Workflow Platform – Dev & Support

Project Overview
Protrade currently operates its workflow management system on a customized version of ScaffM8, a scaffolding workflow platform built on React / Node.js / PostgreSQL / AWS. The current provider is handing over source code and database for us to self-manage going forward.
We are seeking a development partner to take ownership of hosting, support, and future development. The partner must ensure continuity of service, reliable support for time-critical issues, and a structured process for ongoing improvements.

Key Deliverables
Transition & Hosting
Migrate ScaffM8 system from current provider.
Establish AWS (or equivalent) hosting environments, domains, and integrations.
Provide Protrade with full admin access rights.

Stabilization & Support
Ensure smooth handover and continuity during transition.
Provide monitoring, bug fixes, security patches, and performance optimization.
Set up clear SLA response times (critical, urgent, minor).

Appenate Integration
Transfer mobile forms to Protrade’s Appenate account.
Manage integration between portal and Appenate.

Ongoing Development & Maintenance
Review unfinished modules (CRM and timesheets).
Provide structured process for new features (scope, quoting, timelines, testing).
Ensure transparency in development costs.

Costing & Transparency
Outline monthly hosting costs.
Provide clear support options (hourly, retainer, or committed hours).
Separate bug-fix support from new feature development costs.

Responsibilities of Development Partner
Host, maintain, and support the platform in a secure and reliable environment.
Provide time-critical bug resolution and stability fixes.
Communicate proactively with Protrade regarding system health, downtime, or risks.
Document any updates, changes, or integrations for future reference.
Work collaboratively as a partner (not just a vendor).

Responsibilities of Protrade
Provide full access to existing ScaffM8 source code and database.
Supply current technical audit details.
Provide business context for workflows and user requirements.
Approve timelines, costs, and development priorities.

Deadlines & Timelines
Initial Transition & Hosting Setup: Within 4–6 weeks of project commencement.
System Handover: Seamless cutover with minimal downtime.
Stabilisation Period: First 2–3 months post-handover with enhanced support availability.
Ongoing Development: Structured release cycles agreed with Protrade.

Skills & Experience Required
Proven expertise in:
AWS hosting (EC2, Portainer, NGINX).
React, Node.js (NestJS), TypeScript, PostgreSQL, Sequelize ORM.
Appenate mobile forms integration.
Team-based resourcing model (not a single freelancer).
Fluent English communication (written & spoken).
Availability to work around New Zealand business hours for critical bug fixes.

Communication & Reporting
Primary communication via email, Slack/Teams, or Guru platform.
Weekly check-ins during transition phase.
SLA-driven response times for bug fixes and downtime.
Transparency in development roadmaps, costs, and timelines.

Confidentiality
All project details, source code, and client data remain strictly confidential and will be covered by an NDA.

Proposal Requirements
Please include in your proposal:
Relevant experience with AWS, Node.js, React, PostgreSQL, and Appenate.
Your approach to the transition/handover.
Example of how you structure SLAs and support.
Typical monthly costs (hosting, support, development).
Team structure and size.
Examples of similar systems supported or developed.

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