The Workers Compensation Board of Manitoba (WCB) invites firms to submit a Proposal for Microsoft 365 (M365) Implementation.
The WCB is seeking to procure the services of a qualified proponent to plan, implement, and support a comprehensive transition to Microsoft 365 (M365) across the organization. This initiative is a key part of WCB’s five-year strategic objective to modernize its digital workplace, improve collaboration, and strengthen security and compliance.
The successful proponent will lead the full implementation of Microsoft 365, including migrating existing systems such as fileshares and SharePoint 2016 to SharePoint Online, moving communication platforms to Microsoft Teams, refactoring legacy applications using the Power Platform, and migrating Microsoft Configuration Manager (formerly known as System Center Configuration Manager or SCCM) and Blackberry Enterprise Server to Microsoft Intune. The work will also involve configuring security, identity, and compliance settings; establishing governance frameworks; managing change; delivering training; and providing post-implementation and other ancillary support.
This procurement includes planning, design, implementation, project management, data migration, change management, training, and technical configuration services to ensure WCB realizes long-term value from the transition and sustains its modern digital environment.
The term of the agreement will be in effect until the completion and acceptance of the Deliverables or the end of December 2026, whichever is earlier, or unless otherwise agreed upon in writing
TECHNICAL REQUIREMENTS & EXPERIENCE
The proponent should clearly demonstrate their technical capability to meet all Deliverables for Microsoft 365 implementation. Responses should include detailed examples and supporting documentation that validate the proponent’s expertise and approach to delivering the technical requirements, including but not limited to:
Microsoft 365 Tenant Configuration within the WCB
•Data Protection & Information Governance
oReview tenant configuration and information governance
oConfiguration of Data Loss Prevention (DLP) policies
oImplementation of sensitivity labels and encryption
•Access & Identity Management
oSetup of Role-Based Access Control (RBAC) aligned with the principle of least privilege
oReview and update the Hybrid Azure Active Directory (Azure AD)
oReview and update configuration of Conditional Access policies
•Device Management
oDeployment and configuration of Microsoft Intune
oReview and establish compliance policies for WCB devices, including operational procedures
•Security & Compliance Monitoring
oEnablement and monitoring of audit logs, eDiscovery, Microsoft Purview compliance portal
oEstablish reporting on security and compliance Key Performance Indicators (KPIs), including operational procedures
•Security Standards Alignment
oReview alignment with the latest Microsoft 365 Security Baselines
oProvision of a Security Configuration Checklist demonstrating baseline adherence
oImplement recommended actions to latest Microsoft 365 Security Baselines, including operational procedures
SharePoint Online & OneDrive Implementation
•Implement end-to-end design and configuration of:
oSharePoint Online (SPO) including hub sites, communication sites, team sites, and permissions structures
oOneDrive for Business, including synchronization, known folder move, and user configuration policies
•Configure SPO and OneDrive Information Architecture & Governance to support:
oOrganizational information architecture and metadata models
oCustom content types and document libraries
oInternal and external sharing policies for sites and files
oRole-based permissions aligned with the principle of least privilege
oDefault site templates and governance structures, including naming conventions and site lifecycle policies
•Define and apply Data Lifecycle Management policies for:
oRetention and deletion rules
oVersioning, auditing, and archiving
oIntegration with Microsoft Purview for compliance management
•Implement Compliance & Privacy alignment configurations that support compliance with:
oFIPPA, PHIA, and other applicable privacy legislation
Microsoft Teams Enablement
•Implement and configure Microsoft Teams features including:
oChat, meetings, and collaboration
oGovernance framework, policies and usage guidelines
oAnalysis and optimization of communication workflows
oUser adoption tracking and engagement strategy samples
oMicrosoft Teams enablement toolkits for end users and administrators
Microsoft Intune Configuration
•Implement and configure Microsoft Intune for device management
•Migrate and manage transitions from Microsoft Configuration Manager to Intune, including co-management and phased migration strategies
•Migrate and manage Apple iOS devices transition from Blackberry Enterprise Services to Intune
•Analyze and optimize device management workflows, including deployment and lifecycle management
•Configure and deploy Intune policies, compliance rules, and up to ten (10) Application packages
•Integrate Apple Business Manager with Intune
