1. Brand Activation Agency
Compulsory Briefing Session
13 September 2013

2. Agenda Welcome Introduction of RAF members
Circulation of Attendance Register
Presentation by RAF :
Procurement
Marketing & Communication
Scope of Work/Specification
Q & A
Closing

3. Bid Details RFB NUMBER: RAF/2013/00029 DESCRIPTION:
Request For Bid : Proposals for coordinating all brand activations and events of the RFA
VALIDITY PERIOD:
90 days from the closing date
ENQUIRIES:
All questions / enquiries must be forwarded in writing not later than 11:00 on 16th September 2013
CLOSING DATE:
27th September 2013
CLOSING TIME:
11:00 a.m. the closing time will be as per the clock at the RAF reception
COMPULSORY BRIEFING SESSION:
Date: 13th September 2013
Time: 11h00 am
BID RESPONSES MUST BE HAND DELIVERED
Road Accident Fund (RAF)
38 Ida Street, MENLO PARK (at reception, on the ground floor)
PRETORIA

4. Background
The RAF has an integrated Marketing and Communication Strategy
Mandate to drive constant brand visibility in the market and take the RAF services to the people
The RAF would like to partner with a creative and established Brand Activations Agency that will bring the RAF Brand to life and create brand connections (engagements)
The RAF requires the services of a highly experienced Brand Activation Agency which will interact with various customer grouping
The Agency will also be expected to coordinate all the Marketing functions

5. Scope of Work The successful bidder must:
Design, plan and implement 25 events in every province per year
Design, plan and implement 5 different experiences in all provinces per year
Develop and execute a comprehensive inter grated events, promotions and activations strategy
Possess an in-depth knowledge and experience in brand activations, events promotions and campaign management
Demonstrate the ability to plan and execute activities on an adhoc basis eg RAF on the road, World Aids Day, October Transport month

6. Scope of Work
6. Have necessary financial resources to allow for the production of branding collateral and promotional items
7. Demonstrate ability to collaborate with traditional leaders, national and local government and other influential stakeholders
Plan activities calendar annually and project plans in consultation with RFA
Develop a brochure/s and/or an information pack on the programme
Ability to provide HR and related resources (3 – 15 personnel per event/experience
Provide a report within 3 days after each event and experience showing the data collected in terms of claims initiated, queries addressed, RAF information brochures distributed….

7. Compliance Issues Document check list in the bid document
No telephonic communication
Only communication up to the 16th of September 2013
Complete in full and sign the bid document
All supporting documents (where applicable) must be submitted
Bid closing date and time must be observed
NB. Bidders may be disqualified for non-compliance should applicable documents not be submitted

8. Mandatory Requirements
The bidder must confirm that they have read and understood the terms and conditions set out in the bid document, which terms and conditions the bidder accepts, in the event that the RAF awards the contract to the bidder pursuant to this bid
Failure by the successful bidder to conclude a contract within 30 days following the issuing by the Fund of the award letter to the successful bidder, will result in the bid being deemed to be non-responsive which will then entitle the RAF to consider other responsive bids and award the tender to another bidder or bidders

9. Evaluation Criteria Price = 90 points BBBEE = 10 points
Technical and Functional:
3.1 Experience and expertise in providing similar services = 20 points
3.2 KPIs
3.1.1 Delivery capability =10 points
3.1.2 Quality of services/deliverables = 10 points
3.1.3 Geographical presence = 10 points
Bidder Culture = 10 points
Presentation = 40 points

10. Disqualification
The bidders that score 45% or more out of 60% before presentations will be shortlisted for presentations and those that score low will be disqualified
All bidders who score less than 75% on functionality including presentations will not be considered for further evaluation on Price and BBBEE

11. Response Format
Bid response format to be strictly adhered to for easy reference

12. Questions ?

13. THANK YOU