ROAD ACCIDENT FUND COMPULSORY BRIEFING SESSION RAF /2015/00012(I) and (II) Date: 25 June 2015 Time: 11:00

AGENDA Background of the RFB Purpose of the Bid Evaluation Criteria Mandatory Documents Disqualification of Bids Submission of Bids Contact details Questions and Answers

BACKGROUND Request for bid : Cleaning Services RAF/2015/00012(I): Cleaning services for Eco Glades Head Office, Menlyn Regional Office and Pretoria CSC, and Johannesburg Regional Office. RAF/2015/00012(II): Cleaning services for the Glyn Thomas HSC Advertised on 12 June 2015 Closing on 13 July 2015

PURPOSE OF THE RFB Background of the Project The purpose of the bid is to invite interested and suitably qualified bidders to submit bids for cleaning services for all Gauteng Regional Offices - Johannesburg Office and Glyn Thomas HSC at Baragwaneth Hospital, Menlyn and Pretoria Middestad offices, Eco-Glades offices (blocks C and F, and the Durban Regional Office. The RAF requires the service provider (s) to supply the services for a period of five (5) years. RAF/2015/00012(I) and (II)

SCOPE OF WORK The RAF would like to appoint a Service Provider (s) to provide the following cleaning services at the RAF offices for a period of five (5) years. Deliverables Normal office cleaning; Ablution cleaning; To wash covered furniture; To vacuum cloth covered furniture; To deep clean carpets; To clean exterior windows; and To provide specialized cleaning for all server rooms Bidders to open page 65 to tick which office they are bidding for. A bidder may tick only one office, some offices or bid for all offices.  

SCOPE OF WORK  Safety boots  Hand gloves  Masks The successful bidder/s must ensure that they comply with the OHS Act and regulations, and ensure that their staff complies with PPE/safety clothes namely:  Safety boots  Hand gloves  Masks  Overalls with aprons Scope of work on page 66 to 74 of the bid document for Eco Glades blocks C and F, Menlyn and Pretoria office, JHB office and the Durban office Scope of work on page 66 to 68 of the bid document for the Glyn Thomas Hospital Service Center

SCOPE OF WORK ends…… Premises Staff numbers Staff per day Staff compliment Premises Staff numbers Staff per day Hours per day Days per week Eco Glades block (C) 1 x cleaner 1 8 Mon-Fri (07:00-15:00) Eco Glades block (F) 7 x cleaners 1 x supervisor Mon-Fri (07:00-15:00 Menlyn 9 x cleaners 10 Pretoria CSC JHB office 6 x cleaners 7 Glyn Thomas Durban 4 x cleaners 4

EVALUATION CRITERIA AND METHODOLOGY The evaluation criteria will be based on the following requirements: Technical Functional Mandatory (Comply or Not Comply) – Bidders who do not meet the mandatory requirements will be disqualified. Technical Functional Requirement (100 points). Price and BEE Evaluations (90/10 points) on Eco Glades, Menlyn, Johannesburg and Durban offices Price and BEE Evaluations (80/20 points) on the Glyn Thomas Hospital Service Centre All Bidders who score Less than 60 points on overall functionality shall not be considered for further evaluation on Price and BBBEE. RAF/2015/00012 (I) AND (II)

MANDATORY EVALUATION CRITERIA MANDATORY REQUIREMENTS Bidder must indicate by TICKING (√) correct box comply/do not comply Mandatory   Comply Do Not Comply The Bidder must have a minimum of three years experience in cleaning services; As proof the bidder must provide letters from their previous clients’ letterhead, and the letter shall contain the following:- The duration of contracts for cleaning services Substantiate / Comments 2. Mandatory   Comply Do Not Comply The bidder must be registered with COIDA with the department of Labour as per the Compensation for Occupational Injuries and Diseases Act. Bidders must provide proof of registration with COIDA, and a letter of Good Standing. Substantiate / Comments RFP/2015/00003

MANDATORY EVALUATION CRITERIA End Accept Do Not Accept The bidder confirms that they have read and understands the terms and conditions set out in the attached Service Provider Agreement (SPA) which terms and conditions the bidder accepts, in the event that the RAF awards a contract to the bidder pursuant to this bid.   Comments: 4. Mandatory Accept Do Not Accept Failure by the Fund and the successful bidder to conclude a contract within 21 days following the issuing by the Fund of the award letter to the preferred bidder, will result in the bid being deemed to be non-responsive which will then entitle the Fund to consider other responsive bids and award the tender to another bidder or bidders.   Comments:

TECHNICAL EVALUATION CRITERIA All Bidders who score Less than 60 points on overall functionality shall not be considered for further evaluation on Price and BBBEE. CRITERIA POINT ALLOCATION Project plan 20 References 5 Bidder’s experience 40 Staff experience 35 RAF/2015/00012 (I) and (II)

Mandatory Documents Standard Bidding Document (SBD) Tax Clearance Certificate Bid Conditions

Disqualification of bids Bidders shall be disqualified if they fail to: Complete questionnaires in full Submit true and correct information Comply with mandatory requirements Comply with prescribed response format

Submission of RFB responses Original signed bid document and Proposal clearly marked and indexed with all pages numbered. One (1) original and one (1) hard copy, submitted in a sealed envelope, clearly marked (RAF/2015/00012) (I) for Eco Glades, Menlyn, JHB and Durban offices, and (RAF/2015/00012) (II) for the Glyn Thomas HSC to the address provided below. Submission Address : Road Accident Fund Eco Glades Reception (Block F) 420 Witch-hazel Avenue, Centurion, Pretoria CLOSING TIME : 11:00 am (PER THE CLOCK AT THE RAF RECEPTION)

Submission of Bid responses Bid responses sent by courier must reach the reception at least 36 hours before the closing date (13 July 2015) to be deposited into the Bid box. Submission Register must be signed at the reception by bidder when submitting bid documents. Important note: Please ensure that the attendance register has been signed Name of company Contact details Late response will not be considered

Contact Details All queries must be forwarded to khumod@raf.co.za Enquiries and clarification will close on the 29 June 2015 @ 11H00. Q and A pack will be published on the RAF website on 02 July 2015.

Thank you Questions and Answers