1. ROAD ACCIDENT FUND VENDOR BRIEFING SESSION RAF/ 2013 /00009
Date: 27 May 2013
Time: 11:00

2. AGENDA Background Purpose of the RFP Evaluation Criteria
Mandatory Documents
Disqualification of bids
Submission of bids
Contact Details
Questions and Answers

3. Background
RFP: RAF/2013/00009: APPOINTMENT OF PANEL OF EXPERTS FOR CHAIRING AND INITIATING DISCIPLINARY PROCEEDINGS FOR THE ROAD ACCIDENT FUND FOR A PERIOD OF THREE (3) YEARS
Advertised on 17 May 2013
Closing on 11June

4. Purpose of the RFP
Is to appoint suitably qualified experts to be on a Panel of Experts for Chairing and Initiating the Disciplinary Proceedings for the RAF for a period of three (3) years.
Scope of Work
The bid is divided into two categories:
Chairing Disciplinary Hearings; and
Initiating Disciplinary Hearings.

5. Purpose of the RFP Chairing of Disciplinary Hearings
The bidder will be required to provide services, including, but not limited to the following:
Chairing and managing the proceedings of the disciplinary hearing;
Consider and analyze the evidence;
Ensure fair hearing;
Determine sanctions in terms of the RAF POLICY AND PROCEDURES; Schedule 8 of the Labour Relations Act, and other relevant legislation;
Provide a written report on the findings and THE outcome of the disciplinary hearing within 14 days of the hearing closing.

6. Purpose of the RFP Initiating of Disciplinary Hearings
The bidder will be required to provide services, including, but not limited to the following:
Analyse available evidence from THE employer;
Determine the charges in terms of the RAF Policy AND ANY RELEVANT LEGISLATION;
Consultation with the Fund;
Consult with witness;
Advise on more evidence required from the RAF; and
Lead the evidence in the disciplinary hearing;
Cross Examination;
Present closing arguments;
Recommend appropriate sanctions;
PRESENT SAME CASE of the RAF at the CCMA WHEN NECESSARY.

7. Evaluation Criteria Evaluation will be based on the following:
Technical Functional Mandatory (Comply or Not Comply) – Bidders who do not meet the mandatory requirement will be disqualified.
Technical Functional Requirement (100 points)
Price and BEE Evaluations (90/10 points)

8. Evaluation Criteria Mandatory requirements
The resource to be used for chairing and initiating must have a degree in law. Please furnish the RAF with a copy of a degree. Failure by the Fund and the successful bidder to conclude a contract, based on the contract included in the bid documents (Annexure G), 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 and will entitle the Fund to consider other responsive bids and award the tender to another bidder or bidders. The bidder must confirm that they have read and understood the terms and conditions set out in the attached Agreement (Annexure G), which terms and conditions the bidder accepts. In evidence thereof, the bidder shall sign the attached Contract Form and submit the signed Contract Form together with the bid documents.

9. Technical Evaluation Criteria
Functional criteria Chairing
Points
Chairing Disciplinary Hearings
The bidder must have experience in chairing disciplinary hearings.
Please indicate the number of disciplinary hearings chaired in the last year.
Chairing CCMA / Bargaining Council Hearings
The bidder must have experience in chairing hearings at the CCMA / Barging Council level.
Please indicate the number of hearings chaired in the last year.
Provide case numbers / references in respect of each matter.
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 questionnaires to the bid response. 40 20

10. Technical Evaluation Criteria
Functional criteria Initiating
Points
INITIATING Disciplinary Hearings
The bidder must have experience in initiating disciplinary hearings.
Please indicate the number of disciplinary hearings initiated in the last year.
REPRESENTING PARTIES AT CCMA / Bargaining Council Hearings
The bidder must have experience in representing parties in CCMA / Bargaining Council hearings.
Please indicate the number of hearings at which parties were represented in the last year.
Provide case numbers / references in respect of each matter.
number of successful Cases
The bidder must have won cases in CCMA or any other bargaining council.
Provide the number & case numbers / references in respect of each matter where the bidder’s representation of the party had a successful outcome in the last year. 20 30

11. Technical Evaluation Criteria
Functional criteria Initiating
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 questionnaires to the bid response.
Total 20
100

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

13. 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

14. Submission of bid responses
Original signed bid document and Proposal clearly marked and indexed with all pages numbered
One original and two (2) hard copies, submitted in a sealed envelopes.
Submission Address:
RAF Menlyn Reception
38 Ida street Menlo Park Pretoria

15. Submission of bid responses
Bid responses sent by courier must reach the reception at least 36 hours before the closing date 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 bids will not be considered

16. Contact Details
All queries must be forwarded to

17. Thank you
Questions and Answers