1. ROAD ACCIDENT FUND COMPULSORY BRIEFING SESSION RAF /2015/00012(I) and (II)
Date: 25 June 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 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

4. 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)

5. 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.

6. 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

7. 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

8. 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)

9. 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

10. 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:

11. 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)

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

13. 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

14. 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)

15. 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

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

17. Thank you
Questions and Answers