Terms of Reference (ToR) at TWCC
Terms of Reference (ToR)
Provision of Website Hosting, Email Server Services, and Migration Support for the
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Tanzania Women Chamber of Commerce (TWCC)
- Background
The Tanzania Women Chamber of Commerce (TWCC) is committed to supporting women entrepreneurs and youth by enhancing their business skills, offering networking opportunities, and fostering economic growth. To strengthen its operations and communication infrastructure, TWCC seeks a reliable partner to provide website hosting and email server services, including the migration of current hosting and email services to the new provider. This will ensure secure, efficient, and high-performing digital operations that support TWCC’s objectives.
2.Objectives of the Assignment
The primary objective is to procure website hosting and email server services that:
- Ensure reliable uptime and fast loading speeds for TWCC’s main website and its subdomains.
- Provide secure and user-friendly email communication for TWCC staff and stakeholders.
- Ensure smooth migration to new hosting services with minimal disruption to ongoing operations.
- Enable TWCC to maintain a professional and efficient digital presence.
- Scope of Work
The selected firm will be responsible for:
- Website Hosting Services:
- Hosting a dynamic website with adequate storage and bandwidth.
- Ensuring high uptime (99.9% or higher) and fast loading speeds.
- Providing security features such as SSL certificates, firewalls, and regular backups.
- Offering scalable hosting options to accommodate future growth.
- Email Server Services:
- Provision of a secure email server for TWCC staff with a sufficient number of email accounts.
- Features such as spam filtering, virus protection, and reliable email delivery.
- User-friendly webmail access and compatibility with popular email clients.
- Adequate storage per mailbox with options for additional storage as needed. c) Migration Services:
- Conduct a thorough assessment of the current hosting and email environment to plan the migration.
- Migrate all website files, databases, and configurations to the new hosting environment.
- Migrate all email accounts, data, and configurations to the new email server without data loss.
- Perform thorough testing to ensure all services, including the website and email, are functioning correctly post-migration.
- Provide guidance and training to TWCC staff to familiarize them with the new environment.
- d) Support and Maintenance:
- Technical support to resolve any issues promptly.
- Regular updates and maintenance to ensure uninterrupted services.
4.Deliverables
The firm will deliver the following:
- Fully operational and secure website hosting services.
- Functional and secure email server services.
- Successful migration of all data, website files, and email accounts to the new provider.
- Post-migration testing report confirming the functionality of all services.
- Documentation of services, including setup and user guides.
5.Timeline
The contract is expected to commence on April 1, 2025, for an initial period of one year, with potential for renewal based on performance.
6.Qualifications and Experience
The ideal service provider should have:
- Proven experience in website hosting and email server management.
- Expertise in implementing secure and scalable hosting solutions.
- Strong understanding of cybersecurity and data protection regulations.
- A track record of working with organizations of similar size and scope.
- Coordination and Reporting
The Consultant will be reporting to TWCC Executive Director. However, the day-to-day activities of the assignment will be coordinated by the TWCC Head of Finance and Administration in collaboration with ICT Officer.
- Budget and Payment Terms
Interested firms are required to submit a financial proposal with a detailed cost breakdown, including:
- Initial setup fees.
- Recurring costs for hosting and email services.
- Any additional costs for support and maintenance.
Payments will be made quarterly, subject to satisfactory service delivery.
- Application Process
Interested firms should submit:
- A technical proposal outlining the proposed hosting and email solutions.
- A financial proposal with a clear cost breakdown.
- Examples of similar projects completed.
- Company profile and CVs of key personnel involved.
- Contact details for at least two references.
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Deadline for Submission: March 24, 2025
Submission Email Address: procurement@twcc-tz.org
10.Evaluation Criteria
Applications will be evaluated based on:
- Relevance of experience and qualifications.
- Quality and feasibility of the proposed solutions.
- Cost-effectiveness of the financial proposal.
- Alignment with TWCC’s objectives and requirements.
For inquiries, please contact us at info@twcc-tz.org or 0757823982
