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Tenders Are Invited For Server Room & Lan Upgrade Project November 2025 Under A Framework Contract. Location: Kigali Deadline: Thursday, 27/11/2025 17:00 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 RwandaS 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: Component Description Server Model Hpe Proliant Dl380 Gen10 8Sff Rack 1U Processor 1 × Intel XeonS 3204 (6Core) Memory Hpe 64Gb Ddr4 Rdimm Networking Hpe Ethernet 1Gb 4Port 366Flr Adapter Storage 1 × Hpe 2Tb Sas 2.5 Hdd Backplane HotPlug 2.5 Small Form Factor Smart Carrier Controller Hpe P408iA Sr Gen10 2Ports Sas Controller Power Supply (1+0) Hpe 800W Flex Slot Platinum HotPlug Low Halogen Management Hpe Ilo 5 Management Processor (No License) Warranty 3 Years 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 HyperV / 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: Sftp Network Cable 17 Rolls Data Sockets (Rj45) 100 Patch Panels 5 Patch Cords 1M 100 Patch Cords 3M 60 Cable Managers 5 Cable Ties 5 Screws & Wall Plugs 15 End Cups 30 Flat Angles 10 Internal Angles 20 External Angles 10 B. Network Devices: 13. 48Port Poe Switches 3 14. 24Port Poe Switch 1 15. Ruckus Access Points (WiFi 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, Raid5/6) 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 OpenSource Monitoring (Zabbix / Nagios) For RealTime 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 Two Configured Hpe Dl380 Gen10 Servers Licensed Windows Server 2022 And Exchange 2019 100 Activated Cals Fully Operational Virtualization Environment Completed Lan Cabling And Devices Dedicated Nas Backup System Operational Antivirus System For Servers And Endpoints Data Protection & Compliance Framework OpenSource Monitoring Suite Implemented Site Visit Report 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: Microsoft Certified (Mcse / HyperV / Exchange) Cisco Ccna / Ccnp 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 Companys Name. Deadline For Submission:27Th Nov 2025, 5Pm Submission Email:Procurement@Psf.Org.Rw [Disclaimer: The Above Text Is Machine Translated. For Accurate Information Kindly Refer The Original Document.] Tender Link : Https://Www.Jobinrwanda.Com/Job/Terms-Reference-Tor-Server-Room-Lan-Upgrade-Project-November-2025-Under-Framework-Contract
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