Objectives

The primary objective of this tender is to procure fully managed hosting, maintenance, and optimization services for the Castle Control Board's (CCB) Odoo version 16 Community Edition (CE) ERP and Financial Management system. The aim is to establish a reliable, secure, and compliant hosting environment that supports the ongoing operation, support, and enhancement of the financial system over a 36-month period.

Scope

The scope of work includes:

• Provision of enterprise-grade, local cloud infrastructure matching specified capacity and performance requirements.
• Deployment of a fully managed production environment with dedicated virtual machines (VMs) for production and testing/staging.
• Configuration of server architecture with minimum 4 vCPUs per VM, scalable RAM (20-24 GB), and sufficient storage (minimum 70 GB initially, expandable to 120 GB).
• Implementation of secure cloud hosting in Tier-3 data centers (e.g., Teraco), ensuring compliance with POPIA, including SSL/TLS encryption, active firewalls, and disaster recovery protocols.
• Provision of first-line technical support and troubleshooting for connectivity, interface, authentication, and reporting issues.
• Proactive system maintenance and lifecycle management of the Odoo application and PostgreSQL database, including automated alerts for system health.
• Ensuring compliance with audit and regulatory standards, including tracking user interactions and supporting PFMA and GRAP reporting requirements.
• Development and signing of a Service Level Agreement (SLA) detailing specific service standards and responsibilities.

Technical Requirements

The technical specifications include:

• Managed hosting environment with dedicated VMs for production and testing.
• Server architecture with at least 4 vCPUs per VM, 20–24 GB RAM, and minimum 70 GB storage (expandable to 120 GB).
• PostgreSQL database hosting with secure, high-performance storage and backup capabilities.
• Hosting in Tier-3 data centers with POPIA compliance, SSL/TLS encryption, and active firewalling.
• Disaster recovery protocols following the 3-2-1 backup principle.
• Support for automated system health monitoring, alerting, and lifecycle management routines.
• Support for compliance and audit-readiness, including detailed logging and reporting aligned with PFMA and GRAP standards.

Skills Requirements

The bidder must demonstrate:

• Experience with hosting and support of Odoo ERP systems, specifically version 16 CE, within the public sector or regulated enterprises.
• Proven track record with at least 3 successful implementations or support contracts in similar environments, supported by reference letters.
• Qualified personnel with expertise in:
• Odoo system administration and support.
• Database administration, particularly PostgreSQL.
• Cloud infrastructure deployment and management.
• Cybersecurity, including POPIA compliance, SSL/TLS, firewalls, and disaster recovery.
• System maintenance, lifecycle management, and automated alert configuration.
• Capability to develop and implement structured migration and transition plans to ensure minimal operational disruption.
• Ability to provide first-line technical support and troubleshooting for system and network issues.
• Knowledge of relevant legislation, including POPIA, PFMA, and GRAP standards, to ensure compliance and audit readiness.