1. ROAD ACCIDENT FUND NON COMPULSORY BRIEFING SESSION RFP /2013/00021
Date: 22 July 2013
Time: 11:00

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

3. Background
RFP/2013/00021: REQUEST FOR PROPOSALS FOR THE APPOINTMENT OF A MEDIA AND PUBLIC RELATIONS AGENCY
Advertised on 12 July 2013
Closing on 05 August 2013

4. Purpose of the RFP SCOPE of work
The Road Accident Fund (RAF) would like to appoint an experienced and suitably qualified Media and Public Relations Agency for a period of three years.
The bidder will be expected to provide media and public relations services to the RAF which include but will not be limited to the following:
Development of Communication Policy and Strategy;
Development of a Sound Media and Public Relations Policy Strategy for the RAF, taking into account the RAF’s varied audiences;
Development of a Risk Reputation Management Policy and Strategy with regards to RAF communications media relations and public relations;
Purpose of the RFP

5. Evaluation Criteria Evaluation will be based on the following:
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)

6. MANDATORY EVALUATION CRITERIA
MANDATORY REQUIREMENTS
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 contract to the bidder pursuant to this bid. The bidder must include the following documentation with the bid response:
A proposed Implementation Schedule; and
A proposed Pricing Schedule
A proposed Delivery Schedule
Failure by the Fund and the successful bidder to conclude a contract within 60 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 Fund to consider other responsive bids and award the tender to another bidder or bidders.
RFP/2013/00021

7. Technical Evaluation Criteria
Functional criteria
Points
Experience of Resource
The resources in charge of the RAF project must have 5 years experience in the Media and Public Relations industry and must have a qualification in Media and Public Relations
Please submit CV’s of resources that will be in charge of the project.
The bidder must outline the process plan on how they would rollout and implement the deliverables as specified in 4 above (Scope of work) regarding the Media and Public Relations plan drawing from the bidder’s past experience. 30 20

8. Technical evaluation criteria cont….
Functional criteria
Points
Track record
Bidders are requested to send the attached reference questionnaire to 3 of their clients where similar services were rendered and attach the completed reference check questionnaires to the bid response.
Bidders must make sure that the reference questionnaire is signed and the contact details are fully completed. The contact details must include the contact number and the address of the referee as this information will be used by the RAF to verify all references submitted.
Presentation
The bidders will be required to make a presentation on
A case study of a Media and PR plan to change the negative brand perception of the RAF in the market.
Note the following thresholds to be applicable for this bid
Bidders must score 45/more out of 60 to be shortlisted for Presentations
Bidders scoring 75/more points out of 100 points including presentation will be considered for further evaluation on Price and BEE. 10 40

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

10. 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

11. Submission of RFB responses
Original signed bid document and Proposal must be clearly marked and indexed with all pages numbered.
One (1) original and two (2) hard copies, submitted in a sealed, clearly marked (RAF/2013/00021) envelope , to the address provided below.
Submission Address :
RAF Menlyn Reception
38 Ida street Menlo Park Pretoria

12. Submission of Bid responses
Bid responses sent by courier must reach the reception at least 36 hours before the closing date (05 August 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

13. Contact Details All queries must be forwarded to annah@raf.co.za
Enquiries and clarification will close not later than 25 July 11H00.
Q and A pack will be published on 29 July 2013.

14. Thank you
Questions and Answers