Fully managed hosting, maintenance & optimization of odoo v16 financial system for castle control board

The Castle Control Board (CCB) invites bids for fully managed hosting, maintenance, and optimization of Odoo v16 Community Edition (CE) ERP and Financial Management System. The contract duration is 36 months. The RFQ is a requirements-based process and does not constitute an offer to do business.

Bid advertisement on Government e-Tender Portal/CCB Website: 17 July 2026. Bid documents accessible from 17 July 2026. Bid closing date and time: 31 July 2026 at 16h00 (South African standard time). Bid validity period: 90 days after closing date. No compulsory briefing session.

Enquiries: Ms. Deidre Hartzenberg (Bidding Procedures) - Email: [email protected], Phone: +27 21 461 4676. Mr. Mandla Ngewu (Technical) - Email: [email protected], Phone: +27 21 461 4676. Address: Castle Control Board, Castle of Good Hope, Corner Castle & Darling Street, Cape Town, 8001. All communication must be in writing. Bidders may not contact other CCB employees regarding this tender.

Submit bids in hardcopy, sealed envelope, and secure package with reference 'CCB 2026/07/01/Hosting'. Delivery options: Hand/Courier to The Castle of Good Hope, Corner Castle & Darling Street, Cape Town, 8001 (submission times: 09h30–16h00) OR Postal to Castle Control Board, P.O. Box 1, Cape Town, 8000. Bids must reach CCB by 31 July 2026 at 16h00. Late bids will not be accepted. Submit two copies: File 1 (Technical File) with prequalification documents and technical responses, and File 2 (Price and Preference Points Claims) with pricing schedule and preference point claims. Include a comprehensive proposal, proof of competency, rates structure, and at least three favorable reference letters. Ensure all documents are completed and signed by an authorized representative.

12.1 Bidders must submit documents, on or before the closing date and time, either by:

The Castle of Good Hope, Corner Castle & Darling Street, Cape Town, 8001

8000

NB: Bidders are responsible for the bids reaching the CCB on or before the closing date and time.

12.2 All bids must be submitted hardcopy in a sealed envelope and secure package. All

bids must have the reference CCB 2026/07/01/Hosting. The tender box will be

placed at the Castle of Good Hope reception. The submission times: 09h30 –

16h00.

Evaluation follows a three-gate process: Gate 0 (Pre-qualification): Submit all required documents (e.g., SBD 1, Tax Clearance Certificate, Pricing Schedule, SBD 4, SBD 6.1, SBD 6.2, SBD 8, SBD 9, CSD Report, Company Registration Certificate). Non-submission of any document may result in disqualification. Gate 1 (Functionality Criteria): Score minimum 80/100 points to proceed. Criteria include: Company Experience and Track Record (30 points), Team Capability Qualification (20 points), Hosting Infrastructure Redundancy & Security (30 points), Transition & Migration Methodology (20 points). Gate 2 (Price and Specific Goals): 80/20 Preference Point System. Price (80 points) and Specific Goals (20 points: HDIs 8, Women 4, Youth 4, People with Disabilities 2, RDP Goals/SMMEs 2). Only bidders who meet the 80-point threshold in Gate 1 proceed to Gate 2.

Provide fully managed hosting, maintenance, and optimization of Odoo v16 Community Edition (CE) ERP and Financial Management System for 36 months. Infrastructure requirements: Fully managed, dedicated virtual machines (1x production, 1x staging/testing). Minimum 4 vCPUs per VM, 8 GB dedicated RAM (scalable to 20–24 GB), and 120 GB usable SSD/NVMe storage (12 GB app core, 43 GB current DB, 70 GB forecasted growth). Hosting must be on South African servers (e.g., AWS Cape Town, Teraco) for POPIA compliance. Security: Dedicated VPS/containerized architecture, SSL/TLS encryption, active firewalling. Availability: 99.9% uptime with 24/7 monitoring. Data protection: Automated daily backups (30-day retention), verified DR protocols (3-2-1 principle). Support: First-line technical troubleshooting, functional support (ledger, reports), customization stewardship (Python modules, QWeb templates). Maintenance: Patch management, performance optimization, minor upgrades. Compliance: AGSA audit trail support, PFMA/GRAP alignment, SARS VAT configurations.

