Terms of Reference Title: Concerned project: ORASECOM IT Infrastructure UNDP-GEF Development and Adaption of a Strategic Action Programme for Balancing Water Uses and Sustainable Natural Resources Management in the Orange-Senqu River Basin - ORASECOM Project. Budget code: Atlas Project ID 71598; activity 1; budget line 72800. Services: Reporting line: Duty station: Time line: Delivery and set-up of IT equipment; Hosting and maintenance services. To the Project Manager of the ORASECOM Project. At the ORASECOM Secretariat office in Centurion, South Africa; and remotely, from the location of the IT service provider. Delivery and set-up of IT equipment by 1 December 2010 or as per agreed schedule of milestones and deliverables. One year service contract, renewable for a total duration of three years. 1. Background In size the Orange-Senqu River Basin is the third largest river basin in southern Africa, after the Zambezi and the Congo. The river system is regulated by some 30 large dams and includes several larger interand intra-basin transfers. Extensive water utilisation for urban, industrial and agricultural purposes has significantly reduced natural flow, to the extent that the current flow reaching the river mouth is in the order of half of the natural flow. In 2000 the four riparian states Botswana, Lesotho, Namibia and South Africa established the Orange- Senqu River Commission (ORASECOM). By 2012, ORASECOM wishes to establish a basin-wide plan for the joint management and development of water and related resources in the basin, focusing primarily on trans-boundary issues. Currently three projects support ORASECOM in this aim. An EU funded project focuses on institutional strengthening and further institutional development of ORASECOM; German and UK support through GTZ, includes work on the Orange-Senqu hydrology, water quality monitoring, and geospatial databases; as well as the UNDP-GEF funded Project, which develops a Trans-boundary Diagnostic Analysis and a Strategic Action Programme, dealing mainly with trans-boundary environmental concerns. The office of the ORASECOM Secretariat and the supporting projects is at 66 Corporate Park (corner Von Willign and Lenchen Street), Centurion, Gauteng, South Africa. The ORASECOM Secretariat has four permanent staff, but with up to 20 personnel working from the office as supporting project partners or consultants. The office has good cabling and networking, and a dedicated server room with cabinet and switch available. ORASECOM will not have a full or part time IT administrator, and most ORASECOM and project staff will have only limited IT management capabilities. 1
2. Requirements Based on the above, UNOPS is seeking proposals from IT service providers that will include: The provisioning and maintenance of orasecom.org email addresses for the period of one year, renewable for a total duration of three years; and The purchase, delivery, installation, testing and support of various IT systems. Each of these items is discussed in subsequent sections. 3. E-mail Hosting Zimbra-based email hosting for 20 to 30 accounts is required. These accounts will use the orasecom.org domain name, and will include full accounts, forwarding accounts, and distribution lists. The IT service provider must work with ORASECOM to determine the list, and type of accounts needed. Account numbers must be flexible, with accounts added and removed on a regular basis. Each full email account must provide the following (at a minimum): 5GB storage; Monthly updated spam protection as well as immediate reaction if massive spam appears; Daily backups; A shared global address book; Webmail access; and Access using the Zimbra Connector if Microsoft Outlook is used. Ongoing on-site assistance to configure notebooks and workstations to access email shall be included in the proposed services. 4. IT system purchase, delivery, installation, testing, and support Various IT systems need to be purchased, delivered, installed and tested. These systems are described in the following sections. All systems must be installed at the ORASECOM office, with all tests completed to the satisfaction of the client. The proposal shall include a table describing how each system will be tested on-site with the indicator of success and failure. The table shall include: Test number; Action performed; Indicator of success; and Indicator of failure. 5. Website Hosting ORASECOM will host a number of websites from inside of its network. All websites will run from a single server, provided with the following minimum specification: Brand: Dell, HP, or IBM; 1TB disk space (configured redundancy and error checking); Dual-CPUs (2.5GHz); Redundant Gigabit network connections; and 8 GB RAM. 2
The webserver will run the Linux operating system (Ubuntu, Debian or Red Hat is recommended), and must be configured with: MySQL 5; Apache web server; Apache Mod_mono; and PHP. Other applications may be installed at a future date. The disk storage used by this server must be configured to allow (at a minimum) for one disk to fail without any performance issues. Interoperability with the ORASECOM LAN is important, as users authorized on the LAN shall be able to store and retrieve data located on the webserver. VPN access must be provided to the webserver allowing remote contractors to provide updates to the webserver. The IR service provider shall provide ongoing (24 hours/7days) automated monitoring of the webserver to ensure that it is operational at all times. Further, the IT service provider shall include all websites and associated databases in their daily backups. 6. File Storage Server When inside the ORASECOM office, staff and project teams require a common space to documents and nonspatial files. This file storage server shall include (at a minimum): Brand: Synology, Dell, HP, or IBM; 1TB disk space (configured with redundancy and error checking); and Redundant Gigabit network connections. The disk storage used by this server must be configured to allow (at a minimum) for one disk to fail without any performance issues. As alternates, please include a cost for a Network Attached Storage (NAS) or Storage Area Network (SAN). If a configuration with NAS or SAN is realized this minimizes installation, administration, and support complexity. It is preferred to build two identical systems that are stored in physical separated locations. These two systems keep their data synchronized to allow system recovery in case of a disaster (this synchronization does not replace an incremental backup plan, as discussed later in this document). The IT service provider shall ensure that the file storage is supported and backed-up to an offsite location on a daily basis. The file storage server shall run the version of Linux recommended by the lt service provider or the company of the product (Ubuntu, Debian, Red Hat or SUSE are recommended). 