Provision and implementation of lms for gaars – 2-Year tender in gauteng

Enquiries

• Contact: Ntombizodwa Duma
• Role: Bidding procedure and technical enquiries
• Telephone: 011 545 1262
• Email: [email protected]

Submission address

South African Civil Aviation Authority

Byls Bridge Office Park

Olievenhoutbosch Road & Jean Ave

Centurion, 0062

Attention: The Chairperson, SACAA Bid Committee

Security access codes (WhatsApp only)

• Betty Monyeki: 082 885 4270
• Cynthia Motaung: 083 461 6534

Submission method: physical, three-envelope system. Each bid must be submitted in duplicate (one original and one copy) inside a sealed envelope.

• Envelope 1: all Phase 1 mandatory documents (CSD proof, completed and signed SBD 1, SBD 3, SBD 4, SBD 6.1, OEM/reseller partnership letter if applicable, project team leader certifications).
• Envelope 2: technical proposal (1 original and 1 copy).
• Envelope 3: pricing schedule and valid B-BBEE certificate or sworn affidavit (1 original and 1 copy).

Envelopes must be clearly marked with the bid reference number and company name, then placed in the tender box marked '1' located at the SACAA head office reception, Byls Bridge Office Park, Centurion.

A courier delivery note must also carry the bid description. Bids not deposited in the correct box will be disqualified.

No bids will be accepted by email, fax, telegram, or similar electronic means. Bids must be physically present in the tender box by the closing time; late bids will not be considered.

Bidders must obtain an access code to enter the office park due to security measures. Prior arrangements must be made via WhatsApp with Betty Monyeki on 082 885 4270 or Cynthia Motaung on 083 461 6534.

Amended bids may be submitted in a separate envelope marked 'Amendment to bid', together with the original bid, before closing.

Returnable forms (all must be completed, signed, and submitted on the official forms):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page; also requires supplier information, tax compliance status, and B-BBEE status level.
• SBD 3 (Pricing Schedule - Firm Prices): firm price offer, valid for 180 days; incomplete pricing may render the bid non-responsive.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the institution.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the PPPFA; must be completed and signed.
• Proof of registration on the Central Supplier Database (CSD) with supplier number.
• Valid OEM/Reseller Partnership letter or certificate, unless the bidder is the originator or manufacturer of the system.
• Certified copies of project team leader's Project Management certification and qualifications.

All documentation must be in English. Bidders must check page continuity; the authority accepts no liability for missing or duplicated pages.

Documents must be neatly bound; the authority is not responsible for loss of documents.

Evaluation is conducted in four phases.

Phase 1 - Mandatory compliance: administrative (CSD, SBD forms) and technical (OEM/reseller letter, project team leader certifications). Non-submission results in disqualification.

Phase 2 - Functionality evaluation (100 points):

• Company experience in development and implementation of LMS or similar systems: 5+ years = 15, 4 years = 10, 2-3 years = 5, under 2 years = 0.
• Reference letters: 5 or more = 15, 4 = 10, 3 = 5, fewer than 3 = 0. Letters must be signed, dated, on client letterhead, within last 5 years, describing work performed related to LMS development and implementation.
• Proposed solution documentation (must cover 100% of functionalities listed in section 6.1): 30 points.
• Project team leader experience: 10+ years with NQF 7 IT degree and certified PM = 10, 5-9 years = 5, under 5 years or no degree = 0.
• Portfolio of evidence: sample/prototype of online learning module (1 full module on USB) = 10, training video tutorial on USB = 10, training manual on USB = 10. Maximum 30 points.

Minimum qualifying score: 70/100. Bidders scoring below 70 do not proceed.

Phase 3 - System demonstration: 1 hour 30 minutes allocated per bidder. Scored out of 40 points across 5 areas: user authentication (6), scenario-based content delivery (10), assessment and certification (10), reporting/tracking/compliance (8), technical/functional (8). Rating: 2 points for acceptable, 0 for unacceptable.

Minimum qualifying score: 32/40. Bidders scoring below 32 do not proceed.

Phase 4 - Price and specific goals: 80/20 preference point system per PPPFA Regulations 2022. Price scored using the formula: Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals (B-BBEE status level points):

• Level 1: 20 points
• Level 2: 18
• Level 3: 14
• Level 4: 12
• Level 5: 8
• Level 6: 6
• Level 7: 4
• Level 8: 2
• Non-compliant: 0

Only bidders who passed functionality and demonstration are evaluated for price and specific goals.

