1. ROAD ACCIDENT FUND COMPULSORY BRIEFING SESSION RFB /2013/00026
Date: 28 August 2013
Time: 11:00

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

3. Background
RFB/2013/00026: Request For Bid: Appointment of a Panel of suitably qualified and experienced Medical experts to conduct medical evaluations on behalf of the RAF, for a period of three (3) years.
Advertised on 11 August 2013
Closing on 09 September 2013

4. PURPOSE OF THE RFB Background of the project
The Road Accident Fund requires the services of medical experts when conducting its defence on litigated claims. American Medical Association (AMA) trained doctors are also needed to perform AMA assessments and provide reports in order to finalise new amendment act claims on general damages.
The RAF has five (5) provincial offices (Johannesburg, Pretoria, East London, Cape Town and Durban) and a customer services centre in Nelspruit where the referrals to the experts will be coming from. Each regional office needs to have a dedicated panel of medical experts for easy access to claimants.
When a reason for referral has been identified, the claimant will be referred to the nearest expert. The experts are required to give priority to RAF’s direct claimants, thereby minimizing the time spent waiting for reports, which will in turn improve turnaround times for finalization of claims.
RAF RFP/2013/00026

5. SCOPE OF WORK DELIVERABLES
The panel of medical experts will be required to perform the following deliverables:
Conduct relevant medical evaluations as per the specialist guidelines;
Refer for necessary additional examinations (CT scans, X-rays, Blood test,etc) to any specialist;
Compile Medico-legal reports;
Advise on medical and disability issues, not necessarily examinations;
Conduct American Medical Association (AMA) assessments or any other assessments and provide reports (Complete RAF form 4); and
Give expert evidence on behalf of the RAF during trials.
The service above should be done within 21 days in order to meet service delivery standards of the Road Accident Fund.

6. SCOPE OF WORK DELIVERABLES
The bidder must be located in one of the nine (9) provinces in South Africa
The RAF will refer work to the relevant medical experts on a rotational basis.
On receipt of the referral from the RAF, the medical expert needs to;
Schedule an appointment with the RAF to consult with the claimant;
Perform the evaluation;
Refer for relevant additional investigations if any; and
Submit a report to the RAF within 21 days.
Reports must be compiled in ENGLISH only.
RAF/2013/00026

7. SCOPE OF WORK Management of panel of medical experts
The panel of Medical experts will be appointed by the Road Accident Fund, through an open bid process.
The RAF will have regular engagements with the medical experts to ensure that work is delivered efficiently and ensure that the Service Level Agreement is adhered to.
The RAF will confirm that medical expert has satisfactorily delivered before the invoices can be paid.
Consultation
Bidders can consult either by:
Telephonic consultation
Physical consultation
RAF/2013/00026

8. SCOPE OF WORK…ends SERVICE STANDARDS AND QUALITY
The service above should be done within 21 days in order to meet service delivery standards of the Road Accident Fund.
Referrals from RAF will depend on specialty and complexity of the claim.
The medical expert must report on services rendered as stipulated in the Service Level Agreement.
RAF/2013/00026

9. Tariff/Pricing Schedule
SERVICES
Billing of Service
Per Consultation
Per Hour
Per Day
1. MEDICO-LEGAL REPORTS:
Preparation and receiving of instructions: includes, but not limited to: receive documents and open file, discuss instruction with attorney or RAF staff member, perusal of documents, fax and telephone calls, printing and make photocopies R
n/a
Consultation: includes but not limited to: interview, physical examination, referral for additional tests, telephone calls, receiving and interpretation of additional results, keeping notes
R 3,000.00

10. Tariff/Pricing Schedule
SERVICES
Billing of Service
Per Consultation
Per Hour
Per Day
REPORT COMPILATION: this includes but not limited to gathering information, writing the report, post office or courier fees
R 4,200.00
n/a
TOTAL (Maximum all inclusive fee to be charged for a medico-legal report): Note: In addition to a capped fee for a medico-legal report the Service Provider shall be entitled to recover the costs of disbursements relating to medical examinations and tests performed by third parties, i.e. x-rays, CT-scans, blood tests, etc.
R 8,000.00
Note: In addition to a capped fee for a medico-legal report the Service Provider shall be entitled to recover the costs of disbursements relating to medical examinations and tests performed by third parties, i.e. x-rays, CT-scans, blood tests

