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

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

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

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

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)

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

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

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 e-mail 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

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

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

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

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

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

Thank you Questions and Answers