ROAD ACCIDENT FUND COMPULSORY BRIEFING SESSION RAF/2014/00008 Date: 24 March 2014 Time: 11:00

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

Background RAF/2014/00008: Request For Bid: Appointment of an established Service Provider for the Audio Visual Maintenance for a period of three (3) years. Advertised on 14 March 2014 Closing on 7 April 2014

PURPOSE OF THE RFB Background of the project The RAF desires to appoint an established Service Provider to attend to the upgrade and maintenance of the Road Accident Fund ‘s audio visual system for a period of three (3) years. In addition to the maintenance agreement and to improve accessibility to the system the following upgrades and improvements are required; Mobile VC units regional; Integrated Room booking and Management System; Interactive display for presentations; and Onsite Concierge; RAF/2014/00008

Refer To The Scope Of Work In The Bid Document

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 BEE Evaluations (80/20 points). Bidders scoring 60 points out of 100 points on functional / technical criteria will be further evaluated on Price and BEE. RAF/2014/00008

MANDATORY EVALUATION CRITERIA MANDATORY REQUIREMENTS Mandatory Comply Not Comply The bidder must provide proof that they have presence in the provinces where all RAF regional offices are based. The bidder must attach municipality bill/lights/rates or lease agreement in the name of the company 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… 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 confirm that they have complied with the requirement set out in the footnote to clause 1.6 of schedule of Annexure G by submitting with the bid: A proposed Pricing Schedule RFP/2013/00001

Technical Evaluation Criteria Functional criteria Points PREVIOUS EXPERIENCE (YEARS OF OPERATIONS) Bidders are requested to indicate below, and provide proof of, the number of years they have been in operation in the field of business required in the bid (programming, installation and maintenance of audio visual) Bidders must provide the number of years here: …………………………… In addition, provide proof of this number of years in operation in the field of business required in the bid (programming, installation and maintenance of audio visual) by including details of relevant projects which demonstrate the period of operation of the bidder in schedule of previous projects. Bidder will be scored on Previous Experience (Years of operations according to the following table: Response Score   No response 0 Bidders who have less than one (1) year experience 10 Bidders who have one (1) or more years but less than two (2) years experience 15 Bidders who have two (2) or more years but less than three (3) years experience 20 Bidders who have three (3) or more years but less than five (5) years experience 30 Bidders who have five (5) or more years experience 40 40

Technical evaluation criteria cont…. Functional criteria Points PREVIOUS EXPERIENCE (EXPERIENCE OF KEY STAFF) Bidders are requested to provide a list of experienced key staff that will be working on the project and their CV’s. In addition, provide a list of key staff in schedule of key staff and attach their CV’s (brief CV’s – approximately 2 pages maximum). Bidders will be scored on previous experience (experience of key staff) according to the following table: Response Score No response/ no experience 0 0 – 1 year experience of programming, installation and maintenance of audio visual system 3 2 – 3 years experience of programming, installation and maintenance of audio visual system 5 4 – 6 years experience of programming, installation and maintenance of audio visual system 8 10 years experience of programming, installation and maintenance of audio visual system 10 10 RAF/2014/00008

Technical evaluation criteria cont…. Functional criteria Points PREVIOUS EXPERIENCE (MAINTAINING POLYCOM SYSTEMS). Bidders are requested to indicate below, and provide proof of, the number of years experience they have in maintaining polycom systems. Bidders must provide the number of years here: …………………….. In addition, provide proof of this number of years maintaining polycom systems by including details of relevant project which demonstrate experience of the bidder in the schedule of previous projects. Bidders will be scored on previous experience (Maintaining Polycom system) according to the following table: Response Score No response/ no experience 0 Bidders who have less than two (2) years experience 3 Bidders who have two (2) or more years but less than four (4) years experienced 6 Bidders who have four (4) or more years experience 10 10

Technical Evaluation Criteria Functional criteria Points TRACK RECORD Bidders are requested to send the attached 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: Response Score out of 5 No response 0 Poor 1 Below Average 2 Average 3 Good 4 Very Good 5 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 clearly marked and indexed with all pages numbered. One (1) original and two (2) hard copies, submitted in a sealed, clearly marked (RAF/2014/00008) 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)

Submission of Bid responses Bid responses sent by courier must reach the reception at least 36 hours before the closing date (7 April 2014), 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

Contact Details All queries must be forwarded to monarem@raf.co.za Enquiries and clarification will close on the 31 March 2014 @ 11H00. Q and A pack will be published on RAF website on 1 April 2014.

Thank you Questions and Answers