ToR for Installation, Configuration, and Setup of Server -The Center for Advancement of Rights and Democracy (CARD)

Introduction

The Center for the Advancement of Rights and Democracy (CARD) has procured a server to establish a secure, centralized data and document repository for the organization. The server is intended to replace decentralized and insecure storage practices and to strengthen CARD’s data security, backup systems, knowledge management, and operational continuity.

To operationalize this infrastructure, CARD seeks to engage a qualified IT professional or firm to install, configure, and optimize the server in line with organizational needs and best practices.

Objectives of the Assignment

The objective of this assignment is to install, configure, and operationalize the HP server to securely host organizational data, systems, and documents, and to ensure effective user access, backup, security, and basic staff capacity to use the system.

Scope of Work

The IT professional / firm will be responsible for the following tasks

Server Installation and Configuration

• Install and configure the HP server hardware
• Install and configure Windows Server OS
• Configure local network (LAN) access for authorized users

Data Storage and File Sharing

• Set up centralized file storage with structured shared folders
• Configure role-based access control for different teams (management, finance, HR, M&E, programs)
• Enable file version and controlled access to sensitive documents

Backup and Recovery System

• Configure daily and weekly automated backups
• Set up backups to a secure cloud solution
• Establish a basic data recovery and restore process

Security Configuration

• Install and configure antivirus and firewall solutions
• Restrict administrator access to critical directories
• Apply basic security hardening measures
• Ensure protection against malware and unauthorized access

System Hosting and Applications

• Configure the server to support:
• Power BI dashboards
• M&E data storage and integration
• (If required) QuickBooks Desktop for local access
• Advise on suitable additional server based tools or software as needed

Documentation

• Prepare basic technical documentation, including:
• Server configuration summary
• User access structure
• Backup and security setup
• Admin and user guidance

User Training

• Conduct basic, role-based user training for staff (15–20 users), covering:
• Accessing shared folders
• File management best practices
• Security awareness and password management
• Provide quick-reference guides for daily use and on boarding

Advisory Support

• Assess CARD’s broader digital and operational needs
• Recommend additional server-based services (e.g., collaboration tools, enhanced security features, website hosting, or software solutions) that could improve efficiency and sustainability

Deliverables

1. The consultant/service provider shall deliver:
2. Fully installed and configured server
3. Functional shared folders with role-based access
4. Configured backup and security systems
5. Installed and tested required software (as applicable)
6. User and administrator documentation
7. Staff training session completed
8. Brief completion report summarizing work done and recommendations
9. Duration of the Assignment

Reporting and Coordination

• The consultant will report to M&E manager and work closely with relevant CARD staff during implementation.

Required Qualifications and Experience

The consultant or firm should have:

• Proven experience in server installation and configuration
• Strong knowledge of Windows Server environments
• Experience with data security, backups, and access control
• Familiarity with Power BI and organizational data systems (preferred)
• Ability to provide user training and documentation
• Previous experience with NGOs or similar organizations (an asset)