ROAD ACCIDENT FUND COMPULSORY BRIEFING SESSION RAF/2015/00007 Date: 22 May 2015 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/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

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

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:

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

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

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 email 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

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

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

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

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

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

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 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)

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

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

Thank you Questions and Answers