Terms of Reference (TOR) for Service Providers for Multi-User Remote Access Enablement of Peachtree Accounting Software

1. Background

ECDD is currently using Peachtree Accounting Software for financial recording, processing, and reporting. To improve operational efficiency and collaboration among finance and management staff located in different offices and working locations, the organization intends to establish a reliable system that enables authorized users to access the accounting software remotely and simultaneously.

The organization seeks to engage a qualified service provider to design, supply, install, and configure an appropriate technical solution that will allow secure, uninterrupted, and efficient multi-user access to the accounting system.

The proposed solution is not limited to cloud hosting and may include any suitable technological approach capable of meeting the organization’s requirements.

2. Objective of the Assignment

The main objective of this assignment is to implement a reliable solution that enables the organization’s Peachtree accounting software to be accessed securely by multiple users at the same time, regardless of location.

The solution should:

• Enable simultaneous access for more than 12 users
• Allow remote access anytime and from different locations
• Ensure secure storage and protection of accounting data
• Minimize system interruption and downtime
• Maintain acceptable speed and performance during concurrent usage
• Preferably minimize recurring subscription or service fees

3. Scope of Work

The selected service provider shall perform the following tasks:

3.1 System Assessment

• Assess the organization’s current Peachtree software environment and infrastructure
• Review hardware, software, network, and database requirements
• Identify challenges and limitations in the existing setup
• Recommend the most suitable technical solution

3.2 Solution Design and Implementation

Design and implement an appropriate solution, which may include but is not limited to:

• Cloud hosting
• Dedicated server deployment
• Remote access server
• VPN-based access
• Virtual desktop environment
• Hybrid infrastructure solutions

The selected provider shall:

• Install and configure the required infrastructure
• Configure Peachtree for multi-user access
• Migrate or integrate existing accounting data
• Configure user access permissions and security controls

3.3 Security and Backup

The provider shall implement adequate security measures including:

• User authentication and authorization
• Role-based access controls
• Data protection mechanisms
• Backup and disaster recovery procedures
• Protection against unauthorized access and data loss

3.4 Performance and Reliability

The proposed solution must ensure:

• Stable and reliable access
• Minimal downtime
• Good performance during simultaneous access by 12+ users
• Efficient transaction processing and reporting

3.5 Training and Support

The selected provider shall:

• Provide user and administrator training
• Deliver operational documentation/manuals
• Provide post-installation technical support

Minimum Technical Requirements

Interested service providers must propose solutions capable of meeting the following minimum requirements:

• Support Peachtree accounting software
• Support concurrent access for at least 12 users
• Enable remote access from different locations
• Ensure secure data storage and backup
• Provide reliable performance with minimal interruptions
• Allow future scalability for additional users

Deliverables

The selected service provider shall deliver:

• Functional multi-user access solution
• Configured software environment
• Migrated accounting data (if applicable)
• User access setup and permission controls
• Backup and recovery system
• Technical documentation
• Training completion report

Vendor Qualification Requirements

Interested service providers shall submit:

• Company profile and legal registration documents
• Evidence of relevant experience in similar assignments

At least two references from previous clients

• Technical proposal describing the recommended solution
• Financial proposal with detailed cost breakdown

Financial Proposal

The financial proposal should clearly indicate:

• One-time setup or implementation cost
• Required hardware/software costs
• License costs (if applicable)
• Maintenance or support costs
• Any recurring service or subscription fees

Solutions with low long-term operational cost are highly preferred.

Evaluation Criteria

Proposals will be evaluated based on:

• Technical suitability of proposed solution — 40%
• Relevant experience and qualifications — 15%
• Support and maintenance approach —15%
• Cost competitiveness — 30%