The Forum for African Women Educationalists (FAWE) is a membership-based Pan-African Non-Governmental Organization that operates through 34 National Chapters in 33 countries in Sub-Saharan Africa to promote girls’ and women’s education. FAWE’s vision, mission and goal focus on quality education for girls and women socio economic empowerment.  FAWE Rwanda is one of 33 national chapters. FAWE Rwanda Chapter was started in 1997 and since its inception, FAWE Rwanda has grown to become a reputable partner and focal point on female education in Rwanda

Website: https://www.fawerwa.org

TERMS OF REFERENCE (TORS) FOR HIRING A MICROSOFT 365 PARTNER TO PURCHASE A NONPROFIT LICENSE, SUPPORT EMAIL MIGRATION, TRAINING & PROVIDE CONTINUOUS SUPPORT FOR FAWE RWANDA CHAPTER

1.Background

The Forum for African Women Educationalists (FAWE) is a Pan African women’s organization whose mission is to support girls’ and women acquire education for development. FAWE was founded in 1992 and its headquarters are in Nairobi, Kenya. FAWE Rwanda is one of the 34 chapters across Africa. FAWE Rwanda was founded in 1997 by a group of Rwandese women whose common goal is to build the country and promote national development through girls’ and women’s education. Since its inception, FAWE Rwanda has grown to become a reputable partner and focal point on female education in Rwanda.

FAWE RWANDA is a nonprofit organization intends to adopt Microsoft 365 for Nonprofits to improve collaboration, security, and productivity. The Client seeks a qualified Microsoft Partner to (i) purchase Microsoft 365 nonprofit licenses, (ii) migrate email services from Webmail to Outlook/Microsoft 365, (iii) train staff to use the Microsoft 365 suite, and (iv) provide ongoing technical and user support.

2. Objectives of the assignment

The purpose of this assignment is to ensure a seamless and secure transition to Microsoft 365 for Nonprofits, maximize user adoption, and provide dependable ongoing support for 15 users, with flexibility for additional users and license plan upgrades via amended quotations.

3. Scope of work

The service provider shall be responsible for:

Purchase of license (Nonprofit): Purchase and activate Microsoft 365 Nonprofit plan(s) for 15 users (Standard).

Email Migration: The Consultant is responsible for full data backup prior to migration and will produce a Backup Report confirming backup completeness and recovery testing.

Training & Adoption: Deliver training for 15 users on Microsoft 365 products

Continuous Support: Provide helpdesk support for any staff member on navigation and usage of Microsoft 365 tools and technical issues.

4 .Deliverables

  • Purchased Microsoft 365 licenses for 15 users
  • Migration Completion and Verified migration for all accounts with acceptance checklist.
  • Training Plan & Report
  • User Guides/Manuals: Practical how-to docs and FAQs.

5. Compliance, Security & Data Protection

  • Adherence to applicable data protection laws and organizational policies.
  • Confidential handling of Client data; no data sharing without written consent.

6. Required Qualifications of the Security Firm

  • Microsoft Partner status (provide Partner ID and competency details).
  • Demonstrated experience in nonprofit licensing advisory and Microsoft 365 deployments.
  • Proven migrations from Webmail to Outlook/Exchange Online.
  • At least two (2) references for similar assignments (preferably nonprofits).
  • Local presence in Rwanda.

7.Submission Requirements

Interested firms should submit:

  • Official letter to the Executive Director applying for this tender
  • Company profile and experience.
  • Company Registration Certificate from RDB.
  • Microsoft Partner proof (Partner ID/certifications).
  • Work plan & timeline.
  • Team composition and CVs.
  • The financial proposal should tax inclusive and should comprise of the following
  • Nonprofit license purchase (per-user/per year),
  • the Migration services per user.
  • Training cost for 2 days (cost per day).
  • Ongoing support (per-incident).
  • At least 2 Certificates of good completion with proven references for having executed similar work from Non- Government Organizations.
  • Valid Tax Clearance from Rwanda Revenue Authority.

8.Proposal submission

Interested Firms meeting the above criteria are requested to submit their proposals both in 2 separate sealed inner envelopes (one containing the technical offer and the other one the financial offer in Rwandan Francs). The following physical address of FAWE Rwanda Address: REB premises, Remera, B.P 6703, Kigali, Rwanda, and submitted by 4th February 2026 before 3 pm.

Done at Kigali on 28th January 2026

Approved by:

Mutesi B Alice

Executive Director

FAWE Rwanda