CANADIAN COAST GUARD LEARNING MANAGEMENT SYSTEM – SEAREADY

CANADIAN COAST GUARD LEARNING MANAGEMENT SYSTEM – SEAREADY

1. ADVANCED CONTRACT AWARD NOTICE (ACAN)

An ACAN is a public notice indicating to the supplier community that a department or agency intends to award a contract for goods, services or construction to a pre-identified supplier, thereby allowing other suppliers to signal their interest in bidding, by submitting a statement of capabilities. If no supplier submits a statement of capabilities that meets the requirements set out in the ACAN, on or before the closing date stated in the ACAN, the contracting officer may then proceed with the award to the pre-identified supplier.

2. TITLE:

Maintenance and Services Related to the Canadian Coast Guard (CCG) Learning Management System: SeaReady

3. INTRODUCTION:

Western Region, Fleet has been developing the SeaReady platform (formerly named FIFAL), which will merge into the Fleet Initiative for Familiarization and Learning to support Fleet specific onboarding and Safety Management System familiarization. This online Learning Management System (LMS) has been created for new hires to enhance their understanding of the Fleet by blending learning and familiarization into a single tool and maintained to provide an up-to-date repository for all Canadian Coast Guard (CCG) Publications. The intention is to increase the connectivity for seagoing employees on all ships, and to also build the option to expand to other directorates, and nationally.

4. Background:

SeaReady was created in 2015 and now houses the CCG’s first operationally focused virtual online training program. Before SeaReady, the CCG relied solely on general onboarding tools and government specific eLearning. Current operations still rely mostly on face-to-face familiarization. The high risk, regulatory nature of seagoing operations requires attention to improved pre-deployment familiarization. eLearning has documented improved learning results with a combination of face–to-face and eLearning.

SeaReady better prepares new hires when joining a vessel by virtual online familiarization and training completed prior to boarding a vessel, along with initial deployment of On-the-Job Training (OJT) and blended learning. SeaReady will continue to develop in such a way that career progression can be tracked. A progression flow chart within the eLearning material will guide the employee to obtain the required training for advancement. Crewing officers will be able to access employee profiles before placement in positions.

 CCG intranet sites and the Department of Fisheries and Oceans (DFO) intranet learning portal can only be accessed very rarely by seagoing employees, as intranet connection on ships is difficult to obtain.

E-Learning tools provide the foundation to CCG employees pre- and post-deployment to supplement face-to-face learning currently in place, as well as provide information about career pathways within the CCG. The intention is to provide CCG training via a blended approach, combining online virtual training with practical skills training while on the job. SeaReady includes mandatory, position specific and location specific content, career development information, practical exams, tools, information, and links. Records are maintained within the system and analytics of employee progression is viewable by managers/supervisors. SeaReady is auditable in support of the CCG Safety Management System.

With an aging fleet and an intensive recruitment strategy ahead, continuing to develop and maintain SeaReady will continue to ensure safety in the workplace, higher retention of employees, and produce cost benefits of having a centralized learning system. Capturing knowledge from experienced employees and using this knowledge to engage with and support CCG fleet employees is vital to providing the highest level of service to Canadians in the short and long-term.

Content development will continue to be done by CCG subject matter experts.

SeaReady’s areas of focus are:

1. To standardize the planning, delivery, and evaluation of training for CCG operational and technical personnel.
2. To standardize the procedure for producing training and development reports;
3. The ability to run independent of internet connectivity;
4. To provide general familiarisation with the CCG, its programs, and its ships;
5. To provide the policy and regulatory portion of pre-deployment familiarisation for all levels in each class of ship;
6. To provide the electronic medium of the On Job Training (OJT) manual;
7. To provide progress monitoring and record keeping for each course and each candidate.
8. The system must be able to meet the needs of employees at all levels of education; and
9. Policies and procedures to be identified and developed to incorporate “progress monitoring” into the   existing Performance Agreement system as it applies to crewing profiles, Integrated Business Management Systems training requirements & requests, and both shipboard and shore-based management review systems.

