Terms of Reference (ToR) – TWCC (March 2025)
Provision of Website Hosting, Email Server Services, and Migration Support
Background
The Tanzania Women Chamber of Commerce (TWCC) is dedicated to empowering women entrepreneurs and youth by enhancing their business skills, providing networking opportunities, and promoting economic growth. To strengthen its digital infrastructure, TWCC is seeking a reliable service provider to offer website hosting, email server services, and migration support. This initiative aims to ensure a secure, efficient, and high-performing online presence that aligns with TWCC’s mission and operations.
Objectives of the Assignment
The primary goal of this assignment is to secure high-quality website hosting and email services that:
- Provide high uptime and fast loading speeds for TWCC’s website and subdomains.
- Ensure secure and user-friendly email communication for TWCC staff and stakeholders.
- Facilitate a seamless migration from the existing hosting provider with minimal disruption.
- Maintain a professional and reliable digital presence for TWCC.
Scope of Work
The selected service provider will be responsible for the following:
1. Website Hosting Services
- Hosting a dynamic website with sufficient storage and bandwidth.
- Guaranteeing 99.9% or higher uptime and fast loading speeds.
- Implementing security measures such as SSL certificates, firewalls, and regular backups.
- Providing scalable hosting options to accommodate future expansion.
2. Email Server Services
- Setting up a secure email server for TWCC staff with adequate email accounts.
- Implementing features like spam filtering, virus protection, and reliable email delivery.
- Ensuring user-friendly webmail access and compatibility with email clients.
- Offering sufficient storage per mailbox, with options for expansion.
3. Migration Services
- Conducting a comprehensive assessment of TWCC’s current hosting and email setup.
- Migrating all website files, databases, and configurations to the new hosting environment.
- Transferring all email accounts and data to the new server without data loss.
- Performing extensive testing to ensure all services function properly post-migration.
- Providing guidance and training for TWCC staff on using the new system.
4. Ongoing Support and Maintenance
- Offering technical support to resolve any issues efficiently.
- Conducting regular updates and maintenance to ensure service reliability.
Deliverables
The selected firm will be expected to deliver:
✔ A fully operational and secure website hosting service.
✔ A functional and secure email server solution.
✔ Successful migration of all website and email data.
✔ A post-migration report confirming that all systems are running smoothly.
✔ Comprehensive documentation, including setup guides and user manuals.
Timeline
- Contract Start Date: April 1, 2025
- Contract Duration: One year (renewable based on performance)
More Opportunities
- Specialist – UG HV Electrical | Geita Gold Mining Ltd (March 2025)
- Prestige Banker – Iringa | Absa (March 2025)
- Business Support Associate – Dark Earth Carbon (March 2025)
- Junior Environment and Climate Change Officer – UN Women (March 2025)
- APeF 9New Job Openings Tanzania – March 2025
Qualifications & Experience
The ideal service provider should have:
- Proven expertise in website hosting and email server management.
- Experience in implementing secure and scalable hosting solutions.
- Strong knowledge of cybersecurity and data protection regulations.
- A track record of working with organizations of similar size and scope.
Coordination & Reporting
The selected provider will report to the TWCC Executive Director, with day-to-day coordination handled by the TWCC Head of Finance and Administration, in collaboration with the ICT Officer.
Budget & Payment Terms
Interested firms must submit a detailed financial proposal that includes:
- Initial setup fees
- Recurring costs for hosting and email services
- Any additional support and maintenance costs
Payment Terms: Payments will be made quarterly, based on satisfactory service delivery.
Application Process
Interested firms should submit the following documents:
- Technical proposal outlining the proposed hosting and email solutions.
- Financial proposal with a detailed cost breakdown.
- Examples of similar projects completed.
- Company profile and CVs of key personnel involved.
- Contact details for at least two references.
Deadline for Submission: March 24, 2025
Submission Email: procurement@twcc-tz.org
Evaluation Criteria
Proposals will be assessed based on:
- Relevant experience and technical qualifications.
- Quality and feasibility of the proposed solutions.
- Cost-effectiveness of the financial proposal.
- Alignment with TWCC’s objectives and operational requirements.
For inquiries, contact us at info@twcc-tz.org or call 0757 823 982.
Stay updated with latest job opportunities in Tanzania—visit our homepage for more information!
