Provision, licensing and support of an electronic learner profiling and assessment system for south cape tvet college (36 months)

Closing date: 11 November 2026 at 11:00.

SCM contact:

• Name: Barryline Baadjies
• Email: [email protected]
• Telephone: 044 884 0359

Technical contact:

• Name: Shameem Abrahams
• Email: [email protected]
• Telephone: 044 884 0359

Submission address:

South Cape TVET College Central Office Building

Ground Floor

125 Mitchell Street

George

Submission method: deposit in the bid box at South Cape TVET College Central Office Building, Ground Floor, 125 Mitchell Street, George, or email to [email protected].

Closing time: 11 November 2026 at 11:00. Late bids will not be accepted.

Bids must be submitted on the official forms provided, not re-typed.

Returnable forms and documents (all must be completed and signed):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses whether any director, trustee, shareholder, or member is employed by the state or connected to anyone at the college; false declarations disqualify.
• SBD 6.1 (Preference Points Claim): claims B-BBEE preference points under the PPPFA.
• SBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): declares past SCM practices.
• SBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• Price Declaration Form: states the total bid price including VAT and delivery, and holds the offer open for 90 days.
• Price Schedule with detailed breakdown.
• Checklist of documents to be submitted.
• Declaration before a Commissioner of Oaths.
• Proof of authority to sign (e.g., company resolution).

Additional mandatory documents (failure to submit may render the quotation non-responsive):

• At least one contactable reference letter for similar services rendered within the last five years, on the client's official letterhead with contact details.
• A detailed proposed software solution demonstrating how it meets the college's requirements.
• Copy of valid tax pin certificate.
• Latest municipal account or valid lease agreement.
• CIPC company registration documents (for close corporations) or share certificates and shareholding breakdown per race, gender, and percentage (for companies).
• B-BBEE certification.
• CSD registration number.

For consortia, joint ventures, or subcontractors, each party must submit the same documents and a separate tax compliance PIN/CSD number.

Disqualification risks:

• Any required document omitted or unsigned.
• Bids received after the closing time.
• Bids from persons in the service of the state, or companies/close corporations with directors/members in the service of the state.
• Failure to provide proof of authority to sign.

Evaluation is based on the 80/20 preference point system (price and specific goals).

Maximum points: 100 total, of which 10 points are allocated to specific goals (B-BBEE) and 90 points to price.

No minimum qualifying score is stated.

Bidders must submit a valid B-BBEE certificate or sworn affidavit (for EMEs and QSEs) to qualify for preference points.

The bid is subject to the Preferential Procurement Policy Framework Act, 2000 and the Preferential Procurement Regulations, 2017.

The college requires a cloud-based Integrated Student Analysis System that integrates with the existing Coltech student management system.

The system must support student placement, academic readiness assessments, career guidance, academic support, disability support, student satisfaction monitoring, exit support, and alumni tracking.

Functional modules required:

• Student Placement Assessment (pre-entry support): assess academic readiness, support programme placement, generate individual and cohort reports.
• Career Guidance Assessment: assess interests and aptitude, support career and programme choices, generate reports.
• Student Placement Testing (numeracy and literacy): conduct assessments, identify learning gaps, generate diagnostic reports.
• Disability Support Assessment: identify students needing support, capture accommodation needs confidentially, comply with legislation and DHET requirements.
• Student Satisfaction Surveys: conduct enrolment, placement, campus life, academic, support services, infrastructure, and exit surveys; generate institutional, campus, and programme-level reports.
• Academic Support: identify students needing support, record and monitor interventions, generate reports.
• Exit Support: assess exit-level needs, capture reasons for withdrawal, support transition to employment or further studies.
• Alumni Tracking: maintain alumni database, track graduate outcomes, generate reports.

System requirements:

• Cloud-based, secure, user-friendly.
• Role-based access for students, staff, and administrators.
• Bidder must configure and administer the system.
• Comply with POPIA and data security requirements.
• Secure data storage for a minimum of five years.
• Regular backups and data recovery processes.
• Notify the college of any data breach or security incident.
• Exportable reports in Word, PDF, and Excel formats.
• Integrate with Coltech student management system where technically feasible.

The bidder must specify licensing model and duration, user capacity and scalability, training and technical support, and system maintenance and updates.

Contract period: 36 months.

The successful bidder must enter into a Service Level Agreement (SLA) with the college covering support, maintenance, performance standards, and reporting.

Bidders must provide at least one contactable reference letter for similar services rendered within the last five years, on the client's official letterhead with contact details.

The proposed software solution must demonstrate how it meets the college's requirements for student placement assessments, profiling and screening, reporting and analytics, career guidance functionality, training and support services, and integration capabilities.

Pre-bidding testing is for the bidder's account.

If inspections are required, the bidder's premises must be open for inspection by the purchaser's representative.

If goods/services do not comply with contract requirements, the bidder bears the cost of inspections and may have the goods rejected; rejected goods must be replaced at the bidder's cost.

The purchaser may inspect and audit the supplier's records relating to contract performance.

