ROAD ACCIDENT FUND COMPULSORY BRIEFING SESSION RFP /2015/00008 Date: 19 June 2015 Time: 11:00

AGENDA Background of the RFP Purpose of the RFP Evaluation Criteria Mandatory Documents Disqualification of Bids Submission of Bids Contact details RAF Ethics Office Questions and Answers

BACKGROUND RFP/2015/00008: Request For Proposal : This bid invites proposals from bidders to describe in detail their ability to administer claims on behalf of the Road Accident Fund within a prescribed time frame to meet the service delivery standards of the RAF in the nine (9) provinces of the Republic of South Africa. The RAF issued a tender in 2013 to appoint a panel of three (3) service providers to administer claims on behalf of the RAF. The tender process resulted in the appointment of two (2) service providers, with a shortfall of one (1) service provider. The RAF wishes to appoint a third additional service provider. Their contract will be aligned to the remaining term of the current panel ending 08 January Advertised on 05 June 2015 Closing on 06 July 2015 at 11h00 (AS PER THE CLOCK AT THE RAF RECEPTION AT CEMTURION)

RATIONALE BEHIND THE RFP  The RAF is experiencing a lack of capacity to effectively deal with the current claims backlog of approximately claims. As part of the backlog elimination strategy of the RAF, the Board approved several initiatives which will assist in the backlog elimination.  One of the strategies approved by the Board of the RAF was to outsource a portion of the backlog.  A full outsource model for specific claims over a defined period was chosen as it will assist the Fund to identify efficient claim processing models which may be adopted by the Fund.

DELIVERABLES  This bid invites proposals from bidders to describe in detail their ability to administer claims on behalf of the Road Accident Fund within a prescribed time frame to meet the service delivery standards of the RAF in the nine (9) provinces of the Republic of South Africa.  The RAF will award a contract to a third additional service provider to administer claims on its behalf. The appointment of the third service provider will be aligned to the remaining term of the current panel ending 08 January 2017 in respect of the following deliverables: − Validate and verify claim information; − Investigate and assess merits; − Investigate and assess medical records and reports relating to injuries sustained by the Claimant; − Investigate and assess quantum; − Negotiate settlement; − Deal with all litigation arising on a specific matter after instruction; − Accurate record keeping and timeous reporting; and − Communication with claimants, attorneys and the RAF.

LITIGATION  The Fund has a panel of attorneys who generally deals with litigated claims.  The main focus of this bid is not on litigation, but on finalising claims. The appointed service provider must be able to deal with the outsourced claims irrespective of whether the claim is litigated or not.  Provision is made in the SLA to deal with the eventuality of a claim becoming litigated.  The service provider is expected to negotiate settlement with claimant attorneys where claims are litigated and to represent the Fund in Court. The

PRICING MODEL  Bidders must provide pricing in respect of two categories:  Direct Claims  Represented Claims  Pricing must cover all services and disbursements  NO ADDITIONAL AMOUNTS WILL BE PAYABLE IN EXCESS OF THE PRICING TENDERED The

SERVICE STANDARDS AND QUALITY  The RAF reserves the right to vet the service standard and quality of representation by the bidders in terms of the contract terms and conditions contained in the bid documents.  The bidder will be required to sign a Service Level Agreement with the RAF.  The bidder shall not communicate with any third party on behalf of the Fund, other than for purposes of delivering the services.  The bidder must minimize all identified risks and costs.  The bidder must provide details of its organisational structure and capacity.  Should the RAF suffer any loss due to the actions of the bidder, the loss will be recovered from the bidder in terms of the PFMA and the RAF’s financial control policies.  The bidder must provide Bid Security, in a form acceptable to the Fund (Annexure H), in the amount of R  The bidder must provide public liability insurance in the amount of R

Page 9[Insert presentation title] MANDATORY DOCUMENTS  Standard Bidding Document (SBD)  Valid Original Tax Clearance Certificate  Bid Conditions  BEE Certificate

EVALUATION CRITERIA  The bid will be evaluated based on the following requirements: − Mandatory (Comply or Not Comply) – Bidders who do not meet the mandatory requirements will be disqualified. − Technical Functional requirements (100 points). − Price and B-BBEE (90/10 points).  Bidders who score 60 out of 80 points will be required to do a presentation.  Bidders who score 90 out of 100 points will be evaluated on Price and BEE.

MANDATORY EVALUATION CRITERIA MandatoryComplyNot Comply The bidder must confirm that they have read and understood the terms and conditions set out in the attached Service Level Agreement (Annexure G) which terms and conditions the bidder accepts, in the event that the RAF awards the contract to the bidder pursuant to this bid.

MANDATORY EVALUATION CRITERIA MandatoryComplyNot Comply The bidder must submit a proposal to demonstrate the capability to deliver effective Motor Vehicle Accident (MVA) claims management, in respect of a portfolio of claims numbering to at any point in time, from verification to settlement. The proposal must include the following:  MVA Claims Management Strategy;  Detailed MVA Claims Management Processes in respect of the following: Validation and verification; Merits determination; Repudiation; Quantum determination; Offer and acceptance;  Staff Capacity including; Organogram of staff who will be involved in the delivery of the RAF’s requirements; and Average years of relevant MVA claims management experience of the above staff; Two (2) page CV detailing minimum three (3) years experience in respect of all resources involved in actual claims process.  Infrastructure in respect of IT hardware and software;  Communications technology;  Office facilities; and  Document management.

MANDATORY EVALUATION CRITERIA MandatoryComplyNot Comply The bidder must have at least 5 (five) years Claims Management Experience. In evidence hereof, the bidder must submit a profile detailing its claims management experience. MandatoryComplyNot Comply Bidder must submit a proposal to demonstrate the capability to deliver on all relevant medico legal investigations required to quantify all relevant claims.

MANDATORY EVALUATION CRITERIA MandatoryComplyNot Comply Bidder must be willing to do knowledge transfer to RAF. The bidder shall provide the RAF with a detailed working process which will be used to achieve the goal of early settlement.

Functional criteriaPoints PROPOSAL 40 PORTFOLIO OF EVIDENCE 10 INFRASTRUCTURE  Hardware  Software  Communication capabilities  Other: Demonstrate capabilities to provide document and messenger services Courier Docex = Provide Docex number Postal services = Provide box/private bag address  Document Management  Premises 30 BIDDERS SCORING AT LEAST 60 OUT OF 80 WILL BE REQUIRED TO DO A PRESENTATION PRESENTATION 20 TECHNICAL EVALUATION CRITERIA

DISQUALIFICATION OF BIDS Bidders shall be disqualified if they fail to: Submit a valid and original tax clearance certificate Complete questionnaires in full Submit true and correct information Comply with mandatory requirements Comply with prescribed response format Attend the compulsory briefing session

Page 17[Insert presentation title] Original signed bid document and Proposal clearly marked and indexed with all pages numbered. One (1) original and two (2) hard copies, submitted in a sealed, clearly marked (RFB/2015/00008) envelope, 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 RFP RESPONSES

Bid responses sent by courier must reach the reception at least 36 hours before the closing date, 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 SUBMISSION OF RFP RESPONSES

CONTACT DETAILS  All queries must be forwarded to  Enquiries and clarification will close on the 23 June 11H00.  Q and A pack will be published on RAF website on 25 June 2015.

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