Transition & Migration Methodology must be structured and risk-mitigated, explaining data extraction, verification, and launch from the legacy provider without downtime or data integrity compromise. Hosting Infrastructure must meet Tier-3 standards with POPIA compliance, functional disaster recovery, and backup frequencies.

Company Experience and Track Record: Submit reference letters for at least 3 successful Odoo implementations, hosting, or support contracts in the public sector or large corporates within the last 3 years. Scoring: 3 letters (30 points), 2 letters (20 points), 1 letter (10 points), none (0 points). Team Capability: Provide detailed CVs and qualifications for Odoo/system engineers, DBAs, and financial support consultants. Scoring: Comprehensive (20 points), Adequate (10 points), Poor (5 points), None (0 points).

Complete the Pricing Schedule for 'Hosting services Odoo Financial Management System'. Include all costs (listed and unlisted) for the SLA. Submit a detailed quotation. Failure to price all items results in disqualification. Offer validity: 90 days from 31 July 2026.

Complete the supplied Pricing Schedule with all costs for hosting services. Submit a separate comprehensive list of all possible charges (included and excluded) for the Service Level Agreement. Failure to price all listed products will result in disqualification. Offer must remain valid for 90 days from the closing date (31 July 2026).

Bidders must be tax compliant (Income Tax Act, VAT Act) and registered on the Central Supplier Database (CSD). Tax compliance status will be verified via CSD by National Treasury. Foreign bidders must also comply. Submit Tax Clearance Certificate, CSD Report, and Company Registration Certificate. Consortia/Joint Ventures/Sub-contractors must each be CSD-registered and tax compliant. Bidders must confirm in writing that SARS may disclose tax compliance status during the contract. No awards to bidders on National Treasury’s Register of Tender Defaulters or List of Restricted Suppliers. Fronting is prohibited; CCB may investigate and disqualify bidders for fronting practices.

CCB supports B-BBEE and condemns fronting. Bidders must comply with B-BBEE Act, 2003. Preference points for Specific Goals: HDIs (8), Women (4), Youth (4), People with Disabilities (2), SMMEs (2). Fronting investigations may lead to disqualification or 10-year public sector restriction.

Contract terms: Bidder must accept General Conditions of Contract (GCC) and submit signed GCC with bid. Successful bidder compiles the Service Level Agreement (SLA) for both parties to sign. CCB reserves rights to: not award/cancel the bid, negotiate with preferred bidders, accept partial bids, conduct site inspections, correct bid errors, terminate the process at any stage, or award to multiple bidders. Bidder is liable for sub-contractor actions. Governing law: South African courts. Indemnity: Bidder indemnifies CCB for breach-related costs/damages. Confidentiality: Bid information is proprietary; unauthorized disclosure may result in disqualification. Bidder must declare no access to CCB proprietary information.

Bid validity period: 90 days post-closing. Advertisement date: 17 July 2026. Closing date/time: 31 July 2026 at 16h00. All bids must be in writing. No briefing session. CCB may change dates/times at its discretion.

Evaluation uses an 80/20 Preference Point System. Gate 0: Pre-qualification requires submission of all listed documents (e.g., SBD forms, Tax Clearance, CSD Report). Gate 1: Functionality Criteria (100 points total) requires a minimum 80/100 to proceed. Criteria: Company Experience (30), Team Capability (20), Hosting Infrastructure (30), Transition & Migration Methodology (20). Gate 2: Price (80 points) and Specific Goals (20 points: HDIs, Women, Youth, Disabilities, SMMEs).