11. Tariff/Pricing Schedule
SERVICES
Billing of Service
Per Consultation
Per Hour
Per Day
2. EXPERT SERVICES FOR COURT APPEARANCES
Preparation: includes but not limited to: perusal of reports, consulting with RAF attorney or RAF staff member and telephone calls. NB. A special motivation will be required if more than three hours of preparation is needed.
n/a R
Court Apprearance: includes but is not limited to: appearing in court to testify. R
Joint Minutes: includes but not limited to: two specialist meeting to discuss and compare notes and coming up with a reasonable conclusion to the case. N.B. A special motivation is needed if more than two hours of compiling joint minutes is needed. R
Postponement on the day of the trial without the expert testifying R
Postponement of trial less than two days before trial date

12. Tariff/Pricing Schedule
SERVICES
Billing of Service
3. GENERAL EXPERT ADVICE: includes but not limited to receiving and perusing a file, telephone calls to RAF staff or attorney or another doctor and giving verbal or written opinion
R 1,500.00
n/a
Telephonic Consultation for every five minutes or part thereof: R
4. SERIOUS INJURY ASSESSMENTS (AMA):
Per Consultation
Per Hour
Per Day
Includes perusal of the reports, assessments and completion of RAF form 4 and drafting a narrative when necessary performed by either GP's and specialists. This is the capped fee for the cost of a report.
R 5,000.00
Referrals for specialist opinion should be done to the Panel members only.

13. Tariff/Pricing Schedule
SERVICES
Billing of Service
ADHOC SERVICES
Per Consultation
Per Hour
Per Day
Referrals for additional tests: includes but not limited to referring the patient for additional Radiology, Pathology, Blood tests, etc. A separate itemized bill should be submitted together with the expert's invoice
Standard tariff rates
n/a
There will be an annual review of the tariff to accommodate inflation, this will be done on the 1st of April every year.
There may be instances where values decrease based on retrospective analysis
Tariffs may change if regulated by Government, i.e. HPCSA or Rules Board
Please note that fees exclude VAT

14. EVALUATION CRITERIA EVALUATION CRITERIA AND METHODOLOGY
The evaluation criteria will be 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 BEE (90/10 points).
Note: The RAF will enlist bidders who score 60 out of100 and highest on BEE points on a panel.
Bidders who score 60 out of 100 points will be evaluated on BEE
Bidders who score the highest points on BEE will be listed on a panel.
RAF/2013/00026

15. MANDATORY EVALUATION CRITERIA
MANDATORY REQUIREMENTS
Mandatory
Comply
Not 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
Comply
Not Comply
Failure by the RAF and the successful bidder to conclude a contract within 60 days following the issuing by the RAF 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.
RFP/2013/00001

16. MANDATORY EVALUATION CRITERIA
MANDATORY REQUIREMENTS
Mandatory
Comply
Not Comply
Bidder must be registered with the HPCSA.
Bidder to provide HPCSA Registration certificate
RFP/2013/00026

17. Technical Evaluation Criteria
Functional criteria
Points
REPORTS
Bidders must provide a copy of the Medico-legal report compiled in the last six (6) months.
INFRASTRUCTURE
The Service Provider should demonstrate the capacity to provide the infrastructure to facilitate uninterrupted internet based interface with RAF communications systems at own cost.
Communication capabilities
Telephone, fax, (the service providers should indicate who is their service provider for the internet and availability of the elements). Provide proof of availability of these elements in a form of proof of payment for these services. 20 40

18. Technical Evaluation Criteria
Functional criteria
Points
Premises
Proof of main place of business in the form of a copy of a Lease Agreement, Title deed of the office or Affidavit with full address.
The RAF reserves the right to conduct site visits 40

19. Mandatory Documents Standard Bidding Document (SBD)
Tax Clearance Certificate
Bid Conditions
BEE certificate

20. Disqualification of bids
Bidders shall be disqualified if they fail to:
Submit a valid and original tax clearance certificate
Submit true and correct information
Comply with mandatory requirements
Comply with prescribed response format

21. Submission of RFB responses
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/2013/00026) envelope , to the address provided below.
Submission Address :
RAF Menlyn Reception
38 Ida street Menlo Park Pretoria
CLOSING TIME : 11:00 am (PER THE CLOCK AT THE RAF RECEPTION)
DATE : 09 September 2013

22. Submission of Bid responses
Bid responses sent by courier must reach the reception at least 36 hours before the closing date (09 September 2013), 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

23. Contact Details All queries must be forwarded to mthobag@raf.co.za
Enquiries and clarification will close on the 25 August 12H00.
Q and A pack will be published on RAF website on 29 August 2013.

24. Thank you
Questions and Answers