submitted by 5:00pm, August 25th, 2025, through the Responsive link below:

app.rfpio.com/survey/public/65b7a6959e97ba79ded5b5aa_687943af3a52bd103d90f26b/SharePoint-Online-Migration-and-Intranet-Development?podName=us-west-01&tab=summary

Please direct questions to contracts@itk.ca.