1. ROAD ACCIDENT FUND COMPULSORY BRIEFING SESSION RAF/2015/00007
Date: 22 May 2015
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
RAF/2015/00007: Request For Bid: The Road Accident Fund (RAF) requires
experienced service providers, who will assist the RAF in preparation of the
implementation of the requirements of Protection of Personal Information
(POPI).
Advertised on 08 May 2015
Closing on 09 June 2015

4. PURPOSE OF THE RFB Background of the project
The President of the Republic of South Africa (RSA) enacted the Protection of Personal
Information Act (POPI) on 26 November 2013.
The President is yet to announce the date when the entire Act will come into effect which will give
the RAF 12 month to comply with the legislative requirements.
The RAF processes personal information on a daily basis and such need to comply with the law
as it is mandatory by ensuring the safety and security of information.
The RAF is in the process of readying itself in the implementation of the requirements of POPI
Act.
The RAF is looking for a service provider to offer privacy specialist services.
RAF/2015/00007

5. SCOPE OF WORK Deliverables:
Review of all the gap analysis reports for all RAF business units, with a view of identifying further gaps
based on a benchmark exercise and accepted best practise preferably with organisation similar to the
RAF (e.g. public entities and financial institution) should be performed.
Provide a consolidated comprehensive report detailing findings and recommendations of gap analysis
reports;
Development of POPI implementation strategy and the road map;
Develop the POPI policies and standard operating procedures; and
Design and develop POPI assessment tools (spread sheet).
The service provider must have in-depth knowledge and experience in most but not limited to the
following:
Regulatory requirements
ICT environment
Organizational and technical security
Soft skills
Other
Deliverables:

6. 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 Requirement (100 points).
Price and B-BBEE Evaluations (90/10 points).
Bidders scoring 65 points out of 100 points on functional / technical criteria will be invited for a presentation and will be evaluated on Price and B-BBEE.
RAF/2014/00008

7. 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.
Substantiate / Comments

8. MANDATORY EVALUATION CRITERIA
MANDATORY REQUIREMENTS
Mandatory
Comply
Not Comply
The bidder must provide proof based on the number of years that the bidder has the necessary privacy specialist service experience by submitting proof on a letterhead signed or stamped by the client. The reference letter must include the following:
Client name
Client Contact person
Client Contact number
Client address
The service rendered (privacy specialist services)
The duration of the project
Year of completion
NB: The bidder must have at least 5 years experience in privacy specialist services.
Substantiate / Comments

9. MANDATORY EVALUATION CRITERIA
MANDATORY REQUIREMENTS
Mandatory
Comply
Not Comply
The bidder must be able to complete the project within 6 months from the date of signature of the contract. The bidder must provide a detailed project plan on how they are going to ready the RAF in implementing POPI within the required timelines
Substantiate / Comments

10. MANDATORY EVALUATION CRITERIA
MANDATORY REQUIREMENTS
Mandatory
Comply
Not Comply
The bidder will be required to sign a non-disclosure agreement with the RAF.
Substantiate / Comments

11. Technical Evaluation Criteria
Functional criteria
Points
7.1.1 PROPOSAL
The bidder should be able to propose the following primary measures in their proposal:
Project plan (16 points)
A comprehensive strategy and implementation roadmap which covers all the RAF Business Units.(16 points)
Provide privacy assessment tools (excel template) (16 points)
POPI policies and standard operating procedures (SOPS) (16 points)
Development of a POPI manual (16 points) 80
Proposal
Points
Proposal contains all of the 5 primary measures covered
80 points
Proposal contains 4 of the 5 primary measures with 6 of the items in primary measure 1 (project plan) covered
64 points
Proposal contains 3 of the 5 primary measures with 3 of the items in primary measure 1 (project plan) covered
48 points
Proposal contains 2 of the 5 primary measures with 2 of the items in primary measure 1 (project plan) covered
32 points
No proposal submitted or Proposal submitted without any of the primary measures
0 points

12. Technical evaluation criteria cont….
Functional criteria
Points
7.1.2 EXPERIENCE OF THE RESOURCE
Bidders are requested to provide a list of experienced key staff that will be working on the project and their
CV’s.
(Brief CV’s – approximately 2 pages maximum). The CV’s will be averaged.
Bidders will be scored on previous experience according to the following table: 10
Response
Score
5 – 7 years experience in implementing Privacy Specialist services 5
>7 – 9 years experience implementing Privacy Specialist services 8
>9 years experience in implementing Privacy Specialist services 10
RAF/2015/00007

13. Technical Evaluation Criteria
Functional criteria
Points
7.1.3 TRACK RECORD
Bidders are requested to send the attached (refer to 8) reference questionnaire s to at least three
(3) of their clients where similar services were rendered and attach completed reference check
questionnaires to the bid response.
Track record will be scored as follows:
For each of the six (6)questions the response will be scored out of 5 according to the table below:
The score for each of the six questions will be added together to obtain a score out of 30. The three
scores out of 30 will be added together to determine a score out of 90. This score will be multiplied by 10
and divided by 90 to determine a point’s score out of 10 for track record. 10
Response
Score out of 5
No response
Poor 1
Below average 2
Average 3
Good 4
Very good 5

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

15. 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

16. Submission of RFB responses
Original signed bid document and Proposal clearly marked and indexed with all
pages numbered.
One (1)original and a hard copy, submitted in a sealed, clearly marked
(RAF/2015/00007) 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)

17. Submission of Bid responses
Bid responses sent by courier must reach the reception at least 36
hours before the closing date (09 June 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
Bidders are requested to submit the pricing schedule on a separate
envelope.
Late response will not be considered

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

19. Thank you
Questions and Answers