5. PURPOSE:

The CCG requires ongoing maintenance, service, and improvement of SeaReady, so that SeaReady continues to provide (both in English and French) the ability to deliver familiarization, learning and employee resources, often in remote locations, without reliance on internet connectivity. Fisheries and Oceans Canada is seeking to continue its contractual relation with the pre-identified supplier in order to ensure continuity in existing support and maintenance of the SeaReady application.

6. CRITERIA FOR ASSESSMENT OF THE STATEMENT OF CAPABILITIES

Any interested supplier must demonstrate by way of a statement of capabilities that it meets the following criteria:

1. 120 months (10 years) experience within the last 144 months (12 years), working with modified connectivity operating environments.
2. 120 months (10 years) experience, within the last 144 months (12 years), working with seagoing marine operator environment.
3. a) during this period must have deployed a minimum five (5) e-learning solutions supporting maritime organizations both ashore and on sea-going vessels where they may be without internet access for periods of time of 28 days or more.
4. Must have 48 months (4 years) of experience, during the last 84 months (7 years), assisting the conversion of maritime operators training from traditional to blended learning models;
5. Must have 120 months (10 years), during the last 144 months (12 years), experience in programming web-based applications.
6. Must have developed and packaged four (4) Computer-Based Training (CBT) and/or Web-Based Training (WBT) courses within the last 48 months (four years);

 Suppliers who consider themselves fully qualified and available to meet the specified requirements may submit a statement of capabilities in writing to the Contracting Authority identified in this Notice on or before the closing date of this Notice. The statement of capabilities must clearly demonstrate how the supplier meets the advertised requirements.

7. WORK REQUIREMENTS:

The Contractor must provide

1. Service to SeaReady
   1. Maintain and improve SeaReady as an online Learning Management System (LMS) that provides the written/electronic portion of a blended learning approach for onboarding familiarization and OJT.
   2. Management of content in a simple and dynamic manner. At any time, CCG personnel can manage content; reviewing usage, and updating it at will. Any changes must be automatically propagated across the fleet. Note that 'content' refers to any materials managed by the system - this can include training materials, safety bulletins, policies, procedures, resources, and/or any general information to be communicated to CCG personnel, and which they may access at any time.
2. Support to Users and Vessels
   1. Capability to allow access simultaneously to up to approximately 3000 users, comprised of seagoing personnel on approximately 40 vessels and 20 shore stations plus approximately 10 administrative shore-based support staff, across multiple time zones, within one system environment.
   2. Support for specific training based on personnel demographics (e.g. - position, role, locale, language, etc.), ensuring that the appropriate materials are assigned based on personnel demographics. For example, materials such as equipment-specific familiarizations will be automatically assigned to personnel when they are assigned to a new vessel. Similarly, training materials must be able to be maintained in both official languages, and assigned appropriately to each user based on their preference.
3. Language Support
   1. Provide both a French and English language version of SeaReady, that is based on user preference, such that users can choose either official language on each page of the LMS.
4. Continuous Service
   1. Access to the platform and associated data, anytime and anywhere. On-vessel servers are used to fully synchronize all training, assessment, and reporting functionality of SeaReady, ensuring the delivery and ongoing management of training.
5. Connectivity
   1. Provide a seamless user experience regardless of changes to internet connectivity on ships by arranging for ships’ servers to host the complete LMS. Monitor and plan two-way data transfers such that ships’ internet connections are not compromised by data transfers initiated by changes to the LMS content or structure or user activities.
   2. Supporting maritime operations at all times, including ensuring that all client systems are constantly monitored, maintained, and secured.
6. Data Storage at Protected A Level
   1. SeaReady must remain a single repository of course materials and data must be stored at Protected A level.
7. User Information
   1. The SeaReady user database will be populated by user information existing in the CCG’s crewing database, called MariTime, which is hosted by CCG NHQ. The Contractor must have Protected A status to process this data.
8. Reporting
   1. SeaReady must continue to monitor course activity and performance, student progress, details of student evaluations, and produce records and reports on demand.
   2. Support of unique evaluation workflows, such as multi-step signoff of mariner competencies, including knowledge testing and supervisor assessment.
9. User Accounts
   1. The website must continue to provide individual accounts for each user. Permissions and registration in courses must continue to be automatic and dependent on the user’s position and location.
10. User Profiles
    1. The website must continue to record location and experience history of employees for crewing purposes.
11. Contractor Availability
    1. The Contractor must be available to the CCG project team within 24 hours.
12. IT Specifications

For SeaReady to be accessible on any device with internet or a connection to a ships server that has an allocation for SeaReady.