Scope: Provision and implementation of a dedicated Learning Management System (LMS) to deliver the General Aviation Accident Reduction Initiative (GAARS) for a two-year period. The system must integrate with the SACAA Pilot safety hub on the SACAA website.

User base: approximately 20,000 Private Pilot Licence (PPL) and National Pilot Licence (NPL) holders; scalable for future growth.

Core functionalities:

• User Management and Authentication: secure login using SACAA licence number as username; one-time synchronisation or secure API lookup with SACAA pilot database to import licence numbers, names, licence types (PPL/NPL), and status; 'Forgot Password' via registered email or mobile; licence verification upon login.
• Delivery of Scenario-Based Content Training: playback of pre-recorded high-definition videos (lectures, scenario reconstructions, expert interviews) with adaptive streaming; content segmented into modules aligned to High-Risk Categories (LOC-I, CFIT, Mid-Air Collisions, Runway incursions/excursions, Airprox Events); scenario-based flow with decision checkpoints; progress tracking and resume; display of PDF documents, downloadable checklists, interactive diagrams; dedicated modules for Undue Domineering Influences (UDI) and helicopter/fixed-wing accident scenarios.
• Assessment and Certification: multiple-choice and true/false quizzes after each module; completion gate before progressing; limit of three attempts then mandatory module review; automatic generation of uniquely serialised, tamper-proof PDF Certificate of Completion; pilot marked 'Compliant' for two years from completion, flagged 'Due for Recurrence' 90 days before deadline.
• Reporting, Tracking, and Compliance: activity logging (login/logout, time per video/section, quiz scores, attempts); real-time administrator dashboard showing compliant pilots, due-for-recurrence, non-compliant lists; full audit trail per pilot; reports on average time per module and assessment success rates.
• Technical and Functional: scalable to 20,000 concurrent users; fully responsive and functional across major browsers and mobile devices; data encryption at rest and in transit; high availability uptime target; compliance with SACAA/government security and privacy protocols; branding to SACAA corporate identity.
• Migration: capability to import existing content and new content.

Training:

• Face-to-face training for SACAA staff.
• Training for system administrators (creating categories, managing responses, adding/removing staff).
• Provide training manual and video for internal users.

Pricing format: firm prices only, in accordance with Annexure A pricing schedule. Non-firm prices (e.g., subject to exchange rate variations) will not be considered.

Pricing must be submitted strictly on the provided schedule; deviation may render the bid non-responsive.

Pricing schedule components:

• Table A (once-off costs): 1. GAARS LMS; 2. Implementation and configuration including data extraction, enhancement and migration; 3. Training and skills transfer; 4. Any other costs (full details and motivation required).
• Table B (annual costs): Annual support and maintenance; Annual license fee (if applicable), for Year 1 and Year 2 inclusive of VAT.

Consolidated total: sum of Table A and Table B, inclusive of VAT.

All prices must include VAT (15%). Delivery costs must be included in the bid price.

Bid validity: 180 days from closing date.

No bid security, guarantees, bonds, retention, or payment terms are specified in the document.

Mandatory registration and forms:

• CSD: proof of registration on the Central Supplier Database (National Treasury) with supplier number, before submitting bid.
• SBD 1 (Invitation to Bid): completed and signed.
• SBD 3 (Pricing Schedule): completed.
• SBD 4 (Bidders Disclosure): completed and signed.
• SBD 6.1 (Preference Points Claim): completed and signed.

Tax compliance:

• Must submit SARS Tax Compliance Status PIN or CSD number. Printed TCS certificate may also be submitted. For consortia/JVs/sub-contractors, each party must submit separate TCS PIN/CSD number.
• Bidders who are not residents, have no branch, permanent establishment, source of income, or tax liability in South Africa are not required to register for a TCS PIN.

Exclusions:

• Bids from persons in the service of the state, or companies/CCs with such directors or members, will not be considered.

B-bbee:

• A valid B-BBEE status level verification certificate or sworn affidavit (for EMEs and QSEs) must be submitted to qualify for preference points.
• Specific goals points awarded based on B-BBEE level (see evaluation criteria).

Other eligibility:

• Valid OEM/Reseller Partnership letter or certificate confirming active partnership status, unless the bidder is the originator or manufacturer of the system.
• Project Team Leader must hold a Project Management Certificate (PMP, Prince2, or equivalent recognised certification) and have a degree (NQF 7) in IT.
• Bidders must not be persons in the service of the state.
• Bidders must be suitable and qualified in software development and implementation.