7. User Authentication Server Having a single user-authentication system greatly simplifies the use of all IT systems, including notebooks/desktops and websites. As such, a user authentication server will be purchased. This shall be a separate machine, allowing users to login even when other services may not be accessible. The lt service provider shall add and remove users as requested, and ensure that the machine is backed-up to an offsite location on a daily basis. The user authentication server shall run the version of Linux recommended by the lt service provider (Ubuntu, Debian, Red Hat or SUSE are recommended). 3
8. Antivirus Administration Server Licenses of AVG antivirus be purchased for all servers, desktops and notebook s inside of the ORASECOM office (say 20 computers). The proponent will configure the antivirus administration software to function as the master controller of all instances such that reports can be retrieved from the antivirus administration server. Monthly reports on viruses found must be provided. These reports shall include the following information: Issue number; Virus found; Date found; Machines found infected; and Action taken. In addition to this, immediate on-site reaction of the IT service provider if a virus appears. As the resources required by the Antivirus administration system are quite low, this system can be installed on the user authentication server. 9. Internet and Network Access Inside of the ORASECOM network, all wiring shall support (at a minimum) Gigabit speeds. Two wireless routers shall also be purchased, allowing for visitors to easily access the internet. These wireless routers shall support both the 802.11n and 802.11g standards. Note that proper security shall be setup such that users of the wireless network shall not have access to ORASECOM file storage areas. Virtual Private Network (VPN) access shall be made available to all ORASECOM staff, allowing for servers to be remotely managed and local files available anywhere. Dual firewalls and routers, in a fail-over configuration shall be purchased and properly configured. To connect the ORASECOM office to the internet, a dedicated internet connection is needed. As servers will be located inside the ORASECOM network, greater requirements are needed. These requirements include: 2 static IP addresses; 4.0 Mbps downstream bandwidth; and 2.0 Mbps upstream bandwidth. These requirements are guidelines only, and will be negotiated based on the cost structure / conditions proposed. Note that the high upstream bandwidth numbers are required to properly host any server. 10. Notebooks and Desktop Three notebooks are required for the UNDP-GEF Project staff. These notebooks have the following requirements (at a minimum): Brand: Lenovo, HP, or Dell 2.4GHz CPU; 320GB Hard Drive; DVD read/write drive; and 14.1 display. MS Office shall be installed on all notebooks, the notebooks shall run under Windows 7. Docking stations, with 23 monitors, external keyboard and mice are to be proposed as option. 4
One GIS workstation is required. This workstation has the following requirements (at a minimum): Brand: Lenovo, HP, or Dell 23 monitor; 4GB RAM; DVD read/write drive; Dual-core, 3GHz CPU; and 500 GB Hard Drive. A larger monitor (28 /32 ) shal be proposed as an option. The GIS workstation shall run under Windows 7, MS Office and Adobe Acrobat (full version) needs to be installed. One license of ArcGIS 10 (single use), with Spatial Analyst will be procured directly from the Esri distributor, but shall be installed by the IT service provider. The IT service provider shall attend to any problems with the notebooks and the GIS workstation at the ORASECOM office during the period of the service contract. 11. Printer / Copier For the project team a black and white desktop laser printer with A4-size duplex printing (type HP LaserJet P4014dn) is required. Additionally, a multifunction printer/copier (type: HP Color LaserJet CM4730 Multifunction Printer) is required. This machine shall provide scanning, larger volume printing and copying functions to the ORASECOM office. Leasing of the multifunction printer/copier machine shall be included in the proposal as an option. Both machines shall be available on the ORASECOM internal network so that all users can access them. 12. Backups of All Systems Ofsite backups are critical to continue ORASECOM s mandate if a disaster hit. Al serverscontaining any ORASECOM data must be included in this backup system. Due to the foreseen high cost of transferring data over the internet (and the detrimental network performance), it is not recommended that a cloud backup system be purchased. Instead, a tapeor external hard drive based backup system shall be instituted. Such a system shall run a full backup on a weekly basis, with daily incremental backups run. The weekly backup sets shall be stored in a secure, geographically separate location. The offsite backup storage location must store a minimum of 3 months data. The IT service provider shall ensure that the backups are run and placed in an offsite location during the period of the service contract. Within an appropriate response time the IT service provider shall also restore the data on-site if needed. 13. On-Site Support The proposal of the IT service provider shall describe: Hours of business; How after-hours support calls are handled; Estimated on-site response times; CVs of staff that will provide on-site support; CVs of staff that will provide technical support to on-site technicians; Systems used to tracked issues to completion; 5
The proposed offsite backup storage location; and Example monthly reports that summarize IT support cases and server performance. 6