8. DELIVERABLES:

The Contractor must provide:

1. Needs Assessment Reports based on user feedback. Needs Assessment Reports must contain information including but not limited to, one or more ways to solve the users’ issues or respond to feedback, what (if anything) is required from the CCG to do so, recommendations for next steps, and, if applicable, a timeline for making the proposed changes.
2. Comprehensive SeaReady administrator training guide for the CCG Project Team, including but not limited to:
   1. Description of pages and templates and what they are used for and how to set them up.
   2. Detailed account of how to create, edit and add links to pages, courses, checklists, and assessments from start to finish.
   3. Requirements for user lists.
   4. How to access system support.
   5. How to create course certificates.
   6. How to add, update and delete user profiles.
   7. How to run reports for specific questions, assessments, courses, and users therein.
   8. The training guide must be supplied in .pdf format.
3. Monthly progress review meetings with Project Team to discuss the status of the project and raise any issues/questions from the Contractor or Project Team. These meetings will be virtual and hosted by DFO on Microsoft Teams.

Provide updates to software, bug fixes, and resolves system issues.

9. CONSTRAINTS:

1. Design
   1. The design of SeaReady must adhere the standards supplied by the Project Team.
2. Personal Information
   1. All personal information collected will be subject to the Privacy Act.
   2. All personally identifiable information (PII) must remain in Canada, at all times.
3. Vessel Servers
   1. The Contractor must work with the Project Team and CCG Electronics and Informatics to schedule vessel server partitioning according to vessel’s schedule. The vessel’s program will take priority and server partitioning may have to be rescheduled should the program require.
   2. The Contractor must work with the Project Team to ensure the movement of the vessels into and out of internet connectivity and the uploading of content onto SeaReady and therefore the downloading of content onto the vessel servers does not overwhelm any vessel’s internet connection at any time. If issues arise the Contractor must work with CCG Electronics and Informatics to rectify the issues.
4. Language requirements
   1. SeaReady must be fully available in both official languages and will be subject to the Official Languages Act.
5. Access
   1. The Project Team must have full access to the all the source files for SeaReady content, via an FTP server.

10. NAME AND ADDRESS OF THE PRE-IDENTIFIED SUPPLIER:

The Department of Fisheries and Oceans is considering awarding a contract to:

Marine Learning Systems Inc.

207-1551 Johnston Street

Vancouver BC

V6H 3R9

Canada

11. COST ESTIMATE OF PROPOSED CONTRACT

The total estimated value of the contract, including the optional periods is $541,632.00 (including applicable taxes)

12. PERIOD OF THE PROPOSED CONTRACT

The period of the proposed contract is from date of award to June 30, 2023 with three (3) additional 12 month options.

13. LOCATION OF WORK: 

Work shall be done by the Contractor remotely, on its own premises.

14. TRAVEL:

The Contractor will be solely responsible for the costs of any travel that the Contractor undertakes related to SeaReady.

15. LANGUAGE OF WORK:

Contractor must be able to correspond in English both verbally and in writing. The SeaReady program must be in English and French, based on user preference.

16. APPLICABILITY OF THE TRADE AGREEMENTS TO THE PROCUREMENT:

The requirement is subject to the, Canada-Chile Free Trade Agreement (CCFTA), Canada-Colombia Free Trade Agreement, Canada-Peru Free Trade Agreement (CPFTA), World Trade Organization-Agreement on Government Procurement (WTO-AGP), Canada-Panama Free Trade Agreement, Canada-Korea Free Trade Agreement (CKFTA), Canada - Ukraine Free Trade Agreement (CUFTA), Canada - European Union Comprehensive Economic and Trade Agreement (CETA), Canada-Honduras Free Trade Agreement, the Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP), the Canadian Free Trade Agreement (CFTA) and the Canada-United Kingdom Trade Continuity Agreement (TCA).

