IT Tender

for
The World Federation of KSIMC
3 May 2016

INTRODUCTION

The World Federation of KSIMC is a Charity registered in the UK with offices in London (Stanmore), Birmingham,
Mumbai (India), Qom (Iran) and Vancouver (Canada). IT and associated systems form the backbone of the organization
and so we are looking for a supplier to provide a holistic IT service for business-critical systems.
Our staff number 16 but volunteers possibly close to 100. There are a number of online presences to be maintained
including websites, emails, forums, CRM etc.
This tender looks to combine the maintenance of our systems as well as the development of our existing and planned
platforms. This includes the management of outsourced development for both web assets, as well as iOS/Android
apps.

OVERVIEW OF REQUIREMENTS

PHYSICAL NETWORKS
The chosen supplier will be required to maintain our network infrastructure in our UK offices (Stanmore and
Birmingham) and provide connectivity for our satellite offices. This includes PCs, Servers, switches and cabling.
Contracts for external connectivity (Internet) are handled by the finance team.
The Stanmore Office also has a wifi network for staff, and one for visitors, which needs supporting.
The Stanmore office employs a VoIP system and handsets need to be maintained, upgraded, set up for new staff etc.

SERVERS & PRINTERS

The WF has 3 onsite servers, and 2 remotely hosted servers that need maintenance. One of the on-site servers is a 4
server cluster which hosts our Virtual Desktop Infrastructure. We run Windows Server 2008 and 2012.
The Stanmore office has a multi-function printer/scanner/copier and across the organization a number of printers.
These will need supporting although the local offices will be responsible for the procurement of supplies like ink, paper
etc.

DESKTOPS
The WF has 9 desktop machines in its Stanmore office, 2 in Birmingham and a few laptops to be covered in this
agreement. Most of the machines are set up a thin clients to the Stanmore VDI simplifying management. Expected
services include virus protection, security patching, upgrades and licenses, and software installation. The VDI images all
use Windows 10 and Office 2016, with some Windows 7 and Office 2013 users. One staff and many of the volunteers
are Mac users which will need supporting to connect into the servers, shared drives and printers.

WEBSITES
The WF has a number of websites running on a remote VPS. These include the main world-federation.org domain, the
intranet, ShiaWills, AskAnAalim, KhojaPedia and others. These need to be maintained, patched, upgraded and some
minor development when required. Much of the development will be outsourced which will need management and
support (unless the chosen supplier has development capability which would be preferred).

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Supplier should include expected response times for dealing with common issues relating to websites and minimize
downtime.

APPS
There are currently 2 apps in the market place, one iOS and one Android. It is expected that during the life of this
tender, a few more would be developed (including some in the pipeline and some at the ideas stage).

BACKUPS AND RECOVERY

The service provider will be responsible for managing the backup of data both from on-site servers (both file servers
and VDI) and also the websites. There is a system of taking backup-disks offsite which will be managed by the office.
Backups need to be tested regularly and a disaster recovery plan developed to handle unfortunate situations.

LICENCES
The service provider will be responsible for all software licensing management including provision of charity licenses
where possible, renewal and tracking.

EXPECTATIONS
The World Federation would expect a monthly report of work undertaken. Invoices can be issued monthly including
the standard agreed amount plus any additional expenses with prior agreement.

PARTICULARS

Responses to this tender should include:

Standard Terms of Engagement
Examples of Relevant experience
CVs of key staff managing the network
Service Level Agreements that the respondent is willing to sign up to
Costs (for an agreed service level and ad-hoc additional work)
The length of this agreement will be an initial year, with a possibility to extend a further 2 years.
Responses to this tender should be sent to:
Ali Panju (Operations Manager)
The World Federation of KSIMC
alip@world-federation.org
Closing date for responses is 23:59 (UK Time) Sunday 15 May 2016
Contracts are expected to start 1 June 2016

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