Introduction
JA Europe AISBL is currently soliciting proposals for professional services to support the deployment, integration, and staff enablement of Microsoft Co-Pilot across its operational ecosystem. JA Europe is a non-profit educational organization aiming to modernize its digital environment to enhance productivity and collaboration through AI-driven tools.
Purpose
The goal of this RFP is to engage a service provider with demonstrable expertise in Microsoft 365 environments, particularly in deploying and optimizing Microsoft Co-Pilot. Proposals should outline a clear approach to technical implementation, systems integration, and team training for maximum adoption and impact.
Strategic Context
This Microsoft Copilot deployment supports JA Europe’s Digital Strategy 2025-2028. The implementation must align with our broader digital transformation objectives including unified data ecosystems, intelligent automation, and enhanced productivity across all departments.
Project Overview
JA Europe seeks a comprehensive solution to implement Microsoft Co-Pilot within its Microsoft 365 stack, ensuring:
- Seamless integration with existing infrastructure and third-party applications
- Teamwide onboarding, training, and support
- The creation of workflows and standard operating procedures (SOPs) that enhance automation while remaining accessible to a non-technical staff base
Scope of Work
This project will consist of two primary phases:
Phase 1: Co-Pilot Light Integration
- Audit and assess existing infrastructure and interoperability within Microsoft 365
- Initial deployment of Microsoft Co-Pilot across Teams, Outlook, Word, Excel, and PowerPoint
- Setup of foundational workflows and automation tools (Power Automate, PowerApps)
- Implementation roadmap with phased milestones
- Workshops for Copilot implementation planning and user adoption strategy
- Infrastructure and system audits
- Workflow design and integration with native and third-party tools
- Security and data compliance evaluation
- Deliver tailored team and admin training sessions
Phase 2: Deep Co-Pilot Optimization (is conditional for implementation based on the outcome of the audit report from Phase 1)
- Weekly progress reporting and support line
- Fully deployed and functioning Microsoft Co-Pilot ecosystem
- Full integration of Co-Pilot across advanced O365 services (SharePoint, Power Platform, Dynamics 365)
- Connect Co-Pilot to third-party tools (TimenEye, Mailchimp, Okta, etc.)
- Develop AI-powered internal support tools (e.g., knowledge bots)
- Advanced training for different roles (admins, team leaders, end-users)
- Set up performance monitoring and change management support
- Success metrics dashboard showing adoption rates, productivity improvements, and strategic alignment indicators
- Microsoft Co-Pilot configuration and deployment
- Configure Copilot knowledge management system with organizational context and departmental data structures
- Implement intelligent data source prioritization ensuring Copilot responses draw from most relevant and current information
- Setup automated knowledge base updates from connected systems and databases
- Advanced Data Integration & Knowledge Management
- Configuration of Copilot to access and respond using data from Azure databases, SharePoint libraries, and approved third-party data sources
- Implementation of intelligent SharePoint folder and file organization that enables Copilot to understand context, departmental ownership, and content relationships
- Setup of secure API connections allowing Copilot to query external databases (TimenEye, Mailchimp, Okta, Activity Info etc.) while maintaining data governance standards
- Configuration of Copilot’s knowledge base to include organizational context, ensuring responses are relevant to JA Europe’s specific operations and terminology
- Post-launch evaluation report and recommendations for continuous improvement
- Onboarding and training materials (documentation, video tutorials, knowledge base)
- Staff training and post-deployment support
Proposal Requirements
Your proposal should include:
- Detailed experience in deploying Microsoft Co-Pilot and Microsoft 365 environments
- Description of project team members, their roles, and qualifications
- Implementation and training plan with timeline and milestones
- Breakdown of costs, including licensing, services, training, and support
- Communication and risk mitigation strategy
- Data Architecture & Knowledge Management Plan
- Detailed approach for integrating Copilot with Azure databases and third-party systems
- SharePoint organization strategy that optimizes Copilot’s understanding of content hierarchy and context
- Data governance framework ensuring secure access while maintaining intelligent responses
- Methodology for training Copilot on JA Europe-specific terminology and operational context
Selection Criteria
- Experience with Microsoft Co-Pilot and O365 ecosystem
- Demonstrated ability to train and support diverse user groups
- Cost-effectiveness and clarity of the proposed budget
- Quality and specificity of the implementation plan
- References from similar Co-Pilot deployments
- Degree to which proposal fits within existing JA Europe digital transformation strategy.
- Advanced Integration Expertise: Demonstrated ability to configure Copilot with complex data ecosystems and organizational knowledge management systems
- Strategic Alignment: Understanding of how Copilot deployment fits within broader digital transformation initiatives
Submission Timeline
Applications accepted on rolling base until the the best value for money proposal is being selected
☐ Via mail to JA Europe AISBL, Tower Building, Boulevard Anspach 1, 1000 – Brussels (Belgium)
☐ Via email with Subject line: Offer for Microsoft Co-Pilot Deployment, Integration Services to davide@jaeurope.org (cc noah@jaeurope.org, kristina@jaeurope.org)