17. GOVERNMENT CONTRACTS REGULATIONS (GCRS) EXCEPTION(S) (SECTION 6):

The following exception to the Government Contracts Regulations is invoked for this procurement under subsection 6(d) – Where only one supplier can do the work.

 Continuation of services provided by the pre-identified supplier will ensure continuity of existing support and maintenance through their unique syncing technology with CCG vessels. Compatibility with the existing framework and ships' servers is essential in that they have been partitioned specifically for the Marine Learning Systems Learning Management System as developed. To re-create a similar usability on the ships' servers with a different system would create delays and months wherein SeaReady would not be accessible to fleet employees on ships, as the ships must be in port for at least a few days to make this possible and coordinating this to be done on all the ships would be a massive undertaking.

18. SECURITY REQUIREMENTS:

The Contractor will be required to access, receive and store PROTECTED A information on its work site. The Contractor is required to use its IT systems to electronically process, produce or store PROTECTED A information or data. The Contractor’s personnel who service SeaReady and SeaReady’s data storage facilities provided by the Contractor must have PROTECTED A status. Unscreened personnel may not be used for any portion of the work.

In addition:

1. The Contractor must, at all times during the performance of the contract, hold a valid designated organization screening (DOS) with approved Document Safeguarding at the level of PROTECTED A, issued by the CSP of the ISS, PSPC
2. The Contractor personnel requiring access to protected information, assets or work site(s) must each hold a valid reliability status, granted, or approved by the CSP/ISS/PSPC
3. The Contractor must not utilize its Information Technology systems to electronically process, produce or store protected information until the CSP/ISS/PSPC has issued written approval. After approval has been granted or approved, these tasks may be performed up to the level of PROTECTED A
4. Subcontracts which contain security requirements are not to be awarded without the prior written permission of the CSP/ISS/PSPC
5. The Contractor must comply with the provisions of the:
   1. Security Requirements Check List
   2. Industrial Security Manual (Latest Edition)

The Contractor must be reasonably able to move to storing PROTECTED B information, if required.

19. Suppliers’ right to submit a statement of capabilities

Suppliers who consider themselves fully qualified and available to provide the services described herein, may submit a Statement of Capabilities in writing to the Contracting Officer identified in this Notice (See below) on or before the closing date. The Statement of Capabilities must clearly demonstrate how the supplier meets the requirement described herein.

20. CLOSING DATE FOR A SUBMISSION OF A STATEMENT OF CAPABILITIES

The closing date and time for accepting written statements of capabilities challenging this requirement, is July 02, 2021 at 2p.m. Eastern Daylight Time (EDT). As it is intended to proceed in a timely manner, responses received after the closing date will not be considered.

Inquiries and statements of capabilities are to be directed to:

Larry Hotte

Procurement Specialist (Consultant)

Fisheries and Oceans Canada

Procurement Hub – Ottawa Office
200 Kent Street,

Ottawa ON K1A 0E6

E-mail: Laurent.Hotte@dfo-mpo.gc.ca

Please note that the Department of Fisheries and Oceans Canada will not accept hard copy submissions. Email submissions must be less than 10MB; if the file(s) are larger please split them into more than one email. The Department is not responsible for misdirected or delayed submissions. All submissions must be received by the closing date and time specified above.

All submissions should note the following file number in the subject line of the e-mail: 30000211

Statement of Capabilities received on or before the closing date will be considered solely for the purpose of deciding whether or not to conduct a competitive procurement. Information provided will be used by DFO for technical evaluation purposes only, and will not to be construed as a proposal. Your written Statement of Capabilities must provide sufficient evidence that demonstrates it is capable of fulfilling the Fisheries and Oceans Canada’s requirement. Suppliers who submit a Statement of Capabilities prior to the closing date and time will be notified in writing as to the Department’s decision whether it will continue with the aforementioned procurement, or proceed to a full bid solicitation process.

If other potential suppliers submit a statement of capabilities during the fifteen (15) calendar day posting period that meet the requirements set out in the ACAN, the government will proceed to a full tendering process on either the government's electronic tendering service or through traditional means, in order to award the contract.

If no other supplier submits, on or before the closing date, a statement of capabilities meeting the requirements set out in the ACAN, a contract will be awarded to the pre-selected supplier.