Terms of Reference (TOR) for Server Room & LAN Upgrade Project – November 2025 Under a Framework Contract

Private Sector Federation (PSF Rwanda) 

Terms of Reference (ToR) 

Server Room & LAN Upgrade Project – November 2025

DATE: 11-11-2025

1. Background 

1.1 Following recent cybersecurity alerts regarding vulnerabilities affecting unsupported Microsoft Exchange Server versions, the IT Department has identified the need to upgrade and modernize the existing server environment.

1.2 The current setup runs Microsoft Exchange Server 2016 on Windows Server 2012 R2, which has reached End of Support for Windows (October 10, 2023) and will reach End of Support for Exchange (October 14, 2025).

1.3 To ensure continued operational stability, data protection, and compliance with Rwanda’s cybersecurity and data protection frameworks, an upgrade of the Server Room and LAN Infrastructure is required.

2. Objective 

The main objective is to upgrade and secure the PSF Server Room and LAN Infrastructure to meet modern IT standards for reliability, scalability, and cybersecurity. This includes migration to supported Microsoft platforms, implementation of virtualization, backups, endpoint protection, open-source monitoring, and compliance with data protection laws.

3. Scope of Work 

The selected service provider shall deliver, configure, and implement the following components, ensuring professional standards and documentation throughout implementation.

3.2 Hardware Supply and Installation 

Supply and install two (2) Servers with the following minimum specifications:

3.3 Software Supply and Licensing 

• Microsoft Windows Server 2022 (Standard/Datacenter)
• Microsoft Exchange Server 2019 (Standard/Enterprise)
• 100 Microsoft Client Access Licenses (CALs)
• Genuine license activation and compliance

3.4 Virtualization Environment 

Deploy a virtualization solution (VMware vSphere / Microsoft Hyper‑V / Proxmox VE) to host multiple virtual machines for Exchange, AD, File Server, and Monitoring.

Include HA configuration, snapshots, centralized management console, and staff training.

3.5 Infrastructure Enhancement (LAN Upgrade) 

A. Network Cabling and Accessories:

1. SFTP Network Cable – 17 rolls
2. Data Sockets (RJ45) – 100
3. Patch Panels – 5
4. Patch Cords 1m – 100
5. Patch Cords 3m – 60
6. Cable Managers – 5
7. Cable Ties – 5
8. Screws & Wall Plugs – 15
9. End Cups – 30
10. Flat Angles – 10
11. Internal Angles – 20
12. External Angles – 10

B. Network Devices:

13. 48‑Port PoE Switches – 3

14. 24‑Port PoE Switch – 1

15. Ruckus Access Points (Wi‑Fi 6) – 10

C. Power and Organization:

18. Server room rack arrangement and labeling

17. Power backup (UPS, stabilizers, surge protection)

18. Cooling and ventilation improvement

19. Integration with Fortinet Firewall for monitoring

20. Exchange 2016 → 2019 migration with verification

21. Technical documentation and training

3.6 Dedicated NAS Backup System 

Provide a dedicated NAS (≥16TB usable, RAID‑5/6) for full and incremental backups, integrated with AD. Include cloud replication, monitoring alerts, and staff training on backup restoration.

3.7 Endpoint Security and Antivirus Protection 

Deploy centralized antivirus for servers and 100 user endpoints. Integrate with AD, enable real-time protection, scheduled scans, auto updates, and reporting. Train IT staff on incident management.

3.8 Data Protection and Compliance 

Ensure compliance with the Rwanda Data Protection and Privacy Law and NCSA guidelines. Implement encryption (in transit & at rest), RBAC, MFA, audit logging, retention, and disposal policies.

Provide staff training on data handling and privacy practices.

3.9 Services & Devices Monitoring Tools (Open Source) 

Implement open‑source monitoring (Zabbix / Nagios) for real‑time device and service monitoring.

Features to include: uptime checks, alerts (email/SMS), dashboards, daily/weekly reports, Fortinet integration, log retention, and staff training.

4. Expected Deliverables 

1. Two configured HPE DL380 Gen10 servers
2. Licensed Windows Server 2022 and Exchange 2019
3. 100 activated CALs
4. Fully operational virtualization environment
5. Completed LAN cabling and devices
6. Dedicated NAS Backup System operational
7. Antivirus system for servers and endpoints
8. Data Protection & Compliance framework
9. Open‑source monitoring suite implemented
10. Site visit report
11. Network diagram and documentation 12) IT staff training sessions

5. Timeline 

The total project duration shall not exceed Thirty (30) calendar days from contract signing. Delays must be approved by PSF.

6. Coordination 

The Head of IT Department will coordinate the project.

7. Firm Qualifications and Technical Team Requirements 

• Registered ICT firm with ≥5 years experience in enterprise IT infrastructure.
• At least 3 similar projects completed successfully.
• Qualified team: Project Manager, System Admin, Network Engineer, Cybersecurity Specialist, and Support Technicians.

• Administrative documents such as the RDB certificate, RSSB clearance, and tax clearance, all issued within the last three months.

 Technical proposal outlining the methodology and implementation timeline

 Financial proposal

 Introduction letter addressed to the Chief Executive Officer of PSF.

• Team Certifications:

1. Microsoft Certified (MCSE / Hyper‑V / Exchange)
2. Cisco CCNA / CCNP
3. Fortinet NSE / CompTIA Security+ / VMware VCP

• Bidders must present and explain their technical proposal, implementation plan, and data protection strategy.

8. Submission Guidelines

All proposals and required documents must be submitted as a single PDF file, with the file name reflecting the company’s name.

Deadline for Submission:27th Nov 2025, 5pm
Submission Email:procurement@psf.org.rw