TERMS OF REFERENCE
Supply And Installation Of Microsoft 365 Together With Migration And Deployment Services
About KWCA
The Kenya Wildlife Conservancies Association (KWCA) is a national landowner led membership organization, established in 2013 to serve the collective interests of community and private conservancies in Kenya. KWCA’s mandate is to catalyze growth of conservancies, by advocating for enabling policies and incentives, equip members with information and tools that build their capacity, convene platforms for peer-to peer learning, and serve as a national hub of conservancies data and information.
KWCA’s Information and Communication Technologies (ICT) activities are currently guided by our recently reviewed ICT Policy. This policy seeks to protect KWCA’s ICT assets and investments, safeguard the information contained within the KWCA’s systems, reduce and mitigate operational, reputation and legal risks, ensure the systems’ integrity, confidentiality, and efficiency. To this end, KWCA is seeking to systematically implement up-to-date programs and systems in line with the ICT policy.
Purpose of Consultancy
Kenya Wildlife Conservancies Association (KWCA) is seeking bids from qualified suppliers who are experienced in supplying, installing and deploying Microsoft 365 for Business.
Objectives of Assignment
The objective of this assignment is to supply, install and provide deployment services pf Microsoft office 365 to Kenya Wildlife Conservancies Association (KWCA)
Requested Services
1. Supply Microsoft 365 licenses for 1 year (annual subscription) as below;
– Microsoft 365 Business Basic – 30 Users
2. Existing Environment Assessment: Assess existing Active Directory and Exchange environment or messaging infrastructure as per Microsoft best practices and guidelines
3. Implement Microsoft 365 and Hybrid Deployment (Exchange Online, SharePoint Online and other services and apps):
3.1 Microsoft 365 Readiness Assessment, Onsite Discovery, and Planning which includes:
i) Onsite review of client systems to gather and capture information about existing infrastructure (will be provided with 2023 ICT Audit and recommendations)
ii) Identify potential challenges in this implementation and migration and pose solutions
iii) Recommend a solid communication, project management and training plan
iv) User identity and account provisioning planning
v) Planning considerations to implement directory synchronization
vi) Develop migration strategy
vii) Identify mailbox size and item counts that will be migrated to Microsoft 365
viii) Determine mail-enabled applications and plan for configuration
ix) Propose plan for email downtime (if any)
x) Conduct bandwidth assessment and propose a bandwidth requirement for the proposed solution
3.2 Preparing environment for Microsoft 365 deployment, which includes:
i) Provide technical training for relevant staff
ii) Assist with domain verification and Microsoft 365 Registration
iii) Verify KWCA domain name with Microsoft 365
iv) Create DNS records to configure KWCA domain name to use with Microsoft 365 services
v) Configure on-premises Active Directory for directory synchronization
vi) Deploy and configure Active Directory Federation Services to enable single sign-on
vii) Exchange Online service configuration
viii) Configure email coexistence with existing server and Exchange Online
ix) Mailbox quotas and archival/retention policies
x) Anti-spam and malware protection
xi) Configure client computers and end-user experience
3.3 Migration, which includes:
i) Assign licenses to users
ii) Migrate and synchronize mailbox data to Exchange Online (IMAP)
iii) Update DNS to point to Microsoft 365
iv) Configure Outlook Web Access and Exchange ActiveSync for devices and mobile phones where applicable
v) Integration with existing directories or software (if applicable)
vi) Perform Post-Migration service testing of Microsoft 365 functionality
3.4 SharePoint Online setup
SharePoint online to be implemented as an intranet with required sample pages;
i) Intranet landing page with department page
ii) Basic SharePoint process for both sequential and parallel approvals
3.4.1 Functionalities to be achieved upon SharePoint online implementation:
i) Search
ii) Business Connectivity Services (BCS) for SharePoint Online
iii) Intranet portal (common landing page for all users)
iv) App launcher
v) OneDrive for Business
vi) Company directory with contact details of all employees with search option.
vii) Corporate calendar
Training and development
· Administrators – Bidder must provide necessary training to manage Exchange online environment and Microsoft 365 administration
· One Microsoft Official training must be included
· SharePoint content management sessions for Admins
Support and maintenance
-Proper support infrastructure must be laid as per KWCA IT guidelines. It is bidder’s responsibility to clearly identify and implement a necessary support infrastructure to ensure uninterrupted services
– Must provide necessary training for KWCA staff to manage First Level support (Internalsupport)
– Bidder must clearly specify support mechanism for Second, Third and Forth level support
– Proposed support mechanism must equip Microsoft Premiere support (Principal support) for urgent and critical issues
– The migration must be well planned and seamless to end users of KWCA
Deliverables
· Inception meeting/briefing
· Setting up Microsoft 365 (a complete installation that results in a fully working solution on devices i.e laptops/mobile devices)
· Microsoft 365 Portal Setup
· Creating one SharePoint site
· Migration of Email, Contacts and Calendars
· Migration of documents
· Post-deployment support
· Adoption Workshop & interactive training session with KWCA staff to familiarise on the office 365 solution
Mandatory Documents and Requirements
i) Bidder must be a Microsoft Certified Partner – shall have authorization from Microsoft for providing requested solutions (Licensing and implementation capabilities)
ii) Bidder must have at least below Microsoft certifications (enclose documentary evidence)
· Certification for Cloud Productivity (Core Office 365)
· Certification for Messaging (Exchange / Office 365)
Experience of similar projects
· Microsoft 365/ O365 hybrid implementation projects with more than 30 users will be identified as similar projects
· Bidder must submit reference letters/ testimonials of completed similar projects in past five years
. Bidder must submit curriculum vitae of key personnel undertaking the project
Proposal must consist of:
i) Price quotations for cost and implementation (and annual subscription if applicable)
ii) Project timeline – Project timeline must be included with the proposal highlighting
breakdown of each and every important task.
Other documents that should be submitted with the proposal:
– Company Profile
– Copy of Business Registration
– Registration certificates
– CR12 certificates
– KRA certificates
– Tax compliance certificate
Interested consultants who can deliver this TOR are invited to electronically submit a complete proposal to [email protected] copying [email protected] with the subject line “Deployment of Microsoft 365 for Business” on or before May 29th, 2024 by 5 PM EAT.
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