Email Hosting Assessment and Migration to Microsoft 365

TERMS OF REFERENCE (TOR)

Email Hosting Assessment and Migration to Microsoft 365

INITIATE – Call for Proposals

1. Background

INITIATE is planning to move from its current email hosting system to a modern and secure cloud-based solution, preferably Microsoft 365. The goal is to improve reliability, security, and productivity across all teams.

2. Objective

To assess INITIATE’s current email system and fully migrate to Microsoft 365 (or an equivalent solution), ensuring a smooth transition with minimal disruption.

3. Scope of Work

Phase 1 – Assessment

• Review current email hosting setup
• List all users, mailboxes, shared mailboxes, aliases
• Check current storage, security setup, and access needs
• Recommend the best migration approach

Phase 2 – Microsoft 365 Setup

• Set up the Microsoft 365 tenant
• Configure domain settings
• Create users, assign licenses, and set security settings

Phase 3 – Migration

• Migrate all mailboxes, contacts, and calendars
• Ensure minimal downtime
• Test and verify migrated data
• Setup Outlook on desktop and mobile devices

Phase 4 – Optional Services

• Setup Teams, OneDrive, and SharePoint
• Enable basic device management if needed

Phase 5 – Training

• Provide simple training for staff on Outlook and Teams
• Train the admin/IT focal point on basic management tasks

Phase 6 – Support

• Provide support for 1–3 months after migration
• Fix issues and optimize performance

4. Deliverables

• Assessment report and migration plan
• Configured Microsoft 365 environment
• Fully migrated and functioning email system
• Staff training session(s)
• Final documentation and support plan

5. Timeline

6–8 weeks total:

• Weeks 1–2: Assessment & Setup
• Weeks 3–5: Migration
• Weeks 6–8: Stabilization & Training

6. Proposal Requirements

• Technical proposal (approach + work plan)
• Financial proposal (cost breakdown)
• CVs

7. Submission Details

Submit proposals to: hr@initiate-lb.org
Subject line: “Proposal – Email Migration to Microsoft 365”
Deadline: 30 Dec 2025