Pricing must be submitted on the provided Price Schedule with a detailed breakdown, including:

• Student Placement Assessment Licence for 36 months (quantity 36).
• Training (once off).
• Configuration and implementation (once off).
• Support and maintenance (for the duration of the period).
• Subtotal, VAT at 15%, and total cost VAT inclusive.

The total price must be stated in the Price Declaration Form, including VAT and delivery costs, and must cover all services per the specifications; no additional costs may be charged.

The offer must remain valid for 90 days from submission.

Payment terms: invoices and supporting documents must be submitted by the 1st business day of the month for payment by month-end; otherwise payment is made the following month. Payments are by electronic transfer. No penalty interest for late submission.

Pricing must be submitted on the provided Price Schedule with a detailed breakdown, including:

• Student Placement Assessment Licence for 36 months (quantity 36).
• Training (once off).
• Configuration and implementation (once off).
• Support and maintenance (for the duration of the period).
• Subtotal, VAT at 15%, and total cost VAT inclusive.

The total price must be stated in the Price Declaration Form, including VAT and delivery costs, and must cover all services per the specifications; no additional costs may be charged.

The offer must remain valid for 90 days from submission.

Payment terms:

• Tax invoices and supporting documents must be submitted to the college by the 1st business day of a calendar month for payment by the end of the same month; otherwise payment is made by the end of the following month.
• Payments are made by electronic bank transfer.
• No penalty interest will be paid for late submission of invoices.
• Payment is subject to the college's standard Special Terms and Conditions of Contract.

No bid security, performance bond, or guarantee is specified in the document.

Tax compliance:

• A valid SARS tax compliance PIN (TCS) must be submitted; alternatively, a CSD number if registered on the Central Supplier Database.
• No contract will be concluded with a bidder whose tax matters are not in order, or whose municipal rates and taxes and service charges are in arrears.
• For consortia, joint ventures, or subcontractors, each party must submit a separate TCS PIN/CSD number.

B-bbee:

• A valid B-BBEE status level verification certificate, or a sworn affidavit for EMEs and QSEs, must be submitted to qualify for preference points.
• The B-BBEE level must be indicated on the bid form.

State employment:

• No bids will be considered from persons in the service of the state, companies with directors who are persons in the service of the state, or close corporations with members who are persons in the service of the state.

Registration:

• CIPC company registration documents (for close corporations) or share certificates and a shareholding breakdown per race, gender, and percentage (for companies) are required.
• CSD registration number required.

Municipal:

• Latest municipal account or valid lease agreement required.

Foreign suppliers:

• Must complete the questionnaire on the bid form regarding residency, branch, permanent establishment, source of income, and tax liability in South Africa.

No specific health and safety requirements are stated in the document.

Contract duration: 36 months.

The successful bidder must enter into a Service Level Agreement (SLA) with the college covering support, maintenance, performance standards, and reporting.

Warranty: goods must be new, unused, and of current models; warranty valid for 12 months after delivery/acceptance or 18 months after shipment, whichever ends earlier.

Payment: within 30 days of invoice submission; in Rand.

Prices must not vary from the bid, except for authorised adjustments.

Variation orders: changes up to 15% of the original contract value may be instructed; unit prices may be reduced but not escalated.

Assignment and subcontracting require prior written consent.

Delays: the supplier must notify the purchaser in writing of any delay; penalties may be imposed.

Penalties: for late delivery, a penalty calculated at the current prime interest rate per day of delay is deducted from the contract price.

Termination for default: the purchaser may terminate if the supplier fails to deliver, perform obligations, or engages in corrupt or fraudulent practices; the supplier may be restricted from doing business with the public sector for up to 10 years.

Force majeure: relieves liability for delays if notified promptly.

Insolvency: the purchaser may terminate without compensation.

Disputes: to be resolved by mutual consultation, then mediation, then South African courts.

Limitation of liability: supplier not liable for indirect or consequential losses, except for penalties/damages; aggregate liability capped at the total contract price.

Intellectual property: any documentation or projects developed for the college vest in the college.

Confidentiality: the supplier must not disclose contract documents or information without prior written consent.

Taxes and duties: local supplier responsible for all taxes until delivery; no contract with a bidder whose tax matters are not in order.

Municipal arrears: no contract with a bidder whose municipal rates and services charges are in arrears.

Restrictive practices: collusive bidding is prohibited and may lead to bid invalidation, contract termination, and restriction from public sector business for up to 10 years.

Special conditions include:

• Company registration form / corporate document (CIPC).
• B-BBEE certification.
• Latest municipal account or valid lease agreement.
• Copy of valid tax pin certificate.
• CSD registration number.

Remuneration: tax invoices and supporting documents must be submitted by the 1st business day of the month for payment by month-end; otherwise payment is made the following month. Payments are by electronic transfer. No penalty interest for late submission.

The successful bidder must enter into a Service Level Agreement (SLA) with the college.

The 80/20 preference point system applies (price and specific goals).

Maximum points: 100 total, with 10 points for specific goals and 90 points for price.

No minimum qualifying score is stated.

Bidders must submit a valid B-BBEE certificate or sworn affidavit to qualify for preference points.