•Implement Windows Autopilot for provisioning
•Integrate with Conditional Access and Microsoft Defender for endpoint
•Apply Intune security baselines
•Integrate Intune with Microsoft Defender and compliance policies
•Provide Microsoft Intune enablement toolkits for administrators
•Provide operational documentation and recommendations for optimizing endpoint management beyond initial migration
Data Migration
•Develop and submit a migration plan, including, discovery approach, source/target mapping, communication plans, and testing/validation steps
•Migrate a minimum of 4 TB of data to OneDrive for Business, SharePoint Online, and hybrid environments
•Perform SharePoint 2016 on-premises to SharePoint Online (SPO) migrations, including sites, document libraries, lists, and permissions
•Utilize Microsoft-approved migration tools, such as ShareGate
•Ensure data Integrity and structure when migrating large files (up to 250 GB), metadata, folder structures, and access control settings
•Provide post-migration integrity reports
Legacy Application Migration
•Provide options and recommendations on legacy application migration, including rehosted (lift-and-shift) and refactored solutions that leverage native Power Platform capabilities
•Evaluate and migrate legacy applications (e.g., fileshare based workflows) using Power Apps, Power Automate, and Power BI
Project Management
•Provide a dedicated, fulltime PMP certified Senior Project Manager with a minimum 5 years of experience managing enterprise Microsoft 365 implementations
•Provide a detailed project plan with clearly defined milestones, work breakdown structures (WBS), resourcing plan, critical path elements, and reporting mechanisms using recognized project management tools (e.g., MS Project)
•Complete monthly performance and value realization tracking and reporting, aligned with M365 Implementation project outcomes
Communication Planning
•Design and execute communication plans for implementation of M365, including:
oStakeholder segmentation
oMessage development
oMethod and delivery channels
oFrequency and timing
oInternal/external communications
•Support Organizational Change Management with updates, communication kits, and two-way communication structures.
•Ensure all materials and methods comply with WCB’s internal protocols and the Accessibility for Manitobans Act.
Organizational Change Management
•Provide a dedicated Prosci certified Change Manager with minimum 3 years of experience in enterprise change management
•Execute a formal change management methodology based on Prosci’s ADKAR framework, including but not limited to:
oChange strategy
oChange impact assessments
oStakeholder assessment and readiness tracking
oResistance management mitigation planning
oTraining plan
oSustainment plan
•Provide dashboards or reports showing:
oChange readiness
oUser adoption tracking
oSentiment analysis or engagement trends
•Ensure all materials and methods comply with WCB’s internal protocols and the Accessibility for Manitobans Act.
End-user Training
•Develop and deliver complete Microsoft 365 end-user training throughout the term
•Provide training in multiple accessible formats, including instructor-led in-person, virtual, and hybrid format sessions
•Execute knowledge transfer process that includes role-based checklists for various user groups such as general end users, administrators, and executives
•Provide customized training content for WCB, such as guides, recorded videos, FAQs, and quick reference sheets
•Deliver training by deployment wave to align with rollout phases
•Incorporate feedback mechanisms for end-users
•Track training participation and effectiveness
•Ensure all training materials and delivery methods comply with the Accessibility for Manitobans Act
Proponent Experience
The proponent must have a minimum 3-years experience configuring and implementing Microsoft 365 for an organization of comparable size and complexity to the WCB. The experience must reflect enterprise-level deployments involving multiple M365 workloads, such as SharePoint Online, OneDrive for Business, Microsoft Teams, Power Platform, Microsoft Intune, Azure Active Directory, and associated security and compliance configurations. The proponent must demonstrate experience in delivery of both technical migration/configuration activities and structured change management/adoption programs, using the ADKAR model.
The proponent experience must include at least one reference project that involved:
•Migration and implementation from fileshares and on-premises SharePoint 2016 to SPO and OneDrive
•Implementing Microsoft Teams, including configuring, usage terms/guidelines, and governance
•Configure and migrate to Microsoft Intune; preferably in enterprise environments with 500+ endpoints
The proponents should have a minimum of 3 years experience with the following:
•Evaluating and migrating legacy applications (e.g. file share–based) using Power Apps, Power Automate, and Power BI
•Developing and delivering M365 end-user training
•Developing and executing organizational change management plan for M365
