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

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

3. 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

4. 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

5. Refer To The Scope Of Work In The Bid Document

6. 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

7. 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

8. 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
Bidders who have less than one (1) year experience
Bidders who have one (1) or more years but less than two (2) years experience
Bidders who have two (2) or more years but less than three (3) years experience
Bidders who have three (3) or more years but less than five (5) years experience
Bidders who have five (5) or more years experience 40

9. 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 – 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
RAF/2014/00008

10. 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
Bidders who have less than two (2) years experience
Bidders who have two (2) or more years but less than four (4) years experienced
Bidders who have four (4) or more years experience 10

11. 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
Poor
Below Average
Average
Good
Very Good 40

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 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)

15. 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

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

17. Thank you
Questions and Answers